Nanny Employment Guide

How do I hire a Nanny?

Finding the right nanny requires careful planning and preparation. To ensure you hire someone with the perfect fit, consider the following topics when hiring a nanny:

• How do I find the right nanny?
• How far in advance should I start looking for a nanny?
• What should I include in an ad to find a nanny?
• Where do I post my nanny ad?
• What interview questions should I ask prospective nannies?
• Nanny vs. Nanny Share: What do I need to know?
• How do I work with my nanny to negotiate and agree on terms of employment?
• What terms should I include in a written agreement?
• How much should I pay my nanny?
• What benefits should I offer the nanny I hire?
• What are guaranteed hours and how do they work?
• Should I do a background check of a prospective nanny?

How do I find the right nanny?

Finding the right nanny starts with making sure that you are clear about your needs and writing them down in a job description. Start by creating a list of “needs” vs. “nice to haves.”

Examples of a “Need” could be having a provider who can drive their own car or someone who has experience working with premature infants. Examples of “Nice-to-haves” could be being bilingual or having special training or certification of some kind.
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How far in advance should I start looking for a nanny?

One thing parents learn very early on is that everything takes much longer with a baby in the picture! With this in mind, we recommend you try to give yourself 6-8 weeks for the entire hiring process.

This will give you enough time to create a job description, review applications, screen candidates, interview candidates, check references, and establish a written agreement with the terms of employment.
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What should I include in an ad to find a nanny?

In your nanny job ad, it’s important to include key information that will help prospective nannies understand the position and your family’s needs. Here are some essential details to include:

• Job Title: Clearly state that you are looking for a nanny.
• Job Description: Provide a detailed description of the nanny’s responsibilities, including childcare duties, any additional tasks (e.g., light housekeeping), and the expected level of engagement with the children.
• Qualifications: Specify the qualifications and experience you’re looking for in a nanny, such as relevant certifications, years of experience, and any specific skills or attributes.
• Schedule: Outline the work schedule, including days of the week, hours, and any flexibility required.
• Location: Mention where the job will take place, whether it’s in your home or another location.
• Pay and Benefits: Clearly state the compensation and any additional benefits, such as paid time off, holidays, or health insurance.
• Childcare Philosophy: If your family has a particular childcare philosophy or values, it’s helpful to share this information to ensure a good fit with potential nannies.
• Application Instructions: Provide clear instructions on how nannies should apply, including contact details and any documents or information you require (e.g., resume, references).
• Family Information: Briefly introduce your family, including the number and ages of your children, and any special considerations or requirements.
• Expectations: Communicate your expectations regarding punctuality, reliability, and any specific rules or guidelines for childcare.
• Safety: Highlight your commitment to child safety and any COVID-19 precautions or vaccination requirements.

For more information and to see a sample ad, explore Hand in Hand’s sample ad template. You can customize this helpful template to help you attract qualified nannies who are a good match for your family’s needs and values.

See the Template

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Where do I post my nanny ad?

To find prospective nannies and maximize the visibility of your nanny ad, consider using a variety of methods and posting it on various platforms, including:

• Social Media: Share your job ad on social media platforms like Facebook, Twitter, and Instagram. Join local parenting groups and community forums to connect with potential nannies.
• Nanny Agencies: Consider using reputable nanny agencies that specialize in matching families with qualified nannies. They can provide guidance and access to a pool of experienced candidates.
• Online Platforms: Websites and nanny apps allow you to search for and connect with potential nannies in your area. Create a compelling job ad and post it on these platforms for a broad reach.
• Local Community: Check with local community centers, libraries, and local parenting groups. They may allow you to post job ads on bulletin boards or websites. These community-based resources can be valuable for finding nannies in your neighborhood.
• Local Classifieds: Utilize local classified websites or newspapers to reach nannies in your area.
• University or College Job Boards: If you prefer a nanny with educational qualifications, consider posting your ad on university or college job boards related to early childhood education or child development.
• Networking: Attend parenting events, playgroups, or workshops in your area to network with potential nannies or their references. Building connections in your community can lead to finding qualified caregivers. If you have connections in the childcare or education field, reach out to them for recommendations or assistance in finding a nanny.
• Job Posting Websites: Use general job posting websites like Indeed, LinkedIn, or Craigslist to expand your reach.

