Being a nanny is much more than a job. For many dedicated childcare providers, it’s a true calling that comes with a great responsibility to make a positive, meaningful impact on the kids they serve.
That said, it is still a business.
And no matter how big or small your operation is today, running your nanny business like an experienced professional is the best way to ensure that your career path remains fulfilling — both for you and every family you help.
Really, it all starts with an initial agreement. Enter the nanny contract template.
Whether you’re a solopreneur working for a single household or growing your own agency to provide services to a range of families, this contract will be the backbone of all your client relationships.
Why do you need a nanny contract?
Especially in the early stage, contracts can be a stumbling block for independent care providers. Your background is in children — not administrative work.
But outlining the agreement in detail is the best way to get off on the right foot. It establishes a solid foundation for a healthy collaboration and makes every issue easier to resolve.
Fortunately, contracts don’t have to be complicated. There are really just a few key goals:
- Set clear expectations for the work responsibilities, schedule, and household policies
- Ensure you get compensated fairly (with expected benefits)
- Protect yourself in case your client tries to take advantage of you or alter the arrangement
How do you choose a nanny contract template?
More great news: You don’t have to start from scratch!
There are already plenty of legally vetted and lawyer-approved nanny contract templates that will set you up for success.
The best option is to start with a services agreement that includes the basic elements of a contract, and then add customizations as needed for your specific work and client arrangement.
These excellent templates from HoneyBook can work very well for any nanny:
- Services Agreement
- Agency Proposal
- Agency Booking File
- Retainer Contract
- Simple Business Proposal
- Services Brochure
All of these pages and forms offer a range of options in terms of content, presentation, format, and style. Dive in and find the one that feels best for you.
Then it’s time for some tweaks. Use the information outlined below to make your child care contract template even better. And as you build out the sections even further, you can also reference the best practices recommended by the US Nanny Institute and the US Department of Labor.
What should be included in a nanny contract template?
Once you choose the right nanny contract template, at a minimum, make sure that the following categories are included. Depending upon your specific job, you may want to modify what is outlined below or make some additions to what is outlined below.
But these are the elements that will work best for most nannies in most situations.
- Job Details, Duties & Responsibilities
This section is the core of the child care contract. Make sure to outline all the job duties, responsibilities, and expectations in a general sense — then add any elements unique to the specific family or arrangement.
- Childcare duties: This will vary by job. but may include general care; supervision/engagement; providing support for bathing, feeding, dressing, toileting, and napping; maintaining established routines; overseeing playtime/activities; aiding development and education; and more.
- Household tasks related to children: This will also vary by job, but may include meal prep/planning, laundry, tidying up/light cleaning, washing dishes/bottles, organizing and coordinating school supplies/toys, and more.
- Additional household tasks: Only include this section if you have agreed to — and are being compensated for — extra tasks. (Be specific.)
- Driving expectations: Whose car will be used? What insurance requirements are needed? Will there be mileage reimbursement?
- Location(s): Where will the childcare take place? (This is often just the main home, but may include secondary locations like relatives, vacation homes, lodging during travel, etc.)
- Child/children: List the names, ages, and any other relevant notes that would affect care (i.e., special needs).
2. Schedule, Time Off & Leave
Any experienced nanny can tell you that families rarely stick to an exact schedule. With young kids and busy parents, things do come up. But while a good childcare provider will offer some flexibility, be sure to clearly detail your schedule so it is clear that any changes fall outside of normal responsibilities and may require pushback or extra compensation.
- Start date & duration: When will you begin? Will this arrangement be indefinite or for a specified time frame?
- Schedule & time off: Include exact days and hours that you will provide service, including notes about flexibility, time off requests, and how unexpected changes will be handled. It may even be helpful to include a detailed grid that includes working hours for each day of the week.
- Living arrangement: If the care will be provided within a live-in arrangement, you will need to detail specifics around included room/board, expectations during “off” hours, privacy boundaries, and more.
- Breaks & meals: Note expectations for paid break time (if possible, when other adults are present to take over supervision duties).
- Paid time off (PTO): Specify the number of vacation days, sick days, and personal days that will be included in compensation package.
