Daycare parent handbook
A parent handbook explains how your daycare runs: hours, fees and payment, sick child rules, drop-off and pick-up, meals, discipline, emergencies and how either side can end care. The contract is the short legal agreement; the handbook holds the details. Many states require licensed providers to give parents written policies, so check your licensing rules for required topics.
Checklist
| Section | What to cover |
|---|---|
| Welcome and philosophy | Who you are, your approach, a typical day |
| Hours and closures | Opening hours, holidays, your vacation weeks |
| Fees and payment | Rates, due date, payment methods, late payment and late pick-up fees |
| Enrollment | Forms, immunization records, trial period |
| Drop-off and pick-up | Sign-in and sign-out, authorized adults, photo ID |
| Illness and medication | When children stay home, fever rules, medication authorization |
| Meals and nutrition | What you serve, allergies, food from home |
| Guidance and discipline | Your approach; no physical punishment |
| Safety and emergencies | Drills, emergency contacts, evacuation site, injuries and incident reports |
| Communication | Daily updates, conferences, how to raise concerns |
| Termination | Notice period for both sides, reasons for immediate termination |
| Mandated reporting | That you are required by law to report suspected abuse |
Tips
- Keep it short and plain. Parents read the first pages.
- Have parents sign that they received and read it, and keep the signature with their contract.
- Date each version. When you change a policy, give written notice and a new copy.
- Make sure the handbook and the contract say the same thing on fees and notice periods.
Start with the contract. The free daycare contract template covers rates, registration fee, late pick-up fee, authorized pick-up and notice to end care, the core of any handbook. Daycare Binder Pro then handles sign-in, invoices and receipts. $12 a month.
Make a contractQuestions
Is a parent handbook required?
Many state licensing rules require written policies for parents on topics like illness, discipline and emergencies. A handbook is the usual way to meet that.
Handbook or contract: which wins?
Say in the contract that the handbook is part of the agreement, and keep them consistent. If they conflict, the contract usually controls.
How often should I update it?
Review it once a year and whenever rules or fees change.
General information, checked November 1, 2026. Check your state’s child care licensing rules for required policies.