Creating a child care parent contract

What to include in a child care parent contract

Contracts can differ between each child care business because they each have their own way of doing things. However, all contracts should include basic information about the parent or guardian, child(ren), and child care business. They should also outline of the services provided and what each person is responsible for. This includes things like:  

• Names and contact information of the child care business and parent(s)/guardian(s);
• Name and age of the 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 policies, late pick-up fees, and disciplinary policies; and
• Parent/guardian 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 and effective parent/child care contract. They help to ensure that both parents and child care providers are on the same page. A well-written contract will help explain what's expected and protect everyone's rights.

Operational policies

• Service and facility policy: What are the regular hours of the child care facility? What are the age ranges of children cared for? What is the curriculum?
• Staff qualifications and training: What are the qualifications, credentials, background check, and first aid/CPR certification requirements of staff? What can families expect the staff-to-child ratio to be and staff supervision to include
• Holidays and vacation policy: How are closures for holidays and vacation periods handled? Will fees change or will there be other care options during these times?

Program policies

• Communication policy: How will the child care provider communicate with the parents and guardians? Can families expect regular progress reports or daily updates?
• Progress reports or daily updates: How does the child care business communicate progress or daily updates to families?
• Guidance and behavior policy: What are the age-appropriate expectations for children’s behavior? What guidance techniques are emphasized? How are behavioral concerns 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: If a child gets sick, what will the child care business do? What will the parents/guardians need to do to care for the 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 are chronic health conditions or allergies, including emergency procedures and communication with parents/guardians, managed? What about medical emergencies, including when and how emergency medical services will be contacted?
• Nutrition and meal policy: Are families required to provide meals? If so, are there any guidelines for packing nutritious meals or avoiding particular allergens? If any meals or snacks are provided by the child care facility, how are special accommodations, dietary restrictions, and food allergies handled?
• Arrival and departure policy: What are the expectations for drop-off and pick-up, including times, authorized individuals who may pick up the child, and any security measures in place, such as sign-in/sign-out systems or identification requirements?
• Emergency Policy: What is the emergency communication policy? What does the child care business commit to do to prepare for and handle an emergency? What information do families need to provide?
• Financial policies
• Payment policy: What are the fees that will be charged, when are payments due, and what will happen if payments are late or skipped?
• Late pick-up fee: If parents and guardians do not arrive at the scheduled pick-up time, will they be charged a late pick-up fee?

Contract policies

• Dispute resolution policy: How will disputes be handled? What are the procedures for resolving conflicts or disagreements between the child care provider and parents/guardians, including the use of mediation or arbitration if necessary?
• Contract termination policy: Under which circumstances can the contract be canceled, how much notice is required, and will there be any fees as a result?

Before signing the contract, it is crucial for both parties to read, understand, and address any questions or concerns they may have. This should be done before the start of care during the enrollment process. 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 businesses make

The most common mistakes when making a child care parent contract involve some degree of 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 specificity;
• Failure to address all pertinent issues; and
• Failing to get both parties to sign the contract.

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

Example child care provider contract template 

Note: This contract template serves as a general guide. It is essential 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 Business, 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:

Parent(s) or Legal Guardian(s) 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 business:

Child Care Business Information

Full Name:

Address:

Phone Number:

Email:

Terms of Payment:

Fee: per hour, day, week, and month.

Payment is due on:

Fee for late payment:

Services:

Days of the Week:

Start Time:

End Time:

Additional Terms and Conditions:

(Note: in this section you will want to include information such as that found in the Policies and Procedures section of this guide. Such information could 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 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.