Are electronic signatures legally valid?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the transaction shows signature intent, consent to electronic records, attribution, and reliable record retention.

Can a parent sign remotely?

Yes. A parent may sign electronically if they consent to receive records electronically and the platform captures an audit trail showing intent and attribution; obtain any required consumer disclosures per 15 U.S.C. §7001(c) for consumer-facing transactions.

Do I need notarization or witnesses?

Most child care agreements do not require notarization or witnesses, but state rules vary. For documents needing notarization or witness attestation, follow the state notary and witness requirements applicable where the agreement will be enforced.

How are health records protected?

If the agreement collects protected health information, apply HIPAA safeguards and consider a Business Associate Agreement; HIPAA retention and privacy rules (45 CFR §164.530(j)) may apply.

How do I amend the agreement?

Amendments should be written, dated, and signed by all parties. For material changes, execute an amendment or new agreement and retain prior versions for the applicable retention period.

What if a parent stops paying?

Follow the termination and collection provisions in the agreement; document notices and actions. Unpaid fees may also have tax and employment classification implications—seek legal or accounting advice as needed.

Electronic Signature
Templates
Legal
Child Care Services Agreement

Child Care Services Agreement

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

CHILD CARE SERVICES AGREEMENT

This Child Care Services Agreement ("Agreement") is entered into this day of , by and between Parent/Guardian Name: ("Parent/Guardian"), and Child Care Provider Name: ("Provider").

RECITALS

WHEREAS, Parent/Guardian is the lawful parent or legal guardian of the minor child named below and desires to obtain child care services for the child;

WHEREAS, Provider is willing and able to provide child care services under the terms and conditions set forth in this Agreement; and

WHEREAS, the parties wish to set forth their respective duties, compensation, and the terms governing the care to be provided to the child named below.

PARTIES AND CHILD

Child's Full Name Child's Date of Birth Child's Primary Address

NOW, THEREFORE

In consideration of the mutual covenants and promises contained herein, the parties agree as follows:

1. SERVICES

Provider shall provide child care services for the child named above (the "Services"). Services shall include supervision, age-appropriate activities, meals and snacks as agreed, diapering and toileting assistance, and reasonable transportation for child-related activities only if specifically authorized in writing. Provider shall perform the Services in a professional manner and in accordance with applicable health and safety standards.

Detailed description of services and any special instructions

2. TERM

The term of this Agreement shall commence on and shall continue until terminated in accordance with Section 12 of this Agreement.

3. HOURS OF CARE AND SCHEDULE

Regular hours of care shall be:

Regular hours / start and end times

Regular days of attendance (check all that apply):

Monday Tuesday Wednesday Thursday Friday Saturday Sunday

4. FEES, PAYMENT, AND LATE CHARGES

Parent/Guardian shall pay Provider the fees set forth below in exchange for the Services. Fees are exclusive of any applicable taxes.

Rate (per hour or per week as applicable) Payment schedule and method Late fee (if payment not received when due)

5. DEPOSIT AND REFUND POLICY

Parent/Guardian shall pay a deposit in the amount set forth below to secure the child's enrollment. Deposit terms and the conditions for refund or forfeiture of the deposit are as follows:

Deposit amount Refund policy / forfeiture conditions

6. HOLIDAYS, CLOSURES, AND ABSENCES

Provider will observe the following holidays and will be closed on those days: Provider's observed holidays shall be mutually agreed and set forth in writing. Parent/Guardian shall provide notice of planned absences where payment obligations or credits for such days are addressed below.

Holidays and closure policy

7. HEALTH, MEDICATION, AND EMERGENCY MEDICAL AUTHORIZATION

Parent/Guardian warrants that the child is in good health and will promptly inform Provider of any special medical conditions, allergies, dietary restrictions, or medications. Provider is authorized to administer medication only in accordance with written instructions signed by Parent/Guardian.

Known allergies, chronic conditions, and special medical instructions Emergency contact name Emergency contact phone Authorization for emergency medical treatment

8. DISCIPLINE AND BEHAVIOR MANAGEMENT

Provider will use positive, non-physical behavior management techniques. Corporal punishment, humiliating or frightening discipline, and withholding food are prohibited. Specific behavior plans or prohibitions required by Parent/Guardian must be provided in writing and mutually agreed.

Agreed behavior management rules or exceptions

9. CONFIDENTIALITY

Each party shall maintain the confidentiality of information obtained in the course of providing or receiving Services. Provider may disclose information where required by law or to protect the health or safety of the child.

10. TERMINATION

Either party may terminate this Agreement upon written notice to the other party. If termination is for cause related to the safety or welfare of the child, Provider may terminate immediately. Otherwise, termination requires a minimum written notice of days.

