Childcare agreement template

All parents want to know that their child is safe, cared for and protected in someone else's care. A childcare agreement can give parents that peace of mind by agreeing a set of standards and expectations with their daycare provider. For the provider, having a robust childcare agreement template in place makes it easier to manage the business.

In this guide we'll discuss what a childcare agreement should cover, who is responsible for managing them, and how automation can help providers to handle a greater volume of childcare agreements.

What is a childcare agreement?

A childcare agreement is a written contract that establishes the terms of care, responsibilities, and expectations between a parent and a daycare provider.

It acts as a formal agreement that protects the interests of both parties and ensures clarity regarding the child's well-being, schedule, fees, and other important provisions. Having a comprehensive childcare agreement in place gives peace of mind to both sides, and legal certainty in case anything goes wrong.

When do you need a childcare agreement?

Childcare agreements are typically used when a parent or guardian requires the services of a daycare provider to care for their child during specific hours or days.

These agreements are common for working parents who need reliable and structured care for their child while they are at work, or engaged in other commitments. In some countries, childcare is run by public institutions, whereas in other markets, childcare is largely private; the legal requirements regarding contracts and paperwork can vary based on the specific jurisdiction and arrangement in question.

Why is a childcare agreement important?

Childcare agreements play a crucial role in ensuring a smooth and mutually beneficial relationship between parents and daycare providers. Having a robust childcare agreement template that covers the majority of situations and eventualities can help to set a secure foundation for that relationship.

Here are five key reasons why a childcare agreement can help providers and parents:

1. They set clear expectations

The agreement clearly outlines the expectations of both parties, including the daycare provider's responsibilities and the parent's requirements.

This means that both the parent and the daycare provider have a clear understanding of what the services provided will be and how they will be delivered.

2. They establish schedules and hours

A childcare agreement specifies the agreed-upon schedule, operating hours, and any variations, ensuring that both parties are aware of the time commitments involved.

This provides both parties with certainty about when the daycare will provide supervision, and when they won't.

3. They ensuring the child's wellbeing

The agreement should address the child's safety, health, and dietary needs, ensuring that the daycare provider has accurate and up-to-date information to provide appropriate care.

This is often included in a separate handover document. However, it's worth referring to these special requirements in the childcare agreement itself, especially if the services are tailored for these needs.

4. They make sure the daycare provider gets paid

A childcare agreement stipulates the fees, payment schedule, and any additional charges or policies related to payment. This ensures transparency and prevents any misunderstandings around money.

5. They provide both parties with legal protection

A well-drafted childcare agreement template can serve as a point of reference in the event of disputes or disagreements, protecting both parties' rights and interests. They can also be relied on in court, although it's unlikely it would ever reach that point.

Who is responsible for managing a childcare agreement?

Both the parent or guardian and the daycare provider share the responsibility of managing a childcare agreement.

Typically, the daycare provider drafts the initial agreement, which is then reviewed, negotiated, and finalized by both parties (although in practice these agreements are rarely negotiated much).

What to include in a childcare agreement template

When drafting a childcare agreement, you should cover the following:

1. Parties involved: Clearly identify the names and contact information of the parent(s) or guardian(s) and the daycare provider.

2. Dates and duration: Specify the start date, end date (if applicable), and the duration of the agreement.

3. Schedule and operating hours: Outline the agreed-upon schedule, including the days and hours of care.

4. Responsibilities and expectations: Describe the specific responsibilities and obligations of both the parent(s) and the daycare provider. This can include activities such as feeding, napping, educational activities, and outdoor play.

5. Child's information: Provide relevant information about the child, such as their full name, date of birth, medical conditions, allergies, dietary restrictions, and emergency contact details. This can be captured in a different document too.

6. Fees and payment terms: State the fees for childcare services, payment schedule, due dates, accepted payment methods, late payment penalties, and any additional charges or discounts.

7. Holidays and absences: Add provisions about holidays, sick days, and planned absences by either party, along with any policies related to make-up days or alternative care arrangements.

