Writing a Daycare Termination Letter [Free Sample]

Learn More

Most people have to work hard to make a living. If you have children, this means finding a qualified daycare center or qualified person to watch them. A daycare center is a necessary place for children of working parents.

Because of the nature of these centers, daycare providers usually give the children more than just a place to play. These centers provide education materials, focus on child development and provide proper discipline. 

special services

Due to these special services, the costs of child care providers have increased, as the need for adequate staffing is necessary. Daycare centers operate at specific periods of time, usually from Monday through Friday. 

They cater to the working parent and those who are attending college. Due to the active lifestyles of most parents, a daycare center is important for a family to be able to do the things they need to do and have proper child care.

Contractual Agreement

Most centers need some sort of contractual agreement to be able to service all the children. By signing a contract, it allows them to plan their monthly budgets and to have a clear picture of present and future expenses and income.

There are many times that a parent may need to cancel their daycare contract. This could be due to a new job, relocation, loss of a job, or changing centers. 

Whatever the reason, it is best to put this in writing in a Daycare Termination Letter. Because it is a contract, the best way to cancel a contract is to do so in a formal letter.

Specific Language

The contract may have some specific language about severing the relationship and should be followed. There may be specifics like, must give a 30 day notice, or enrollment is prorated and must be paid in full.

Whatever the specifics, it is best to adhere to them and attempt to end the relationship on a positive note. In fact, ending on a positive note is wise, as you never know when you may need to use this center’s services again.

The letter should follow a specific protocol. First, the letter should be in a standard block format with your name, address, and information at the top. 

The next part should be the date. The date needs to be accurate and the letter mailed within a couple days of writing, especially if the center has a thirty day notice.

Recipients’ Information

The recipients’ information will go next on the letter. Be sure to state the name of the Daycare agency, as well as the person who handles this portion of the business, if known. This information should be followed by a subject line that clearly states you are cancelling the daycare services.

If you have a personal relationship with the person you are writing, then it would be appropriate to write “Dear Cathy”. If you do not have a relationship, then a simple “Dear Sir/Madam” would be sufficient. 

The first paragraph and the first sentence need to clearly state the reason for the letter. While you may want to say other things about how wonderful the center is, the first sentence is not the place to do it.

State the purpose for the letter and also the date the relationship will terminate. If you are ending due to a matter out of your hands, make sure to also specify. 

Finish the last paragraph with something nice about the center and how they have helped the child or children, followed by contact information.

Sample Daycare Termination Letter

Jenny Lewis
278 Red Lane
Good City, VA 24141

June 2, 2022

Cathy Hughes
Kiddy First Academy
1170 Lancaster Ave.
Reston, VA 24141

Re: Termination of Daycare Services

Dear Carolyn,

This letter is to express my intent to terminate daycare services that you currently provide to my 2 children, Madison and Jeffrey Lewis. 

I would like to terminate this relationship effective July 5th, 2021. This would allow a 30 day notice, as per our contract.

I didn’t have a choice in the matter of switching daycare centers, as my company has transferred me to another location, an hour from the current branch.

Because of the time constraints, I will not be able to continue utilizing your services. Unfortunately, I will have to find a new daycare center that can provide services for my two children.

We have enjoyed the services that Kiddy First Academy has provided over the years. It has been a haven for our children while we were working. If you have any questions, please feel free to contact me at 333-200-5467.


Jenny Lewis