Daycare Contract Template

What Is a Daycare Contract?

A daycare contract is a formal written agreement between a childcare provider (a daycare center or in-home daycare operator) and a parent or guardian that governs the terms under which childcare services will be provided. The contract serves as the legal foundation of the relationship, defining what the provider will deliver, what the parent is responsible for, and how both parties will handle common situations such as illness, holidays, late pickups, and payment disputes.

Unlike informal childcare arrangements, a daycare contract is a binding legal document. It protects the provider by documenting the agreed-upon fees, payment schedule, and policies that the parent must follow. It protects the parent by guaranteeing specific hours of care, safety standards, and a clear process for addressing concerns or terminating the arrangement.

A daycare contract typically covers enrollment details — the child's name, age, medical information, and emergency contacts — along with the provider's operating hours, tuition rates, accepted payment methods, and late fee policies. It also addresses health and safety requirements, such as immunization records, illness exclusion policies, medication administration, and emergency procedures. Many contracts include clauses about meals and nutrition, discipline policies, outdoor play, and communication between the provider and parents.

For daycare centers that serve multiple families, the contract ensures consistency. Every family receives the same terms, which reduces the risk of favoritism claims or policy disputes. For in-home daycare providers, a contract adds professionalism and legal protection to what might otherwise be seen as an informal arrangement.

State licensing requirements for daycare providers often mandate that a written agreement be in place for each enrolled child. The specifics of what must be included vary by state, but most require documentation of tuition, hours, emergency procedures, and health policies. A well-drafted daycare contract satisfies these regulatory requirements while also protecting the business interests of the provider.

Why You Need a Daycare Contract

Whether you operate a multi-room daycare center or a small in-home childcare business, a daycare contract is essential for protecting your livelihood, your reputation, and the children in your care. For parents, a contract provides assurance that their child will be cared for according to agreed-upon standards. Here is why both parties benefit from a written agreement.

For providers, the most immediate benefit is financial security. A daycare contract locks in tuition rates, specifies when payment is due, and defines consequences for late or missed payments. Without a contract, collecting unpaid tuition can become a prolonged, contentious process. A contract with clear late fee provisions and an outstanding balance policy ensures that parents take their financial obligations seriously.

Providers also benefit from liability protection. If a child is injured during normal daycare activities, a contract that includes a liability waiver and acknowledgment of risk can limit the provider's exposure to lawsuits. It also ensures that parents have provided accurate medical information and emergency contacts, which is critical for the child's safety.

For parents, a daycare contract provides transparency. It documents exactly what services are included in tuition — meals, educational programming, outdoor play, transportation — and what costs extra. It also clarifies the provider's policies on holidays, closures, sick days, and vacation, so parents can plan accordingly.

A contract also creates accountability for the provider. If the provider fails to maintain the agreed-upon child-to-staff ratio, deviates from the stated curriculum, or violates safety policies, the parent has a written document to reference. This is particularly important if a parent needs to file a complaint with a licensing agency.

From a regulatory perspective, most states require licensed daycare providers to maintain written agreements with families. Operating without contracts can jeopardize the provider's license and expose them to fines or closure.

Finally, a daycare contract provides a clear process for ending the relationship. Whether the parent decides to withdraw their child or the provider needs to disenroll a child for behavioral reasons, the contract establishes the notice period and any financial obligations that apply.

Key Components of a Daycare Contract

• Provider and parent information — Full names, addresses, phone numbers, and email addresses.
• Child's information — Name, date of birth, allergies, medical conditions, and immunization status.
• Emergency contacts — At least two authorized pickup persons and emergency contacts with phone numbers.
• Enrollment dates — Start date, end date (if applicable), and whether enrollment is full-time or part-time.
• Hours of operation — Daily start and end times, and the provider's policy on early drop-off and late pickup.
• Tuition and fees — Monthly or weekly rate, registration fees, supply fees, late payment fees, and late pickup fees.
• Payment terms — Due dates, accepted payment methods, grace periods, and consequences for non-payment.
• Holidays and closures — A list of days the provider will be closed and whether tuition is still due during closures.
• Illness policy — Conditions under which a child must stay home, required doctor's notes for return, and communicable disease protocols.
• Medication administration — Whether the provider will administer medication and the authorization process required.
• Meals and nutrition — What meals and snacks are provided, allergy accommodations, and any food the parent must supply.
• Discipline policy — The provider's approach to behavior management, prohibited practices, and parent notification procedures.
• Liability and insurance — The provider's liability limitations, insurance coverage, and parent acknowledgment of risk.
• Termination and withdrawal — Notice periods for both parties, refund policies, and grounds for immediate disenrollment.
• Signatures — Both the provider and parent must sign and date the agreement.