8. Termination and notice period: Clearly define the terms for terminating the agreement, notice periods required by either party, and any penalties or refund policies associated with termination.

9. Confidentiality and privacy: Address the confidentiality and privacy of the child and their family's personal information, and specify how any sensitive information will be handled.

How are childcare agreements usually managed?

Childcare contracts are typically created and managed through a collaborative process between the parent(s) or guardian(s) and the daycare provider.

However, it's usually the daycare provider that initiates, drafts and owns the childcare agreement template. They often follow a process that mirrors the one outlined below.

Childcare agreement management: example manual process

1. Manual contract drafting

The daycare provider usually drafts the initial childcare agreement based on a template or some standard terms. Normally, they do this in an editor like Word.

Since they have a lot of children in their care, they'll probably have one of these childcare agreement templates in place already. They then customize the form for individual children.

Don't have a template? Download the free childcare agreement template PDF above to get started.

2. Collaboration and review

Once the initial draft is prepared, it is shared with the parent(s) or guardian(s) for review. It's also run past the legal team, depending on the company's risk appetite.

This document sharing process often happens via email. Both parties should carefully examine the agreement, paying attention to the terms, responsibilities, schedules, fees, and any other provisions.

It's rare for childcare agreement templates to be heavily negotiated. However, it's important for all parties to ensure they capture all of the information needed to protect them.

3. Contract signing

Once both parties have reviewed and agreed upon the terms, a finalized childcare agreement should be sent out for signing.  It's then down to the parent(s) or guardian(s) and the daycare provider to add their signatures and indicate their commitment to the terms.

4. Regular reviews and amendments

As children grow up and their educational needs change, you might need to update the childcare agreement to reflect these new needs.

This should be done on a regular basis, which is why it's important for childcare providers and families to store the executed document safely for future reference.

Managing childcare agreements: key challenges

There are a few problems with this approach to managing childcare agreements:

• It doesn't scale: "We often need to create lots of childcare agreements for our new daycare entrants. But we spend a lot of time repeating the same admin-heavy process for each."

• Too many tools: "We are forced to jump back and forth between several different tools throughout the contract lifecycle, and this creates friction for us and parents"

• Time-consuming: "We're spending a lot of time labouring over low-value contract admin tasks like populating contracts and capturing important data points. This time could be better spent elsewhere."

How to automate your childcare agreement template

Fortunately, most of these problems can be solved by adopting an all-in-one contract management solution like Juro. With Juro, daycare organisations can:

1. Create childcare agreements in seconds

Juro's rich-text editor lets you create dynamic childcare agreement templates that anyone can fill out on their own.

These automated templates make it possible to create agreements with just a few clicks. You can even auto-fill these templates using a simple question and answer form or through an integrated system.

2. Embed rules and conditions into childcare agreements

Instead of making unique agreements for every situation, our users can automatically add certain conditions into a childcare agreement based on specific details or data. This makes the process of creating a tailored childcare agreement much quicker and easier.

3. Collaborate on contracts in real time

Childcare agreements aren't often negotiated, but it is common for parents to ask questions about the contract's terms.

Our in-browser contract discussion feature lets you ask questions, make comments, suggest changes, and more, directly on the agreement draft itself. This makes collaboration simple.

4. Sign childcare agreements on-the-go

You can quickly sign your agreements as soon as you've reviewed and received them, thanks to our built-in electronic signature feature. Our electronic signatures are legally binding and mobile-friendly, allowing you to sign from anywhere at any time.

5. Store childcare agreements securely

Childcare agreements can be stored safely in our contract repository, making them easy to find, review, and monitor. You can even set automated reminders for important dates in your childcare agreements, ensuring you'll never forget a crucial deadline.

Automate childcare agreements with Juro

Childcare agreements often need to be created and managed at scale, so you can't afford for individual contracts to slow you down. To join the 6000+ businesses already using Juro to power their contracts and safely automate routine contract admin, hit the button below.