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Child Care Contract

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CHILDCARE CONTRACT

This Child Care Agreement (the “Agreement”) is made and entered into as of the day of , 20 by and between (“PARENTS”) and (“PROVIDER”).

WHEREAS, the PARENTS desire to secure and maintain the services of PROVIDER and the PROVIDER desires to enter into an Agreement of employment with the PARENTS upon the terms and conditions hereinafter set forth.

Name of PARENTS: , and

Address(F): city State Zip

Address:(M): city State Zip

Home Phone(F): ( ) - Work ( ) - Cell ( ) -

Home Phone(M): ( ) - Work ( ) - Cell ( ) -

Name of Child(ren): , ,

Sex of Child(ren): M F M F M F

Dates of Birth:

NOW, THEREFORE, in consideration of the premises and the mutual agreements hereinafter contained, the parties hereby agree as follows:

1. Employment and Times: PROVIDER shall care for above named children for a period of months/years commencing on the following date: and ending on the following date: . Child(ren) will be dropped off at the mutually agreed upon hours of am/pm until am/pm on the following days: Mon Tue Wed Thu Fri Sat Sun

2. Holiday, Vacations and Other Absences: The PROVIDER will be closed on the following days or holidays:

3. Compensation: Provider shall receive as compensation for his/her services the sum of $ per hour week year. There will be a fee of $ for late pick-up for each half hour that the child(ren) is/are not picked up.

4. Childcare Provider Policies:

Food. PROVIDER will furnish food. If your child brings a snack, please bring enough for everybody.

Medications. Medications can be given only with the PARENT'S or doctor’s direct written authority. This should include the name of the medication, amount to be given, and time to be administered.

Illness. Children cannot attend if they have a temperature of more than 101 degrees Fahrenheit or if they have a communicable disease, are vomiting, or have diarrhea. PARENTS will be notified if children become ill. Children must be picked up as soon as possible. Please bring all medications in their original bottle, with written instructions on the amount to be given and the time to be administered.

PROVIDER will furnish food, diaper wipes, rash ointments, sunscreen, and insect repellant. All other necessities or amenities are PARENTS’ responsibility.

Guidance and discipline. PROVIDER tries to create an environment for children that is supportive and respectful of their needs. Different methods of discipline are used for different situations. When children are arguing or out of control, PROVIDER will insist on a "time out" or cooling off period. When children are doing something that is not appropriate, PROVIDER will redirect them to a more suitable activity. At times, PROVIDER also may choose to ignore misbehavior. PROVIDER does not advocate corporal punishment and will not physically punish your child by spanking, slapping, or hitting. Our goal is to help each child develop a strong sense of self-discipline and self-esteem.

Emergencies. In the event of a medical emergency, fire, or natural disaster, PROVIDER will take immediate steps to ensure child’s safety and will contact PARENTS as quickly as possible.

Naps/rest time. Children usually take regular naps. Infants nap as needed, and older children generally sleep in the afternoons after lunch. Even if children do not go to sleep, PROVIDER requests that they lay down for a rest time and quietly read.

PARENTS must notify PROVIDER at least two weeks in advance of when PARENTS plan to take a vacation. If two weeks notice is not provided then full payment for all days and hours that the child would normally attend is required.

Absences. PARENTS must call by am if child will be late or not attending that day. If PROVIDER has not received word of absence, child(ren) will be subject to withdrawal from the program. PROVIDER’S operating expenses will be the same whether PARENT’S child attends or not. As such, no deductions in the fee will be made for sick days or off days due to inclement weather.

5. Termination. All new children will be cared for on a two-week trial basis. During this trial period either party may terminate the contract. After the trial period, a week notice is required to terminate the contract. Termination notice will NOT be accepted while either PROVIDER or PARENTS are on vacation.

IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first written above.

Mother/Guardian Signature Date
Father/Guardian Signature Date
Provider Signature Date
Enter text✕

What a Child Care Contract Covers

A Child Care Contract is a written agreement between a caregiver/provider and a parent or guardian that defines services, schedule, payment, responsibilities, safety rules, and termination terms. It documents expectations about hours of care, fees, sick-child policies, emergency contacts, permission for medical treatment, and any special needs or routines. A clear contract reduces disputes, supports licensing compliance where applicable, and creates a single reference for operational details for both parties.

