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Free Childminder Paperwork

Childcare.co.uk are committed to supporting our childminders in managing their businesses.

Childcare.co.uk membership comes with FREE paperwork to help you comply with the statutory requirements and non-statutory requirements of the EYFS. Free Childcare.co.uk members get access to PDF versions of the files and Gold members get access to the Word versions so you can edit them yourself.

All aspects of your childminding provision are also considered in a range of over 500 comprehensive information guides.

Statutory Documents

Accident, Injury and First Aid Report

It is a requirement of the EYFS to record all accidents and injuries to childminded children, including first aid administered. Ofsted give details about when they require informing re accidents and injuries in the Early Years Compliance handbook (updated May 2016).

Download the free Accident, Injury and First Aid Report document

Attendance Register

It is a requirement of the EYFS to record childminded children’s attendance. These easy-to-use registers allow you to quickly note when a child arrives and leaves the premises. The guidance also includes an information sheet about Attendance Registers to share with parents.

Download the free Attendance Register document

Child Record Form & Emergency Contact Information

It is important that you record information required by the EYFS and emergency contact information for every child. If their parents are unable to collect them from you (for whatever reason) you need a way of ensuring they are handed over safely to other family members or nominated friends.

Download the free Child Record Form document

Complaints Procedures & Record

It is a requirement of the EYFS and Childcare Registers that complaints are recorded and responded to within 28 days. You must also have a Complaints Policy and Procedures (see policies and procedures). These record forms allow you to note all the relevant details which will be shared with Ofsted at your next inspection.

Download the free Complaints Procedures document

Concern about a Child Record

It is a requirement of the EYFS to record any concerns you might have about a child. Some Local Authorities provide paperwork to record concerns in safeguarding training – however, others don’t routinely give out documentation. This Concern Record will allow you to quickly note the important points which might need to be shared with the child’s family and / or other agencies in the future.

Download the free Concerns about a Child Record document

Contract Termination Letter

End contracts in a professional way by sending parents a letter which confirms their child’s last day of care with you and informs them about paperwork retention requirements for Data Protection. A statutory ‘Photo Permission after the Child has left the Childminding Provision’ form has been included.

Download the free Contract Termination Letter document

Daily Routines Planner

It is a requirement of the EYFS to share children’s daily routines with their parents. Routines might include outings, activities, meal times etc and will, by their nature, be flexible. A Weekly Planner is also included – it might be used to display group activities on the noticeboard. It is a useful way of sharing your activities, outings etc with parents.

Download the free Daily Routines Planner document

Existing Injuries Record

For safeguarding and health and safety reasons, it is important to record children’s existing injuries when they arrive in your provision. They might, for example, have fallen and hit their head at home the night before they come to your house – parents tell you and you record it – the child has a dizzy spell and you immediately recognise possible symptoms of a fractured skull or compression injury and contact emergency services without delay. In some instances, existing injuries records might be used by other agencies as evidence that a child is being abused.

Download the free Existing Injuries Record document

Illness Record

It is important to record children’s illnesses and ask parents to sign to confirm they have been informed if, for example, their child has been ill during the day with you.

Download the free Illness Record document

Incident Record

It is important that parents are informed about their child’s time in the provision – most childminders use a daily diary to share information with parents of non-verbal children (see daily diary). However, in some instances incidents might have happened such as children witnessing an accident on an outing and a parents signature is needed to confirm they have been informed.

Download the free Incident Record document

Informing Ofsted about Changes Record

It is a requirement of the EYFS to inform Ofsted about changes to various aspects of your provision and incidents that happen which relate to your ability to continue childminding. This might include making alternations to your house and garden, a new medical condition or medication, incidents of food poisoning, serious accidents – and more. This guide will tell you when you need to contact Ofsted – usually by phone or email – and prompt you to record the details.

Download the free Informing Ofsted about Changes Record document

Medication Administration Record

It is a requirement of the EYFS to record all medication administration. Providers can give children both prescribed and non-prescribed medication or treatment as long as there is prior written permission from parents in place. These record forms will take you through the information you need to request from parents before they leave their child with you. This guide includes information about Emergency Medication Administration and an Emergency Medication Administration Record.

Download the free Medication Administration Record document

Menu Planner

It is a requirement of the EYFS that you share information with children’s parents about the food you provide for their child. You must also keep a record of the 14 most common allergens to share with parents on request. You can find more information about the EU allergen requirements on the Childminding Help website.

Download the free Menu Planner document

Permissions Form

This permission form will help you to record all the required information before the child starts in your care – permissions should be reviewed with parents regularly and updated as legislation changes.

