You have arranged someone to care for the dog while you travel. You know the routine so well that "feed twice a day" feels like enough instruction. To a sitter, it leaves open which food, what amount, what time, whether there is medicine, and what to do when the dog won't eat. A written handoff reduces guessing for both the person and the dog.
American Humane Society recommends a meet-and-greet before the trip, written details about food, medications, routines and veterinary contacts, and extra planning for pets with medical or mobility needs. The sitter should be able to perform the actual tasks your dog requires, a friendly meeting alone does not prove that they can give time-sensitive medicine or safely manage a dog who is fearful of strangers.
Meet before the day you leave
Let the sitter meet the dog while you are home. Give the dog space to approach instead of forcing a greeting. Show the usual leash or harness, the route outside, water location and resting area. Explain any handling limits, triggers or escape risks. If the dog is nervous, plan a second short meeting or a trial visit rather than making the first solo entry happen during your trip.
Ask the sitter how they manage an emergency, whether they have other visits that conflict with your dog's care times and how you will receive updates. Check that they know which door, gate or lock is used and how to close it securely. For a dog with complex care needs, confirm practical experience or speak with the vet about what support is appropriate.
Write the care sheet
Include the exact food and amount for each meal, where it is stored, and whether treats or chews are allowed. Pre-portion meals if that helps. List medicines by name, dose, timing and method, leaving them in labeled containers when possible. Note water needs, toilet times, walk routes, rest preferences and what the dog does when they are worried. Avoid vague phrases like "one pill in the morning" when there are several bottles.
Write down your vet's name and contact, an emergency clinic if available, your phone number and a backup person authorized to make decisions if you are unreachable. Tell the sitter what signs should trigger a call: refusal to eat, vomiting, limping, an escape attempt or a change in behavior. Discuss who pays or authorizes urgent veterinary care under your arrangement. Do not assume every sitter has the same authority or insurance.
Prepare the house
Leave keys or access instructions through a secure route, not publicly on a door. Show where cleaning supplies, waste bags, towels and extra food are stored. Check that gates and fences close properly and that the dog cannot reach unsafe plants, medicine or cords while alone. If a water fountain fails, leave a regular bowl as a backup. A dog with mobility trouble may need rugs or a clear route to the door.
Keep the routine as familiar as practical. A sitter should not experiment with a new food or a crowded dog park while you are away unless you have agreed. If your dog is anxious with strangers or separation, discuss the plan with your vet before departure rather than asking the sitter to improvise when the dog panics.
Common mistakes
Relying on a verbal five-minute tour can leave gaps. Hiding a behavioral or medical issue may make the job unsafe. Giving a sitter medicine in an unmarked bag invites errors. Failing to agree on emergency decisions can cause delay when a vet needs an answer. And a dog who has never met the sitter may not calmly allow a stranger to enter the house alone.
Today, arrange the meet-and-greet and write the care sheet. Ask the sitter to read it and tell you what is unclear. The point is not paperwork for its own sake, it is making your dog's ordinary day possible while you are gone.
Sources: American Humane Society, "Pet Sitter & Boarding 101": https://www.americanhumane.org/public-education/pet-sitter-guide/.