Which venues tend to ask for papers
Therapy visiting is organized, supervised work, and the venues that welcome visiting dogs carry responsibility for vulnerable people. Hospitals and care homes usually sit at the strict end: they commonly ask for current vaccination proof, a recent statement of health from a veterinarian, and evidence that the dog has passed a recognized behavior evaluation, often verified through the therapy organization coordinating the visits. Schools frequently ask for the same set, particularly for reading programs where children sit close to the dog for long stretches. Libraries, community groups, and one-off events vary more, but many still want the evaluation and health paperwork on file before the first visit rather than after a problem.
The practical answer is to assume any new venue will ask, and to keep the full set ready rather than assembling it venue by venue.
The health side of the file
Keep the originals or clear copies of your dog's vaccination record, the most recent veterinary health certificate, and any parasite-control routine the venue or organization requires you to maintain. Beside each document, note when it next needs renewing, because certificates expire quietly and a lapsed health check discovered on the morning of a visit usually means a cancelled session with people who were expecting the dog.
Behavior evaluations deserve the same care. File the evaluation report itself, the name of the assessing organization, the date it was passed, and any conditions or re-assessment interval attached to it. If your dog was evaluated as a team with you as handler, that detail matters: many programs assess the pair, not the dog alone, and a venue may ask exactly that question.
Recording each visit itself
Alongside the certificates, keep a simple visit log: venue, date, how long the session lasted, who supervised, and brief notes on how your dog worked. Record the good sessions in a line, and give more space to anything unusual: a resident who grabbed at his ears, a fire alarm mid-visit, a new wheelchair type he hesitated around. Those notes are how you spot that your dog is tiring of a particular setting, that a certain session length is his limit, or that he consistently brightens with one group and flattens with another.
A visit log also protects the work itself. If a venue ever asks what happened on a particular day, a dated entry written at the time is a far better answer than a recollection. And when you apply to a new program, a year of logged visits is persuasive evidence of experience that no single certificate can provide.
Renewals and gaps to watch
Once a quarter, spread the file out and check three things: every certificate still in date, every evaluation still current for the organizations you visit with, and the visit log up to date. Note gaps honestly. If your dog had time off for illness, a household move, or simple rest, record the break and the return-to-visiting check you did before resuming, because venues respect a handler who manages a dog's workload visibly.
Keeping certificates, evaluations, and the visit log in one KinsLe Pet Passport file gives every venue the same complete packet, and gives you one place to check before each visit instead of three.