Creating a child care parent contract

What to include in a child care parent contract

A child care parent contract should include basic information about the family, child(ren), and the child care provider. It should also include services provided and what each person is responsible for. This includes things like:  

• Names and contact information of the child care provider and family;
• Name and age of child in care;  
• Hours of care and any restrictions or limitations on care (e.g., certain days of the week or a limit on hours each day);  
• Tuition and payment schedule (e.g., weekly or monthly);
• Policies, such as sick child, late pick-up, and disciplinary; and
• Family responsibilities, such as bringing supplies or informing the provider about changes in the child's health or routine. 

Common policies and procedures 

Policies and procedures are important for making a clear parent child care contract. They help ensure that families and child care providers are on the same page. A well-written contract will explain what's expected and protect everyone's rights. Here are some common policies and procedures:

Operational policies

• Service and facility: Business hours of the child care provider, age ranges of children cared for, and curriculum used.
• Staff qualifications and training: Staff qualifications, credentials, background checks, and first aid/CPR certification, staff-to-child ratio, and staff supervision.
• Holidays and vacation policy: How closures for holidays and vacation periods are handled and if fees change.

Program policies

• Communication policy: How the child care provider communicates with families.
• Progress reports or daily updates: How families receive progress reports or daily updates, if applicable.
• Guidance and behavior policy: Age-appropriate expectations for children’s behavior, what techniques used, and how behavioral concerns are shared with families.
• Confidentiality and privacy policy: How is personal information about the child and family handled, stored, and shared? What are the procedures for maintaining confidentiality and privacy, including guidelines for staff interactions and communication?

Health and safety policies

• Sick child policy: What happens when a child gets sick, and what will families need to do to care for their child and prevent further spread of illness.
• Health and medication policy: What consent is needed for staff to administer prescription and over-the-counter medications, how chronic health conditions, and allergies are managed, and what happens during medical emergencies.
• Nutrition and meal policy: Who is responsible for providing meals and snacks, guidelines for packing nutritious meals or avoiding particular allergens, and how special accommodations, dietary restrictions, and food allergies are handled.
• Arrival and departure policy: Expectations for drop-off and pick-up, including times, authorized people allowed to pick up the child, and security measures in place, such as sign-in/sign-out systems or identification requirements.
• Emergency Policy: How the provider prepares for and handles emergencies and information families need to provide.

Financial policies

• Payment policy: Any fees that will be charged, payments due dates, and what happens if payments are late or missed.
• Late pick-up fee: If families are charged a fee if a child is not picked up by the scheduled pick-up time.

Contract policies

• Dispute resolution policy: How disputes are handled, procedures for resolving conflicts or disagreements between the child care provider and families, including mediation or arbitration if necessary.
• Contract termination policy: Any circumstances where the can the contract be canceled, how much notice is required, and any fees as a result.

It's important that all parties read, understand, and ask questions or voice concerns they may have before signing a contract. This should be done during the enrollment process and before the start of care. After it's signed, the child care provider and parent/guardian should each keep a copy of the signed contract throughout the duration of care.

Common mistakes that providers make

Common mistakes when making a child care parent contract involve missing or unclear information. This can lead to disagreements and miscommunication, legal disputes, and even inadvertent harm to the child. Most mistakes involve:

• Vague or unclear language;
• Lack of detail or clarity;
• Not addressing important issues; and
• Failure to get all parties to sign the contract.

Think through the information you need families to know and make sure to address each point in your child care parent contract. It's a good idea to have others review your draft contract and provide feedback on what they understood after reading it. 

Example child care parent contract template 

Note: This contract template serves as a general guide. It is important to consult with a legal professional to ensure compliance with local laws and regulations.

_____________________, the Parent(s) or Legal Guardian(s) of _____________, and _____________________, the Child Care Provider, make and enter into this Childcare Parent Contract on this ___day of , 20_____.  

To be completed by parent(s)/guardian(s) of child:

Child Information
Full Name:
Date of Birth:

Family Information
Parent/Legal Guardian 1 (Primary Contact)
Full Name:
Address:
Phone Number:
Email:
Parent/Legal Guardian 2
Full Name:
Address:
Phone Number:
Email:
Additional Contact Information:
Full Name:
Address:
Phone Number:
Email:      

To be completed by child care provider:

Child Care Provider Information:
Full Name:
Address:
Phone Number:
Email:

Terms of Payment:
Fee: per hour, day, week, and month.
Payment due on:
Fee for late payment:
Services:
Days of the Week:
Start Time:
End Time:

Additional Terms and Conditions:
(Note: include information from the Common Policies and Procedures section above. This information can include additional fees, insurance coverage, and policies regarding child conduct and discipline.

Termination:
Either party may terminate this Contract with a written notice of ____days.

Please review the above information carefully and ensure its accuracy. Once both parties have signed and dated this Child Care Parent Contract, it shall be considered legally binding.

Parent/Legal Guardian Signature:  
Child Care Provider Signature:  
Date:

Disclaimer 

The information contained here is for educational purposes only and is not intended to constitute legal, tax, or financial advice.