Equine Yard Vaccination Register

Who this is for

One register for a whole yard. A line per horse carries the owner, the passport number, what was last given and when, the practice that gave it and the next due date the vet wrote down — with a column counting the days to that date, so the yard can see at a glance who is coming up and who has no date recorded at all.

Livery yards, riding schools, studs and competition yards that have to know the vaccination position of every horse on the premises, and yard managers chasing owners for dates.

What this helps you track

• Every horse on the yard on one list, with its owner and passport number
• What was last given to each, on what date and by which practice
• The next due date as the vet gave it, in one column you can sort
• How many days each horse has left before that date
• Which horses have no date recorded — usually the reason the register exists

How to use it

1. Write the yard, whoever keeps the register and the date you compiled it at the top.
2. Add a line per horse: name, owner and phone, and the passport number as written in the passport.
3. Copy the last entry from each horse's passport or the owner's certificate: what was given, the date and the practice.
4. Write the next due date the vet gave. Where an owner has not supplied one, leave it blank so the gap is visible and chase it.
5. The days column and the summary figures work themselves out on screen and in the workbook; on paper, scan the due column.
6. Recompile the register when horses come and go, and keep the superseded copy.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Does the register say what horses should be vaccinated against, or how often?

No. That is set by your vet, and by the rules of whatever body you compete or race under, which differ by country and by discipline and change. The register holds the dates you were given.

Is this a substitute for the passport?

No. The vaccination record in the horse's own passport, signed by the vet, is the document that counts. This is the yard's working list so that nobody has to collect ten passports to answer one question.

What does the days column show?

The number of days from today to the next due date on that line. It is arithmetic on your own date, not a recommendation, and it goes negative once a date has passed.

An owner will not give us a date. What then?

Leave the cell empty, note it, and take it up with the owner — a visible gap is the point. Many yards make supplying the date a condition of the livery agreement; what you can require is a matter for your own agreement and the rules where you are.

Can it cover other treatments as well?

Keep this one to vaccinations so the due column means one thing. For worming, dentals and everything else across a group of animals, use the multi-animal treatment register.