How to announce you're closing your dc

Hey everyone, so I'm trying to figure out the best way to tell parents I'm closing. I'm writing a letter explaining my reasons and the last day of care but i love my dcp I want to be able to tell them face to face. But all the parents show up once after the other and I don't want one parent coming in the middle of my conversation. I'm thinking maybe setting up a phone call? Or simply writing everyone an email then giving them the official letter. I've been dreading this moment since I know they will be so upset, it kills me. Any tips or suggestions would be great. Thanks!

I've been debating this too. In the end though I really think it's a conversation that should happen face to face. I get that it's awkward when another parent walks in, but it's really as easy as saying "oh hi DCP, I was just telling other dcp that I have some news etc..." Have a notice in paper to hand them and that's that.

Hmmm that is a tough one. Thoughts on perhaps a personal phone call to each one evening?

Also, I would probably go the extra step and investigate if any surrounding providers have any space to offer?

I plan on writing a letter as a formality but speaking to the parent's face to face. I know pick up time can be crazy but fortunately for me I have two late drop offs in the morning, one is leaving for school at the same time as I'm closing so a non issue for them anyway, but that allows me to have 5 minutes with the parent dropping off and only two others at pick up time to contend with as the other child is also going to school and his mom also knows I'm closing already. There are many occasions when these people collect together but also other times when they don't so I'll play it by ear.

I understand the not wanting several people to collect every time you just started telling one parent, then the next and the next. I'd maybe arrange for a telephone call with them individually and that way you are having a personal conversation with them without the distraction of the other children and their families, but they can talk further if they'd like at drop off and pick up but with this being common knowledge already.

In your letter I would refrain from explaining to much why you are closing, just the basics, because I think it can easily become like an "I'm sorry to inconvenience you" kinda tone which is not okay IMO. You shouldn't be sorry to be closing. You are moving onto new pastures. Wishing them the best of luck for the future is one thing, but I can imagine some people feel the need to over explain themselves even justifying their choices to others which really isn't necessary, as though they are doing wrong by these families which is not the case.

I would not personally advise looking for alternative care in the area. It is personal preference and unless I actually knew someone personally, I wouldn't be recommending anyone. That is down to them and up to them to determine. I don't want to pass info on of complete strangers. I would however offer them a list of resources for finding alternative care like websites that advertise and recommending anything more locally applicable such as the ROCK/OEYC. If they ask for recommendations I would simply state that you know of a few providers but you don't know them well enough to recommend them. That way there is no worry on whether you are recommending a good provider to them or not. That is their job to do not yours and not doing it doesn't mean you are in some way a bad person.

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Originally Posted by Dreamalittledream

Also, I would probably go the extra step and investigate if any surrounding providers have any space to offer?

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I disagree. It's the parents job to find an appropriate daycare for their child, not ours. The only time I think giving references would be okay was if I personally knew someone who was in the biz and who had openings. But it's really not our job nor our place to scope out random daycares for parents.

Bright...how will you word your notice? I need to write one up soon as I will be giving notice by the end of the month. Any one else with input is welcome too!

I'm not sure but what about coffee? All moms come over one night? Or all parents come for a play date? U tell everyone at once? I don't know that may be silly and cutting into your time. Lol. But defiantly has to be face to face. And I agree with dreamalittledream. If u know of other daycares around or see providers at the park ask if they have openings so u can pass on their names. Yes it's the parents job but we can also help out other daycares who are looking to fill spots. Good luck!

Thanks everyone, I agree with you bright sparks, not to list too many reasons, just the basics. I feel bad mostly because most of my parents saw tons of providers before picking me and tell me over and over how blessed they were to find me. Knowing I'm closing puts a bit of guilt. But i know I'm not doing anything wrong. I've decided a phone conversation will be best, followed by a written notice as per my contract.

Why not do it verbally in just a couple sentences at the door saying for xx reason or just for personal reasons or whatever you have decided that you need to close your daycare and that you will be sending everyone an email later tonight with more details.

