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Old 04-23-2013, 05:00 AM
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Default Need Advice - 2 Weeks Notice Given Via Text

Ok so I need some advice, I have a parent who gave 2 weeks notice yesterday via text message. She didn't give me a last date only that they were giving me 2 weeks notice. I also didn't reply to the text. Below is what my contract says:

"One weeks security deposit is due up front to hold your child‘s spot. This is non-refundable unless for whatever reason provider decides not to take child, deposit will be refunded with-in 3 business days in the same form that deposit was made (I.e. cash deposits will be refunded as cash, personal checks will be refunded as personal check pending clearing of original check from parent/guardian). Once child physically attends care your deposit will be used for your child’s last week of care as long as you give no less then 2 weeks written notice when terminating care. If you do not give at least 2 weeks written notice, you will forfeit this deposit."

Because I haven't talked the the parent I'm guessing that she wants her dkg's last day to be May 3rd which is less then 2 weeks so technically I don't have to apply her deposit cause she didn't give me two weeks WRITTEN notice. If I start the clock at the day she gives me WRITTEN notice then she would still owe me additional days. I am sick of getting walked over and if the tables were reversed and I didn't give 2 weeks WRITTEN notice then she would be demanding her deposit back. So what would you do?? Since I didn't reply to her text, I have no intention to just strike up the conversation with her and say "oh by the way" I am going to wait for her to ask me "so did you get me text" to which I was going to reply "Yes but per your contract 2 weeks notice has to be written and it has to be two weeks" So say today she hands me a written letter then technically two weeks is May 7th and she owes me for 2 additional days! Know what I mean???
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Old 04-23-2013, 05:11 AM
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Ok so I need some advice, I have a parent who gave 2 weeks notice yesterday via text message. She didn't give me a last date only that they were giving me 2 weeks notice. I also didn't reply to the text. Below is what my contract says:

"One weeks security deposit is due up front to hold your child‘s spot. This is non-refundable unless for whatever reason provider decides not to take child, deposit will be refunded with-in 3 business days in the same form that deposit was made (I.e. cash deposits will be refunded as cash, personal checks will be refunded as personal check pending clearing of original check from parent/guardian). Once child physically attends care your deposit will be used for your child’s last week of care as long as you give no less then 2 weeks written notice when terminating care. If you do not give at least 2 weeks written notice, you will forfeit this deposit."

Because I haven't talked the the parent I'm guessing that she wants her dkg's last day to be May 3rd which is less then 2 weeks so technically I don't have to apply her deposit cause she didn't give me two weeks WRITTEN notice. If I start the clock at the day she gives me WRITTEN notice then she would still owe me additional days. I am sick of getting walked over and if the tables were reversed and I didn't give 2 weeks WRITTEN notice then she would be demanding her deposit back. So what would you do?? Since I didn't reply to her text, I have no intention to just strike up the conversation with her and say "oh by the way" I am going to wait for her to ask me "so did you get me text" to which I was going to reply "Yes but per your contract 2 weeks notice has to be written and it has to be two weeks" So say today she hands me a written letter then technically two weeks is May 7th and she owes me for 2 additional days! Know what I mean???
I would talk with her. I feel your leaning towards being nitty gritty picky with her. If it is a day or two off you most likely are going to be paid ( she took the time to text you that she was giving you a notice) but you won't have the child for a couple days is my guess. I would verbally speak to this parent and ask her why the two weeks notice etc.... If your being paid weekly this should be a non issue, if she is paying you daily........well. Still talk with her and find out what is going on. I would then remind her that you need it in writing. Good luck-
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Old 04-23-2013, 05:19 AM
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The Mother doesn't work which in the past has always been bad news. The daughter runs the family so like in the morning when she doesn't want to get out of bed they don't get here until like 10am so her excuse is now that the neighborhood kids are getting out of school her daughter wants to stay home and play with the neighborhood kids. Idk maybe it's just me but texting someone is unprofessional, I mean if she went to a center would she text one of the employees or the director?? She pays weekly and my payments are due the friday before the week so I've already been paid for this current week. Usually with proper notice her deposit would be applied to next week.
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Old 04-23-2013, 05:21 AM
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I also feel like you're asking for trouble by being such a stickler. I understand where the emotion comes from, but you need to remain professional and not just try to stick it to her. It sounds like the mom is making a good effort to follow your policy and not trying to just ditch out on payment.

