What to Include in a Childcare Agreement With a Nanny or Agency

Published: 3 November 2026

Category: how-to-guides | cardbuzz

Tags: childcare agreement, nanny contract, agency terms, childcare paperwork, working parents

A written childcare agreement turns a friendly understanding into a clear arrangement that both sides can rely on. It does not need to be long or legalistic, but it should cover hours, duties, pay, leave, safety and what happens when things change. Families often skip this step when hiring through a recommendation, and that is precisely when misunderstandings arise. A short, plain-language agreement protects your child, respects the caregiver, and gives both sides something to refer back to if memories differ.

Parties, hours and place of work

Start with the basics: the names of the parents and the caregiver or agency, the child's name and age, and where care will take place. State the regular working days and hours, including start and finish times, and how extra hours are requested and paid for. If the arrangement includes school runs, outings or care at another location, say so explicitly. Also record who is authorised to collect the child and how changes to the pickup arrangement must be communicated. These details sound obvious, but writing them down removes the most common source of daily friction.

Duties and daily routine

Describe the caregiver's duties in practical terms: feeding, bathing, naps, play, homework help, laundry or meal preparation relating to the child, and any household tasks that are or are not included. Include the child's routine, dietary needs, allergies, medical information and any behavioural guidance you want followed. State your household rules on screen time, outdoor play, visitors during duty hours and phone use. The more specific this section is, the less the caregiver has to guess, and the easier it is for a replacement caregiver to step in if needed.

Pay, billing and expenses

Record the pay amount, the payment date and the payment method, and whether pay is monthly, weekly or hourly. State how extra hours, late finishes and work on public holidays are treated, and who bears child-related expenses such as travel for outings or activity materials. If you hire through an agency, distinguish the agency's placement or service charge from the caregiver's pay, and record who you pay and when. Keep payment receipts, and if you pay by card where that option exists, keep the statement entry alongside the receipt so the payment trail is complete.

Leave, illness and backup cover

Agree on paid leave, sick leave and public holidays, including how much notice is needed for planned leave on either side. State what happens when the child is ill, when the caregiver is ill, and who arranges backup cover in each case. For agency arrangements, ask whether the agency provides a substitute caregiver and how quickly, and what happens if no substitute is available. Recording these points in advance turns a stressful morning into a manageable one, because both sides already know the plan.

Safety, confidentiality and conduct

Include safety expectations: emergency contacts, medical authorisation in an emergency, first-aid steps, and rules on medicines, food allergies and supervision during bathing, sleep and outdoor play. Add a confidentiality understanding covering family information, photos and social media: many families prefer that no photos of their child are shared online, and that should be stated plainly. Also record any background verification completed, and agree that important information about the child's health or safety will be shared promptly in both directions.

Ending the arrangement fairly

Every agreement should explain how it ends. State the notice period required from either side, how the final payment is calculated, and how any deposit or advance is returned. Include a short trial period at the start, during which either side can end the arrangement with shorter notice if the fit is not right. Keep a signed copy each, review the agreement when hours, pay or duties change, and update it in writing rather than relying on verbal changes. A fair, clear agreement makes it easier to part on good terms if the time comes, and easier to keep working well together until then.