Need Help Writing Letter

[sahm1225]

I have a newer daycare family (about 3 months). Super sweet, pay on time, keep baby home when sick or one of the parents has a day off. But they keep
Coming late to pick up. We close at 5:30, anything from 5 minutes to 15 minutes. I had a serious talk with the mom about how I am going to start charging and she apologized and things were great for about 2 weeks. She was 30 minutes late (there was a snow storm so everyone was late and I didn't charge).

I had plans Friday and had to be out the door at 5:30. Mom was 16 minutes late!! I was so upset that I had the baby ready to go and told the mom that we would need to talk because I can't do this anymore! I have a special needs 1 year old, a 3 & 5 year old of my own. I work super hard all day and after 5:30 it's MY time with my kids!

So I need help writing a letter that kindly tells them that I am enforcing late pick ups and after 3 times we will have to term. Am I being too harsh? Like I said, in regards to everything else they are great.

[EchoMom]

Ok this is just my opinion but it seems you have been way way way too lenient and that's why you're in this mess now (saying this from experience, having had done the SAME thing myself).

It sounds like you've already had conversations with DCM, verbal warnings, etc. So.......... She doesn't take you seriously and that seems obvious, and you've given her no reason to.

So I guess my point is, do you really even need to write a letter? Have you ever charged her previously? A letter seems unnecessary. The only letter you need to give is a late fee notice and collect the payment from her. Then see if it stops.

THEN if she just keeps paying late fees, THEN you need a final warning/probation type letter.

[cheerfuldom]

I agree with the PP, you are way too lenient!

Time to crack down on this. If the parents can get it together, they can stay...their choice.

"Dear DCP, effective immediately, I will be enforcing my late fee of (enter your policy here, I do $1 a minute). I will no longer make exceptions to my late policy rule. Further, I have added a "three strikes" policy. If a parent is late to pickup three times, they will be given a termination notice. If these policies are something that you cannot abide by, please provide your two weeks notice in writing (or whatever your notice policy is)."

FTR, for a mom constantly late, I would go ahead and up the fee. maybe $3 a minute. that will add up really fast!

[sahm1225]

I agree about it bring totally my fault! Okay so I can email them tonight saying that I am enforcing the late pick up
From Friday (16 minutes) and that it's due by Monday?

[cheerfuldom]

If the late pickup policy is outlined in the contract you both signed, then yes, you can enforce for Friday, especially considering that you have discussed the late pickups several times. It should come as no surprise that you are enforcing the policy now even if you did make exceptions in the past. If Monday is their normal payment day, then I would absolutely tack it on to that bill. It doesnt sound like you even care if they leave over this so I would go ahead with it. But if you really dont want to lose them then you might alter the letter to let them know that late policy will be enforced immediately.

"Dear DCP, I realize I have done us both a disservice in not enforcing my late fees. I realized that this action might have sent mixed messages regarding my feeling on late pickups. With that in mind, effective immediately, I will be enforcing my late fees as outlined in our signed contract. There will be no more exceptions made to the rule. Late pickups are not acceptable. As a reminder, my late policy is as follows.....Further, I have added a "three strikes" policy. If a parent is late to pickup three times, they will be given a termination notice. If these policies are something that you cannot abide by, please provide your two weeks notice in writing (or whatever your notice policy is)."

[Blackcat31]

I would also let her know that the minute she is late, you will be calling her emergency contact people.

What she is doing is NOT cool and NOT fair to you. I know you were allowing it by not charging her a late fee but it still doesn't mean she has a right to continue taking advantage of you.

I also understand why you didn't charge during a snow storm but in my opinion, even that sort of situation shouldn't warrant a waiving of fees as snow storms are seldom quick and unannounced.

We all know in plenty of time when a snow storm is supposedly coming and I expect ALL my parents to make whatever plans necessary to make sure they still arrive to pick up on time.

LATE is late in my book. Late fees apply in ALL situations.

[daycarediva]

I would make it worth your while, since you are allowing it anyway. Totally love Cheerfuldom's letter!

[EntropyControlSpecialist]

Originally Posted by daycarediva

I would make it worth your while, since you are allowing it anyway. Totally love Cheerfuldom's letter!

[sahm1225]

I sent them an email using what cheerfuldom said on her first reply (I had sent it before you posted the updated reply). I was nice and to the point.

They emailed and apologized! They are invluding the late fee in their next payment. They are working on adjusting dcm work schedule and thanked me for always being so nice. They are a great family (like today keeping baby home because Dcd was off work) so my goal is not to get rid of them or even make money with the late fees, I just want to be done with work at 5:30!

Thanks so much for your help!

[cheerfuldom]

Originally Posted by sahm1225

I sent them an email using what cheerfuldom said on her first reply (I had sent it before you posted the updated reply). I was nice and to the point.

They emailed and apologized! They are invluding the late fee in their next payment. They are working on adjusting dcm work schedule and thanked me for always being so nice. They are a great family (like today keeping baby home because Dcd was off work) so my goal is not to get rid of them or even make money with the late fees, I just want to be done with work at 5:30!

Thanks so much for your help!

yea! I am so glad that they are trying to remedy this situation. What you are asking is not unreasonable and it says a lot that they are apologizing, instead of getting defensive or argumentative.