To me, I would count text as written, to me in this day an age, written doesn't mean hand to paper, it just means documented. I would think email or text would be just fine IMO.

And I understand not wanting to bring it up, but then it feels like you're just setting her up, sort of. She's probably uncomfortable too and it's better for you to bring it up and show their are no hard feelings.
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Old 04-23-2013, 05:26 AM
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Unless I really really needed the extra 2 days of money this wouldn't be a battle worth my time and energy. I'd just ask for a written notice for my files to be delivered at pickup today.

This is why I have in my contract that notice from parents can only be given on Fridays.

Hope your next DCF is awesome
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Old 04-23-2013, 05:46 AM
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I also feel like you're asking for trouble by being such a stickler. I understand where the emotion comes from, but you need to remain professional and not just try to stick it to her. It sounds like the mom is making a good effort to follow your policy and not trying to just ditch out on payment.

To me, I would count text as written, to me in this day an age, written doesn't mean hand to paper, it just means documented. I would think email or text would be just fine IMO.

And I understand not wanting to bring it up, but then it feels like you're just setting her up, sort of. She's probably uncomfortable too and it's better for you to bring it up and show their are no hard feelings.
I agree with this.

If your contract says "written", then techically, text IS written. Maybe not the way you thought of it, though. I don't think I'd expect a texted termination myself.
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Old 04-23-2013, 05:47 AM
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I have to agree it's a little stickler. Even though it's a text, it IS written. However, I would want something for my files and I would still request something in writing that is signed and have the ability to put it into file for future reference if ever needed. Texts can get lost, accidentally deleted etc.

I have a form that I give parents when they enroll for when the time comes they no longer need care they can just sign and date and return to me.

In your case, I'd accept the text as the notification, but also have them sign a termination letter to keep on file which would be effective from the date they sent the text.
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Old 04-23-2013, 06:03 AM
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So we have contracts in place to protect us but we aren't supposed to be sticklers about enforcing them? So whats the purpose of having a contract then if we don't follow it?? I couldn't imagine sending a parent a text message telling them that I am terminating care.
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Old 04-23-2013, 06:18 AM
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So we have contracts in place to protect us but we aren't supposed to be sticklers about enforcing them? So whats the purpose of having a contract then if we don't follow it?? I couldn't imagine sending a parent a text message telling them that I am terminating care.
I don't think anyone is saying what she did wasn't unprofessional, for sure you'd get slammed if you did it to her and a text message is not appropriate.

I don't think it's fair to say a text is written notice, I mean really!? Yes it is a text, you can see it in words like a written letter, BUT come on it's pushing it a bit! We all know "written notice" means a letter, on paper, put in our hands...but due to technology today there are soooo many ways to get around doing things the right way...like in person and actually communicating with people!

Is she coming in with her daughter at all for further care or is she saying she is done and won't be back? I'd text her back and say you require proper written notice of her two weeks per the terms of your contract. At least then she can't say you never told her! Better yet, CALL HER! Tell her a text message is not acceptable and you need a formal document stating she is leaving care with the date 2 weeks from today. If you have to say it's for your files and is 100% required, then do it.