Then in the email give whatever reasons you want, thank them for using your services then give the details - when your last day is, the arrangements that need to be made.

You could also include some links of places to look for an alternate provider as well as provide with a list of names of people you have spoken to already that have a space for the timeframe you need so they are not left in the lurch.

Spell out exactly what the departure format will be in terms of dates and expectations for notice if other than whatever date, etc.

Our previous daycare provider told parents face to face at the end of the day. It was not easy, but the sooner the better. As a parent, I need ample time to find another provider. Please do it as soon as possible. Finding daycare is a very stressful and time consuming venture.

I had planned to give at least a months notice to give parents extra time to find daycare. After some talking with my husband though, I'm only going to give my 2 weeks as per my contract. This is because, should they find daycare earlier and leave, they would be able to give me 2 weeks notice and I'd be out of pocket. I originally thought that they wouldn't be able to do that, but apparently they legally can and I would potentially be stung hard for it. The only thing that does help in my situation is that I am going away for 3 weeks after I close which all parents have back up care arranged for, so really they will potentially have 5 weeks to find care. I don't want to leave them in a tight spot, but I'm sure many wouldn't give me a second thought and leave me high and dry and I can not afford that.

It's stressful finding daycare, but it's also stressful just to think about being put in a bad financial spot should my goodwill backfire and people leave early, so 2 weeks notice it is!

Id make it simple...."It is with a heavy heart, that effective (date) I will be closing my home daycare business. I do apologize for any inconvenience that this causes you. Please note that it has been a joy caring for your children and I appreciate the opportunity that you have given me to be part of their lives. I wish everyone all the best. Thank you for your understanding..."

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Originally Posted by Fun&care

Bright...how will you word your notice? I need to write one up soon as I will be giving notice by the end of the month. Any one else with input is welcome too!

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I think it will be along the lines of " I will be closing my daycare as of xxx and pursuing new ventures as a full time student as of Sept 2015. It has been an absolute pleasure caring for your child in my daycare and watching them play and grow in my care. Thank you for choosing me as your daycare provider and I wish you and your family the best of luck for the future."

Something like that...I will speak to them face to face and in all likelihood mention that along with the new law changes and the ages of my children, it would seem like a good time to change direction.

Just to note...I have closed my daycare before when I moved from Halton region to Niagara Region so I have done the whole thing before so maybe I learned from that experience. Never ever apologize. What exactly have you to be sorry for? I think it is a waste of an apology. I apologized for closing, and one family were all pissy with me, but that is selfish and really made me check myself. I have nothing to be sorry for. Maybe it would be more apt to say, or wish to anyway lol "sorry if this inconveniences you but the world doesn't only revolve around you" lol HAHAHA did I really just type that...it doesn't make me an ass, it makes me honest lol Parents who are decent people will be sorry to loose you because you are a great person and wish you the best of luck, those who feel hard done to, like "how dare she" can quite frankly, kiss it! Fortunately I don't have any of those families right now.

I absolutely agree bright...no apologies!

Now I am second guessing myself though...I had planned on giving two months notice, but was also worried about being left high and dry and without income before I am ready. I just checked listings in my area and there are at least 3 pages worth of providers who are within 2 km of my place who have openings immediately so I don't think my clients will be scrambling that much. I'm wondering if I should just give one months notice instead now...my contract says 2 weeks so I would still be giving double...

Plus I know for a fact that two of my three families started looking for care one month before they needed it.

And I don't know that my families would give me a second thought if it was the other way around either.

Hmmmm.....

I agree. A mth or less notice. Whatever ur contract states. Parents will think of themselves and get other care right away.

Might something like this work? You could make it personalised for each family and put in actual names.

Dear parent,

It is with some sadness that I must inform you that as of (date), I will no longer be providing home childcare. I was recently presented with a new opportunity that I have decided to pursue.

