Hi guys,

I have a DCG that was coming 3 days a week, MWF, but her mother went part time at her job and informed me she will be bringing the DCG on WTh from now on. I have an interview to fill a 3 day/week spot with an older boy who needs WThF. If this family works out, I would like to tell previously mentioned DCM that due to her DCGs decreased days I will need to bump her and only have availability for M & T. Can any of you wonderful ladies help me with wording for that?

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I'm terrible at wording and it takes me forever to write notes and letters like that.

I would give them two options, keep the MWF or go MTU, that you cannot accommodate that limited of a schedule without the flexibility to switch days and have a child enroll opposite them.

I would put something in your contract about notice for switching days. Mine essentially says that FT trumps PT, that I require a 2 week notice for PT days switching, and the signing of a new contract, and that days requested may or may not be available.

I also only take pt 3 days/week. Anything under that is pretty much considered drop in, is much more expensive, and not guaranteed.

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I would say I only do p/t 3 set days a week so either you will need to pay for 3 days or fill in the days not used by another child. I am interviewing another child and the open days will be MT . If he signs do you want MT or are you going to pay for 3 days?

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Thanks, ladies. She signed the contract for M, W, Fri and I explained to her that she needed to keep those days, and my contract states the listed days on the contract require payment regardless of attendance, as well as stating there needs to be a 2 week notice of schedule change, however, recently she handed me a check for 2 days with a schedule of 2 days and ran off before I saw it/could talk to her. And then the next business day, she told me she went part time and her kid would only be here 2 days. She's new to daycare so I'm going to have to explain how the days work. I think she knows, she's just trying to see if she can get away with it.

So, basically I need to enforce my backbone with her and explain to her she cannot just switch days like that. Was just hoping for suggestions on how to do so! I was thinking writing up a new contract for her, explaining that since her schedule changed and I do not normally accept kids only 2 days a week, the only open availability with her new schedule will be Mondays and Tuesdays.

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I don't know what options (if any) you are wanting to give to this family or if you are looking to secure a permanent schedule with her or not but how about something like this?

Dear DCM

As you know, full time attendance has priority over part time attendance. Due to your schedule changing from three days per week down to two, I cannot guarantee that space will be available on a regular basis.

I am currently interviewing and wanted you to be aware of the possibility of space not being available for the days in which you need care.

At this time, your options are to either pay for a set number of days per week (a minimum of 3) to guarantee space or to remain as a drop in and have reliable back up available for days in which I am unable to accommodate your schedule.

Thank you

Daycare Provider

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Thank you, Blackcat. At the moment, I would like to offer her Mondays and Tuesdays if they fit for her, however she told me her days would be switching to Wednesday and Thursday although I received a schedule from her today that says Tuesday and Wednesday for next week - so now apparently she thinks she can drop her in whenever?

I have a copy of her contract made already and am wanting to provide her with it, as well as a new contract to fill out with a letter stating due to her schedule change, her priority in the daycare has changed and the only available days for her 2 days a week would be Monday and Tuesday. As well as explaining why she is not capable of switching up days every week.

Honestly it's no skin off my nose if she withdraws her completely - I just don't want to terminate as I do enjoy the little girl, the mom has been fine until this point, and I'm too nice.

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I just read your other posts.... how about... (change the blue part to say whatever you want...offering her the M, T days you said you had available for her...what ever works for you)

If that is still not quite what you are looking to say, let me know. I like the letter writing part.


Dear DCM

At the time of enrollment, you contracted for 3 days of care each week, with those days being M, W, F.

I have currently been allowing you to alter your schedule as it has not been an issue. However, it is no longer something I am able to accommodate.

At this time, you will be required to observe your original contract of using M,W,F only. If these days do not work for you and you would like to alter or change your enrollment, please let me know.

Please be aware that any changes in enrollment or scheduling are subject to availability and other than full time care, the days and hours you request may not be available to you.

If you have any questions, please feel free to contact me

Sincerely

Provider

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Perfect! Thanks so much!

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May want to add into BC's last letter than DCM is required to pay for the 3 days vs. 2 (as in if she uses WF from her MWF spots, she still owes you 3 days of pay).

I stink at letters lol

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Yea, but she's wanting to cut down to 2 days a week permanently. So I'd rather just offer her M and T, and have another kiddo fill the W-F and be done with it. Because if I gave her the option to keep her MWF, I would not be able to take the kiddo I'm interviewing - so I gain more from taking advantage of he fact she only wants two days and only offering her M & T. And if she doesn't take it, I'm still coming out ahead because I've quoted the potential new family more than what she was paying for 3 days.

Awesome name, by the way.

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So, what I have written up thus far is below. Any suggestions on how to end it with saying something along the lines of, "If this does not work for you, please provide your two week notice as stated in our contract..." or something to that effect?

Dear DCP,

At the time of enrollment you contracted for 3 days of care each week, those being Monday, Wednesday, and Friday.

I have been allowing you to alternate days and attend less than contracted as it has not been an issue, however I am no longer able to accommodate that. Priority is given to children according to days attended per week. With your recent attendance change, Lilly is the lowest on the priority list and as a result the only days I can offer for her contracted two days a week are Mondays and Tuesdays.

If this does not work for your family.....?

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Starting right after the sentence about priority, maybe say

"Since your recent schedule change for Lilly, the only two days I am able to offer you is Mondays and Tuesdays of each week. Unfortunately, I have no other days available at this time. If those days do not work for you, please let me know as to what your last day of attendance will be.

Please keep in mind, a written two week notice of withdrawal is required."

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Thanks again!

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She thinks two days is two thirds of the rate of three days. That's part of your mistake.

If you charge 30 a day for three days a week then MWF is 90

If you DO two days a week then it needs to be at least 40 per day so that would be 80

Put in your contract that any schedule changes require a MONTH notice and must be given on a Friday. The new schedule MUST be approved.

Escalate the notice and the daily rate and you won't have this happen again.

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