Holiday Placeholder Policy Guide for Dog Walkers & Day Care Providers With Template
- Tori Lynn Crowther
- Mar 30
- 6 min read
Holiday Placeholder Policy
A simple guide for dog walkers & day care providers
🧳 Holiday Placeholder Policy (Quick Summary)
Going away? No problem — we’ve got options.
If you’re taking a holiday, you can choose how your dog’s regular walking or day care spot is managed while you’re away:
✅ Continue care as normal Your dog keeps their usual walks or sessions. Standard fees apply.
⏸ Hold my spot We pause care but keep your regular space in our schedule so it’s ready when you return. A small retention fee may apply, depending on the length of the break.
🔄 Alternative care If someone else will be caring for your dog, we’re happy to provide routine notes to help keep things consistent.
Please let us know at least 2 weeks in advance so we can plan ahead. If your dog remains in our care, regular updates will be provided.
This policy helps us stay organised while ensuring every dog receives safe, reliable care.
What Is a Holiday Placeholder Policy?
A holiday placeholder policy explains what happens when a client goes away and how their dog’s place in your schedule is handled.
It helps you:
Keep your schedule organised
Protect your income
Avoid awkward conversations later
It helps clients:
Feel reassured their dog’s place is secure
Understand their options clearly
Know what to expect around payment and care
A clear policy keeps everything fair, calm, and professional.
Purpose of This Policy
A placeholder policy exists to:
Maintain a client’s regular space in your schedule
Ensure dogs continue to receive suitable care
Help your business plan ahead without last‑minute gaps
Set clear expectations so there are no misunderstandings
Holidays are normal — this policy simply helps manage them smoothly.
1. Communicate Early
Encourage clients to tell you about holidays as early as possible.
Recommended notice: At least 2–4 weeks in advance
This gives you time to:
Plan your schedule
Offer alternative slots to other clients if needed
Confirm care arrangements clearly
Holiday Notice Form
Using a simple holiday notice form (online or paper) helps keep everything organised.
It should include:
Dates the owner will be away
Whether care is required during that time
Any special instructions, such as:
Medication
Feeding changes
Behaviour notes
Emergency contacts
Written information avoids confusion and protects everyone.
2. Options for the Dog During the Owner’s Holiday
Clients may need different arrangements depending on their situation. Offering clear options gives flexibility while keeping your boundaries intact.
A. Continue Care as Normal
Clients may choose for their dog to continue with walks or day care while they are away.
This may include:
Full sessions as usual
Reduced sessions if full care isn’t needed
Why this works well: Dogs thrive on routine. Continuing care keeps their schedule familiar and reduces stress.
👉 Normal fees apply for continued care.
B. Temporary Pause (“Hold My Spot”)
If the dog won’t need care during the holiday, you can offer to hold their regular place in your schedule.
This means:
No active care during the holiday
Their usual slot is kept for their return
They don’t need to re‑apply or wait for availability
Suggested approaches:
A small retention fee (around 10–25% of usual fees), or
A free hold for a limited period (for example, up to 4 weeks)
This protects your income while being fair to loyal clients.
C. Substitute Care
Some owners may arrange care with:
Friends or family
Boarding kennels
Another professional provider
You may choose to:
Offer guidance on routines and handling
Provide a written “dog briefing” to help the substitute follow the dog’s usual structure and rules
This keeps care consistent and supports the dog’s wellbeing.
3. Payment Considerations
Decide your approach in advance and include it in your terms and conditions.
Common options include:
Full fee When care continues as normal
Reduced or hold fee When you are keeping the space but not providing care
No charge Optional for short holidays or as a loyalty gesture
The key is clarity. Clients should know before booking what applies.
4. Communication & Updates
Good communication strengthens trust, even during holidays.
If the dog is in your care:
Send photos or short updates
Offer regular check‑ins for longer absences
If care is paused:
A friendly message before the holiday
A welcome‑back message afterwards
Small touches go a long way in building long‑term relationships.