I would like you to know that I have really enjoyed my time with your child. I recognize that this might put you in a difficult position, having to find new care on short notice. If there is anything I can do to help with this process, please feel free to talk to me about it.

Thank you so much for your understanding. I wish you and your child the best of luck.

Sincerely,




I would write each letter, type or handwritten, and put it in an envelope. I would hand the envelope to the parent, at this point, they know something is coming and say,"this is just the formal letter telling you that I have decided not to continue with my home daycare. I really wanted to tell everybody in person, but I also wanted you to have it in writing, too."

You don't have to say anymore, if they ask questions, then you answer, but if they don't ask or say anything, don't worry about it. You don't owe anyone an explanation but you can still have a conversation about it if you want.

I was thinking of also reiterating my deposit policies. Some thing along the lines of :

"I do still require that everyone give me their two weeks notice of their intent to withdraw from my program so we can apply the deposit to your notice period, since the deposit is non-refundable."

Aka I don't want my clients showing up, asking for their deposit once they find a new provider. I'm not going to fork over cash. It's stated in my contract but in willing to bet a whole lot of money that my clients will have "forgotten" that bit so want to avoid any disputes.

Thoughts?

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Originally Posted by Fun&care

I absolutely agree bright...no apologies!

Now I am second guessing myself though...I had planned on giving two months notice, but was also worried about being left high and dry and without income before I am ready. I just checked listings in my area and there are at least 3 pages worth of providers who are within 2 km of my place who have openings immediately so I don't think my clients will be scrambling that much. I'm wondering if I should just give one months notice instead now...my contract says 2 weeks so I would still be giving double...

Plus I know for a fact that two of my three families started looking for care one month before they needed it.

And I don't know that my families would give me a second thought if it was the other way around either.

Hmmmm.....

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Take my word for it....they will NOT give you a second thought...and yes ...they do think of it as an inconvenience....giv e them the notice in your contract...

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Originally Posted by Fun&care

I was thinking of also reiterating my deposit policies. Some thing along the lines of :

"I do still require that everyone give me their two weeks notice of their intent to withdraw from my program so we can apply the deposit to your notice period, since the deposit is non-refundable."

Aka I don't want my clients showing up, asking for their deposit once they find a new provider. I'm not going to fork over cash. It's stated in my contract but in willing to bet a whole lot of money that my clients will have "forgotten" that bit so want to avoid any disputes.

Thoughts?

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I don't know that you need to go that far, you have contracts, it's all spelled out in them. Maybe pull them out of the file and have them 'at the ready' just in case. But if someone shows up expecting the deposit back, just say, no, see, you signed, here.

I would just say it face to face or in ur letter. That I will be applying your deposit to the last two wks of care. If u wish to leave early the deposit is not refundable as stated in our contract.

Let us know how it goes and what way you do it

Maybe not the popular view but really, parent not give a flying fig why you are closing, other than maybe curiosity. The only information the parent will be concerned about is when and how long they have to line up replacement care.

It is just waffle giving reasons.

I would phone. I think client deserve personal conversation however it tricky doing it face to face at pick up/drop off times and if I a parent, and carer wanted me to drop in for coffee for "big announcement" I think I'd be miffed at the intrusion into my personal time if it's not a concern specific to my child. Just me, but bit presumptuous that client willing to give up their family time, to gather someone, to hear some statement from carer who wants all to find out at same time. Very odd.

I would just phone. Keep information simple and to the point. Be professional. They not care why really although some will ask because it's thought to be expected they show interest.

Just state you have decided to close to move onto something new, that final days of care will be whenever the date is, that you wish them all the best, and thank for their custom.

I can't think of one service provider I have who would feel obligated to tell me the reasons they made a choice to close their business nor can I think of one who would expect me to show up as a group for coffee to hear the news. If my hairdresser, day care provider, anyone asked me to come for coffee because they wanted to share some news, my first comment would be "can't you just tell me now? Why do I need to come to some formal meeting? What's so important?"

