Make a daily report template for owners: rest, play, food and a plain factual line that points to your incident record when something happened

Many day cares send owners a short report at the end of the day. Pawsitive Life, a UK day care, tells customers on its own page that it sends daily reports on who their dog snuggled up with. Writing each one from scratch at closing time is slow, and the line that matters is the one about anything that went wrong: it must say what happened, plainly, and match your incident record. A template with fixed sections (arrival and collection time, rest, play, food and water, anything to tell you, who to call) and a separate, factual incident line keeps reports quick and consistent. The AI lays out the template and a short phrase bank from your own wording. It never sees a dog’s or owner’s details and never writes about a specific day. It never describes an injury, symptom or behaviour as serious or minor, and never suggests treatment: anything about a dog’s health goes through your incident procedure, and the vet decides on treatment.

An AI chat tool you already use

Steps

1. Decide what owners get each day and through which system (your booking app, email or messaging). Write the sections in your own words.
2. Write your own short phrases for rest, play and food that staff are allowed to use, and the one sentence used when something is recorded in the incident record.
3. Run the prompt below with its brackets left as they are. Do not type any dog’s or owner’s name or any real event into the AI tool. You get back a template and a phrase bank.
4. Load the template into your booking app or email. Staff fill it in from what they saw that day, using the phrase bank, and add only facts.
5. Any report that mentions an incident is read by the licence holder or manager before it goes, and matches the incident record word for word on what happened.

The exact prompt

Write two things for [BUSINESS NAME], a licensed dog day care in England.
1. A short daily report template for owners with these sections, each followed by its bracket: Arrived and collected ([TIMES]); Rest ([PHRASE FROM THE PHRASE BANK]); Play ([PHRASE]); Food and water ([PHRASE]); Anything to tell you ([NOTHING TODAY, OR THE INCIDENT LINE]); Questions ([CONTACT ROLE]). Under 120 words, warm and plain.
2. A phrase bank built only from these phrases written by the licence holder: [PHRASES, AS TYPED BY THE LICENCE HOLDER]. Group them under Rest, Play and Food and water. Then add this incident line exactly as given: [INCIDENT LINE CHOSEN BY THE LICENCE HOLDER].
Do not add any phrase about health, injury, illness, behaviour or treatment, and do not describe anything as serious or minor.
RULES FOR THIS CHAT: I will give you only my own business wording, headings, dates and rules that I have typed in, and text I have copied from official guidance or my licence. I will not give you, and you must not ask for, any dog owner’s name, address, phone number, email or emergency contact, any dog’s name, microchip number, medical, behaviour, vaccination, insurance or vet details, any staff name, or any payment detail. Use the blanks in square brackets exactly as I give them. Do not invent rules, ratios, times, treatments, procedures, ratings or facts about any dog, person, vet or council, and do not say what is enough, safe, required, compliant or legal. Do not give veterinary, welfare, safety, legal or licensing advice, do not say whether any dog is fit to attend or mix, and do not do any arithmetic. Where something is missing write [FOR THE LICENCE HOLDER TO COMPLETE]. Everything you write is a draft that a named person will check before it is used.