When posting your nanny ad, be sure to use best practices when creating your ad, comply with any rules or regulations as set forth by the platform, and have a plan in place for how you will respond to applicants in a timely manner.
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What interview questions should I ask prospective nannies?

When interviewing a potential nanny, it’s important to ask a range of questions to ensure a good fit. Below are a few tips to get you started:

Pre-Interview Preparation:

Before scheduling an interview, it’s essential to share key details about the job and ask pre-interview questions to ensure a mutual understanding and evaluate the candidate’s suitability.

Getting to Know Each Other:

During the interview, take the time to learn about the candidate’s background, family, and experience. Some examples of questions are:

• Why did you get involved in childcare?
• How long have you been a caregiver?
• What brings you joy when you are doing childcare?

Assessing Qualifications and Experience:

Ask the candidate about their work history, challenges they’ve faced in previous roles, and how they approach specific caregiving scenarios. Some examples of questions are:

• Describe your past childcare experience.
• Do you have any additional childcare training or education?
• Can you describe a challenging situation you’ve faced in the past, and how you handled it?

Alignment of Philosophies:

Discuss any unique parenting or care philosophies you follow and see if the candidate is comfortable with them. Some examples of questions are:

• What is your discipline style?
• What kind of activities do you do with a child my kid’s age?
• How do you comfort children?

Explain the Support you’re looking for:

Provide a detailed job description, and inquire about concerns or questions. It’s also a good time to request references from former employers. Some things to consider:

• the number of children
• the rate of pay
• number of hours a week and desired schedule
• whether the position is long term or temporary

For more information and detailed interview questions, check out Hand in Hand’s Guide to Interviewing a Nanny.

Get the Guide

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Nanny vs. Nanny Share: What do I need to know?

Determining if a nanny or nanny share is right for you involves considering factors like your budget, scheduling needs, and your child’s specific care requirements as well as the impacts on the nanny. It’s essential to assess your family’s unique situation to make an informed decision that best meets your needs.

When deciding between hiring a nanny versus participating in a nanny share, it’s important to understand the key differences:

Hiring a Nanny:

• One-on-One Care: Hiring a nanny provides your child with dedicated one-on-one care. The nanny focuses solely on your child’s needs and routines.
• Customized Care: As the sole employer, you determine the nanny’s schedule, responsibilities, and desired caregiving approach, tailoring the care to your family’s specific requirements.
• Cost: Hiring a nanny can be more expensive than a nanny share, as you bear the full cost of their salary and benefits.

For more information about hiring a nanny, check out Hand in Hand’s “Everything You Need to Know About Hiring a Nanny” resource, which provides comprehensive insights into the process of hiring a nanny, including considerations such as budget, scheduling, and the specific care requirements of your child.

Participating in a Nanny Share:

Nanny shares are situations where the nanny cares for children from different families, offering benefits like socialization for the kids, cost savings for parents, and higher wages for the nanny. At NDWA, we recommend that a nanny share should include no more than two families.

This arrangement requires careful planning and coordination. Some considerations when choosing a nanny share include:

• Cost-Sharing: Nanny shares involve two families sharing the services of a single nanny. This can be a cost-effective solution as families split the expenses.
• Social Interaction: Children in a nanny share may benefit from social interaction with peers from another family, which can be valuable for their development.
• Coordination between families: Families must align on parenting styles, expectations, and logistics, including proximity of the families to each other and children’s ages. Nannies should not exceed caring for two closely aged children unless conditions allow.
• Shared Responsibilities: Families must collaboratively manage schedules, communication, and legal responsibilities, ensuring the nanny’s rights and fair compensation. Thorough agreements and regular communication are vital to navigate the complexities of a nanny share successfully.

Under NO circumstances should a nanny be forced or coerced to accept a nanny share arrangement. Some nannies may be particularly interested in and suited for a nanny share, while others may not.

If you’re interested in exploring nanny sharing as an option, explore Hand in Hand’s “Nanny Share 101” resource for valuable information on how nanny shares work, cost-sharing benefits, and tips for finding the right nanny share partner.

