Writing parent contracts that actually protect you

The single best investment you'll make as a childminder is a good contract. Not a tweaked nursery template, not a free PDF from 2017 — an actual contract that names every awkward situation before it happens. Almost every dispute we hear from childminders boils down to "the contract didn't say".

What every contract must include

1. The parties and child

• Full names and addresses of all parents/carers with parental responsibility
• Child's full name, date of birth, NHS number
• Emergency contacts (at least two)
• Your full name, setting address, Ofsted URN and ICO registration number

2. Hours and start date

• Exact days and hours per week
• Start date, and whether there's a settling-in period (we recommend 2 weeks)
• How a parent requests a change to hours and how much notice is needed

3. Fees and payment terms

• Hourly rate (or weekly/monthly) and what it includes
• What it doesn't include (outings, classes, nappies)
• Funded hours treatment (see our funded hours guide)
• How and when invoices are sent (we recommend monthly in advance)
• Acceptable payment methods
• Payment due date (e.g. by the 5th of each month)
• Late payment: a clear fee or interest rate. E.g. "Invoices unpaid after 7 days incur a £25 admin charge. After 21 days, care may be suspended until paid."

4. Fee increases

State that fees are reviewed annually each September and any increase takes effect from January, with 60 days' notice in writing. This single clause prevents 90% of fee-increase arguments.

5. Holidays and closures

• How many weeks of your holiday are unpaid each year (typical: 4 weeks unpaid)
• How many weeks of paid holiday for the child (typical: 4 weeks)
• Bank holidays — paid or unpaid?
• How much notice you give of your holiday (≥6 weeks is fair)
• How much notice they give of theirs (≥4 weeks)

6. Illness

• When you'll refuse to take the child (e.g. temp above 38°C, vomiting/diarrhoea in last 48h, contagious illness)
• What happens to fees if the child is off sick (typically: full fees still due)
• What happens if you are off sick (typically: full refund or credit)

7. Late collection

Charge for late collection. £10 for the first 15 minutes, £1/minute after, is reasonable. Without this clause, late pickups will happen forever.

8. Notice periods

• Either party can terminate with 4 weeks' written notice
• Fees are payable in full during notice, whether the child attends or not
• Right to terminate immediately for: non-payment beyond 21 days, safeguarding concerns, abusive behaviour

9. Permissions

• Photo/video for development records
• Sharing photos in a private parent-only app/group
• Outings (general), use of car, use of public transport, school runs
• Sun cream, plasters, paracetamol for raised temperature
• Emergency medical treatment
• Sharing information with other professionals (health visitor, school)

10. Behaviour and exclusion

Your right to terminate care if the child's behaviour poses a risk to others and reasonable adjustments have not resolved it. Also your expectations of parent behaviour at pickup, communication and respect.

11. Confidentiality and data protection

• What data you hold, why, and how long
• Lawful basis (usually contract and legitimate interest)
• Their right to request a copy and to ask for corrections
• Your ICO registration number

12. Complaints

How a parent raises a concern, your timeframe for responding (within 7 days), and that they can complain to Ofsted at any point.

The clauses that quietly save you thousands

What to do at signing

1. Talk through the contract in person, page by page. Don't email a PDF and hope.
2. Get both parents to sign where both have parental responsibility.
3. Sign and date it yourself.
4. Give them a signed copy. Keep one for your records.
5. Re-issue the contract whenever fees, hours or terms change.

When to review your template

• Every September alongside fee reviews
• After any dispute that revealed a gap
• Whenever EYFS, funded-hours or HMRC rules change