11. INDEMNIFICATION AND LIMITATION OF LIABILITY

Parent/Guardian shall indemnify and hold harmless Provider from and against any claims, liabilities, damages, or expenses arising from Parent/Guardian's representations, omissions, or negligence. Provider's liability for any claim arising out of this Agreement shall be limited to direct damages not to exceed the total fees paid by Parent/Guardian to Provider under this Agreement during the three months preceding the event giving rise to the claim.

12. INSURANCE

Provider represents that Provider maintains general liability insurance for the operation of child care services where applicable. Provider shall provide proof of insurance to Parent/Guardian upon written request.

Insurance provider and policy number (if applicable)

13. NOTICES

All notices required under this Agreement shall be in writing and delivered in person, by certified mail, or by other proof-of-delivery method to the addresses set forth below or to such other address as a party may designate in writing.

Parent/Guardian notice address Provider notice address

14. AMENDMENTS AND WAIVER

No amendment, modification, or waiver of this Agreement shall be effective unless it is in writing and signed by both parties. Waiver of any breach shall not constitute a waiver of any other or subsequent breach.

15. GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the state or jurisdiction in which the Services are principally provided, without regard to conflicts of laws principles.

16. ENTIRE AGREEMENT

This Agreement, including any attachments or written schedules incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations, understandings, and agreements between the parties.

17. SEVERABILITY

If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect and the parties shall negotiate in good faith a valid, enforceable replacement provision that effectuates the original intent of the parties to the greatest extent possible.

18. COUNTERPARTS

This Agreement may be executed in counterparts, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument.

Additional terms or special provisions agreed between the parties

Parent/Guardian

Printed Name:

By:

Date:

Provider

Printed Name:

By:

Date:

What a Child Care Services Agreement Covers

A Child Care Services Agreement is a written contract between a child care provider and a parent or guardian that defines services, schedules, fees, responsibilities, and safety procedures. It documents enrollment details, health and emergency protocols, payment and refund policies, termination rights, and any licensing or insurance information needed to manage risk and clarify expectations for daily care.

Why a Clear Agreement Matters and When It’s Enforceable

A signed Child Care Services Agreement reduces disputes, clarifies payment and liability, and supports regulatory compliance. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA when state law applies, provided the parties demonstrate intent, consent, attribution, and retention.

Who Typically Prepares and Signs This Agreement

Typical users include individual caregivers, licensed centers, and families arranging ongoing care or drop-in services.

Child care providers and center directors who need written terms for services, staff responsibilities, immunization and safety protocols, and payment rules.
Parents or legal guardians who must confirm authorized pick-up, emergency contacts, medical information, and agree to fee schedules and policies.
Agencies or employers arranging subsidized care or employer-sponsored child care; agreements often include funding, reporting, and eligibility conditions.

Use a written agreement whether care is hourly, part-time, or full-time to document expectations and reduce legal and operational ambiguity.

Primary Signatories and Their Roles

Parent / Guardian

A parent or legal guardian signs to authorize care, list medical and emergency contacts, and accept payment and behavior policies. Their signature demonstrates consent to the agreement terms and provides legal authority to make decisions for the child during care hours.

Licensed Provider

A licensed provider or center director signs to confirm staffing, hours, safety measures, insurance coverage, and refund or termination policies. Their signature affirms the provider’s obligations and any regulatory or licensing disclosures required by state law.

Critical Elements to Include in a Professional Agreement

A robust Child Care Services Agreement organizes terms so both families and providers understand service scope, schedule, compensation, safety, and legal protections.

Parties

Full legal names and contact details for the child, parent/guardian, and provider; include licensing or business name for centers.

Scope of Care

Describe services (supervision, meals, transportation if provided), days and hours, location(s), and any exclusions or limitations.

Schedule

Detail recurring hours, drop-in procedures, late pickup rules, and procedures for holidays, closures, and emergency cancellations.

Fees and Payments

State rates, billing frequency, accepted payment methods, late fees, deposit or registration amounts, and refund policy.

Termination

Notice requirements, causes for immediate termination, and obligations on outstanding payments or property return.

Liability & Insurance

Waivers, emergency medical authorization, required insurance coverage, and responsibility for injuries or losses while child is in care.

Essential Data Fields to Collect

Child Info: Name, DOB, and allergies

Parent Info: Full name and contact numbers

Emergency Contacts: Alternate adults and phone numbers

Medical Details: Physician, medications, immunizations

Payment Terms: Rates, due dates, billing method

Insurance: Provider policy and limits

Step-by-Step: Completing and Executing the Agreement

Follow these sequential steps to prepare, sign, and store a legally sound Child Care Services Agreement.

