Free template · Families

Late pickup policy agreement

Explains your closing time, late fees and the steps staff follow when a child isn't picked up, and gets each family's signature before the program starts.

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What's in it

What the late pickup policy covers

At the top: Our staff have families and commitments too, and they plan around our closing time. Please pick up on time, and call us if you're running late.

Pickup times and fees (filled in by the program)

Closing time
Grace period, if any
Late fee (for example, $[amount] for each [number] minutes)
When late fees are due

If you're running late

Call [program phone] as soon as you know you'll be late.
If you can't make it, send an adult on your authorized pickup list and tell us who's coming.
Staff will check photo ID for anyone they don't know.

If a child isn't picked up

Two staff members will stay with your child until an authorized adult arrives. Here's what we do:

At closing time: we call the parents or guardians.
After [15] minutes: we call your emergency contacts and authorized pickup adults.
After [60] minutes, if no authorized adult is on the way: we follow our state's licensing rules, which may mean calling the local police or child protective services.

Repeated late pickups

After [3] late pickups in [a session or month], we'll meet with you to make a plan. If late pickups continue, [your child may lose their spot in the program].

Agreement

I've read the late pickup policy. I agree to pick up on time, pay any late fees and follow these steps.

Child's name
Parent or guardian's printed name
Parent or guardian signature
Date

Free to use and change, but not legal or medical advice. Check your state's licensing rules and your insurer's requirements, and have a lawyer review any consent or waiver language.

Tips

How to use it well

Fill in your times and fees before you make copies, and use the same rules in your parent handbook.
Log each late pickup with the time the adult arrived, and ask them to initial it.
Apply the policy the same way for every family. Decide ahead of time whether you'll waive the fee for real emergencies, such as a car accident or severe weather.
Check your state's licensing rules on how long to wait and who to call when a child isn't picked up.

Rules on ratios, medication and reporting vary by state. See your state in our state-by-state rules for youth programs.

FAQ

Questions, answered

How much should a program charge for late pickup?

Many programs charge a flat fee or a per-minute fee after a short grace period, set high enough to pay the staff who stay late. Pick an amount that's easy to explain, write it down and apply it the same way for everyone.

What should staff do if no one comes to pick up a child?

Two staff members stay with the child and keep calling parents, emergency contacts and authorized pickup adults. If no one can be reached after a set time, follow your state's licensing rules, which may mean calling the local police or child protective services. Don't have a staff member take the child home.