5. Practical Tips to Make the Policy Work
To keep things running smoothly:
Set a maximum hold period (for example, 4–6 weeks)
Avoid holding spaces indefinitely
Plan ahead so placeholder spots don’t cause overbooking
Keep records of:
Holiday dates
Payment agreements
Care decisions
Apply the policy consistently across all clients
Flexibility is helpful, but consistency protects your business.
6. Sample Holiday Placeholder Policy Wording
You can include wording like this in your client terms:
“We understand that holidays happen. Clients may choose to continue care as usual, reduce sessions, or place their regular dog walking or day care spot on hold while they are away. Held spots may be subject to a small retention fee. Please provide at least two weeks’ notice so we can plan accordingly. If your dog remains in our care, regular updates will be provided.”
Final Thoughts
A holiday placeholder policy isn’t about being strict — it’s about being clear, fair, and professional.
When clients know what to expect, they feel more confident in your service, and you can manage your time and income without stress.
Clear policies support calm dogs, happy clients, and a sustainable business.
Holiday & Time‑Away Terms (Amend as appropriate for your welcome pack/booking form)
We understand that holidays happen and plans change. To help us manage our schedule fairly and make sure every dog receives consistent care, the following applies when you are away.
Please let us know at least 2 weeks in advance if you will be away and your dog will not need their usual walks or day care.
You can choose to:
Continue care as normal while you are away (normal fees apply), or
Pause care and hold your regular spot so it is available when you return. A small retention fee may apply for longer breaks.
If your dog’s place is held, this means we keep their usual slot in our schedule and may not offer it to another client.
If care is paused without a hold arrangement, we cannot guarantee availability when you return.
If your dog remains in our care during your holiday, we will provide regular updates for reassurance.
This policy helps us stay organised while continuing to provide safe, reliable care for all dogs.
A note on business and professionalism
This guide assumes one thing: you are running a business, not a hobby.
Pet care is more than a passion—it’s your livelihood, and it deserves the same professionalism, planning, and respect as any other business. Treating it like “just a job for fun” won’t get you the results or freedom you want.
You are allowed to:
Charge enough to make your business sustainable
Set and enforce clear boundaries with clients
Expect respect from clients, peers, and the wider pet care industry
Take your work seriously, even when others don’t
Build a business that supports you, not just every pet and client
Professional success starts with self-respect—and pet care businesses built on self-respect thrive for the long term.
About Tori Lynn C. & The Dog House
Welcome to The Dog House — my cosy corner of the TLC Canine Crusaders Business Hub. I’m Tori Lynn C., the founder of TLC Dog Walking Limited, mentor to professional dog walkers, and lifelong advocate for dogs and the people who care for them. With over 17 years of hands-on experience in the industry, my mission is to guide you through the realities of running a successful, sustainable dog walking business — from client care and safety to wellbeing, confidence, and professional growth.
The Dog House is where I share the honest, behind-the-scenes conversations we all need: the tricky moments, the funny bits, the business lessons, and the mindset work that keeps us thriving rather than merely surviving. Whether you're just starting out or scaling up, you’ll always find support, guidance, and a friendly nudge forward here.
You’re never alone in this journey — you’re part of a community of canine crusaders.
Legal Disclaimer
The information provided on this website is for general information and educational purposes only. It is intended to support pet care professionals in understanding common legal considerations when operating a dog walking or pet care business in the UK.
This content does not constitute legal advice and should not be relied upon as a substitute for advice from a qualified solicitor or legal professional. Laws, regulations and local authority requirements may change over time and can vary depending on location and individual circumstances.
While every effort has been made to ensure the information is accurate and up to date at the time of publication, no guarantees are made regarding completeness or applicability to your specific situation.
By using this website, you acknowledge that:
✓ You are responsible for ensuring your own business complies with all relevant UK laws and local authority rules
✓ You should seek professional legal advice before drafting, using or relying on any contract or legal document
✓ The website owner accepts no liability for loss, damage or legal issues arising from the use of this information
If you are unsure about any legal obligations, contractual terms or liabilities, it is strongly recommended that you consult a solicitor experienced in small business or consumer law.
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