Parting ways with a nanny can be a challenging and emotional process for both the family and the nanny. Regardless of why the position may be ending, it’s essential to handle this transition with care and professionalism. Here’s a guide to help you navigate this process smoothly, ensuring a respectful and clear end to the employment relationship.

Provide Written Notice/Termination
When it comes time to end your nanny’s employment, it’s crucial to provide written notice. A written notice serves as an official document that outlines the termination date and any pertinent details regarding the end of employment. Here’s what to include:

1. Timing and Format: A two-week notice is typically standard, but refer to your employment contract, as some agreements may require more extended notice periods. Deliver the notice in person to provide a personal touch, and follow up with an email for documentation purposes.
2. Content of the Notice:

• Date: Clearly state the date of the notice and the effective date of termination.
• Reason for Termination: While you don’t necessarily need to go into extensive detail, provide a brief, honest reason. For example, “We are relocating” or “Our childcare needs have changed.”
• Acknowledgment: Express gratitude for their service and contributions to your family.

Pay Out Any PTO Accrued
Upon termination, it’s important to settle any financial obligations, including paying out any accrued Paid Time Off (PTO). Here’s how to manage this:

1. Review the Contract: Check your nanny’s employment contract for specifics on PTO accrual and payout policies.
2. Calculate Accrued PTO: Determine the total amount of unused PTO days. For example, if your nanny accrues one day of PTO per month and they have worked for 10 months, they should have 10 days of PTO.
3. Payout: Pay the equivalent of their daily rate multiplied by the number of accrued PTO days. Ensure this payment is made on or before their final paycheck.

Re-Collecting Items
Collecting items provided to your nanny is an essential step in concluding the employment relationship. Here’s a checklist of what you may have handed over

• Keys: all house keys and any spare keys (car, shed, etc.)
• Credit Cards: any credit/debit cards issued for household expenses
• Car Seats and Other Equipment: any car seats, strollers, or other childcare equipment
• Other Personal Items: any uniforms, garage openers, or other items that belong to your household

Tip for next time: Make a list of all items provided at the start of employment and verify each item upon return.

Reference Letter: The Do’s and Don’ts
If your nanny requests a reference letter, it’s important to craft a balanced and honest assessment. Here are some guidelines:

Do’s:

• Be Honest: Provide an accurate reflection of your nanny’s performance.
• Highlight Strengths: Focus on their positive attributes, such as punctuality, reliability, and the skills they demonstrated while caring for your children.
• Provide Specific Examples: Mention specific instances that illustrate their abilities and contributions.

Don’ts:

• Avoid Negativity: If you have critical feedback, it’s best to discuss this in person rather than including it in the letter.
• Exaggerate: Keep your letter factual and avoid overstating their abilities and performance (or pitfalls).

Helping the Kids Say “Goodbye” to their Nanny
This, above all other elements of parting ways, can be the most difficult part of the process. Here’s how to make it a positive experience:

1. Prepare Them in Advance: Give your children ample notice about the upcoming change. Explain the situation in an age-appropriate manner and assure them that it’s okay to feel sad or confused.
2. Plan a Farewell: Organize a small farewell event, such as a special dinner or a fun outing. This allows the children and the nanny to share happy memories and say goodbye in a positive setting.
3. Create Keepsakes: Encourage your children to make cards or small gifts for the nanny. These keepsakes can provide comfort and closure for both parties.
4. Stay Positive: Emphasize the positive aspects of the nanny’s time with your family and encourage your children to share their favorite memories.

Ending employment with your nanny is a significant step that requires careful planning and sensitivity. By providing a written notice, settling financial obligations, collecting items, writing a thoughtful reference, and helping your children say goodbye, you can ensure a smooth and respectful transition. Remember, the goal is to honor the positive impact your nanny has had on your family while preparing for the next chapter in your childcare journey.