New Client Feels "Mistreated" That They Have To Pay A Late Fee

[midaycare]

I guess I am the odd man out here. I have a two week paid trail that is for everyone to get on board, parents, kid and provider. It takes 21+ times of consistency to build a new habit. I would have talked, emailed and invoiced them for this, but would have given a one time credit.

In my rules if you are late 3 times picking up by more than 20 minutes, I will term you. I invoice them to keep track, even the one that I would give as a credit will still count as 1.

I have had this happen a few times. I know many of you won't agree with me, but being in a new place takes time to remember everything, even if we were told many of times. Most of the parents who did that to me all came from centers where you were allowed to use it from open to close.

Now, if someone was just taking advantage, then that would be completely different.
but this is just me

I would also not charge for this. Every daycare is so different!

[MyAngels]

I agree with what Leigh said, but I personally would do a meeting with the parents. It would be an adults only meeting and we would go over, line by line, the contract that they signed. IMO a lot of the "misunderstandings" that parents have with our policies can be cleared up better with a face to face meeting rather than over email or text. That way any questions can be answered clearly and going forward things tend to run more smoothly.

Also, going forward, if you're going to do contracted hours I would never mention what your actual operating hours are. For all intents and purposes your operating hours for any particular family are whatever they are contracted for. They don't need to know that you've made yourself available earlier or later to another family.

[Blackcat31]

I agree with what Leigh said, but I personally would do a meeting with the parents. It would be an adults only meeting and we would go over, line by line, the contract that they signed. IMO a lot of the "misunderstandings" that parents have with our policies can be cleared up better with a face to face meeting rather than over email or text. That way any questions can be answered clearly and going forward things tend to run more smoothly.

Also, going forward, if you're going to do contracted hours I would never mention what your actual operating hours are. For all intents and purposes your operating hours for any particular family are whatever they are contracted for. They don't need to know that you've made yourself available earlier or later to another family.

My contract says very clearly

"I do not have standard operating hours. I work on contracted hours and provide care on week days only.

Available hours are dependent on each individual family's needs.

Care will only be available for your family during your contracted times.

Care hours will not be before 7:00 AM nor after 5:00 PM without prior approval. Additional fees may apply."

This helps parents understand that even if I am providing services to another child they don't automatically get to use the time another family paid for unless they too paid for it.

[mommyneedsadayoff]

I think you should call them and then just "remind" them of the policies. They are only 3 days a month, so it may take them longer to figure out the daycare scene. That being said, they are adults capable of reading, so highlighting the contract and what they signed is a great idea as well. I would be very clear that regardless of nap, they must pick up on time and this was not 5 minutes, but almost 30 minutes, so late fees will apply. "You paid for the hours of 8-4, so if you need to extend those hours, the new fee would increase to XX dollars. This will give you time for your errands before pick up and will ensure I am paid for my services. Let me know what you would like to do."

[Ariana]

what specifically would you say?

This is exactly how I would handle the situation in your specific shoes with the lack of interest in care and having issues with policies/ terming etc.

"Hi DCM, I apologize for the confusion. In tne contract that you signed there is a section on late fees and when they incur. I thought I had made it clear but since you are new to daycare I know it can be a bit confusing! I am willing to waive the fee this time but policies will be strictly enforced going forward. *explain policies again politely* If you need any clarification about any of my othef policies please do not hesitate to ask. Thanks for your understanding"

I have done things like this in the past and have never had a repeat offender. It depends on the family and if I want to keep them or not. There is a difference between parents being jerks and parents being scatterbrains. In your situation I would forgive this one time, just to keep them.

[Mom2Two]

I think you should call them and then just "remind" them of the policies. They are only 3 days a month, so it may take them longer to figure out the daycare scene. That being said, they are adults capable of reading, so highlighting the contract and what they signed is a great idea as well. I would be very clear that regardless of nap, they must pick up on time and this was not 5 minutes, but almost 30 minutes, so late fees will apply. "You paid for the hours of 8-4, so if you need to extend those hours, the new fee would increase to XX dollars. This will give you time for your errands before pick up and will ensure I am paid for my services. Let me know what you would like to do."

This is pretty close to what I'm thinking too.

You made an agreement with them and either they understand it or they don't. I would email them another copy of the contract and either call or email and go over the terms (that they already agreed to). I would just keep the focus of the conversation on "this is what works for me...are you sure that it works for you?"

Then they get to say "yes" or "no."

Either they didn't really understand or they are trying to renegotiate...after starting care. If you are certain that your contract is the best you can live with, then their choice is simply to live by it or not.

If not, I guess they can move on to...you know...all those other daycares who are excited to take on one day/week drop ins ::

[trix23]

I had a feeling that this particular family would not be a good fit, but I never trust my intuition....

[Unregistered]

I remember when my son was in daycare I wrote down that i would need care til 4:30. I didnt realize it was contracted hours and kept him there an extra 15min one day. When i was told i owed for the extra 15min i was confused because i knew she was open til 5:30. But i didnt get mad, i just paid it and knew not to be late next time. My mom later explained it to me as she once was an inhome provider and did the same thing. Life is too short to be mad over little things, idk why parents are so weird.

[trix23]

Daycare Services Termination Letter

Friday, August 25, 2017

Dear X Family,

Based on what has been discussed thus far as well as your needs and expectations for care for DCK, I feel that you may be better off with a nanny or an individual babysitter that can come to your home for childcare services. Because of this, I feel like this isn’t a good fit for my program. As such, I am issuing notice for withdrawal of daycare services, effective immediately.

Your child(ren)’s last day of care will be Friday, August 25th, 2017. Please adhere to all termination policies with regards to payment and settling of your account.

In accordance with Biz Daycare’s Handbook and Contract Agreement, you are required to pay for services and any outstanding fees up until the last day of service stated in the Termination Letter, whether or not your child is present. (You currently owe $25)

I wish you and your family all the best. Good luck in your daycare search!

Warm Regards,
~Miss Daycare Lady

Owner/Operator

[Unregistered]

How did it go?

[trix23]

The phone call is at 5pm tonight. I will be recording it so that they cannot cause any funny business. I will be telling them that the late payment fee is past due and needs to be received by 6pm sharp tonight, per the contract agreement.

At 6:01pm i will be emailing my termination notice regardless of if they pay or not.

[daycare]

The phone call is at 5pm tonight. I will be recording it so that they cannot cause any funny business. I will be telling them that the late payment fee is past due and needs to be received by 6pm sharp tonight, per the contract agreement.

At 6:01pm i will be emailing my termination notice regardless of if they pay or not.

be careful with that. My understanding is that you legally have to notify someone if you are recording them.

Can I ask why you are going to even have the meeting if you already know you want to term? It sounds like a waste of everyone's time.

Maybe when they call, just say something like I have had time to think about this and I really think that we are just not a good fit for each other.

[trix23]

I will be notifying them that i am recording the call

[trix23]

If I do decide to cancel it, what should I say?

I don't go bank on my word

[Leigh]

be careful with that. My understanding is that you legally have to notify someone if you are recording them.

Can I ask why you are going to even have the meeting if you already know you want to term? It sounds like a waste of everyone's time.

Maybe when they call, just say something like I have had time to think about this and I really think that we are just not a good fit for each other.

38 states allow recording without informing the other party. They're "one party consent" states. If you're in one of the following states, you must inform them of the recording: California, Connecticut, Florida, Illinois, Maryland, Massachusetts, Michigan, Montana, Nevada, New Hampshire, Pennsylvania, and Washington.