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Preschool Admission Form and Parent Agreement: What to Include?

A good preschool admission process uses two documents: an admission form that captures the child’s and family’s information, and a parent agreement that sets out fees, refunds, policies and consents both sides agree to. Together they protect the child, the family and the centre — and prevent most of the disputes owners face later.

Below is what to include in each, section by section. Have a lawyer review your final documents — this page is a guide, not legal advice.

Part 1: The admission form

Child details

  • Full name (as on birth certificate), preferred name
  • Date of birth, gender
  • Programme and class (Toddcare, Nursery, Junior KG, Senior KG, daycare)
  • Joining date and timings
  • Languages spoken at home
  • Previous preschool (if any)
  • Photograph

Parent / guardian details

  • Names, relationship, phone numbers, email
  • Occupation and workplace (for emergencies)
  • Residential address
  • Legal guardianship / custody details, where relevant (with documents)

Emergency contacts

  • At least two people besides parents, with relationship and phone numbers

Authorised pick-up

  • Name, relationship, phone, photo and ID of every adult allowed to collect the child
  • What happens if an unauthorised person arrives (centre will not release the child; will call parents)

Health and medical

  • Blood group
  • Allergies (food, medicine, other) — with reaction and action
  • Chronic conditions, regular medicines
  • Vaccination record (copy)
  • Paediatrician’s name and number
  • Preferred hospital
  • Any developmental, learning or behavioural notes that help staff support the child
  • Dietary requirements

Routine and care (especially for younger children)

  • Toilet-training stage and words used
  • Nap habits
  • Comfort items and calming strategies
  • Food likes and dislikes

Documents checklist

Birth certificate, photos, address proof, parents’ ID, vaccination record, TC (if switching). Parents usually look for this list — see the parent-facing guide documents required for preschool admission.

Part 2: The parent agreement

Fees

  • Fee structure: admission fee, term/monthly fee, annual fee, materials, transport, daycare, meals
  • Due dates and payment methods
  • Late payment policy
  • Fee revision policy (how and when fees may increase)
  • Receipts and GST (if applicable)

Refunds and withdrawal

  • Notice period for withdrawal
  • Which fees are refundable and which are not (admission fee is commonly non-refundable)
  • Pro-rata refund rules, if any
  • Refund timeline
  • Mid-year joining and fee proration

State this clearly. Unclear refund terms are the most common source of parent disputes.

Attendance and timings

  • Opening and closing times
  • Late pick-up policy and charges
  • Holidays and calendar
  • Absence notification

Health and sickness policy

  • When children must stay home (fever, vomiting, infectious illness) and return rules
  • Medicine administration (written authorisation only)
  • What happens if a child falls ill at school

Parents’ version: when to keep your child home from preschool.

Safety and pick-up

  • Authorised pick-up only, ID verification
  • CCTV policy (where cameras are, who can view footage)
  • Emergency procedures

Behaviour and discipline

  • The centre’s positive discipline approach
  • No physical punishment, ever
  • How behaviour concerns are shared with parents

Communication

Consents

  • Emergency medical treatment if parents can’t be reached
  • Photos and videos — internal use, parent groups, social media/website (separate yes/no for each)
  • Outings and field trips
  • Sharing information with specialists, only with permission

Data privacy

Explain what personal data you collect about the child and family, why, who sees it, how long it’s kept and how it’s protected. India’s Digital Personal Data Protection Act, 2023 requires verifiable parental consent to process children’s personal data — ask your lawyer how the current rules apply to your forms and apps.

Termination by the centre

  • Grounds (e.g. non-payment, serious safety concerns) and the process, with notice

Signatures

  • Both parents/guardians (where possible), date
  • Centre representative

A one-page parent handbook

Alongside the agreement, give parents a short handbook: timings, what to pack, uniform, sick policy, pick-up rules, contact numbers and the first-week plan. It reduces daily questions dramatically. The parent version of “what to prepare” is in our preschool admission checklist.

Common mistakes

  1. Vague refund terms — leads to disputes.
  2. No separate photo consent — social media use without consent damages trust.
  3. Allergies noted only verbally.
  4. Pick-up list never updated.
  5. Collecting more data than needed (and not protecting it).
  6. Agreement never explained — walk parents through the key points at admission.

FAQs

Child and parent details, emergency contacts, authorised pick-up adults with photos, health and allergy information, vaccination record, routine and care notes, and a documents checklist.

Fees and due dates, refund and withdrawal terms, timings and late pick-up, sickness and medicine policy, safety and CCTV policy, behaviour approach, communication, consents for medical treatment and photos, data privacy, and termination terms.

Commonly, the admission fee is non-refundable, term fees are refundable pro-rata with a defined notice period, and refunds are processed within a stated time. Whatever you choose, state it clearly in writing.

Yes, best practice is separate written consent for internal use, parent groups and social media. Data protection law also requires appropriate parental consent for children's data.

At least once a year, and whenever contact numbers, pick-up adults, health or allergy details change.

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