Can the form be e‑signed?

Yes. Electronic signatures are generally legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure signer intent, consent to electronic records, signer attribution, and proper retention to meet legal standards.

Who must sign the document?

Both the authorized family representative (employer) and the au pair (employee) should sign. If an agency acts as intermediary, include its authorized representative as a witness or contracting party as required by the placement agreement.

Is notarization ever required?

Not typically for private employment agreements, but some states or agencies may require notarization for certain attestations; when in doubt, verify with the local notary rules or include a notary block to be safe.

What supporting documents are recommended?

Attach a government ID, visa or work‑authorization documents, background check confirmation if used, and any agency placement letter. These attachments streamline verification and reduce the likelihood of eligibility disputes.

How long should signed forms be kept?

Retain signed agreements for a minimum of 3 years from filing or the end of employment per IRS guidance (IRC §6501(a)); industry rules like HIPAA may require 6 years for health records (45 CFR §164.530(j)).

What if terms change after signing?

Create a written amendment signed by both parties stating the specific changes and effective date. Avoid handwritten modifications on the original; amendments provide a clear audit trail and protect both parties.

Electronic Signature
Templates
HR
Aupair Employment Form

Aupair Employment Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

AUPAIR EMPLOYMENT FORM

Parties and Placement

Host Family Name:

Host Family Address:

Au Pair Name:

Au Pair Current Address:

Personal Information

Date of Birth

Month: Day: Year:

Contact Information Emergency Contact Passport / ID Visa / Work Authorization (check all that apply)

US Citizen Permanent Resident Exchange Visitor (J-1) Other (specify):

Position and Terms

Position Title:

Reporting / Host Parent Placement Start Date

Month: Day: Year:

Stipend / Compensation

Hours per week: Days off per week:

Housing and Meals Provided

Private room provided Meals provided Additional living arrangements / notes:

Employment History (Most Recent First)

Employer / Family 1

From: Month Day Year

To: Month Day Year

Primary Responsibilities Reason for Leaving Employer / Family 2

From: Month Day Year

To: Month Day Year

Primary Responsibilities Reason for Leaving

Education and Training

Highest Degree / Certification

Graduation: Month Year

Relevant Training / Certifications

References (Professional)

Reference 1 Reference 2 Reference 3

Legal Acknowledgements and Consent

At-Will Employment: The parties acknowledge that this placement is at-will unless otherwise specified in a signed written agreement. Either the Host Family or the Au Pair may terminate the placement with notice as set forth below.

Equal Opportunity: The Host Family affirms that selection and treatment of the Au Pair will be conducted without unlawful discrimination on the basis of race, color, religion, sex, national origin, disability, age, or other protected characteristic.

Background Check and Reference Authorization

The Au Pair authorizes the Host Family to contact former employers, schools, references, and relevant agencies to verify information provided and to conduct criminal background and child-protection checks where permitted by law.

Consent to background check: I consent to reference and background checks.

Medical / Emergency Treatment Consent

In the event of an emergency, the Host Family is authorized to seek reasonable medical treatment for the Au Pair if the Au Pair is unable to provide consent and the Host Family reasonably believes treatment is necessary.

Consent to medical treatment: I authorize emergency medical treatment if necessary.

Policies and Duties

Duties: The Au Pair's duties include child supervision, meal preparation for children, light household tasks related to childcare, transportation of children where agreed, and participation in agreed educational or cultural activities. Specific duties must be described in the living_arrangements and responsibilities fields above.

Confidentiality: The Au Pair agrees to maintain the confidentiality of family matters and personal information encountered during placement.

Termination: Termination procedures, required notice periods, and any agreed severance or final stipend will be handled in accordance with applicable law and the terms agreed by the parties.

Applicant Certification and Agreement

I certify that all information provided in this form is true, complete and correct to the best of my knowledge. I understand that any material misrepresentation or omission may constitute grounds for termination of the placement or withdrawal of the offer.

I agree to comply with the Host Family's reasonable rules and to perform the duties described in this form. I understand that child-safety and lawful conduct are essential terms of placement.

