How to Write Taxidermy Shop Policies That Protect Your Business

By MountChief Editorial Team|Updated Mar 2026

Most customer disputes in taxidermy shops come down to one thing: someone didn't know the rules going in. Maybe you never wrote them down. Maybe you explained them verbally and the customer forgot. Either way, you're now having a conversation you didn't want to have.

Shops with written policies have 65% fewer customer disputes than shops without. That's not a coincidence. Written policies set expectations clearly from the start and give you something to point to when a conversation gets uncomfortable.

Here's exactly what to write, where to put it, and how to use it.

TL;DR

Example language: "Completed mounts must be picked up within 30 days of completion notification.
After 60 days, a storage fee of $10/month will be charged.
Shops with written policies have 65% fewer customer disputes than shops without.
If a customer brings in a cape with a week-old bullet hole through the neck, you need documentation that the damage existed at intake.
Every customer wants their mount in three months. That's not always realistic. Your timeline policy should manage this before the job starts.
Define when customers are expected to pick up completed mounts and what happens if they don't. Storage fees for extended holding are reasonable and should be stated upfront.

What Policies Every Taxidermy Shop Needs

Deposit Policy

This is your most important policy. Every job should require a non-refundable deposit paid at intake. Without a deposit, a customer can walk away from a mount after you've done months of work, leaving you with a specimen you can't sell and no recovery.

Your deposit policy should state:

The deposit amount or percentage required at intake (typically 30-50% of total)
Whether deposits are refundable under any circumstances
What happens to the job if the balance isn't paid by pickup

Write it plainly: "A 40% non-refundable deposit is required at intake. This deposit covers materials and processing and is not returned if the customer cancels." No ambiguity.

Timeline Policy

Every customer wants their mount in three months. That's not always realistic. Your timeline policy should manage this before the job starts.

State your current estimated completion time clearly. Specify that timelines are estimates, not guarantees. Explain what factors can extend timelines. Tannery delays are the most common, and customers who understand that ahead of time respond much better when it happens.

Include a tannery delay clause: "Tannery delays beyond our control may extend the estimated timeline. Customers will be notified of any significant timeline changes." This protects you legally and practically.

Abandoned Mount Policy

Left-behind mounts are a real problem for taxidermy shops. A customer doesn't pick up their finished mount, won't return calls, and now you have an expensive piece of inventory sitting in your storage.

Your abandoned mount policy needs to state:

How long you'll store a completed mount before it's considered abandoned (typically 90 days)
What written notice you'll provide before declaring abandonment
What happens to abandoned mounts (sale, disposal, donation)

In most states, if this is written into your intake form and the customer signs it, the policy is legally enforceable. Without written documentation, you have almost no recourse.

Liability and Condition Policy

Be clear about what you're responsible for and what you're not. If a customer brings in a cape with a week-old bullet hole through the neck, you need documentation that the damage existed at intake. Not because you're dishonest, but because customers sometimes forget what they brought in.

Your liability policy should cover:

That you document condition at intake and customers acknowledge the documented condition
That natural hide variations, hair slippage from pre-harvest field care issues, or damage present at intake are not covered by any repair obligation
That you're not responsible for quality issues caused by improper field care before delivery

Take intake photos every single time. A condition dispute without photos is just your word against theirs.

Pickup and Storage Policy

Define when customers are expected to pick up completed mounts and what happens if they don't. Storage fees for extended holding are reasonable and should be stated upfront.

Example language: "Completed mounts must be picked up within 30 days of completion notification. After 60 days, a storage fee of $10/month will be charged. After 90 days without contact, the mount may be subject to the abandoned mount policy."

Where to Put Your Policies

On Your Intake Form

This is the most important location. If the policy is on the document the customer signs at intake, it's acknowledged. Buried on a website page they never read doesn't carry the same weight.

Put your core policies (deposit, timeline, abandoned mount, and liability disclaimer) directly on the intake form above the signature line. Keep the language short and plain. You're not writing a legal contract; you're creating clear expectations with a signature.

On Your Website

Have a dedicated "Shop Policies" page. Link to it from your booking page, your contact page, and anywhere else customers engage before coming in. Out-of-state hunters who can't visit in person should be able to review your policies before dropping off.

Visible In Your Shop

A framed policy summary at the counter gives customers something to read while they wait. It also signals that you run a professional operation.

How to Enforce Policies When Customers Push Back

The most common scenario: a customer calls six months after they were supposed to pick up their mount and wants to argue about the storage fee.

You don't argue. You refer to the document they signed: "Here's a copy of your intake form: your signature is right there acknowledging the storage policy." Most customers back down immediately when confronted with their own signature.

For the ones who don't: stay calm, stay factual, and avoid emotional language. "Our policy, which you acknowledged at intake, states X" is your entire script. You don't need to justify the policy or apologize for it.

If a customer is aggressive about a policy you're enforcing correctly, that's a documentation and communication problem that started at intake. Next time: walk through policies verbally at intake before the customer signs, not just hand them a form to sign.

Should Policies Be on the Intake Form or a Separate Document?

Both, ideally. But if you can only choose one: the intake form.

A separate policy document that customers sign has legal weight. But customers lose paper. They forget they signed something. If the key policies (deposit, timeline, abandonment, liability) are embedded in the intake form they signed on day one, you can reference that single document in any dispute.

A separate "Shop Policies" page on your website supplements the intake form and handles the customers who research before they arrive.

FAQ

What policies should a taxidermy shop have in writing?

Every taxidermy shop needs written policies covering deposits (amount, non-refundability, and payment timing), timeline estimates and tannery delay clauses, abandoned mount procedures including storage timeline and disposition, and condition/liability documentation at intake. These four areas cover 90% of customer disputes.

How do I enforce taxidermy policies when customers push back?

Reference the document they signed. If your policies are on the intake form and the customer signed at drop-off, you have written acknowledgment of those terms. State the policy calmly, show them their signature if needed, and don't defend or negotiate policies that are clearly documented. Most disputes end when customers are shown what they agreed to.

Should taxidermy policies be on the intake form or a separate document?

Both, if possible, but the intake form is the priority. Policies embedded in a document the customer signs at intake have the strongest enforceability. A separate website policy page handles pre-visit customer research but doesn't replace the acknowledged signature. Put your core policies (deposit, timeline, abandonment) on the intake form above the signature line.

How does this apply to solo taxidermy shops?

The principles in this guide apply to solo shops just as they do to larger operations, though the scale differs. A single-person shop may have lower absolute volume but faces the same documentation, compliance, and customer communication requirements. The practical advice here scales down to any shop size.

What is the most common mistake taxidermists make with how to write taxidermy policies?

The most common mistake is treating how to write taxidermy policies as an afterthought rather than building it into the standard workflow from the start. Shops that encounter problems in this area typically did not establish clear processes before season, which means every situation becomes a one-off decision rather than a standard response.

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Sources

National Taxidermists Association (NTA)
US Fish & Wildlife Service
Small Business Administration (SBA)

Get Started with MountChief

The results in this article are achievable in any shop that applies the same operational approach. MountChief provides the intake speed, tannery tracking, and customer communication tools that make this kind of improvement possible. Try MountChief to see what better systems do for your operation.