Childminder Policies and Procedures

Starting a childminding business involves more than just setting up a safe playroom; it requires a robust system of documentation, policies, and procedures to ensure you meet the statutory welfare requirements set by Ofsted.

For many aspiring childminders, facing the mountain of necessary paperwork is the biggest hurdle. However, these documents are the proof that you know how to operate legally, professionally, and safely.

This guide breaks down the core policies and documents you must have ready before your registration inspection.

1. Statutory vs. Operational Documents

Policies and procedures fall into two main categories: those explicitly required by the law (statutory) and those needed to run your business smoothly (operational). Ofsted will focus heavily on the statutory documents, which must be based on the Early Years Foundation Stage (EYFS) framework.

The Critical Statutory Policies

These documents demonstrate your commitment to the fundamental safety and well-being of the children in your care:

1. Safeguarding and Child Protection Policy: This is non-negotiable. It must detail exactly how you protect children from harm, who to contact with concerns, and how you record incidents.

2. Complaints Procedure: A clear, written process for parents to raise concerns and how you will address them.

3. Behaviour Management Policy: Your approach to promoting positive behaviour and how you will handle unwanted behaviour, always avoiding corporal punishment.

4. Health & Safety Policy: Outlines everything from managing fire drills and severe weather to securing the premises and administering medication.

5. Administering Medicines Policy: Details when and how you will give prescription and non-prescription medicines, requiring written parental consent.

Operational and Inspection-Ready Documents

While not all mandatory by law, these documents are essential for running a professional business and proving your inspection readiness:

• Risk Assessments: Detailed assessments for every area (indoor, outdoor, outings) and activity, identifying potential hazards and outlining how you mitigate them.

• Emergency Contact Details: Secure records for children, parents, and emergency contacts.

• Accident/Incident Forms: Templates for recording all accidents and incidents, including subsequent parental signatures.

• Daily Records/Registers: Attendance registers and records of children’s routines (sleep, food, nappies, etc.).

• Contracts & Fee Structure: Professional contracts clearly outlining fees, payment terms, notice periods, and holidays.

You can get access to a complete set of policies and procedures that you can adapt to your childminder setting by clicking here: Policies and procedures

2. Linking Paperwork to the EYFS

Your policies are worthless to an inspector if they don’t reflect your understanding of the EYFS.

For example:

• Your Inclusion Policy must align with the Unique Child principle of the EYFS.

• Your Health & Safety Policy directly relates to the Physical Development area of learning.

(Need a refresher on the framework? Read our guide: [EYFS for Childminders: A Simple Guide to the UK Framework].)

3. The Financial Reality: Childminder Startup Costs (UK)

Getting your registration approved involves several mandatory financial commitments, and budgeting for these early is crucial for your business plan. The total mandatory startup costs typically range from £265 to £550, not including equipment or furniture.

Here is a breakdown of the key fees you must budget for:

Important Note: You may be eligible for a Childminder Start-up Grant of up to £600 (or £1,200 if registering with an agency) to help cover these initial costs. Always check the latest government guidance.

4. Beyond the Fees: Planning Your Childminder Profitability

While the mandatory registration fees are relatively small, the true financial success of your childminding business lies in understanding and strategically managing your ongoing operating costs and tax efficiency.

Essential Ongoing Operating Costs

Your home-based business allows for significant cost recovery, but you must track these expenses meticulously:

1. Consumables and Resources:

   • Toys and Equipment: Budget for wear-and-tear and replacing items that break or become unsuitable.

   • Cleaning Supplies: Increased usage of detergents, sanitizers, wipes, and hand soap for maintaining high hygiene standards.

   • Stationery and Printing: For activity planning, observation records, daily diaries, and policy updates.

2. Food and Milk:

   • You can claim back the actual cost of food purchased for the minded children (keep all receipts!) or use the standard HMRC flat rate allowance (e.g., a set amount per meal). Claiming the flat rate is often simpler.

3. Travel Costs:

   • If you use your car for childminding duties (e.g., school runs, park trips, toddler groups), you can claim mileage at the HMRC-approved rate (currently $\mathbf{45p}$ per mile). You cannot claim for commuting to and from your home.

Maximising Your Home as an Expense

As a self-employed childminder working from home, you can claim back a portion of your household utility and housing costs as business expenses. This is calculated based on the time and space used for childminding:

• Simplified Calculation (HMRC): You can claim a percentage of bills (gas, electricity, council tax, mortgage interest/rent) based on the number of hours you work compared to the total hours in the week, and the number of rooms used for business compared to the total number of rooms.

  • Example: If you use 3 rooms out of 8 for 40 hours a week, you’d calculate: (3/8) x (40/168) = percentage claimable.

• 10% Wear and Tear Allowance: In your first year, you can often claim an allowance for the general wear and tear on your home caused by the business activity, such as increased decoration or carpet cleaning.

Tax Tip: Always consult with a self-assessment accountant or a childminding-specific accounting resource (like Childminding UK) to ensure you are claiming every legitimate expense and operating within HMRC rules.