Inquiries from clients looking to secure a spot a year in advance?

[Fireyesblue]

Hey!
I am opening my daycare and looking for 2 kiddies for October and 1 for January. I just need some guidance as I am a newbie! I have received some interest (yay!) but one is looking to secure a spot for April 2015. That is almost an entire year away, and I just don't know what will be happening at that point. I could be full, I may not be. What is your experience with something like this? I haven't replied back yet so hoping to get some guidance and direction from those who are seasoned :)

[Lee-Bee]

No way. Only if they pay a deposit AND pay for you to keep a space empty for them until April (which is just stupid). Who looks for care 10months in advance? They won't even know what type of care they need in 10months. For all they know they will have moved, or a parent will have been laid off, or their child will need a nanny due to xyz.

Tell them to check back with you in January/February to see if you will have a space available and if you will then interview them then...don't waste your time now.

[Fireyesblue]

Well said. Thanks Lee-Bee!

[Fireyesblue]

One more thing: do you think it would be smart to advertise for my Jan space now? or should I just focus on securing October kiddies?

[mickyc]

Just tell the family that they can be added to your waiting list for April unless they are willing to pay for the spot now.

Advertise for all spots now. If you find someone who is wanting a spot in January then book them but they must give you a deposit and it is not refundable - so if they decide to go elsewhere between now and then you get to keep the deposit they paid. Maybe offer the family who wants a spot in April the spot on January? They would have to take it in January though and pay full rate until they need it in April.

Do not EVER hold a spot for anyone unless they are going to pay full rate for it.

[5 Little Monkeys]

Advertise for all the spots now with the starting dates. If a parent wants it, they pay starting then. If they want on a waiting list, take all info down and meet with them closer to the start date of the open space.

Good luck!

[Fireyesblue]

I appreciate the reply! I am still working on putting together a contract and handbook which outlines all this stuff. Overwhelming! Is there a certain amount requested for a deposit? I am sure it varies provider to provier, but in general?

[5 Little Monkeys]

I require a one week deposit to "hold" the spot until the starting date. Once they start, it is than used towards the last 4 weeks in my care. If they find care between now and the starting date, they forfeit that deposit

[Fireyesblue]

Thanks! :) I'll be back with more questions ;) any other tips on getting started...let me know!

[5 Little Monkeys]

My only thing I really regret is taking part time. I'm a private home daycare and restricted in my numbers. When a part time child leaves, it is very difficult to find another that fits the exact schedule of the one leaving.

So my number 1 tip to new dc providers is to charge for the space, not the days the child is there!

[mickyc]

I get a $200 deposit and I use it towards the families first 2 weeks of care. I have only had 1 family that gave me issues with paying but I did finally get my money within a month. I ask for 3 week's notice now if a family leaves.

I agree with 5LM - I took part-time before and would not do it again.

Have a good contract in place and renew it yearly. There will be things that come up over the year that you will want to change. Get paid in advance!! I also think it is a good idea to have a late payment fee, a late pick up fee, an NSF fee. Also have it in your contract that if these things happen that it could cause care to be terminated.

Also stick to your guns, do not let people walk all over you, do not do favours for people and most importantly visit this website often! We are here to help!

[5 Little Monkeys]

Agree with mickyc except I don't have a late payment fee. Pay late once, can't come until it's paid. Pay late twice, you are terminated and have to find alternate care.

This job is already unstable in regard to income so I don't play around with late payers.

[mickyc]

For myself I have run into good families who have forgotten to bring a cheque or have asked to bring payment at pick up time (instead of at drop off when payment is due). I find they will only pay the late payment once or run home and get a cheque. They never forget again! lol I do have in my contract that late payment can result in termination of care.

Also for the family I had problems with they "forgot a cheque" in the morning, then had grandparents pick up that night. Then called shortly after grandparents picked up to say the child will not be coming back and trying to stiff me the 2 weeks pay in lieu of notice. I was kicking myself for not having a late payment fee at that point. I did get my money but it took a month. I think she would have gotten the money to me a lot faster had there been a daily late fee like I have now.

[Fireyesblue]

Perfect, I had no intention on taking in any part timers, so phew! How would it be best to word that...you charge for the space and not the days in attendance, etc? Is it OK to combine your contract and parent handbook into one document as opposed to having to seperate documents? The Parent Handbook outlines in depth our policies, correct but that can just be an extension of the contract? Does any one have a sample contract that they are willing to share? I'm in Ottawa, so if perhaps someone in a different city might be willing to? Forgive me if I'm out of line! Don't want to cross any boundaries (I can handle the rejection! Lol)

[5 Little Monkeys]

I admit, I have been lenient with some families but it all depends on their past history with me. I really haven't had issues with payment (except for the parent I recently terminated
) and I think it's due to my strict payment policy.

Getting paid in advance also helps. If a family were to leave without notice, it would suck and you have to decide how far you are going to go to get it, but at least your not out any money for services but they did break contract.

[5 Little Monkeys]

If you send me your email address, I can email you mine tomorrow

[Fireyesblue]

So, weekly or bi-weekly? I'll be sure to add late payment fees, etc into my contract. Under where I list my hours/rates is that where I would state I charge for the space not for attendance? I guess you would need to clarify that, eh! I wouldn't have even that about making that clear! This is fun - thanks for taking the time out to share, ladies!

