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Daycare Agreement Contract

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Daycare or Child Care Agreement with Medical Treatment Authorization

Agreement made on the , between , D/B/A of referred to herein as Daycare, and , of referred to herein as Parent.

Whereas, is the owner of a daycare service (Daycare) located at ; and Whereas, Parent desires to place his/her child in said Daycare pursuant to the terms of this Agreement;

Now, therefore, for and in consideration of the mutual covenants contained in this agreement, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree as follows:

1. Information

A. Father or Legal Guardian

1. Name

2. Home Phone No.

3. Work Phone No.

4. Home Address

5. E-mail Address

6. Employer’s Name and Address

B. Mother

1. Name

2. Home Phone No.

3. Work Phone No.

4. Home Address

5. E-mail Address

6. Employer’s Name and Address

C. Child

1. Name

2. Date of Birth

2. Basic Rates, Payment Policies and Schedule

A. The fees shall be:

1. $ per month;

2. $ per week;

3. $ per day; or

4. $ per hour.

B. Care shall be provided normally from A.M. to P.M. on the days (check which apply).

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Sunday

C. Additional Fees

1. Registration fee $

2. Bad check fee $

3. Late payment fee $

D. Payments shall be due on (e.g. the first day of each month)

E. Overtime Rates

1. For the purpose of this Agreement, overtime will be considered as drop-off before A.M. P.M., and pick-up after A.M. P.M.

2. If Parent makes prior arrangements with Daycare, the child may stay overtime at the following rate: $ per or portion thereof.

3. If Parent has not informed Daycare that he or she will be arriving earlier or later than the agreed upon times, the following rate will be charged: $ per or portion thereof.

F. Rates Regarding Holidays, Vacations, and Other Absences:

1. The following are paid holidays when they fall on a day regularly scheduled for care:

2. Charges for a child’s absence will be: $

3. Charges related to illness or other emergency that prohibit care will be: $

4. Charges related to vacation of Parent will be $. Parent will give weeks advanced notice of any scheduled vacation.

G. Other Charges:

There will be an extra charge for the following infant supplies when not provided by the Parent:

3. Termination Procedure:

This contract may be terminated by either Parent or Daycare giving written notice weeks in advance of the termination date. Payment by Parent is due for the notice period, whether or not the child is brought to the Daycare. Daycare may terminate the contract without giving any notice if the Parent does not make payments when due.

4. Medical Treatment Authorization

A. Parent hereby authorizes and voluntarily consents to having Daycare arrange, direct, sign for and consent to any and all routine or emergency medical care and treatment necessary to preserve the health of the child. Personal, insurance and health care provider information is set forth below.

B. Parent acknowledges that he/she is responsible for all reasonable charges in connection with the care and treatment rendered and acknowledges that no guarantees have been made as to the effect of such treatment rendered.

C. Child’s Personal Information

1. Allergies:

2. Medical Conditions:

3. Social Security #:

4. Insurance Information:

Employer:

Member No.:

Employee Social Security No.:

Administrator:

Group No.:

Confirmation Number:

5. Health Care Providers:

Name of Pediatrician:

Phone Number:

Name of Dentist:

Phone Number:

5. Severability

The invalidity of any portion of this Agreement will not and shall not be deemed to affect the validity of any other provision. If any provision of this Agreement is held to be invalid, the parties agree that the remaining provisions shall be deemed to be in full force and effect as if they had been executed by both parties subsequent to the expungement of the invalid provision.

6. No Waiver

The failure of either party to this Agreement to insist upon the performance of any of the terms and conditions of this Agreement, or the waiver of any breach of any of the terms and conditions of this Agreement, shall not be construed as subsequently waiving any such terms and conditions, but the same shall continue and remain in full force and effect as if no such forbearance or waiver had occurred.

7. Governing Law

This Agreement shall be governed by, construed, and enforced in accordance with the laws of the State of .

8. Notices

Any notice provided for or concerning this Agreement shall be in writing and shall be deemed sufficiently given when sent by certified or registered mail if sent to the respective address of each party as set forth at the beginning of this Agreement.

9. Mandatory Arbitration

Any dispute under this Agreement shall be required to be resolved by binding arbitration of the parties hereto. If the parties cannot agree on an arbitrator, each party shall select one arbitrator and both arbitrators shall then select a third. The third arbitrator so selected shall arbitrate said dispute. The arbitration shall be governed by the rules of the American Arbitration Association then in force and effect.

10. Entire Agreement

This Agreement shall constitute the entire agreement between the parties and any prior understanding or representation of any kind preceding the date of this Agreement shall not be binding upon either party except to the extent incorporated in this Agreement.

11. Modification of Agreement

Any modification of this Agreement or additional obligation assumed by either party in connection with this Agreement shall be binding only if placed in writing and signed by each party or an authorized representative of each party.

12. Assignment of Rights

The rights of each party under this Agreement are personal to that party and may not be assigned or transferred to any other person, firm, corporation, or other entity without the prior, express, and written consent of the other party.

WITNESS our signatures as of the day and date first above stated.

Daycare Provider

Signature of Parent

Enter text✕

What the Daycare Agreement Contract Covers

A Daycare Agreement Contract is a written contract between a childcare provider and a parent or guardian that defines services, schedules, fees, health and safety obligations, pickup authorizations, emergency procedures, and termination terms. It records each party’s responsibilities, payment and refund policies, required immunizations or medical notices, liability and indemnity provisions, and consent for routine or emergency medical care. The contract serves as the operating baseline for enrollment, supports compliance with local licensing, and creates an evidentiary record should disputes arise between the provider and the family.

