You do not need a difficult conversation — you need a clear written request. Veterinary practices transfer records between clinics routinely, and in most places they are expected to provide them when the client asks. What owners often receive, though, is a one-page summary, because nobody specified 'complete.' The steps below get the full file sent, once, to the right place.
Put the Request in Writing
Email the old practice rather than relying on a phone call. Writing creates a dated record of exactly what you asked for and gives the practice your authorisation in a form they can file — many clinics require written client consent before releasing records, so your email is doing two jobs. Keep the tone friendly and the content specific: your full name, your dog's name, breed, age, and microchip number if you have it, the new practice's name, address, and the email or fax the records should go to, and the date of your first appointment there so the deadline is obvious.
Name What 'Complete' Includes
List it, because 'records' means different things to different front desks: full clinical examination notes from every visit, laboratory results including bloodwork and any pathology, imaging — X-rays and ultrasound images or reports, not just a note that they were taken — the complete vaccination history with dates, current and past medications with doses as prescribed and your dog's responses, surgical and dental records, weight history, and any referral letters or specialist reports held on file. If your dog has an ongoing condition, say so and stress that the new vet needs the underlying results to continue treatment without repeating tests at your expense.
Timescales, Fees, and Chasing Politely
Many practices send records within a few working days; some need a week or so, and sending them before your first appointment at the new clinic is the standard to aim for — book that appointment with enough slack. A reasonable administration or copying fee is sometimes charged, particularly for large paper files or imaging on disc; offering to pay it in your original email removes a common source of delay. If a week passes with nothing, chase once by email, then by phone, and ask your new practice to request the file directly as well — clinic-to-clinic requests often move fastest of all.
Check What Arrived
When the transfer lands, ask the new practice to confirm they have received the complete file, and skim your own copy if one was sent to you: check the vaccination dates and the most recent lab results are actually in there. Keep that copy permanently rather than treating the new clinic as its only home — records requests become far simpler when you hold the file yourself.
That is the role of the KinsLe Pet Passport: it keeps your dog's records together in one portable packet you control, so the complete history you worked to obtain is ready for vet visits, travel, boarding, and any future change of practice without another round of emails.