- Unpaid leave policy: Include how you will handle any unexpected time off required for personal, health, or other unforeseen reasons.
- Schedule changes & emergencies: Provide guidance that the employer must provide notice of schedule changes at least a certain number of hours/days beforehand. Note that, if a cancellation isn’t communicated in the expected time period, the employer will have to pay for the planned work time.
3. Compensation & Benefits
No matter how rewarding you find your work, getting paid is always the most important part of the gig. Most of the compensation and benefits information should be pretty straightforward — but don’t forget to include often-overlooked provisions regarding reimbursement and pay raises.
- Salary or hourly rate: Along with the general pay rate, document provisions for overtime pay (and when it applies) and holiday pay (including which days are included).
- Guaranteed hours: Optional, but a minimum guaranteed hourly/weekly rate can protect you if the client makes schedule changes or takes an extended vacation that unexpectedly leaves you without work.
- Pay schedule: Weekly, biweekly, or monthly — with specific dates of the month or days of the week.
- Payment method: Direct deposit, payroll service, cash, or check.
- Benefits: In certain long-term jobs, you may negotiate employer-provided or subsidized health insurance, dental insurance, retirement plan contributions, transportation allowance, or other benefits.
- Reimbursement policy: How and when will you submit a reimbursement form? This may include gas/mileage, activities, meals, supplies, small everyday purchases, etc.
- Raises / pay review schedule: Think toward the future! Many overlook this element, but it is helpful to include a roadmap for a pay increase, particularly on long-term arrangements.
4. Household Policies & Emergency Procedures
This section will outline expectations in the home and expand upon the information provided in the initial responsibilities section. As a rule, the more detail the better — but find the right balance. You don’t need to include every possible thing that could come up.
- Household policies: Generally, what rules must the children and nanny follow? Note any expectations surrounding established routines, discipline style preferences, kitchen usage, approved activities/outings, food rules and allergies, screen time limits, guidance for social media or photos, and more.
- Employee restrictions: What are the expectations surrounding personal calls or visitors during work hours? What devices, appliances, and other household features in the home may be off limits for use?
- Transportation allowances & restrictions: Are you expected to drive? If so, whose vehicle will be used? What are the car-seat and safety rules? Will there be gas/mileage reimbursement? What insurance coverage is required?
- Medical & emergency procedures: What are the general safety rules and emergency contacts? Are there protocols for injuries, accidents, emergencies, and routine medical care? Are there vaccine requirements for the nanny/kids? Does the nanny need CPR, first aid, or other medical certification?
5. Termination of Contract & Notice Period
At some point, the relationship will come to an end. This date may be agreed upon at the start of the job, but you should include a provision that explains what occurs when either party decides to end the arrangement.
- Notice period: How far in advance can either party terminate the arrangement? (2 to 4 weeks is common practice.)
- Severance policy: Try to protect yourself from an unexpected end to the contract by including a sum that will need to be paid out by the family upon termination. (Standard practice offers 1-2 weeks of severance pay per year of service.)
- Immediate termination grounds: What, if any, behaviors can lead to contract termination that don’t require notice? (This would require significant breaches of conduct, such as putting someone’s safety at risk, evidence of abuse, nonpayment, etc.)
6. Signatures
Last but not least, make sure everyone signs the contract to make it official!
- Nanny’s printed name and signature.
- Parents (or guardians) printed name and signature.
- Date each party signs the contract.
Putting your nanny contract template to work for you
The formality of a child care contract can seem daunting. But having a buttoned-up, bulletproof template is a big step in taking your nanny business to the next level.
Not only will it streamline your administrative workload and protect you from potential problems — but it will instill an added sense of confidence that every potential client will see.
When your customer is a family, building trust is invaluable. They aren’t asking you to remodel a bathroom or provide fitness lessons. This is about the well-being of their child. Every interaction matters, especially when you’re just getting to know each other.
If you arrive with a professional contract, they will see that you’re serious and ready to do great work. And once your new relationship gets off to the right start, you can get busy doing the real work: taking care of the kids!