Ultimately, the choice between hiring a nanny or opting for a nanny share depends on your family’s preferences, budget, the level of social interaction you desire for your child and your willingness to coordinate and collaborate with another family. It’s essential to carefully weigh these factors to determine which arrangement aligns best with your needs and values.
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How do I work with my nanny to negotiate and agree on terms of employment?

Negotiating and agreeing on terms of employment with your nanny is an important process to ensure mutual understanding and a successful working relationship. Here’s a step-by-step guide on how to work with your nanny to negotiate and agree on employment terms:

• Familiarize yourself with your local laws. In many states and cities, nannies and other domestic workers have specific rights under the law. To ensure you are following your legal obligations as an employer, check out your local department of labor website.
• Schedule the Conversation: Schedule a meeting with your nanny to discuss the terms of employment. Create a comfortable and respectful environment for the discussion.
• Outline Expectations: Clearly outline your expectations for the role, including responsibilities, working hours, and any specific requirements.
• Listen Actively: Pay close attention to your nanny’s preferences and needs. Listening actively can help you understand their concerns and make necessary adjustments to the terms.
• Be Flexible: While it’s essential to establish clear terms, be open to reasonable adjustments and compromises. Flexibility can lead to a more collaborative and harmonious work relationship.
• Discuss Cultural and Philosophical Differences: If you have specific cultural or philosophical beliefs related to childcare or household management, discuss them openly and find common ground where possible.
• Create a Written Agreement: Forming a written work agreement is essential to forming a good working relationship from the start of employment. Drafting the written agreement together with the nanny you hire outlines all agreed-upon terms and conditions including details about compensation, work hours, job responsibilities, and any house rules or policies. In some cities and states creating written agreements is also required under the law.

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What terms should I include in a written agreement?

Written agreements benefit both nannies and their employers by establishing a formal understanding, complying with laws and best practices, and fostering a respectful and professional relationship. A written agreement should include essential terms such as:

• Job Responsibilities: Detailing tasks, priorities, and time management.
• Schedules: Defining work hours, time off, and communication of schedule changes.
• Compensation and Benefits: Specifying wages, payment frequency, overtime, paid time off, bonuses, and allowances.
• Working Conditions: Addressing materials, supplies, and safety measures for a fair work environment.
• Communication: Outlining processes for feedback, evaluation, and conflict resolution.
• Confidentiality and Privacy: Agreements on protecting sensitive information and upholding privacy.
• Length of Employment: Defining the employment duration, termination provisions, notice periods, severance, and conditions for ending the relationship.

For a comprehensive guide on creating a nanny written agreement and to download a sample contract, you can refer to the Fair Contracts for Domestic Work Guide provided by the National Domestic Workers Alliance and Hand in Hand.

Read the Guide

See below for Hand in Hand’s specific sample contracts for California, New York, and Washington:

• Get the California written agreement
• Get the New York written agreement
• Get the Washington written agreement

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How much should I pay my nanny?

Fair pay is compensating your worker with a livable wage. The MIT living wage calculator is a good way to gain insights into what a living wage is in your area.

Remember, a livable wage is different than the minimum wage, which in many metropolitan areas is set at $15 an hour. Fair pay also takes into account prior experience as well as what responsibilities are included (pet care, house cleaning, amount of children, etc.). For more information about determining your nanny’s wages, check out Hand in Hand’s online resource on wages.

• When calculating wages, considering the cost of living is a must. It is fair practice to increase a wage when responsibilities increase such as, for example, if you have a second child.
• If you employ a nanny for a few hours per week, compensate them for their transportation time.
• Workers should be entitled to a paid rest break after 3 hours of work, and a 30-minute meal break after 4 hours of work. These breaks should be uninterrupted. If it is not possible for there to be an uninterrupted break, the worker should be paid overtime during their break period.
• Add a line about paying if a disaster prevents them from coming to work.

