Declining A Family...Wording Help Requested

[CityGarden]

I have a couple part-time open spots however I interviewed a family who I do not feel would make a good fit. The dad wanted to tour the private areas of my home (uh no!), the questions felt invasive and last night mom emailed stating she enjoyed meeting me and asked to come spend a half day to observe and get a better feel for the flow of the day. Right after the interview I knew I would not offer them the spot, I did not even offer them an application... but since mom emailed I now need to respond. Does this email response sound okay?

Good Morning XXX,

It was wonderful meeting you and your family as well. DCB seems to be a very sweet little boy. The open position was offered to another family whose child best fit the needs of our current clientele based on gender and age. I wish you the best of luck on your search.

Warm regards,

Ms. XXX

[Ariana]

Just to make it a bit more clear:

It was wonderful meeting you and your family. Unfortunately I have offered the spot to another family. Thank you so much for taking the time to meet with me and good luck in your search.

[Sumshine]

I have a couple part-time open spots however I interviewed a family who I do not feel would make a good fit. The dad wanted to tour the private areas of my home (uh no!), the questions felt invasive and last night mom emailed stating she enjoyed meeting me and asked to come spend a half day to observe and get a better feel for the flow of the day. Right after the interview I knew I would not offer them the spot, I did not even offer them an application... but since mom emailed I now need to respond. Does this email response sound okay?

Good Morning XXX,

It was wonderful meeting you and your family as well. DCB seems to be a very sweet little boy. The open position was offered to another family whose child best fit the needs of our current clientele based on gender and age. I wish you the best of luck on your search.

Warm regards,

Ms. XXX

I wouldn't put the gender/age part. I know in my state we can't discriminate based on gender or age when it comes to admittance into your daycare and if somebody took that the wrong way I could see it becoming a lawsuit.

I would just simply state it was nice meeting them but the spot has been offered to a different family. No reasons. If they ask and pry I would just simply say that the other family's schedule worked better for you or something.

I always tell interviewing families I will get back to them after meeting with the other familis (even if there is none ). That way I can always decline politely and state that I decided to go with a different family.

[DaycareDays126]

Your letter sounds fine, but I would take out the "gender and age" part...sounds like it could be discriminatory. Short and sweet is the best way to go for me.

Dear X,

Thank you for taking the time to meet with me. I have decided to fill the spot with another family. Good luck on your search!

Sincerely,
X

[CityGarden]

Just to make it a bit more clear:

It was wonderful meeting you and your family. Unfortunately I have offered the spot to another family. Thank you so much for taking the time to meet with me and good luck in your search.

Thanks I used this!!! I felt obligated to state a reason but wanted to be polite. Based on your response and Sumshine's I realize I should be polite but make no excuses.

[finsup]

Just to make it a bit more clear:

It was wonderful meeting you and your family. Unfortunately I have offered the spot to another family. Thank you so much for taking the time to meet with me and good luck in your search.

Yup, this is my standard response too. Polite, but to the point

[CityGarden]

I wouldn't put the gender/age part. I know in my state we can't discriminate based on gender or age when it comes to admittance into your daycare and if somebody took that the wrong way I could see it becoming a lawsuit.

I would just simply state it was nice meeting them but the spot has been offered to a different family. No reasons. If they ask and pry I would just simply say that the other family's schedule worked better for you or something.

I always tell interviewing families I will get back to them after meeting with the other familis (even if there is none ). That way I can always decline politely and state that I decided to go with a different family.

I do think that is my state's policy as well that said it seems all schools do it to some degree here. I decided to not offer an excuse and if she pushes it then I would use scheduling... which is true she needs extended care that I am not providing for other families I have offered a referral to a sitter agency but I would not feel comfortable referring this family.

[Sumshine]

I do think that is my state's policy as well that said it seems all schools do it to some degree here. I decided to not offer an excuse and if she pushes it then I would use scheduling... which is true she needs extended care that I am not providing for other families I have offered a referral to a sitter agency but I would not feel comfortable referring this family.

We have a nice resource and it's just a link with all of the licensed providers in my county with their available openings and that is what I will give people when I turn them down! If I think a family would actually be pretty good but for some reason it just didn't work out for me personally I will send them towards a couple of new providers I know who are still trying to fill up.

[Ariana]

Thanks I used this!!! I felt obligated to state a reason but wanted to be polite. Based on your response and Sumshine's I realize I should be polite but make no excuses.

An excuse invites questions so I always keep it super clear and simple. I would only use an excuse for a current family, but even then wouldn't likely tell the whole truth!

[childcaremom]

Dear X,

Thank you for taking the time to meet with me. I have decided to fill the spot with another family. Good luck on your search!

Sincerely,
X

I have used a similar type letter.

Once I tell a family no, I never respond back to any further communication.