As for getting the extra days, I'm not sure how well that will go over. The others might be right and you may end up out more then just that if you push her. BUT, I think you have every right to try if you wanted to, just be ready for some push back from her too. GL!
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Old 04-23-2013, 06:21 AM
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So we have contracts in place to protect us but we aren't supposed to be sticklers about enforcing them? So whats the purpose of having a contract then if we don't follow it?? I couldn't imagine sending a parent a text message telling them that I am terminating care.
Don't stoop to her level. Clarify the contract end date and what you expect as far as payment from her today. In the courts here her text would suffice as "written" notice just as an e-mail or a hand-written note would.
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Old 04-23-2013, 06:24 AM
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Perhaps the parent thinks a text is written notice because in her mind it's communication and it's not verbal. No one is saying that you shouldn't enforce your policies just that this might not be a battle worth pursuing. If, giving the benefit of the doubt, DCM honestly thinks the text is written notice and you did not reply to say it wasn't an acceptable form I could see her being upset and feeling you tricked her. I think it would be better to reply in text or person than to ignore the text and leave an opportunity for miscommunication. However, I don't know this DCM and her character and you do.
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Old 04-23-2013, 06:33 AM
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She just pulled up so we'll see what happens................
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Old 04-23-2013, 06:34 AM
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I don't think anyone is saying what she did wasn't unprofessional, for sure you'd get slammed if you did it to her and a text message is not appropriate.

I don't think it's fair to say a text is written notice, I mean really!? Yes it is a text, you can see it in words like a written letter, BUT come on it's pushing it a bit! We all know "written notice" means a letter, on paper, put in our hands...but due to technology today there are soooo many ways to get around doing things the right way...like in person and actually communicating with people!

Is she coming in with her daughter at all for further care or is she saying she is done and won't be back? I'd text her back and say you require proper written notice of her two weeks per the terms of your contract. At least then she can't say you never told her! Better yet, CALL HER! Tell her a text message is not acceptable and you need a formal document stating she is leaving care with the date 2 weeks from today. If you have to say it's for your files and is 100% required, then do it.

As for getting the extra days, I'm not sure how well that will go over. The others might be right and you may end up out more then just that if you push her. BUT, I think you have every right to try if you wanted to, just be ready for some push back from her too. GL!
I would do this as well, however I'd probably let her date the document the day that she sent the text message. I'm not one to "FORCE" people to stay when they don't wish to. It seems like she tried to give you a written two week notice. So many people today consider text messages written. It's slightly comical. I can't imagine them giving their two weeks notice to their bosses like that, but ... maybe.
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Old 04-23-2013, 06:37 AM
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sorry but I don't do texting. I only do hand written. This way they have to write it down and sign it. I think its all about signing because she can go back and say that so and so wrote it. Also, if you ever go to court you need to have dates on the termination letter this way there is no confusion.
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Old 04-23-2013, 06:44 AM
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So when she came in she said "Did you get me text?" I said "Yes, but it still needs to be in writing and it needs to be a full 2 weeks notice to have your deposit applied" She ubruptly said "I KNOW" and left w/o even saying bye to her daughter. So now her daughter is crying cause she didn't say anything to her! So if she "knows" they why didn't she give it to me this morning!

Also, I've been to court before on a technacality in my contract and lost, hence the reason my contract not says "physically starts" I'm going to be a stickler on this, if the tables were reversed (this) parent would to me as well. But you can bet your bottom that I just changed my contract to say after written notice (must be on paper and handed to provider verbal/email/text will not be accepted)
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Old 04-23-2013, 07:01 AM
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I would have texted her back and said to please bring in a letter with your last date of care. If they gave notice on Monday I would allow that - with the two full weeks being May 3rd as last day of care. I wouldn't want the kid back for 1-2 days the following week but I also don't charge daily. There are some providers who require notice be given on Fridays - maybe you'll want to change your contract to something like that.

I find text communication to be very easy but unfortunately its very easy to forget when we SHOULDN'T use it.
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Old 04-23-2013, 07:02 AM
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So when she came in she said "Did you get me text?" I said "Yes, but it still needs to be in writing and it needs to be a full 2 weeks notice to have your deposit applied" She ubruptly said "I KNOW" and left w/o even saying bye to her daughter. So now her daughter is crying cause she didn't say anything to her! So if she "knows" they why didn't she give it to me this morning!

