· 5 min read
Childminder Paperwork Checklist: Every Document You Need (and What You Don't)
Paperwork is the thing childminders complain about most. It's not the children — it's the forms, the records, the "have I got the right version of the attendance register" at 9pm on a Sunday. Here's your complete checklist. Print it. Tick things off. And if a document on this list makes you groan, there's a faster way at the bottom.
Daily Records
Attendance Register
Every child, every day. Arrival time, departure time, and who collected them. This is a legal requirement — if Ofsted asks and you can't produce it, it's a problem.
Daily Diary / Communication Book
What the child ate, when they slept, nappy changes, activities they enjoyed. Many childminders use apps for this now, but paper still works beautifully if you prefer it.
Medication Record
If you administer ANY medicine (including Calpol), you must record: child's name, medicine name, dose, time given, and parent signature.
Weekly / Ongoing Records
Accident & Incident Forms
Every bump, every fall, every incident — recorded, signed by you, signed by the parent. Keep these for 21 years and 6 months. Yes, really.
Observation Records
What you saw the child do, what it tells you about their development, and what you'll plan next. These don't need to be essays — a sticky note with a photo and two sentences is often better than a page of prose.
Weekly Planning
A rough outline of activities, linked to children's next steps. Not a military timetable — a flexible guide that shows you're intentional about learning.
Risk Assessment Review
You don't need to rewrite your risk assessment weekly, but you should note any changes. "Garden gate hinge loose — repair booked for Friday."
Monthly / Termly Records
Progress Summaries
A snapshot for each child: what they can do now, what they're working on, what's next. Share with parents — they value these enormously.
Self-Evaluation
Where is your setting strong? Where could you improve? What training do you need? This is the document that impresses Ofsted inspectors most because it shows you're reflective and proactive.
Fire Drill Record
Date, time taken to evacuate, any issues noted. Do this termly at minimum.
Equipment & Toy Safety Check
A quick walk around: anything broken, anything hazardous, anything that needs replacing.
Registration & Compliance Documents
- Ofsted registration certificate (displayed or available digitally)
- Paediatric first aid certificate (in date — check now)
- DBS certificates for all household members over 16
- Public liability insurance certificate
- ICO registration certificate
- Gas safety certificate (if applicable)
- Food hygiene certificate
- Car insurance (if transporting children — must state "for hire and reward")
Parent Documents
- Signed contracts for every child — including fees, hours, notice period, and holiday policy
- Consent forms: medicine administration, outings, sun cream, photographs, transport
- All about me forms — completed by parents when the child starts
- Permission to share information with other settings or professionals
Polly Fills Every Form for You
You don't need 17 different templates from 17 different websites. Polly — Policy & Play's AI assistant — autofills every form with your setting details. Attendance registers, accident forms, observation sheets, consent forms, fire drill records — all personalised to your setting, all print-ready, all EYFS-compliant.