01

Prepare Draft: Populate all fields and attach health or licensing documents.
02

Review Terms: Both parties read fees, schedules, and policies carefully.
03

Collect Signatures: Obtain parent and provider signatures and dates.
04

Store Copies: Provide signed copies to all parties and retain originals securely.

Configuring Online Completion and Approval Workflows

When using an e-signature platform, configure authentication, reminders, and template settings to match your operational needs.

Field	Configuration
Authentication Method	Email link or SMS code for signer verification
Reminder Schedule	Automated reminders at configurable intervals
Conditional Fields	Show immunization section only if required
Template Storage	Centralized templates with version control

Digital Signing and Distribution Considerations

Choose a platform that supports common file formats, secure storage, and appropriate signer authentication for child care records.

File Formats: PDF, DOCX, and fillable forms supported
Integrations: Connects with Google Workspace and Microsoft 365
Authentication: Email link, SMS code, or stronger methods

Ensure chosen tools meet privacy and record-retention needs; for healthcare-adjacent data, verify HIPAA support and Business Associate Agreement requirements.

How Electronic Execution Typically Works

A standard e-execution flow simplifies signature collection while preserving an audit trail required for enforceability.

Upload Document: Sender uploads the agreement and places fields.
Add Signers: Enter signer emails and role order if needed.
Signer Authenticates: Signer confirms identity via chosen method.
Completion & Archive: Signed PDF and audit log are stored and shared.

Timelines and Notice Periods You Should Track

Set clear internal deadlines so both parties meet notice, payment, and documentation requirements tied to the agreement.

Service Start Notice:

Confirm enrollment and required documents at least 7 days before start.

Payment Due Date:

State the monthly or weekly due date for tuition payments.

Termination Notice:

Require 14–30 days’ written notice for termination or specified fees.

Immunization Records:

Provide updated immunization proof per state timelines upon enrollment.

Annual Review:

Review and renew agreement annually or on material change.

Key Milestones from Draft to Renewal

Track major stages so the agreement lifecycle is auditable and obligations are met on schedule.

01

Draft Completion

Finalize terms and confirm attachments before sending for signature.

02

Signed Execution

All parties sign and date; ensure retention of the signed record.

03

Service Commencement

Begin care on the effective date listed in the agreement.

04

Renewal or Amendment

Execute amendments in writing and retain alongside the original agreement.

Common Mistakes to Avoid When Preparing the Agreement

Using vague payment language such as 'reasonable fee' instead of specific amounts and due dates, which leads to disputes and collection difficulties.
Failing to collect emergency contact info and medical authorizations, increasing liability exposure and delaying care if a child needs urgent treatment.
Not specifying termination and late-pickup fees, which creates inconsistent enforcement and potential claims of unfair treatment by parents.
Relying on unsigned or poorly tracked electronic agreements without an audit trail, which can weaken enforceability and complicate regulatory audits.

Key Legal and Financial Risks

Liability Exposure: Civil claims for injury or neglect

Regulatory Fines: Sanctions for licensing violations

Insurance Gaps: Uncovered claims from inadequate policies

Tax Classification: Misclassifying workers may trigger penalties

Privacy Breach: HIPAA or state privacy violations

Invalid Signature: Unenforceable agreement without proper consent

How eSignature Vendor Pricing and Capabilities Compare

Comparison of typical starting prices and key capabilities across common e-signature providers. signNow is listed first per vendor-format 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	Yes, 7-day trial	Free trial varies	Free trial varies	Free trial varies	Free trial varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions About Child Care Services Agreements

Answers to common legal, operational, and eSignature questions for providers and families.

Need help? Contact support

Are electronic signatures legally valid?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the transaction shows signature intent, consent to electronic records, attribution, and reliable record retention.
Can a parent sign remotely?
Yes. A parent may sign electronically if they consent to receive records electronically and the platform captures an audit trail showing intent and attribution; obtain any required consumer disclosures per 15 U.S.C. §7001(c) for consumer-facing transactions.
Do I need notarization or witnesses?
Most child care agreements do not require notarization or witnesses, but state rules vary. For documents needing notarization or witness attestation, follow the state notary and witness requirements applicable where the agreement will be enforced.
How are health records protected?
If the agreement collects protected health information, apply HIPAA safeguards and consider a Business Associate Agreement; HIPAA retention and privacy rules (45 CFR §164.530(j)) may apply.
How do I amend the agreement?
Amendments should be written, dated, and signed by all parties. For material changes, execute an amendment or new agreement and retain prior versions for the applicable retention period.
What if a parent stops paying?
Follow the termination and collection provisions in the agreement; document notices and actions. Unpaid fees may also have tax and employment classification implications—seek legal or accounting advice as needed.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now