Also, I've been to court before on a technacality in my contract and lost, hence the reason my contract not says "physically starts" I'm going to be a stickler on this, if the tables were reversed (this) parent would to me as well. But you can bet your bottom that I just changed my contract to say after written notice (must be on paper and handed to provider verbal/email/text will not be accepted)

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Old 04-23-2013, 07:02 AM
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I need written for my records. I'm not searching for a text come tax time...

Anyway, I would ask her today for a written or typed notice dated yesterday and verify that the child's last day will be May 7th. Tell her that since she ispaid this week, you can apply the deposit to the last week of care, so her check for next week should be for 2 days.
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Old 04-23-2013, 08:06 AM
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So we have contracts in place to protect us but we aren't supposed to be sticklers about enforcing them? So whats the purpose of having a contract then if we don't follow it?? I couldn't imagine sending a parent a text message telling them that I am terminating care.
Agree 100%!

I would never consider a text "written notice". The reason I require written notice is so I have a hard copy to keep in the child's file. If a parent emails me notice (only happened once) I still require that they write/print something with a signature and date.
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Old 04-23-2013, 08:06 AM
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I also feel like you're asking for trouble by being such a stickler. I understand where the emotion comes from, but you need to remain professional and not just try to stick it to her. It sounds like the mom is making a good effort to follow your policy and not trying to just ditch out on payment.

To me, I would count text as written, to me in this day an age, written doesn't mean hand to paper, it just means documented. I would think email or text would be just fine IMO.

And I understand not wanting to bring it up, but then it feels like you're just setting her up, sort of. She's probably uncomfortable too and it's better for you to bring it up and show their are no hard feelings.

I also require WRITTEN notice, I need something for their file to close it out anyway. My contract states that I must be given written notice, it can be hand delivered or mailed. I think written means as it says, make sure your contract specifies what kind of written you mean. (advice to all not just you)

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Old 04-23-2013, 08:08 AM
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I have to agree it's a little stickler. Even though it's a text, it IS written. However, I would want something for my files and I would still request something in writing that is signed and have the ability to put it into file for future reference if ever needed. Texts can get lost, accidentally deleted etc.

I have a form that I give parents when they enroll for when the time comes they no longer need care they can just sign and date and return to me.

In your case, I'd accept the text as the notification, but also have them sign a termination letter to keep on file which would be effective from the date they sent the text.
Can you share a sample of what you give??
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Old 04-23-2013, 08:09 AM
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So we have contracts in place to protect us but we aren't supposed to be sticklers about enforcing them? So whats the purpose of having a contract then if we don't follow it?? I couldn't imagine sending a parent a text message telling them that I am terminating care.


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Old 04-23-2013, 08:12 AM
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So when she came in she said "Did you get me text?" I said "Yes, but it still needs to be in writing and it needs to be a full 2 weeks notice to have your deposit applied" She ubruptly said "I KNOW" and left w/o even saying bye to her daughter. So now her daughter is crying cause she didn't say anything to her! So if she "knows" they why didn't she give it to me this morning!

Also, I've been to court before on a technacality in my contract and lost, hence the reason my contract not says "physically starts" I'm going to be a stickler on this, if the tables were reversed (this) parent would to me as well. But you can bet your bottom that I just changed my contract to say after written notice (must be on paper and handed to provider verbal/email/text will not be accepted)
Her mom is acting like a child, you did the right thing.
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Old 04-23-2013, 08:14 AM
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So when she came in she said "Did you get me text?" I said "Yes, but it still needs to be in writing and it needs to be a full 2 weeks notice to have your deposit applied" She ubruptly said "I KNOW" and left w/o even saying bye to her daughter. So now her daughter is crying cause she didn't say anything to her! So if she "knows" they why didn't she give it to me this morning!