Download the free Permissions Form document

Physical Intervention Record

It is a requirement of the EYFS to record any incidents of ‘physical intervention’. This will include times when you have, for example, grabbed a child to stop them running in the road or held a child to stop them hurting themselves. This Physical Intervention Record forms will take you through the information you are required to record.

Download the free Physical Intervention document

Policies & Procedures – Acknowledgement of Receipt

A form to record which Policies and Procedures have been shared with parents and to encourage their input and feedback. You can find free policy and procedure writing information for Childcare.co.uk gold members in the childminders guides section.

Download the free Policies & Procedures Acknowledgement document

Non-Statutory Documents

Care Plan

A Care Plan allows you to record information about a child’s illness or medical condition including medication details and parent wishes. It is often recommended by Ofsted to write a Care Plan after a child has had a serious accident.

Download the free Care Plan document

Compliments Record

When families leave your provision – or during the course of your work with children – you might receive compliments which you want to write up. These record forms are a professional way of sharing your compliments with others.

Download the free Compliments Record document

Emergency and Fire Record

It is not a requirement of the EYFS to involve children in fire or emergency escape practices – but it remains very good practice to do fire practices with the children on a regular basis and record date, time, which children were involved etc to share with your Ofsted inspector.

Download the free Emergency and Fire record document

Fridge / Freezer Record

It is not a requirement of the EYFS or Safer Food Better Business for childminders to record fridge / freezer temperatures. However, this guidance and record form is provided for those providers who are required to keep written records for their Environmental Health Officers.

Download the free Fridge Freezer Record document

Risk Assessment Record

It is no longer a requirement of the EYFS to record Risk Assessments – the EYFS leaves it to each provider to decide whether they are going to write Risk Assessments or explain them verbally. However, most childminders do still have a set of Risk Assessments to share with children’s parents, Ofsted and their insurance company on request. This guidance explains how to write Risk Assessments and what to include.

Download the free Risk Assessment Record document

Visitor Record

It is important to record details of visitors who come to your provision during working hours so you can share the information with parents and your Ofsted inspector – you can use a diary or this visitor record form.

Download the free Visitor Record document

GDPR Documents

From 25th May 2018, the General Data Protection Register (GDPR) will be introduced in the UK and will apply to early years settings.

Planning for GDPR

Data Audit

Data Breach Register

Data Sharing Agreements

Retention Periods for Documents

Retention Policy

Writing a Privacy Notice

GDPR and Children

GDPR Q&A

GDPR CPD Training Certificate

GDPR Documents for Staff

Training your staff about GDPR

Planning for GDPR - information for staff

Staff Privacy Notice

Childminding Contracts

You can create your own childminding contracts using by following our free guide that includes:

• Contract writing guidance

• Sample contract

• Terms & Conditions of Contract

• Sample Assistant Contract

Download the free guide on Childminding Contracts

Accounts Record Keeping

Fees Policy and Procedures

• Policy writing guidance
• Retainer & Deposit Record
• Settling-in Agreement

Download the free Fees Policy document

Guide to Income & Expenses for Childminders

Download the free Guide to Income & Expenses document

Paperwork to record Income & Expenses

• Invoice sample
• Receipt sample

Download the free Paperwork to record Income & Expenses document

Debt Management

Download the free Debt Management document

Daily Diary

It is important to share information with parents about their child’s time in the provision and it is a requirement of the EYFS to provide parents with ideas for supporting their child’s learning at home. A Daily Diary enables you to fulfil both these requirements. You can use an A5 ring-bound book or the free Daily Diary record sheets from Childcare.co.uk.

Download the free Daily Diary document

Group Planning

It is not a requirement of the EYFS to provide Ofsted with detailed written group planning. Childcare.co.uk make it very easy for gold member childminders to plan for groups of children in their care by providing a comprehensive range of planning tools including monthly Information Guides which contain group planning ideas, a series of Activity Guides and Provision Planning guides.

Progress Check at 2

It is a requirement of the Early Years Foundation Stage (EYFS, 2017) to write a Progress Check for every child between the ages of 2 and 3 years. It is a requirement to state if you have concerns about the child’s progress.

Download the free Progress Check at 2 document

Reading Log

Pre-school children might enjoy borrowing a book every week to read at home. This reading log will allow you to record the details and has space for parents to complete information about what they have done at home. It will also help you to comply with the EYFS requirement to share children’s learning with home.

Download the free Reading Log document

Childminder Organiser

Childminders! Do you feel organised and ready for the year ahead? Do you have all your important dates and reminders in one place… or is everything scattered across your living room table? This free 126 page Childminder Organiser will help!