Regarding deposits. Once you tell them you are closing and the date, you have given them notice. Not sure if someone can then give you notice to go sooner but guess they could. But pulling without the notice period in your contract would mean losing the deposit, so surely just your normal contract terms apply?

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I can't think of one service provider I have who would feel obligated to tell me the reasons they made a choice to close their business nor can I think of one who would expect me to show up as a group for coffee to hear the news. If my hairdresser, day care provider, anyone asked me to come for coffee because they wanted to share some news, my first comment would be "can't you just tell me now? Why do I need to come to some formal meeting? What's so important?"

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I have known a few service providers send out letters going into detail about a big change and more details. I think when a client and their service provider form close bonds, it's okay to go into more detail, and contrary to belief, there are a number of human beings who actually do care and take a genuine interest in another person and their wellbeing. Let's not paint everyone with the same brush now! Granted, the only need in giving notice of closure are the facts directly affecting the business relationship, but everyone has a different personality, different preferences and a different approach and what works well for one may not work for another. So, while some parents couldn't give a hoot about their daycare provider moving on to new pastures, others do.

My naturopath recently sent a letter out to all her clientele explaining that she was moving out of province to practice as a fantastic opportunity had come up. It was great to read about her exciting new venture and she also took that opportunity to introduce her replacement and included an open house for a meet and greet including free samples of holistic products. Not exactly the same situation as we are in, but still a service provider showing a level of respect to her clientele who she had formed close bonds with. I view my daycare families as extended family, and while they may not all reciprocate, many do. I was practically raised by a daycare provider and in the UK she was called "auntie". If she had just closed her doors after years of caring for me with no word of explanation, my mum would have been upset at the presumption that she wouldn't care less. They may well put their needs first, but so they should and so should we. Doesn't mean they could care less about us, but that they care for themselves more.

I have also, as I said, done this before so I know first hand how this can go both ways. I sold my house and moved areas. One of the kiddos was 3 years old, my first daycare kid and he was with me since 6 months old. Mum was totally shocked but understood that while I planned to continue daycare, that moving out of the area meant I was no longer accessible to her. 2 weeks later she informed me that I gave her the push and opportunity to move to Nova Scotia. Woah, that is a bit different than moving to another region, but I cared, just like she cared about my move for my family. There was only one selfish parent who couldn't have cared less about me and simply focused on the inconvenience my choices posed to her. Can't help those folks though.

I am sure upon closing this time to pursue a university education, there will be parents who will briefly wish me well but focus on their needs and finding a replacement, but there will no doubt be parents who are excited for me and think I am brave and bold to make such a life change at this stage of my life. Not all people do that because they are nosy or because they feel obliged to act like they care. In fact I find the latter very rare in Canada.

I don't view a coffee as necessary, in fact it would have me a little unsettled and worried as to what was going on. I've had a parent call and ask if I can come round for a coffee and I asked if she could just tell me what it was and she said she would prefer to do it face to face. I went round immediately so I didn't have to wait and she gave me notice. Not a good approach...lesson learned for me.

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Originally Posted by Suzie_Homemaker

Regarding deposits. Once you tell them you are closing and the date, you have given them notice. Not sure if someone can then give you notice to go sooner but guess they could. But pulling without the notice period in your contract would mean losing the deposit, so surely just your normal contract terms apply?

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My contract states that two weeks notice is to be given to terminate the contract, and it applies to both parties. However, I am thinking of giving more notice, maybe 4-6 weeks, I'm still undecided. What I don't want happening is having a parent finding care and needing to start immediately and also wanting their deposit back in cash. I am totally covered by this in my contract, it is clearly stated that their deposit is non refundable and applies to their notice period.

The problem is, my clients have been a little forgetful about what is in my contract lately so I just want to be clear about this, I don't want confrontation later on because there is no way I am forking out cash when I am already going to be tight financially. I guess I just feel better stating it in my notice knowing that they really won't have any excuses.