How to Write a Daycare Contract

1. Identify the parties. Begin with the provider's business name (or personal name for in-home care), address, and license number. Include the parent's full name and contact details.

2. Document the child's information. Record the child's name, birthdate, allergies, medical conditions, pediatrician, and immunization status. Attach a copy of the immunization record if required by your state.

3. Specify enrollment details. Note whether the child is enrolled full-time or part-time, the specific days and hours of care, and the anticipated start date.

4. Establish tuition and payment terms. Clearly state the tuition amount, when it is due, accepted payment methods, and the late fee amount. Specify whether tuition is due regardless of absences, holidays, or provider closures.

5. Outline operating hours and policies. Define your daily schedule, drop-off and pickup windows, and the fee structure for late pickups. Include your holiday closure calendar.

6. Detail health and safety policies. Write clear rules about when a sick child must stay home, how long they must be symptom-free before returning, and your medication administration process.

7. Describe meals, activities, and discipline. Explain what meals and snacks are provided, the daily activity schedule, and how you handle behavioral issues. Parents need to know your philosophy and practices.

8. Add liability and termination provisions. Include a liability limitation clause and specify the circumstances under which either party may terminate the agreement, along with notice periods and refund policies.

9. Comply with state licensing requirements. Review your state's childcare licensing regulations to ensure your contract includes all required provisions.

10. Sign and distribute. Both the provider and the parent sign the contract. Provide a copy to the parent and keep the original in the child's file.

Free Daycare Contract Template

DAYCARE SERVICE CONTRACT

This Daycare Service Contract ("Agreement") is entered into as of [Date] by and between:

Provider: [Provider/Business Name], located at [Address], License Number: [Number], Phone: [Phone Number], Email: [Email] ("Provider")

Parent/Guardian: [Parent Full Name], residing at [Address], Phone: [Phone Number], Email: [Email] ("Parent")

1. Child Enrollment Information

Name	Date of Birth	Allergies/Medical Conditions	Immunizations Current
[Child Name]	[DOB]	[Details or "None"]	[Yes / No]

Pediatrician: [Name], [Phone Number]

2. Enrollment Type and Schedule

a) Enrollment Type: [Full-Time / Part-Time].
b) Days of Care: [e.g., Monday through Friday].
c) Hours of Care: [e.g., 7:00 AM to 6:00 PM].
d) Start Date: [Date].
e) This enrollment shall continue on a month-to-month basis unless terminated as provided in Section 12.

3. Hours of Operation

a) The Provider operates from [Opening Time] to [Closing Time], Monday through Friday.
b) Early drop-off before [Time] is available for an additional fee of $[Amount] per occurrence.
c) Late pickup after [Closing Time] incurs a fee of $[Amount] per [15-minute] increment.
d) If a child is not picked up within [1 hour] of closing time and the Provider cannot reach any authorized pickup person, the Provider may contact local authorities.

4. Tuition and Fees

a) Monthly Tuition: $[Amount], due on the [1st / 15th] of each month.
b) Registration Fee: $[Amount] (non-refundable, due at enrollment).
c) Supply Fee: $[Amount] per [year / semester].
d) Tuition is due regardless of the child's absence due to illness, vacation, or holidays.
e) A deposit equal to [one month's tuition / $Amount] is required at enrollment and shall be applied to the final month of care or forfeited if proper termination notice is not given.

5. Payment Terms

a) Payment is due on or before the due date specified above.
b) A late fee of $[Amount] shall be assessed for payments received more than [5] days past the due date.
c) Accepted payment methods: [Check / Cash / Credit Card / ACH Transfer / Online Payment].
d) If tuition remains unpaid for more than [15] days past the due date, the Provider reserves the right to suspend care until the balance is paid in full.
e) Returned checks will incur a fee of $[Amount].

6. Holidays and Closures

a) The Provider shall be closed on the following holidays: [List all holidays, e.g., New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and the day after, Christmas Eve and Christmas Day].
b) Full tuition is due for weeks containing holidays.
c) The Provider reserves the right to close for up to [Number] professional development days per year with at least [2 weeks'] advance notice.