Also, I've been to court before on a technacality in my contract and lost, hence the reason my contract not says "physically starts" I'm going to be a stickler on this, if the tables were reversed (this) parent would to me as well. But you can bet your bottom that I just changed my contract to say after written notice (must be on paper and handed to provider verbal/email/text will not be accepted)

Why did you loose? Sorry, now I'm curious as to what happened! I don't want it happening to me!..ty!
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Old 04-23-2013, 08:16 AM
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written means you can read it so she complied.... if you want it on paper put that in your contract.

2 weeks and she gave notice on Monday then that is this week and next. all paid for.

If that does not work change your contract to written on paper 2 weeks notice not counting the day it is given.

for me 2 weeks notice is 2 working weeks so 10 days. if you mean 14 days then you have to write that in your contract also.
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Old 04-23-2013, 08:18 AM
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Agree 100%!

I would never consider a text "written notice". The reason I require written notice is so I have a hard copy to keep in the child's file. If a parent emails me notice (only happened once) I still require that they write/print something with a signature and date.
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Old 04-23-2013, 08:20 AM
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Just curious, what was the technicality you lost a court case on? (I may need to update my contract to reflect written notice and on Fridays- I like that!)
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Old 04-23-2013, 08:20 AM
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Because before I had a 30 days notice clause, they gave me a deposit like 3 months in advance to hold a spot and then at the last minute decided to go with someone closer and asked for their deposit back. I told them no and we went to court they won cause they never really started care and I didn't have anything in my contract specifying that situation. So now it's been changed so that only if I cancel prior to starting will they get their deposit back and it will only be applied once the child physically starts.
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Old 04-23-2013, 08:29 AM
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written means you can read it so she complied.... if you want it on paper put that in your contract.

2 weeks and she gave notice on Monday then that is this week and next. all paid for.

If that does not work change your contract to written on paper 2 weeks notice not counting the day it is given.

for me 2 weeks notice is 2 working weeks so 10 days. if you mean 14 days then you have to write that in your contract also.
ITA. Written is written, in any form.
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Old 04-23-2013, 08:30 AM
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Because before I had a 30 days notice clause, they gave me a deposit like 3 months in advance to hold a spot and then at the last minute decided to go with someone closer and asked for their deposit back. I told them no and we went to court they won cause they never really started care and I didn't have anything in my contract specifying that situation. So now it's been changed so that only if I cancel prior to starting will they get their deposit back and it will only be applied once the child physically starts.

WOW! that's crazy. My contract does state that nothing is refundable, not even deposits. However, if they start care the money they paid in will be applied then.


I do not require deposits when they start, not the norm here since the economy went down.
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Old 04-23-2013, 08:34 AM
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Can you share a sample of what you give??
TERMINATION LETTER

This is my official 2 week notice to end child care dated_________________
My last date of childcare will be_____________

I will make all payment for childcare fees when due until the last date of care and understand that any fees not paid by that date will result in a $10.00 per day late fee not to exceed 14 days. I also understand that any fees not paid by that time will result in appearing in small claims court where additional filing and court fees may be applied to my outstanding balance.

_________________________________________________________________
Parent signature Date


_________________________________________________________________
Provider signature Date
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Old 04-23-2013, 09:04 AM
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TERMINATION LETTER

This is my official 2 week notice to end child care dated_________________
My last date of childcare will be_____________

I will make all payment for childcare fees when due until the last date of care and understand that any fees not paid by that date will result in a $10.00 per day late fee not to exceed 14 days. I also understand that any fees not paid by that time will result in appearing in small claims court where additional filing and court fees may be applied to my outstanding balance.

_________________________________________________________________
Parent signature Date


_________________________________________________________________
Provider signature Date
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Old 04-23-2013, 09:52 AM
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Originally Posted by rmc20021 View Post
TERMINATION LETTER

This is my official 2 week notice to end child care dated_________________
My last date of childcare will be_____________

I will make all payment for childcare fees when due until the last date of care and understand that any fees not paid by that date will result in a $10.00 per day late fee not to exceed 14 days. I also understand that any fees not paid by that time will result in appearing in small claims court where additional filing and court fees may be applied to my outstanding balance.