Other wage considerations include:

• Overtime Pay: When considering overtime for your nanny, it’s essential to follow best practices. After 40 hours of work per week, it’s generally advisable to pay overtime at a rate of 1.5 times the regular hourly rate. Nannies are typically considered hourly workers to ensure fair overtime compensation and avoid labor exploitation. If you plan to pay a fixed weekly salary, it’s crucial to ensure that the worker’s take-home amount meets legal requirements.
• Cost of Living (COLA) Raise: Remember to initiate discussions about wage increases regularly, as it’s your responsibility as the employer to ensure fair compensation and maintain a positive relationship. We recommend an annual Cost of Living wage increase to help offset rising costs.
• Holiday Bonuses: As the end of the year approaches, you should also give your nanny a holiday bonus of 1-2 weeks pay.

Check out Hand in Hand’s online resource for more information about determining your nanny’s wages.

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What benefits should I offer the nanny I hire?

When considering benefits for your nanny, it’s important to provide a package that reflects fair compensation and values their contributions. Here are some benefits to consider offering:

• Paid Time Off: Offer paid vacation days, sick leave, family/medical leave, and holidays.
• Overtime Pay: As mentioned earlier, ensure that you pay overtime (time and a half) for hours worked beyond 40 hours per week or over 8 hours per day.
• Professional Development: Support your nanny’s professional growth by providing opportunities for training, workshops, or courses related to childcare or household management.
• Transportation: If your nanny relies on transportation to get to your home, consider offering transportation benefits, such as a stipend for gas or public transportation expenses.
• Meals: Provide meals or a food stipend. Additionally, provide cash for the nanny to pay for extra snacks or treats for kids when they are outside the home.
• Health Insurance: Providing health insurance coverage can be a valuable benefit to ensure your nanny’s well-being. You can also either contribute to their existing plan, pay for a select number of doctor’s visits, or contribute to a healthcare fund. For more information on how to support your workers healthcare needs, visit Hand in Hand’s resource or explore options for a separate plan.
• Retirement Savings: Consider offering a retirement savings plan, such as a 401(k), with a contribution match if possible.

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What are guaranteed hours and how do they work?

Guaranteed hours for your nanny refer to a commitment to provide a specified number of hours of work and pay, even if those hours are not always needed due to fluctuating schedules or unforeseen circumstances.

Guaranteed hours can be a valuable practice for both you and your nanny because it provides your nanny with financial stability and job security, and attracts high-quality caregivers. It also showcases your commitment to fairness and may be a legal requirement in some areas, ensuring compliance with labor laws.

When considering guaranteed hours, it’s essential to:

• Clearly outline the guaranteed hours in the employment agreement.
• Discuss how schedule changes or additional hours will be handled.
• Specify whether the guaranteed hours include paid time off and holidays.

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Should I do a background check of a prospective nanny?

Often employers believe that a background check is necessary to ensure the safety and well-being of their children. However, background checks can be expensive, raise privacy concerns, delay hiring, yield false positives, impact trust with a prospective nanny, and have a limited scope of information that doesn’t provide a complete picture of a candidate’s suitability.

Instead, many families find that checking references provides a more comprehensive and cost-effective way to gain insights into a candidate’s caregiving skills, personality, and compatibility with your family.

By contacting your prospective nanny’s references, you can ask their previous employers how long their family employed the nanny, what the job entailed, and how they felt about their caregiving. This offers a more holistic assessment of a candidate beyond just their past.

In addition, you or the nanny may want a trial day (paid, of course), so they can see how your household works. It provides a way for you to see how you all – the nanny, the child, and you – connect.
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How do I prepare my home for my nanny?

Preparing your home for your nanny’s safety is crucial, and it involves following similar steps to those in a conventional workplace. Here’s how you can make your home a safe workplace for your domestic worker:

• Identify Hazards: Start by identifying potential hazards in your home. Conduct a walk-through of the areas where your worker will be and think about the tasks they will perform. Involve your nanny in this step since they have first-hand knowledge. Note both visible hazards like broken items and less obvious ones like awkward postures or toxic chemicals.
• Control Hazards: Once you’ve identified hazards, work together with your nanny to put in place solutions to control them. Consider changes, equipment, and supplies needed to ensure a safe environment. Remember that removing or reducing hazards is more effective than relying solely on personal protective equipment (PPE). Use a combination of methods, such as safer techniques and equipment for lifting, to enhance safety. If PPE is necessary, provide it in the right size, and ensure your worker is trained on its proper use and maintenance.
• Evaluate Hazards: Regularly inspect your home for hazards and encourage your nanny to report any issues or symptoms. Investigate any injuries or symptoms promptly to prevent further incidents.
• Provide Training: Before your nanny begins their tasks, offer comprehensive training in health and safety, as well as specific information related to their work in your home. Ensure that the training is in a language your worker understands. Depending on their tasks, consider additional training like CPR, first aid, or specific caregiving techniques. Assess your worker’s capabilities and encourage them to communicate any concerns or physical limitations.
• Encourage Reporting: Establish open and effective communication with your nanny. Encourage them to report any hazards, unsafe conditions, injuries, or illnesses promptly. Make sure there’s a clear communication channel for such reports.

By following these steps and working closely with your nanny, you can create a safe and healthy working environment in your home, ensuring their well-being while they provide valuable care for your family.

For more information, you can explore the Voluntary Industry Guidelines to Protect the Health and Safety of Domestic Workers and Day Laborers. Also, sign up to receive information from Hand in Hand when they release new resources.

How do I build a great working relationship with my nanny?

Building a great working relationship with your nanny requires clear communication, mutual respect, and thoughtful planning. Consider the following topics for building a strong relationship with your nanny:

• What are some tips for communicating effectively with my nanny?
• What do I do if my nanny gets sick?
• What do I do if there is an emergency in my home?
• What do I do if a problem arises or I need to address an issue with my nanny?
• How can I create a positive and respectful work environment for my nanny?
• How can I show appreciation and support for my nanny’s work?
• How do I give my nanny feedback about their performance?

What are some tips for communicating effectively with my nanny?

Effective communication with your nanny is essential for a positive working relationship. Here are some key practices:

• Establish Clear Expectations: Start with a written work agreement that outlines expectations, including regular check-ins and evaluations. This ensures everyone is on the same page.
• Annual Evaluation: Schedule annual or semi-annual evaluations, offering a chance to discuss concerns, provide feedback, and set future expectations. Begin with appreciation, listen to their input, and agree on action steps.
• Short, Frequent Check-Ins: Alongside annual evaluations, have regular, brief check-ins (weekly or monthly) to address any issues or updates. Respect their time and schedule longer meetings for more complex concerns.
• It’s the Little Things: Show respect through small gestures like saying good morning, returning home on time, and always expressing gratitude for their hard work.
• Encourage Questions: Create an environment where your worker feels comfortable asking questions about your preferences and priorities. Understand that different households have different standards.
• Language Barriers: If there’s a language barrier, translate agreements and consider using interpreters or technology like Google Translate for daily communication. Maintain eye contact with the worker, not the interpreter, to show respect.

Prioritizing good communication is vital in maintaining a positive and effective working relationship with your nanny. For more information, check out Hand in Hand’s online resource on good communication skills.
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What do I do if my nanny gets sick?

If your nanny gets sick, it’s crucial to have a Paid Time Off (PTO) system in place.

For a full-time nanny, offer at least 2 weeks of paid vacation and 5 paid sick days each year. If the nanny is part-time, they earn 1 hour of vacation for every 20 hours worked and 1 hour of sick time for every 30 hours worked.

Sick time is meant to be used only if needed, so it does not need to roll over from year to year the way vacation should, although you are certainly welcome to offer this.

Just as you might use one of your sick days to stay home with your sick child, the nanny should be able to use their sick days to care for their own health or that of a family member.

In some areas like Seattle, workers are also entitled to use sick time in the event of a school closure, or to care for a loved one for reasons related to domestic violence. Remember that their household’s health and well being is connected to yours!

Check out Hand in Hand’s online resource for more information about paid time off.

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Communication and planning are key to managing time off effectively. When your nanny takes a sick day, it’s essential to have a backup plan in place. Consider options like family members, friends with nannies, or reliable babysitters who can step in for a day or two for extra compensation.

If you or your child are sick, give the nanny the day(s) off with pay, separate from their sick time. If anyone in your household has COVID-19 symptoms or tests positive, suspend work with pay and follow CDC guidelines to ensure a safe return for the nanny.
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What do I do if there is an emergency in my home?

