Taxidermy Intake Form PDF: Download the Complete Template

By MountChief Editorial Team|Updated Mar 2026

A properly structured intake form is your most important legal document. It's the record that proves what condition the specimen arrived in, what the customer requested, what deposit was collected, and what policies they agreed to. Shops using proper documentation resolve customer disputes 70% faster than shops using informal or verbal intake processes.

This page provides a complete taxidermy intake form PDF template covering all major species categories, legal documentation fields, and shop policy language. Download and use it as-is, or customize it for your specific shop's requirements.

TL;DR

Both are legally valid, but shops using digital intake produce records 20-40 minutes faster during inspections than paper-based shops.
Shops using proper documentation resolve customer disputes 70% faster than shops using informal or verbal intake processes.
The PDF template is formatted for standard 8.5x11 printing.
Shop policy language: The default language covers deposit terms, abandonment (typically 90-180 days after completion notice), and damage liability for pre-existing cape conditions.
A properly structured intake form is your most important legal document.
Download and use it as-is, or customize it for your specific shop's requirements.

What Makes a Taxidermy Intake Form Legally Useful

Not all intake forms protect you equally. A form that only captures the customer's name and species doesn't give you much to stand on if the customer later disputes the cape condition, the mount style, or the deposit amount.

A legally useful intake form covers:

Customer identification: full name, address, phone, email
Species and harvest information: state, county, season, license/tag number
Specimen condition at arrival: field care quality, any pre-existing damage
Mount specifications: style, pose, panel/plaque preferences
Pricing and deposit: agreed price, deposit amount, deposit date
Timeline acknowledgment: estimated completion range, customer-signed
Shop policy acknowledgment: deposit terms, abandonment policy, liability language
Photo documentation reference: notation that photos were taken at intake

Every one of these sections has a job. Remove one and you have a gap a customer can use against you.

Species-Specific Sections in the Template

The template includes intake fields for the following species categories:

Whitetail and Mule Deer: Cape condition rating (1-5), antler measurements, eye color, pose selection, velvet or hard antler, skull plate or full skull.

Elk: Cape size class, heat exposure time, field care method, tannery preference, form size estimate, nose cartilage condition.

Turkey: Leg band verification, federal migratory bird license number, harvest state, species (Eastern, Osceola, Merriam, Rio Grande), fan and beard preservation preference.

Fish: Length and girth measurements, photo reference provided (Y/N), replica vs skin mount selection, color reference description.

Bear: State of harvest, skull sealing requirement (by state), hide size, species (black, brown, grizzly), rug or life-size preference, CITES review field for brown/grizzly.

Waterfowl: Federal migratory bird stamp verification, species, band number if applicable, mount style (wall, in-flight, standing).

Other big game: Antelope, bison, mountain lion, exotic species, with a CITES documentation flag for applicable species.

The Template Download

The PDF template is formatted for standard 8.5x11 printing. Each species section fits on a single page so you're not flipping pages during intake.

You can download the template and print it immediately for paper-based intake, or use it as the field reference when setting up your digital intake form in MountChief.

For shops transitioning from informal intake to structured documentation, starting with the paper template before going digital is a reasonable path. The goal is structured intake regardless of the medium.

How to Customize the Template for Your Shop

The template is designed to work as-is for most shops. But there are three sections you should customize before using it:

1. Shop policy language: The default language covers deposit terms, abandonment (typically 90-180 days after completion notice), and damage liability for pre-existing cape conditions. Review it with your local legal standards and adjust as needed.

2. Pricing fields: Add your standard pricing tiers so the agreed price is pre-populated for common mount types. This reduces errors at intake.

3. Timeline statement: The template uses a generic range. Replace it with your current actual range so the customer acknowledges a realistic window.

If you operate in a state with specific record-keeping requirements (many states require harvest license number documentation), make sure those fields are visible and marked as required.

Paper vs Digital: Using This Template as a Transition Tool

A printed PDF is a legitimate intake tool that protects your shop legally. But it has real limitations:

Handwriting errors are permanent
Paper doesn't auto-link to a customer portal
Paper records require physical search during compliance inspections
Photos taken at intake must be manually linked to the paper record

The intake form guide covers how to structure digital intake if you're ready to move beyond paper. The PDF template gives you a foundation you can use today while you evaluate digital options.

Wildlife Compliance and This Form

The intake form is your first compliance document. For federally regulated species (migratory birds, CITES-listed exotics), the intake form must capture the documentation that proves lawful harvest.

This template includes fields for:

Federal migratory bird license number (required for any waterfowl or turkey)
CITES documentation flag (required for applicable exotic species)
Harvest license and tag number (state-level requirement in most states)

If you're audited by a wildlife officer, the intake form is the first record they'll ask to see. Having complete, signed intake forms for every specimen is the baseline protection.

Frequently Asked Questions

What should be on a taxidermy intake form PDF?

At minimum: customer name and contact information, species and harvest details (state, license/tag number), specimen condition at arrival, mount specifications, agreed price and deposit amount, estimated timeline with customer acknowledgment, and shop policy language covering deposits and abandonment. For federally regulated species like waterfowl and turkey, the federal migratory bird license number is required. For exotic species, CITES documentation must be verified and recorded. Missing any of these fields creates a gap that customers or wildlife officers can exploit.

Can I customize this intake form for my shop?

Yes. The template is designed to work as a starting point, not a finished product. Customize the shop policy section to match your deposit terms and abandonment timeline. Add your standard pricing tiers to reduce calculation errors. Update the timeline language to reflect your actual current estimates. If your state has specific record-keeping requirements beyond the defaults in the template, add those fields before printing. The goal is a form that works for your shop's specific species mix, policies, and compliance obligations.

Is a printed intake form legally sufficient for wildlife compliance inspections?

In most states, yes. Paper intake forms are legally recognized documentation as long as they include the required fields and are signed by the customer. However, paper records are significantly harder to produce during inspections than digital records. Digital records can be searched instantly. Paper records require physical location. Both are legally valid, but shops using digital intake produce records 20-40 minutes faster during inspections than paper-based shops. If you use paper forms, maintain them in organized binders by season and species.

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 taxidermy shop customer intake form pdf?

The most common mistake is treating taxidermy shop customer intake form pdf 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

Customer communication is one of the highest-leverage investments a taxidermist can make in their shop's reputation. MountChief's customer portal activates automatically at every intake and keeps hunters informed throughout the 8-14 month process without adding work to your day. Try MountChief to give your customers the transparency they want.