_________________________________________________________________
Parent signature Date


_________________________________________________________________
Provider signature Date


ty!!!
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  #34  
Old 04-23-2013, 10:00 AM
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Blackcat31 Blackcat31 is offline
 
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To avoid this issue, my contract states a written two week notice WITH final two week's payment is required to withdraw from care.

I also require withdrawl notices to be submitted on Fridays since I bill by the week and don't prorate tuition.
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  #35  
Old 04-23-2013, 10:05 AM
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MarinaVanessa MarinaVanessa is online now
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I am a huge stickler about my policies and have since learned (from when I first started) to be extremely detailed in my contract and policies. Here are some ideas for you to maybe think about adding to your contract and/or policiy handbook.

In my Contract:

Two-week Deposit
a. Before child care will commence the client is required to give a non-refundable two (2) week deposit equivalent to that of two (2) weeks tuition payment. This deposit will be used to pay for the final two weeks of child care upon termination willing that a proper notice of termination is given. Please review your handbook for the details of what defines a proper notice of termination. This will take care of anyone expecting a deposit back if they decide not to start with you (as another provider had an issue with)

Payment
b. Fees are charged for the week and are based solely on enrollment, not on attendance. There are no deductions in fees regardless of whether a child is present or not. Fees are paid 52 weeks in a year. This will take care of a client trying to give you written notice in the middle of the week. If they give you a termination notice on a Wednesday then they must still pay you for that week, the following week AND the 3rd week because you charge weekly, not daily.

Termination Policy
b. After the initial two (2) week trial period the client is required to give a two (2) week written notice of termination to end this contract.
i. Payment is required for the final two (2) weeks’ termination period whether the child attends the daycare program or not.
ii. The two week deposit that the client pays upon enrollment will be used toward payment for the final two weeks of childcare willing that a proper notice of termination notice is given.
c. Notices of termination are only accepted on Fridays and cannot be given on days that the daycare is closed. This will keep the confusion down about what days/weeks a client must pay for.
d. Emails and texts are not an accepted form of notices of termination. This is to make sure that they actually give you a paper term notice.
e. The final two weeks of child care cannot overlap onto days that the daycare is already scheduled to close such as the childcare provider’s vacation.

In my Contract:

Termination-Parent Withdrawal
Two full weeks of advance notice are required in writing to cancel a client’s contract. Termination notices are only accepted on Fridays and notices cannot be given on days that the daycare is closed such as holidays or during the childcare provider’s vacation.
The child’s final two weeks of care cannot overlap onto the child care provider’s vacation time or days closed for holidays. If this occurs, the time that the daycare is closed will not count towards the child’s final two weeks.

For example: if a client gives their two weeks’ notice one week before the childcare provider is to go on vacation then the following week of childcare will count as one week towards the child’s final two weeks of care and the second week of the child’s final two weeks of childcare will begin again the week after the childcare provider returns from her vacation.
Payment for the child’s final two weeks of childcare is required regardless of whether or not the child attends daycare during that time.
The security deposit will be used towards paying for the child’s final two weeks of childcare providing that a proper written two week notice was given.

If there are outstanding fees owed, the client will be financially responsible for paying those moneys owed immediately otherwise late payment fees will be added until the balance is paid in full.

If proper notice of termination is not given the security deposit is forfeited and any outstanding fess, tuition fees and late payment fees as well as the final two weeks of childcare will still be owed by the client.