[5 Little Monkeys]

That's where I would put it.

I do biweekly payments but you could do weekly or even monthly. Whatever you like :)

[jodaycare]

I had a family contact me in April 2013, Baby wasnt due till Aug 2013. Dad came for the interview alone because Mom was on bedrest. Anyway the interview went well but I didnt expect to hear from them right away because they wouldnt need care till Sept of this year. So in Jan of this year, the Mom called me to say that they loved my daycare and she works at the school around the corner from my house. They ended up coming the next week, with signed contract and deposit cheque for $665 to hold the spot from then till Aug. So yes it can work out.

[mickyc]

I get paid bi-weekly in advance. I just have it stated in my contract that regular fees are charged when the child is away (sick or on holidays) and all stat holidays are paid (I list them so there is no confusion). I do not charge for my days that I close (sick or holidays). If there are days I have to close early 1pm or sooner I only charge half rate. If I close early after those times (never during nap time though) it is full rate. I don't close early a lot though.

Another thing I have started (thanks to 5LM) is to give a reduced rate for when families take holidays. So my normal rate is $30 so when a family goes on holidays I charge them $25 a day PROVIDING I get 1 month's notice of their holiday time. I was finding that people were not telling me when the children would be away or still sending their child on their holiday time (because they thought that I was being paid anyways so therefore I should have their child). I do not give a reduced rate on stat holiday though so if their holiday runs on a week of a stat they still pay regular fee for the stat. It has worked out really well. There are days when parents still call in and say their child won't be here or schedules change and they are away for a week.

I don't have a parent handbook. My contract is my parent handbook. I couldn't be bothered with 2.

[5 Little Monkeys]

Glad to hear it's been working well! I find parents are more willing to keep their child home when they can if they get a discount. I still have parents keep their child home and pay full price though if they didn't give me 2 weeks notice.

[Fireyesblue]

Is the idea to have the kids stay home with their parents when they are off on holiday for a week, etc? I know most would still send their child to dc because they pay for the spot so that they get some down time/alone time to do whatever they want. I know for me, I would be keeping my daughter home with me if I was off because to me that is the point (spend time with her) but everyone is different. My best friend pulls her daughter out for July and August just to be with her and pays for her space during that time.

[mickyc]

Yes I have found that most people think that they are paying for the spot so they need to send their child no matter what. I also like to go on outings on occasion and found that sometimes I didn't get notice from parents that their kids would be away and next thing I know I only have 1 kid and we missed the opportunity to plan and do something fun (I don't supply car seats!). The other thing is if it is during summer time or during Christmas break it is nice to be given the option of closing. If I know that I will only have 1 child on Christmas eve I will give parents notice that I am closing that day instead (I ask for everyone's summer schedule by May 15 and everyone's Christmas schedule by Nov 15th)

For me personally I agree with you in that if I took holidays it would be to spend time with my family but I have found out that a lot of people are not like that. They feel as though they aren't getting their money's worth if they aren't sending their child when paying for it. Giving them the reduced fee makes them feel like they are getting a deal. I think of it as they are paying for my time still but not for the food as I won't have them to feed. I am firm though - if I don't get 1 month's notice then no deal.

As for families who want the full summer off - I have one right now that takes July/Aug off. I don't make her pay for those 2 months provided I can fill the spot. I have a school age child (sibling to one of the daycare kids) who usually takes the spot every year. They know though that if for some reason the spot isn't filled for those 2 months that they have to pay my holiday rate ($25 a day) for summer.

[Fireyesblue]

Gotcha! Would it be wrong to not offer a reduced rate and expect full fee when the parent is on holidays whether they want to send their child or not? Right now, that's what I am going with since I am only planning on having 2-3 families. I won't be charging for my sick days or vacation time. I just don't know well enough if the families would still send their child even with the reduced rate, so why take the financial hit when we take so many as is! Again, what do I know, I am just learning :))

[5 Little Monkeys]

Nope not wrong at all!! I don't know many that offer the discount actually.

I just offer it because it's nice to have a lighter load every once in awhile. I charge $10 less and this covers the food and art supplies I'm not supplying to their child. It's small enough of a fee that I can afford and big enough of a discount that parents feel they are getting a deal. It was also my way of attracting clients when I was first starting out :)

[Fireyesblue]

Good to know - I'll keep that in mind in the event I need to revise my ad in order to attract clients in case I get no hits with my current one! :) I think one thing, I would need to consider (if I have to revise) is my hours. I live far enough outside the city that we all commute. I just don't want to burn myself out working more than 10hrs! Contracted hours or open/close hours? Thoughts?

[mickyc]

Definitely don't offer it off the start but if you find parents are sending their child all the time and never keeping them home (to give you a much needed break) then something to think about. I had one family who sent their child every day of the year unless they were sick - never ever took holidays (or if they did they never kept the child home).

For myself I see the benefit of the contracted hours but I am open at 7:30 and close at 5. For the most part most of my families drop off shortly after 7:30 and pick up at 4:45-4:50.

[Fireyesblue]

Thanks mickyc and 5LM!!!!