Daycare Contract Template (US)

Updated on October 1, 2026

A daycare contract sets the terms between a childcare provider and a parent or guardian. It should cover enrollment, hours, tuition, deposits, holidays, late pickup, authorized pickup, illness, medication, meals, allergies, emergency care, communications, media consent, privacy, termination and handbook rules. The Jotform source is more complete than many older templates, but it still leaves licensing, mandated safety topics, pickup authority, custody issues, child protection, tax receipts and waiver limits underdeveloped.

This US master is written for private daycare, childcare centers and home-based providers that need a plain parent-provider agreement. It does not replace state licensing forms, subsidy paperwork, immunization forms, medical action plans, staff training records or mandated reporter duties. Those obligations vary heavily by state and provider type.

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Daycare Contract

This agreement is made on between , with an address at , and , with an address at .

1. Childcare Services and Program Rules

will provide childcare for according to the following schedule and program rules: . License or registration details:

2. Tuition, Fees and Closures

Weekly fee: . Payment, late fee, deposit, holiday, closure, absence, subsidy and withdrawal rules:

3. Pickup, Custody and Emergency Contacts

Authorized pickup, ID check, emergency contact, custody-order and late-pickup rules:

4. Health, Illness, Medication and Allergies

Health forms, illness exclusion, medication authorization, allergy plans, emergency treatment and incident reporting rules:

5. Media, Privacy and Records

Photo, video, app, communication, privacy, receipt and record rules:

6. Governing Law and Disputes

This agreement is governed by the law of . The parties will first try to resolve disputes through good faith discussion between authorized representatives. Either party may seek urgent court relief for confidentiality, safety, data security, intellectual property, collection, or child-protection issues where delay could cause material harm.

7. Entire Agreement and Changes

This document and any attached schedule form the entire agreement for the subject described here. Any change must be in writing and signed by authorized representatives of both parties.

Provider

Date signed:

Parent or Guardian

Date signed:

Licensing and handbook rules should be named

Childcare is regulated at state and territory level. A contract should identify the provider, program type, licensing status, handbook and policies incorporated into the agreement. Parents should know where to find illness, discipline, emergency, medication and pickup rules.

The template includes a handbook precedence clause so the contract does not silently conflict with detailed program policies. Material changes to core fees, hours or termination rights should still be communicated clearly.

Pickup authority and custody issues need precision

Many daycare disputes arise at pickup. The agreement should identify authorized pickup people, ID checks, late pickup fees, emergency contacts and what happens if a parent is unreachable. If court orders or custody restrictions exist, the provider needs written instructions and copies according to policy.

The template avoids informal promises about family disputes. Staff should follow documented authorized-pickup rules and emergency procedures, not ad hoc text messages that put children at risk.

Health and safety terms are not optional decoration

ChildCare.gov lists health and safety areas such as sanitation, immunization, sick-child handling, medication, building safety, emergency planning, safe sleep, hazardous materials and transportation. A daycare contract should point parents to those policies and collect necessary consents.

The agreement includes illness exclusion, medication authorization, allergy plans, emergency treatment and incident reporting. It does not promise care beyond the provider license, staffing, training or facility capabilities.

Tuition terms should handle absences and closures

Parents need to know whether tuition continues during holidays, provider vacation, child illness, weather closure, public-health closure or family vacation. Providers need consistent language for deposits, registration fees, late fees, subsidy shortfalls, returned payments and rate changes.

This master uses fields for weekly fee, payment due date, late fee, closure rules, withdrawal notice and refund/credit treatment. That prevents the common conflict where a family expects prorating but the provider budget assumes fixed tuition.

Receipts and tax information are separate but connected

Some parents need provider information for the federal child and dependent care credit. The IRS generally requires provider name, address and taxpayer identification number on Form 2441 unless an exception applies. A daycare contract should not promise tax eligibility, but it can state what receipts or year-end statements the provider will issue.

The agreement cross-links the daycare receipt family for payment records, while keeping the contract focused on care terms. That avoids cannibalizing the generic receipt product and keeps childcare tax evidence in the right lane.

Clause and field guide

Provider and child details: Identifies provider, parent, child, program and licensing or handbook references.
Hours and attendance: Sets operating hours, contracted schedule, absence notice and late pickup rules.
Fees and closures: States tuition, deposits, late fees, holidays, provider vacation and withdrawal notice.
Health and medication: Covers illness exclusion, medication consent, allergies, emergency care and health forms.
Pickup authorization: Names authorized adults, ID checks, emergency contacts and custody-order handling.
Meals and belongings: Addresses food, allergy rules, labeling, clothing and personal property.
Media and privacy: Separates internal documentation from public photo or marketing consent.
Termination and dispute: Explains withdrawal, termination for safety or nonpayment, and dispute handling.

US compliance checklist

Use this as a parent-provider contract. It does not replace state licensing rules, official childcare forms, immunization records, subsidy forms, tax advice or mandated reporting obligations.

Check state licensing rules
Federal law requires states and territories to set minimum health and safety requirements for licensed childcare programs.
ChildCare.gov health and safety requirements
Cover staff health and safety training topics
Training areas include first aid/CPR, infectious disease, safe sleep, child abuse reporting, medication, allergy response and emergency preparedness.
ChildCare.gov staff qualifications and training
Collect provider tax information carefully
Parents claiming the child and dependent care credit generally identify the provider by name, address and taxpayer identification number.
IRS child and dependent care credit provider identification
Do not overuse liability waivers
Childcare waivers may be restricted and cannot waive duties that law makes non-waivable.
Document pickup authority
Authorized pickup and custody-order handling should be written, current and staff-accessible.

How to use this template

Add program details. Enter provider identity, license or registration status, handbook reference and child details.
Set schedule and fees. Complete hours, tuition, deposits, late pickup, holidays, closures and withdrawal notice.
Attach required forms. Use separate health, immunization, emergency, medication, allergy and authorized-pickup forms as required.
Choose media and privacy options. Separate internal documentation from public marketing or social media permission.
Review with parents. Give parents time to ask questions and keep a signed copy with enrollment records.

Frequently asked questions

Is this a state licensing form?

No. It is a contract. Licensed providers still need the enrollment, health, emergency and policy forms required by their state or local agency.

Can tuition continue when a child is absent?

Yes if the contract says so and local law allows it. State the rule clearly for illness, vacation, holidays and brief closures.

Should provider tax ID be in the contract?

It can be handled in receipts or year-end statements. Parents claiming the federal care credit generally need provider name, address and TIN.

Can parents authorize pickup by text?

Use caution. Written authorized-pickup lists and ID checks are safer than informal last-minute messages.

Does a risk waiver protect the provider from all claims?

No. Childcare waivers are limited and cannot waive non-waivable duties, gross negligence or violations of law.

What if a child has allergies or medication needs?

Use a separate health or action plan with medication instructions, emergency contacts and staff training consistent with licensing rules.

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Disclaimer

This template and guide are general information only, not legal, tax, employment, privacy, licensing, financial, safety, or childcare advice. No attorney has reviewed your facts, and nothing here is certified as compliant or approved by a regulator. Federal, state, local, industry, and contract rules differ and change. Check the current rules that apply to you and take professional advice before you sign, send, publish, or rely on this document.