Free Childcare & Early Years Contract Template
A childcare contract covers the scope of care, communication and incident reporting, payment terms, changes, ongoing enrollment, and how care ends.
Parents want to feel looped in and sure their child is safe, but the worry sits in the gaps: a fever that didn’t get called, a bite incident heard about too late, a rough day that only shows up at pick-up. A childcare contract gives those moments a written path, so the nursery and the family agree on what gets reported, when contact happens, and what stays on record alongside tuition and attendance rules.
The contract starts with a full-time nursery care services agreement, then moves into Scope of care with the settling-in plan, daily handoff notes, and the points where the nursery calls, writes a report, or says an add-on isn’t available. Payment and Changes cover recurring tuition, deposits, late-payment steps, and how schedule or classroom timing gets confirmed in writing before anything starts. The later sections handle records and internal materials, photo permission, ongoing enrollment and notice, and the responsibility line that says the nursery will tell you straight what happened and what they did next.
- Full-time nursery care services agreement Sets the relationship and the day-to-day communication baseline for ongoing nursery care once enrollment is accepted.
- Scope of care Lists what care includes, which records get shared, and which add-ons only apply when they’re confirmed for that date.
- Payment Defines recurring tuition, deposits or enrollment fees when used, invoice due dates, and what happens before attendance is put on hold.
- Ongoing enrollment Explains how a spot is held, how absences affect tuition, and how notice to end care gets delivered and timed.
- Ending care Confirms the last day and final billing date, covers refunds after reconciliation, and includes the signature block.
Once the terms match how the program actually runs, you fill in names, dates, and rates, then send the contract for online signature. After signing, both sides have the same reference for drop-off to pick-up communication, billing expectations, and the steps for ending care with notice.
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What this contract contains
1) Full-time nursery care services agreement
Opens the agreement for ongoing full-time nursery care and sets expectations for drop-off, the day itself, and pick-up communication.
2) Scope of care
Spells out included care and the specific updates and reports that get shared, plus when add-ons only apply if they’re on the enrollment paperwork and staffed.
3) Payment
Covers recurring tuition in USD, any deposit or enrollment fee, invoice due dates, and the steps that happen before care gets paused for nonpayment.
4) Changes
Defines the kinds of changes that come up in childcare, then explains how schedule, timing, or add-ons get agreed in writing and repriced before they start.
5) Who owns what
Separates the child’s records the family can keep from the nursery’s internal curriculum materials, templates, and program documentation.
6) Photos and sharing
Sets the opt-in rule for using a child’s photo in marketing and explains how permission can be withdrawn in writing, while allowing de-identified examples of nursery materials.
7) Ongoing enrollment
Explains how enrollment continues on a recurring schedule, how absences are handled for billing, and how either side gives written notice to end care.
8) What we are responsible for
Commits to same-day incident documentation and clear communication, then lists limits like weather disruptions and personal items from home.
9) Ending care
Covers final billing through the notice period, refund handling after reconciliation, reasons care may be ended with notice, and includes the signature.
Who it is for
Nurseries, childminders, and after-school care providers who need parents to sign clear terms for ongoing care, communication, billing, and notice periods.
Questions about this contract
What should a childcare contract include?
A childcare contract usually covers the scope of care, how updates and incidents get communicated, tuition and billing rules, how changes get approved, and how either side ends care with notice. This template also covers records ownership and photo permission.
When should a daycare call a parent about illness or an accident?
The contract can spell out when the nursery calls for illness or injuries and when a written report gets shared the same day. This template commits to telling parents what happened and what the nursery did next when something comes up.
What happens if childcare tuition is late?
A childcare contract can say when invoices are due and what happens if payment doesn’t arrive by the due date. This template describes contacting the family right away and, after notice, possible steps like a late fee, pausing add-ons, or a temporary hold on attendance until the account is current.
How do childcare schedule changes get handled once care starts?
Schedule, start-date, classroom timing, and add-ons still change after care begins, but the change needs written confirmation first. This template also says the nursery prices changes that affect tuition or staffing and gets approval before the change starts.
Are parents still charged when a child is absent?
A childcare contract can state that tuition follows the recurring billing schedule even when a child is away for vacation or illness. This template ties that rule to staffing and classroom capacity planning around enrolled attendance.
Can a nursery use a child’s photos for marketing?
A nursery can require clear permission before using a child’s photo or identifying details in marketing, and the contract can allow a parent to withdraw that permission later in writing. This template also allows sharing de-identified examples of nursery materials that don’t identify a family.
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