Ending a place is one of the hardest conversations in childminding, and the letter that follows it should be short, calm and factual. Here are two templates: one for when you're giving notice, and one for confirming notice a family has given you. Copy whichever you need and fill in the gaps.
Giving notice to a family
[Your setting name] [Your address]
[Date]
Dear [parent names],
I am writing to give notice that I will end our childcare agreement for [child's name]. Our agreement has [number] days' notice, so [child's name]'s last day with me will be [date].
[What's payable during notice, as your contract says.] Funded hours remain free.
Before [child's name]'s last day I will give you their learning records and anything else you are entitled to. Please let me know if anything changes.
Thank you for letting me care for [child's name].
Kind regards, [Your name]
Confirming notice a family has given you
[Your setting name] [Your address]
[Date]
Dear [parent names],
Thank you for letting me know on [date they told you] that you are ending our childcare agreement for [child's name]. With [number] days' notice, [child's name]'s last day with me will be [date].
[What's payable during notice, as your contract says.] Funded hours remain free.
Before [child's name]'s last day I will give you their learning records and anything else you are entitled to. Please let me know if anything changes.
It has been a pleasure caring for [child's name].
Kind regards, [Your name]
Getting it right
- Count the notice from the day it's given, and check the last day against your contract.
- Quote what your contract says about fees during notice, word for word if you can.
- Keep reasons out of the letter unless you need them on record. Say them in person, kindly.
- If you're ending a place because of a safeguarding concern, follow your safeguarding procedures first.
- Keep a copy, and ask the family to confirm they've received it.
Fill it in automatically
GoChildmind writes this letter from each child's contract, with the parents' names, the notice period, the last day and your fees during notice already filled in. Open a child's record and choose Notice letter. Notice letters print free.
Write your letter, freeRead about notice periods
Questions people ask
Does a childminder have to give a reason for ending a contract? Not usually, if you're giving the notice your contract sets out. Ending without notice is different and normally needs a reason your contract allows, which my ending straight away guide covers.
Can notice be given by text or email? If your contract says notice must be in writing, an email usually counts. Keep a copy either way.