Signature of Au Pair (print name to acknowledge)

Date acknowledged:

Host Family Name:

By:

Date:

Au Pair Printed Name:

By:

Date:

What the Aupair Employment Form Covers

The Aupair Employment Form is a written agreement that records the working relationship between a host family (employer) and an au pair (employee). It typically specifies duties, weekly hours, compensation, room and board arrangements, time off, emergency contacts, and the effective employment period. The form helps set expectations, document visa‑related conditions when applicable, and supports payroll and tax administration. Although not a government filing, it serves as the primary employment record for both parties and can be stored electronically or on paper for compliance and dispute resolution.

Why a Written Aupair Agreement Matters

A clear Aupair Employment Form reduces misunderstandings about duties, hours, and compensation and provides a defensible record for payroll, tax, and immigration questions. It improves day‑to‑day coordination and protects both parties by documenting expectations in writing.

Who Typically Completes This Form

The form is completed when a host family engages an au pair or when an agency places a match.

Host families responsible for household employment and supervision.
Au pairs who need documented terms for visa, payroll, and personal records.
Placement agencies that standardize agreements across multiple host families.

Using a consistent template helps agencies scale placements and helps families and au pairs avoid common misunderstandings.

Primary Signers and Their Roles

Host Family

The employer or primary adult signer who defines schedules, compensation, and household rules. Responsible for lawful pay, withholding obligations, and maintaining employment records for tax and immigration purposes.

Au Pair

The individual providing childcare and related services under the agreement. Signs to acknowledge duties, schedule, benefits, and emergency contacts; may need to present visa documents or proof of eligibility to work.

Core Sections to Include in a Professional Form

A complete Aupair Employment Form organizes essential topics so terms are easy to find and enforce.

Parties

Full legal names and contact details for the host family and au pair, including physical addresses and emergency contact information for both parties.

Term

Start and end dates for the placement, any probationary period, and procedures for early termination or extension of the placement.

Duties

A specific list of childcare tasks, household responsibilities, and any restrictions on additional paid work outside the placement.

Compensation

Hourly or weekly stipend, whether room and board are provided, overtime policy, and any additional allowances or reimbursements.

Schedule

Normal weekly hours, agreed maximum hours, scheduled days off, and procedures for occasional changes or emergency coverage.

Termination

Notice periods, grounds for immediate termination, return travel provisions where applicable, and any dispute resolution steps.

Step-by-Step: Complete the Form Accurately

Follow a consistent sequence to collect documents, fill fields, and obtain signatures to reduce rework.

01

Gather Documents: Collect IDs, visa documents, and any agency placement paperwork before drafting.
02

Enter Parties: Input legal names, addresses, and emergency contacts for both parties.
03

Define Terms: Specify duties, hours, compensation, and termination conditions in plain language.
04

Sign and Retain: Obtain signatures from both parties and store copies securely for compliance.

Typical Workflow from Draft to Signed Record

A standardized workflow ensures accountability and an auditable record of who signed and when.

Upload Document: Add the form to the signing platform in PDF or DOCX format.
Add Fields: Place signature, date, and initial fields where required.
Authenticate Signers: Use email link, SMS code, or higher‑strength authentication as needed.
Finalize: Capture signatures, archive signed copy, and export audit trail.

Online Setup: Common Field and Routing Settings

Configure fields and routing to match the signing order and verification level your placement requires.

Field	Configuration
Signature	Required for both host family and au pair
Date	Auto‑populate on signature
Initials	Optional for each page
Attachments	Attach ID or visa scan before finalizing

Technical Considerations for eSigning and Storage

Choose a platform that supports the file formats and integrations you need.

Formats: PDF and DOCX supported
Integrations: Salesforce, Google Workspace, NetSuite
Authentication: Email, SMS, KBA options

Ensure the provider offers secure storage, audit trails, and optional HIPAA/B AA if health information will be handled.

Security and Compliance Essentials

In transit: TLS 1.2 / 1.3 encryption

At rest: AES‑256 encryption

Certifications: SOC 2 Type II; ISO 27001

HIPAA: BAA required for PHI

ESIGN/UETA: Legally binding eSign frameworks

Audit Trail: Timestamps, IP, and action logs

Common Preparation Errors to Avoid

Using nicknames or initials instead of full legal names leads to mismatches with payroll and immigration records.
Vague duty descriptions like 'help with children' without hours and tasks creates disputes about scope of work.
Failing to attach visa or work‑authorization documents before signing risks noncompliance and potential penalties.
Omitting clear pay dates and overtime policy can cause wage‑and‑hour disagreements and retroactive adjustments.