A proper notice of termination requires the current date, the reason for the notice, the child’s name, the last date of attendance, the client’s full name, a signature and a minimum of two weeks’ notice. Below is a sample of a simple notice of termination:



Yes I really have a picture in my handbook of what I need my 2 week notice to look like. And yes I have a lot of "fluff" in my handbook BUT it has saved my booty on many occasions.
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  #36  
Old 04-23-2013, 10:07 AM
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LaLa1923 LaLa1923 is offline
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Join Date: Oct 2012
Location: Maryland
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Quote:
Originally Posted by MarinaVanessa View Post
I am a huge stickler about my policies and have since learned (from when I first started) to be extremely detailed in my contract and policies. Here are some ideas for you to maybe think about adding to your contract and/or policiy handbook.

In my Contract:

Two-week Deposit
a. Before child care will commence the client is required to give a non-refundable two (2) week deposit equivalent to that of two (2) weeks tuition payment. This deposit will be used to pay for the final two weeks of child care upon termination willing that a proper notice of termination is given. Please review your handbook for the details of what defines a proper notice of termination. This will take care of anyone expecting a deposit back if they decide not to start with you (as another provider had an issue with)

Payment
b. Fees are charged for the week and are based solely on enrollment, not on attendance. There are no deductions in fees regardless of whether a child is present or not. Fees are paid 52 weeks in a year. This will take care of a client trying to give you written notice in the middle of the week. If they give you a termination notice on a Wednesday then they must still pay you for that week, the following week AND the 3rd week because you charge weekly, not daily.

Termination Policy
b. After the initial two (2) week trial period the client is required to give a two (2) week written notice of termination to end this contract.
i. Payment is required for the final two (2) weeks’ termination period whether the child attends the daycare program or not.
ii. The two week deposit that the client pays upon enrollment will be used toward payment for the final two weeks of childcare willing that a proper notice of termination notice is given.
c. Notices of termination are only accepted on Fridays and cannot be given on days that the daycare is closed. This will keep the confusion down about what days/weeks a client must pay for.
d. Emails and texts are not an accepted form of notices of termination. This is to make sure that they actually give you a paper term notice.
e. The final two weeks of child care cannot overlap onto days that the daycare is already scheduled to close such as the childcare provider’s vacation.

Do you have a sample termination letter I could use?? when the provider wants to terminate care?

Last edited by LaLa1923; 04-23-2013 at 10:24 AM. Reason: more explaining
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  #37  
Old 04-23-2013, 10:09 AM
LaLa1923's Avatar
LaLa1923 LaLa1923 is offline
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Join Date: Oct 2012
Location: Maryland
Posts: 1,089
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Quote:
Originally Posted by Blackcat31 View Post
To avoid this issue, my contract states a written two week notice WITH final two week's payment is required to withdraw from care.

I also require withdrawl notices to be submitted on Fridays since I bill by the week and don't prorate tuition.


You and Marina have given me great advice on things to add to my contract! ty!!
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  #38  
Old 04-23-2013, 10:39 AM
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daycaremom76 daycaremom76 is offline
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Quote:
Originally Posted by MarinaVanessa View Post
I am a huge stickler about my policies and have since learned (from when I first started) to be extremely detailed in my contract and policies. Here are some ideas for you to maybe think about adding to your contract and/or policiy handbook.

In my Contract:

Two-week Deposit
a. Before child care will commence the client is required to give a non-refundable two (2) week deposit equivalent to that of two (2) weeks tuition payment. This deposit will be used to pay for the final two weeks of child care upon termination willing that a proper notice of termination is given. Please review your handbook for the details of what defines a proper notice of termination. This will take care of anyone expecting a deposit back if they decide not to start with you (as another provider had an issue with)

Payment
b. Fees are charged for the week and are based solely on enrollment, not on attendance. There are no deductions in fees regardless of whether a child is present or not. Fees are paid 52 weeks in a year. This will take care of a client trying to give you written notice in the middle of the week. If they give you a termination notice on a Wednesday then they must still pay you for that week, the following week AND the 3rd week because you charge weekly, not daily.

