3 Helpful Tips When Terminating a Child From Daycare

While every daycare provider hopes that every family who enrolls their child will be happy with the service. But there will always be times when it is best for the provider and the family to terminate the arrangement. In this blog post, we outline helpful tips for terminating a child from daycare plus provide you with example termination letters for both daycare providers and parents.

Common Reasons for Termination of a Daycare Contract

There are many reasons why a daycare provider or parent may need to terminate an arrangement. Some common reasons include: 

-The family is moving out of state or too far away from the daycare center 

-The family can no longer afford the daycare rates

-The family has found another daycare provider 

-The child has been disruptive and is not following the rules of the daycare 

-The child has been sick frequently and is impacting the health of other children in the daycare 

Here’s a few tips on how to go about terminating a child from your home daycare.

Give Notice

Start by giving notice to the family. You can do this in person. Or if you feel like that would be too confrontational, you can also do it over the phone or via email. Be as professional as possible, and clearly state your reasons for wanting to terminate the arrangement. It is also important to give the family enough time to find alternate care for their child; a minimum of a month notice is generally considered polite.

Document Everything

Whenever possible, try to document your interactions with the family—including any incidents that may have led to your decision to terminate them. This documentation will serve as valuable evidence should the family decide to take legal action against you. Keep detailed records of all conversations (including Date, time, and topic) and any behavioural issues you have observed in their child while under your care. 

Be Firm but Fair

It is important to be firm in your decision to terminate the arrangement—after all, this is your business, and you have a right to refuse service to anyone you please. However, you should also try not to be too abrupt or inflexible; remember, these families entrust their most precious possessions to you, and they deserve to be treated with respect. If they ask for additional time or a chance to remedy the situation, consider giving them what they ask for—within reason, of course. 

Terminating a child from your home daycare isn’t something you should take lightly. However, there are times when it is necessary—for example, if the child has exhibited problematic behaviour or if the family has failed to make payments on time. If you find yourself in such a situation, remember to give notice (preferably in writing), document everything, and be firm but fair.

How to Write a Daycare Termination Letter

What is a Daycare Termination Letter

A daycare termination letter is a written letter that states the decision to end the relationship between a daycare provider and a parent. This letter should be concise and to the point. It should also be respectful and professional. 

The following are tips on how to write a successful daycare termination letter: 

• Address the letter to the parents 
• Include the Date that care will end 
• Be concise- state the reason for termination in one or two sentences  
• Thank the family for their business 
• Include your contact information in case the family has any questions 
• In applicable: Send the letter via certified mail so that you have proof that the parents received the letter.
• Keep a copy of the letter for your records 

Example of a Termination Letter from a daycare provider to a parent

Dear Parent,

We regret to inform you that we will be terminating your child’s contract with our daycare, effective immediately. This decision was not made lightly, but after careful consideration, we feel it is in the best interest of the other children in our care.

There have been several occasions where your child has exhibited disruptive and aggressive behaviour towards others. Despite our efforts to work with you to correct this behaviour, it has continued to be a problem. We are responsible for providing a safe and nurturing environment for all of the children in our care, and unfortunately, your child has made it difficult for us to do so.

Again, we are sorry for taking this action, but we feel it is necessary. If you have any questions or want to discuss this further, please do not hesitate to contact us.

Sincerely,

Daycare Provider

Writing a daycare termination letter can be difficult, but it is important to be respectful and professional. These tips will help you write a successful letter that meets all your needs.

Daycare Termination Letter From Parents to Daycare Providers 

A daycare termination letter is a formal way to communicate to a daycare provider that you no longer need their services. This type of letter is commonly used when a family has decided to switch to another provider or when the family no longer needs daycare services. While writing a daycare termination letter is not required, it is always nice to give written notice as a courtesy. 

When writing a daycare termination letter, there are a few important things to remember:

1. Include your child’s full name and the date that you will like to terminate service on.
2. Be sure to state the reasons for the termination. It’s not necessary to go into a ton of detail, but it is important to be respectful and polite in your explanation.
3. Thank the provider for their services up until this point. 

Here is an example of what a daycare termination letter may look like: 

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