7. Illness Policy

a) The Parent agrees not to bring the child to the Provider if the child exhibits any of the following symptoms: fever of 100.4°F or higher, vomiting, diarrhea, undiagnosed rash, pink eye, head lice, or other communicable illness.
b) If a child becomes ill during the day, the Provider will contact the Parent, and the child must be picked up within [1 hour].
c) The child may return to care after being symptom-free for [24 hours] without medication, or upon providing a doctor's note clearing the child to return.

8. Medication Administration

a) The Provider will administer prescription medication only with a completed Medication Authorization Form signed by the Parent.
b) All medication must be in its original container with the child's name, dosage, and instructions clearly labeled.
c) Over-the-counter medication will be administered only with written authorization from the Parent and, where required, a doctor's note.

9. Meals and Nutrition

a) The Provider shall supply [breakfast, lunch, and two snacks / lunch and one snack] daily.
b) Menus will be posted [weekly / monthly] and are available upon request.
c) The Parent shall notify the Provider of any food allergies or dietary restrictions in writing.
d) If the child has severe allergies, the Parent may be required to provide specialized meals or snacks.

10. Discipline Policy

a) The Provider uses positive guidance techniques, including redirection, positive reinforcement, and age-appropriate consequences.
b) Corporal punishment, verbal abuse, isolation, and withholding food are strictly prohibited.
c) If a child exhibits persistent behavioral issues, the Provider will work with the Parent to develop a behavior plan. If the behavior continues to pose a safety risk to the child or others, the Provider reserves the right to disenroll the child with [2 weeks'] written notice.

11. Liability and Insurance

a) The Provider maintains liability insurance in the amount of $[Amount] per occurrence and $[Amount] aggregate.
b) The Parent acknowledges that minor injuries may occur during normal childhood activities, including outdoor play, and agrees to hold the Provider harmless for such injuries except in cases of gross negligence or willful misconduct.
c) The Parent shall maintain current health insurance for the child and shall provide proof of coverage upon request.

12. Termination and Withdrawal

a) Either party may terminate this Agreement by providing [2 weeks' / 30 days'] written notice.
b) If the Parent withdraws the child without providing the required notice, the deposit shall be forfeited and any outstanding tuition for the notice period shall remain due.
c) The Provider may terminate enrollment immediately, without notice, if: the Parent fails to pay tuition for more than [30] days; the child poses a serious safety risk to other children or staff; the Parent engages in threatening or abusive behavior toward staff; or the Parent provides false information on enrollment documents.
d) Upon termination, the Provider shall refund any prepaid tuition for days after the effective termination date, less any outstanding fees.

13. Emergency Contacts and Authorized Pickup

The following individuals are authorized to pick up the child and serve as emergency contacts:

Name	Relationship	Phone Number	Authorized for Pickup
[Name]	[Relationship]	[Phone]	[Yes / No]
[Name]	[Relationship]	[Phone]	[Yes / No]

The Provider will not release the child to any person not listed above without prior written authorization from the Parent. Photo identification will be required for anyone not known to the Provider's staff.

14. Confidentiality

The Provider agrees to keep all information about the child and family confidential, except as required by law or as necessary to ensure the child's safety. The Parent's contact information, financial information, and the child's medical records shall not be disclosed to third parties.

15. Entire Agreement

This Agreement constitutes the complete understanding between the parties. Any modifications must be in writing and signed by both parties. This Agreement shall be governed by the laws of the State of [State].

SIGNATURES

Provider Signature: ___________________________ Date: _______________

Print Name / Business Name: ___________________________

Parent/Guardian Signature: ___________________________ Date: _______________

Print Name: ___________________________

How to Use This Template

1. Download and customize. Save the template and fill in all provider and parent information. Replace bracketed placeholders with your specific details.

2. Attach required documents. Include the child's immunization records, a photo for identification purposes, and any medical action plans.

3. Review policies with the parent. Walk through every section during the enrollment meeting. Pay special attention to the illness policy, late pickup fees, and termination terms.

4. Adapt to your state's requirements. Childcare licensing rules vary by state. Ensure your contract includes any state-mandated provisions, such as specific staff-to-child ratios or reporting obligations.

5. Sign and file. Both parties sign the contract. The provider files the original in the child's enrollment folder, and the parent receives a copy.

6. Update annually. Review and update tuition rates, policies, and emergency contacts at least once per year. Issue a new contract or a written amendment for any changes.