Why a Written Daycare Agreement Matters

A clear contract reduces misunderstandings by documenting hours, fees, authorized caregivers, and health protocols, and it helps protect both provider and family through defined remedies and policies.

Why a Written Daycare Agreement Matters

Who Typically Completes This Contract

Daycare providers, family childcare operators, early learning centers, and parents or legal guardians complete this agreement before enrollment.

  • Licensed childcare center administrators and owners who must document policies and meet licensing requirements.
  • Parents or legal guardians enrolling a child who must provide identification, health details, and emergency contacts.
  • Human resources or benefits coordinators arranging employer-sponsored childcare services for employees.

Maintain signed copies for both parties and update the agreement whenever enrollment terms, emergency contacts, or health information change.

Core Elements to Include in a Professional Contract

A professional Daycare Agreement Contract organizes operational, financial, safety, and legal terms so both parties clearly understand obligations and remedies.

Service Scope

Define days, hours, age range, curriculum or activities, and any transportation or field trip provisions to set clear operational expectations.

Payment Terms

State tuition amounts, due dates, accepted payment methods, late fees, refund policy, and consequences for nonpayment or returned payments.

Health & Safety

Specify immunization requirements, allergy management, medication administration procedures, and exclusion policies for contagious illness.

Pickup Authorization

List authorized pickup adults, required IDs, emergency contact hierarchy, and procedures for denied release or custody disputes.

Liability & Insurance

Describe limits on provider liability, required insurance coverage, indemnification clauses, and parent responsibilities for property damage.

Termination

Include notice periods, grounds for immediate dismissal, and how deposits or prepayments are handled at contract end.

Data and Security Considerations

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
HIPAA: BAA required for PHI handling
Audit Trail: Detailed signing history retained
Access Controls: Role-based permissions available
Certifications: SOC 2 Type II and ISO 27001
Accessibility: WCAG 2.0 Level AA support

Step-by-Step: Completing and Executing the Agreement

Follow these steps to collect information, document consent, and finalize the agreement with signatures from all required parties.

  • 01
    Gather Documents: Collect ID, immunization records, and custody documents.
  • 02
    Fill Fields: Complete all required fields accurately and in full.
  • 03
    Review Terms: Have both parties read and initial key clauses.
  • 04
    Sign & Store: Obtain signatures and save signed copies securely.

How to Configure an Online Signing Workflow

Set up a simple, auditable signing flow that collects signatures, attachments, and required consent in the correct order.

Field Configuration
Authentication Method Email link or SMS code; use stronger auth if needed
Conditional Fields Show medication fields only if medical box checked
Notifications Enable reminders for unsigned agreements
Attachments Accept PDFs (ID, immunizations) at signature time

Routing and Submission: From Draft to Record

A standard digital workflow uploads the contract, places fields, requests signatures, and archives the signed record for both parties.

  • Upload Document: Add the contract PDF or DOCX to the platform.
  • Place Fields: Assign signature, date, and initial fields to parties.
  • Send to Signers: Issue secure signing links or emails to parents.
  • Archive: Store executed copies and audit logs securely.

Technical and Compliance Requirements for eSigning

Ensure your eSignature platform supports required formats, authentication, and record retention before use.

  • File Formats: PDF and DOCX supported
  • Integrations: Connects to Google, Microsoft, and ERPs
  • Compliance: Supports SOC 2, ISO 27001, HIPAA BAA

Typical Deadlines and Notice Periods to Include

Set explicit dates and notice windows in the agreement to reduce disputes and ensure operational readiness for enrollment and termination events.

Enrollment Start Deadline:

Specify cutoff for accepting new enrollments before term

Payment Due Dates:

Monthly due dates and grace period should be listed

Termination Notice:

30 days written notice commonly used for withdrawal

Immunization Records:

Provide records on or before first attendance day

Annual Review:

Require yearly update of contact and medical info

Common Preparation Mistakes to Avoid

  • Failing to list alternate emergency contacts and pickup authorizations, which delays release of a child during emergencies and raises safety risks.
  • Using vague payment language like 'reasonable fee' instead of fixed amounts and due dates, creating billing disputes and collections problems.
  • Omitting medical authorization forms or medication instructions, causing refusal of care or missed treatment in urgent situations.
  • Not defining termination grounds and notice periods, leading to sudden removals, deposit disputes, and operational confusion.

Potential Legal and Operational Risks

Liability Exposure: Provider can face claims for negligence
Privacy Breach: Improper PHI handling may violate HIPAA
Regulatory Noncompliance: Licensing fines or order suspensions
Unenforceable Clauses: Overbroad waivers may be invalid
Termination Disputes: Abrupt removals can trigger litigation
Late Payment Fees: Collection costs and service suspension

Comparing eSignature Vendors for Daycare Agreements

Select an eSignature provider that supports required file formats, audit trails, and any needed compliance such as HIPAA; pricing models and feature availability vary by vendor and plan.

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 plan Varies by plan Varies by plan Varies by plan
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 Yes Yes No No

Common Questions and Practical Answers

Answers to frequent operational and legal questions about using a Daycare Agreement Contract, digital signing, record retention, and privacy compliance.


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