Why a Formal Child Care Contract Matters

A written contract clarifies obligations, protects both parties, and supports regulatory compliance. It reduces misunderstandings about payment, hours, and care standards while preserving documentation useful for licensing, tax reporting, and dispute resolution.

Why a Formal Child Care Contract Matters

Who Usually Signs a Child Care Contract

Common users include in-home providers, daycare centers, and parents arranging private care.

  • Parents and guardians arranging regular or occasional childcare services with explicit responsibilities and payment terms.
  • Licensed family child care providers operating from a home required to meet state licensing and recordkeeping rules.
  • Daycare centers and preschools documenting enrollment terms, schedule, fees, and emergency medical authorizations.

Use the contract format that matches the provider type — informal caregiver agreements differ from licensed-center enrollment contracts.

Core Elements to Include in a Professional Contract

A complete Child Care Contract covers administrative, operational, financial, and safety elements so both parties understand expectations and legal obligations.

Parties

Full legal names and contact details for parent(s)/guardian(s) and caregiver or facility.

Services & Schedule

Days, hours, pick-up/drop-off windows, holiday closures, and procedures for overtime or late pick-up.

Payment Terms

Rate, payment frequency, accepted payment methods, late fees, deposit and refund policy.

Health & Safety

Immunization status, medication administration, emergency medical authorization, and allergy management.

Termination

Notice periods, reasons for immediate termination, and refund or final billing procedures.

Liability & Licensing

Indemnity, insurance requirements, and statement on provider licensing or exemption status.

Step-by-Step: Completing the Contract

Follow these practical steps to prepare, review, and finalize a clear Child Care Contract.

  • 01
    Draft Terms: Write services, schedule, fees, and policies clearly.
  • 02
    Review Licensing: Confirm provider licensing or exemption and include license number when required.
  • 03
    Agree On Payments: Confirm payment method, due dates, and late fees.
  • 04
    Sign and Store: Obtain signatures from all parties and retain a copy for records.

Where the Signed Contract Goes Next

After signing, route copies to the appropriate places to meet operational, tax, and licensing needs.

  • Parent Copy: Give parents a signed copy for their records and emergency information.
  • Provider File: Keep an accessible original or certified electronic copy in the provider's records.
  • Licensing Agency: If required, include contract copies with enrollment files for state licensing inspections.
  • Tax Records: Retain invoices and attendance records for tax reporting and potential audits.

Configuring an Online Completion Workflow

Design an online flow that collects information, obtains signatures, and archives the contract with an audit trail.

Field Configuration
Signature Field Required and date-stamped
Emergency Contacts Mandatory repeatable section
Photo/ID Upload Optional, with file type limits
Retention Flag Auto-archive with tagging

Digital Signing and File Formats to Use

Use common, non-proprietary formats and an eSignature workflow that preserves an audit trail.

  • Supported Formats: PDF and DOCX recommended for fidelity and archival.
  • Audit Trail: Platform should record timestamps, IP, and signer events.
  • Integrations: Connect to cloud storage for secure long-term retention.

Ensure the chosen platform supports secure storage, export to standard formats, and meets any industry compliance requirements.

Common Mistakes to Avoid

  • Using vague payment language such as 'reasonable fee' instead of a specific dollar amount and due date.
  • Failing to document emergency medical consent and allergy protocols for children with health needs.
  • Neglecting to confirm provider licensing or background checks where state rules require them.
  • Overlooking retention and tax recordkeeping obligations for payments and subsidy reporting.

Risks and Potential Consequences

Liability Exposure: Civil claims for negligence
Regulatory Fines: Licensing penalties or sanctions
Tax Issues: Backup withholding triggers
Loss of Care: Immediate contract termination
Insurance Gaps: Claims not covered
Criminal Liability: Abuse or neglect sanctions

Security and Compliance Considerations

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
HIPAA: BAA required for protected health information
Audit Trail: Timestamped events and signer attribution
ESIGN / UETA: Meets legal framework for e-signatures
Access Controls: Role-based access and SSO options
Certifications: SOC 2 Type II and ISO 27001 available

eSignature Options for Finalizing a Child Care Contract

Compare typical vendor plan attributes for electronic signing; signNow is listed first. Choose a provider that meets your security and budget needs.

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 Yes, 7-day free trial Yes, trial available Yes, trial available Yes, trial available Yes, trial available
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Frequently Asked Questions About Child Care Contracts

Answers to common execution, legal validity, and recordkeeping questions for parents and providers.


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