Interviewed... how long do I give them to decide?

[TaylorTots]

Is email acceptable form of communication to let parents know you have not chosen their family to fill your opening VS. phone? All families contacted me through an electronic means, not a phone call to set up interviews.

If so, what do you say? Something to the effect of "The childcare spot you interviewed for has been filled but I can place your name on the waitlist in the event that I have a another opening." ??


AND how long do you give 1 family to "decide" if they want the opening before moving to the next if you haven't heard back from them? This mom communicated to me via FB to set up interview. I called left voicemail and then sent her a FB message offering her the spot and detailed out some enrollment requirements. Mom saw message at 8:08pm. In the message I told her I needed to hear back by tonight or I would move down waitlist. Is 8pm this evening a sufficient deadline or am I being too strict? I have other ppl waiting I interviewed that I am HAPPY to offer the spot to if she doesn't want it.... but they are indeed waiting and could choose another provider if I wait too long to get back to them... which means not filling the spot at all, etc.

[EntropyControlSpecialist]

Since you said tonight but gave no time I would just wait until tomorrow morning to message others if she doesn't reply.

[Blackcat31]

Is email acceptable form of communication to let parents know you have not chosen their family to fill your opening VS. phone? All families contacted me through an electronic means, not a phone call to set up interviews.

If so, what do you say? Something to the effect of "The childcare spot you interviewed for has been filled but I can place your name on the waitlist in the event that I have a another opening." ??


AND how long do you give 1 family to "decide" if they want the opening before moving to the next if you haven't heard back from them? This mom communicated to me via FB to set up interview. I called left voicemail and then sent her a FB message offering her the spot and detailed out some enrollment requirements. Mom saw message at 8:08pm. In the message I told her I needed to hear back by tonight or I would move down waitlist. Is 8pm this evening a sufficient deadline or am I being too strict? I have other ppl waiting I interviewed that I am HAPPY to offer the spot to if she doesn't want it.... but they are indeed waiting and could choose another provider if I wait too long to get back to them... which means not filling the spot at all, etc.

I don't give families time to decide but I take up to 3 days to decide.

After an interview I tell the family "Thank you for your interest in my program. I am currently conducting interviews to fill the available space. I will be done with interviewing by Friday (usually 3 business days) and will contact you via e-mail to let you know the outcome"

Then after 3 business days the family either receives an e-mail offering them the space or an e-mail letting them know the space has been filled.

The e-mails read like this:

Acceptance/offering the space to them:

Dear Interested Family

I would again like to thank you for your interest in my program and am happy to let you know that the available space is being offered to you if you would to enroll.

If you would like to enroll, please fill out the attached forms and return them to me WITH the first week's payment NO LATER than xxxx, 2014 (usually 3 business days).

If I do not receive these items by the above date, the space will be offered to the next interested family.

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

Thank you

Provider.

Here is the rejection letter

Dear Interested Family:

I would again like to thank you for your interest in my program.

Unfortunately, the space for which you interviewed has been filled.

If you are still interested in enrolling in my program, please visit my web-site, found here ABCDaycare.com and add your name to my waitlist.

When a space meeting your needs becomes available, I will contact you.

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

Thank you,

Provider

HTH

[TaylorTots]

Thank you for the letters BlackCat!

I think I may have miscommunicated. I interviewed 4 families, they were all waiting till Sunday or Monday to get feedback from me as I concluded interviews Sunday morning and said I would let them know by Monday night. I know 2 of the families I don't want to offer a spot to - so I was asking about what kind of "rejection" letter in email - or if it was more proper etiquette to do on the phone....

Anyway, so I gave the family that got first offer for the spot a note last night -- and they saw it. I was giving them 24 hours to discuss it (due to work/sleep/etc) but also since they were the last family I interviewed on Sunday... maybe I shouldn't have... but I said till tonight. Anyway.....

Everytime I think I fix an "issue" I have with my process I get another one! LOL



Thank you!!