Use these free letter samples as templates for your formal notification.
There are many reasons why a parent or guardian may want to stop the day care arrangement they have made for their child. The most common reasons are:
• The child is not happy with the childcare provider
• The parent does not like the facilities provided by the caregiver
• The parent no longer requires the child to have outside childcare
• The parent found a cheaper and/or better alternative
• The type of care given is not in keeping with the parent’s values
In order to stop or change a childcare provider, the parent or guardian will need to send a child care cancellation letter. The content of the letter will depend on the childcare center’s policies, any contract that the parent has signed, any applicable local laws and the reason for the change.
The first thing the parent or guardian should do is look at any childcare contract that was signed. A contract may be signed with a childcare center or even with an individual. The contract should clearly state the terms and conditions for cancellation. Before writing a day care cancellation letter, the parent should decide if they are willing to meet the terms and conditions. For example, if the contract states that the childcare center fees must be paid for the term of the contract even if the child is removed from the facility, this may cost a lot of money.
If the child is seriously unhappy, the parents may be willing to overlook the financial loss. However, if the child is happy, but the parents do not require outside childcare anymore, they may be willing to allow the child to finish the term of the contract. A properly worded cancellation letter may help the parent successfully withdraw their child, even if the timing is not correct according to the contract. Many childcare centers are overbooked and have no problem letting one child go early because they know they will immediately fill the spot.
If the contract is with an individual, there may be a clause that states the amount of time advanced notice either party must give to terminate the contract. For example, if the time is one month advanced notice or two weeks, the cancellation letter must comply with those terms or the parent may be in breach of contract, and the childcare service provider could sue.
Unless the contract specifically requires a reason, it is not necessary to give a reason. However, if the service was very poor, unsafe or otherwise undesirable, it may be best to tell the provider. If the care was good or satisfactory, it may be nice to tell the provider and thank him or her for the child’s happy experience. If the parent can no longer afford the service, it may be wise to say so because the provider may prefer to break the contract than keep a child whose parents cannot pay.
If the childcare provider breaks the terms of the contract, then the parent has the right to withdraw the child at any time. However, this must be proved and not simply the opinion of the parent. For example, if the parent takes the child to the caregiver’s home, according to the terms of the contract, and the caregiver is not at home at the appointed time or says to bring the child back after one hour, the caregiver is in breach of the contract.
Finally, some parents only want to withdraw their child from care services for a limited period of time. For example, if there is a new baby in the home, the parent may want their other child home during their maternity or paternity leave. If this is the case, the day care cancellation letter should clearly state the request. The caregiver is not obligated to save a place for a child who has left, unless the parents pay the monthly fees or the caregiver agrees to do so.
Below is a sample day care cancellation letter. The intent should be stated clearly in the first sentence. The timing should also be given including the exact date of the cancellation of service. The letter should also ask the provider to acknowledge the cancellation. It is written in formal business-letter style and has no spelling or grammatical errors. The letter may be sent by registered mail and the sender may request a return receipt, so he or she has proof the letter was received on a certain day. This may be important if there is a stipulated time that needs to be given before a cancellation of services.
Sample Day Care Cancellation Letter
Name of Parent or Guardian
Address of Parent or Guardian
City, State, Zip Code
Name of Head of Child Care Center or Provider
Address of Head of Child Care Center or Provider
City, State, Zip Code
Dear Name of Head of Child Care Center:
This letter is to inform you that I will no longer be sending my child, Name of Child, to your childcare center as of DATE. The date of this letter is 37 days in advance of the date I plan to withdraw my child. According to the contract I signed when I admitted my child, I need to inform you at least 30 before withdrawing my child.
You have cared for my daughter very well, and I have no complaints about your service. My husband and I are moving out of state in three months, as he has a new job. This is the only reason I am terminating your childcare services.
If you have any questions, I can be reached at Phone Number or Email Address. Kindly, acknowledge receipt of this letter within 10 working days. Thank you for taking such good care of my child for the past eight months.
Signature of Parent
Printed Name of Parent
By Andre Bradley