Termination Policy
b. After the initial two (2) week trial period the client is required to give a two (2) week written notice of termination to end this contract.
i. Payment is required for the final two (2) weeks’ termination period whether the child attends the daycare program or not.
ii. The two week deposit that the client pays upon enrollment will be used toward payment for the final two weeks of childcare willing that a proper notice of termination notice is given.
c. Notices of termination are only accepted on Fridays and cannot be given on days that the daycare is closed. This will keep the confusion down about what days/weeks a client must pay for.
d. Emails and texts are not an accepted form of notices of termination. This is to make sure that they actually give you a paper term notice.
e. The final two weeks of child care cannot overlap onto days that the daycare is already scheduled to close such as the childcare provider’s vacation.

In my Contract:

Termination-Parent Withdrawal
Two full weeks of advance notice are required in writing to cancel a client’s contract. Termination notices are only accepted on Fridays and notices cannot be given on days that the daycare is closed such as holidays or during the childcare provider’s vacation.
The child’s final two weeks of care cannot overlap onto the child care provider’s vacation time or days closed for holidays. If this occurs, the time that the daycare is closed will not count towards the child’s final two weeks.

For example: if a client gives their two weeks’ notice one week before the childcare provider is to go on vacation then the following week of childcare will count as one week towards the child’s final two weeks of care and the second week of the child’s final two weeks of childcare will begin again the week after the childcare provider returns from her vacation.
Payment for the child’s final two weeks of childcare is required regardless of whether or not the child attends daycare during that time.
The security deposit will be used towards paying for the child’s final two weeks of childcare providing that a proper written two week notice was given.

If there are outstanding fees owed, the client will be financially responsible for paying those moneys owed immediately otherwise late payment fees will be added until the balance is paid in full.

If proper notice of termination is not given the security deposit is forfeited and any outstanding fess, tuition fees and late payment fees as well as the final two weeks of childcare will still be owed by the client.

A proper notice of termination requires the current date, the reason for the notice, the child’s name, the last date of attendance, the client’s full name, a signature and a minimum of two weeks’ notice. Below is a sample of a simple notice of termination:



Yes I really have a picture in my handbook of what I need my 2 week notice to look like. And yes I have a lot of "fluff" in my handbook BUT it has saved my booty on many occasions.


I agree, I feel like every time I get lax on something I am only screwing myself cause if the tables were reversed I would be expected to abide by my contract so why shouldn't they have to! I'm going to use some of this to adjust my wording a little to show exactly what I expect! I haven't heard from her since so I guess we'll see what happens at pick-up.
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  #39  
Old 04-23-2013, 11:16 AM
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MarinaVanessa MarinaVanessa is online now
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Location: Ventura County, CA
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Quote:
Originally Posted by LaLa1923 View Post
Do you have a sample termination letter I could use?? when the provider wants to terminate care?
My Provider termination letter is very similar to the client termination letter. It very simple and to the point and usually doesn't have a reason as to why I am terminating. Here is one that I just recently used (no money owed):

[Date]

Dear DCP,

This letter is your two-week notice of termination of child care services for your child [child's name]. Your child's last day of care will be [Date].

As of the date of this notice you do not have a balance owed on your account. Your two-week security deposit will be applied to your child's final two weeks of care and no additional payment is expected on your part.

Thank You
[Signature]
[Provider's Name] - Owner]
[Daycare Name]
__________________
Daycare Ninja, CA
Helping Hands Childcare
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  #40  
Old 04-23-2013, 12:12 PM
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AmyKidsCo AmyKidsCo is offline
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Quote:
Originally Posted by MamaBearCanada View Post
Unless I really really needed the extra 2 days of money this wouldn't be a battle worth my time and energy. I'd just ask for a written notice for my files to be delivered at pickup today.

This is why I have in my contract that notice from parents can only be given on Fridays.

Hope your next DCF is awesome
Yeah, it comes down to the old "D you want to be right or do you want to be happy?" Is it worth the extra stress and possible bad word-of-mouth from this family? That's for you to decide...
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