Key Risks and Potential Penalties

I-9 Violations: $281–$2,789 per violation

Backup Withholding: 24% withholding for missing/incorrect TIN

Contract Disputes: Potential liability for unclear terms

Privacy Breach: HIPAA penalties if PHI exposed

Tax Reporting: Penalties for missing 1099/W‑2 filings

Visa Noncompliance: Immigration consequences and removals

Timing Considerations and Related Deadlines

Keep contract dates aligned with payroll, tax, and immigration timelines to avoid late‑filing penalties.

Provide Form When Requested:

W‑9 information should be provided to payers upon request

Year-End Reporting:

Issue W‑2/1099 forms to recipients by Jan 31

Tax Return:

Individual income tax return due Apr 15 (Form 1040)

Retention Start:

Record retention often measured from effective date

RON / Notary:

Notary or RON session scheduled as needed before signing

Key Milestones from Offer through Archival

Track a simple sequence to ensure the agreement is valid, executed, and retained correctly.

01

Offer Accepted

Host and au pair agree on terms and schedule.

02

Documentation Collected

IDs, visa documents, and background checks collected.

03

Agreement Signed

Both parties sign; notarize if required by state or agency.

04

Records Archived

Store signed agreement and supporting docs securely.

Comparing eSignature Providers for This Form

Key vendor differences include starting price and whether seller plans support bulk sending and HIPAA workflows; signNow is listed first per vendor comparison rules.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Check vendor	Check vendor	Check vendor	Check vendor

Realistic Use Examples

Two practical scenarios illustrate how families and agencies use the form to reduce friction and document expectations.

Family Placement

A host family in a metropolitan area documents a 12‑month placement with defined weekly hours and stipend.

The form lists duties, off days, and emergency contact.
The signed agreement resolved a pay dispute quickly because it referenced specific hours and overtime calculation methods.

Agency Template

A placement agency standardizes terms across hundreds of families to simplify onboarding.

Agency attaches ID and visa checklist to each package.
Standardization reduced processing time for new placements and improved documentation for audits and client inquiries.

Practical Tips for Clear and Enforceable Agreements

Apply consistent drafting and recordkeeping practices to avoid disputes and to meet reporting obligations.

Use Plain Language

Write duties and schedules in straightforward terms with concrete hour counts and task lists; ambiguous phrasing increases the risk of disagreement and complicates enforcement or mediation.

Document Payments

Record payment amounts, dates, and method (cash, bank transfer) in the agreement and keep receipts; clear records simplify tax reporting and reduce the chance of backup withholding.

Attach Supporting ID

Include scanned copies of government ID and any visa/work authorization with the signed record to streamline future verification and reduce rework when authorities or payers request documentation.

Version Control

Date each signed copy and retain an immutable audit trail; if terms change, execute an amendment rather than handwritten annotations to prevent ambiguity.

Frequently Asked Questions

Answers to common questions about form validity, signing, and recordkeeping for host families and agencies.

Need help? Contact support

Can the form be e‑signed?
Yes. Electronic signatures are generally legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure signer intent, consent to electronic records, signer attribution, and proper retention to meet legal standards.
Who must sign the document?
Both the authorized family representative (employer) and the au pair (employee) should sign. If an agency acts as intermediary, include its authorized representative as a witness or contracting party as required by the placement agreement.
Is notarization ever required?
Not typically for private employment agreements, but some states or agencies may require notarization for certain attestations; when in doubt, verify with the local notary rules or include a notary block to be safe.
What supporting documents are recommended?
Attach a government ID, visa or work‑authorization documents, background check confirmation if used, and any agency placement letter. These attachments streamline verification and reduce the likelihood of eligibility disputes.
How long should signed forms be kept?
Retain signed agreements for a minimum of 3 years from filing or the end of employment per IRS guidance (IRC §6501(a)); industry rules like HIPAA may require 6 years for health records (45 CFR §164.530(j)).
What if terms change after signing?
Create a written amendment signed by both parties stating the specific changes and effective date. Avoid handwritten modifications on the original; amendments provide a clear audit trail and protect both parties.

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