In these unpredictable times of wildfires, hurricanes, and other emergencies, it’s crucial for employers of domestic workers to prioritize safety. Here are a few essential tips:

• Make a Plan: Review your work agreement to include disaster preparedness guidelines. Share emergency contacts and kit locations. Discuss emergency exits and keep them clear.
• Prepare Your Home: Ensure your home is safe in various conditions. Monitor weather alerts and communicate with workers. Maintain driveways and pathways. Install air purification systems and check smoke detectors regularly.
• Safe Transportation: Confirm safe transportation for your house cleaner, especially during dangerous weather. Consider paying for transportation in emergency situations.
• Provide PPE: Always supply proper protective equipment like N95 masks, gloves, and hand sanitizer, especially in poor air quality conditions.
• Pay for the Time: Be prepared to compensate workers if a job must be canceled due to disasters. Discuss this with your worker ahead of time.

Preparedness is key to protecting everyone involved.

For more information, check out Hand in Hand’s online resources on disaster preparedness.

Read the Guide

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What do I do if a problem arises or I need to address an issue with my nanny?

Having difficult conversations with your nanny requires tact and consideration. To approach sensitive topics effectively:

• Schedule a dedicated conversation at a convenient time, respecting their schedule.
• Initiate by expressing your desire to discuss an issue and invite their input.
• Create a comfortable setting and offer compensation for extended hours.
• Use a constructive strategy: Begin with appreciation, address the concern, and end with a positive outlook.

This approach fosters open and respectful communication, enhancing your working relationship with your nanny.

Explore Hand in Hand’s online resources to learn more about how to handle last minute cancellations and lateness.
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How can I create a positive and respectful work environment for my nanny?

Creating a positive and respectful work environment for your nanny is crucial for a healthy working relationship. Here are some tips:

• Respect Privacy: Avoid using nanny cams unless explicitly discussed and agreed upon with your nanny. Trust is essential, and respecting their privacy fosters a sense of trust and professionalism.
• Punctuality: Be punctual when it comes to drop-off and pick-up times. If you anticipate being late, communicate with your nanny as early as possible and apologize for any inconvenience. Respect their time as you would want them to respect yours.
• Open Communication: Maintain open and regular communication with your nanny. Encourage them to share any concerns or questions they may have, and actively listen to their feedback. This two-way communication builds trust and ensures both parties are on the same page.
• Respectful Interactions: Always interact with your nanny in a courteous and respectful manner. Use polite language, listen actively to their input, and show appreciation for their efforts. Treating your nanny with kindness and respect sets a positive tone for the working relationship and fosters a harmonious environment.

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How can I show appreciation and support for my nanny’s work?

Celebrating milestones and special occasions with your nanny not only shows that you value their role in your family’s life, but also helps build a stronger relationship. Gifts of appreciation, whether they are thoughtful gifts or extra cash, are often welcome, especially on birthdays and meaningful holidays.

An important time to show appreciation is at the end of the year by providing a generous holiday bonus. A bonus is usually 1-2 weeks’ pay but you can, of course, choose to give more.

See Hand in Hand’s End of Year Bonus Guide for more information about year-end bonuses.

Read the Guide

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How do I give my nanny feedback about their performance?

The best way to provide feedback to a nanny is by creating regular evaluations and check-ins. Short check-ins as well as longer, more formal evaluations provide regular touchpoints for you to address concerns as they come up, and to prevent minor problems from escalating. For more information, see Hand in Hand’s Guide to Check-Ins and Evaluations.
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Compliance with the law

Nannies who provide care on a regular basis are classified as employees under the law, which means that they are extended basic employment and labor law protections, such as minimum wage, overtime, workers’ compensation, among others. All employers must comply with all local, state and federal laws related to the employment of nannies in the home. These protections, while essential, provide only the bare minimum standards. Thus, the recommendations outlined in this guide are guidelines that go above the minimum standards and which advance fair, dignified work and quality care. In locations where municipal or state laws provide a higher standard than these recommendations, that higher standard prevails.

Learn more about 12 states, 2 major cities, and the District of Columbia where we have passed domestic workers bills of rights and protections. Review Hand in Hand’s resources for Regional Legal Requirements.