How to Hire a Nanny: Complete Step-by-Step Guide for Parents

Hiring a nanny is one of the most important decisions you'll make for your family. The right nanny becomes a trusted partner in raising your children—someone who provides loving care, supports your child's development, and gives you peace of mind while you work. The wrong hire can mean stress, turnover, and starting the search all over again.

This comprehensive guide walks you through every step of the hiring process, from determining your needs and finding candidates to interviewing, background checking, and making an offer. By the end, you'll have a clear roadmap for finding and securing the perfect nanny for your family.

Before You Start: Defining Your Needs

The most successful nanny searches begin with clarity about what you need. Before posting a job or contacting agencies, answer these questions.

Care Requirements Checklist

Children being cared for:

• Number of children: ____
• Ages: ____
• Any special needs or considerations: ____

Schedule needed:

• Days per week: ____
• Hours per day: ____
• Start and end times: ____
• Flexibility required (early mornings, late nights, weekends)?

Location:

• Care in your home?
• Live-in or live-out?
• Transportation to activities needed?

Duration:

• Start date: ____
• Long-term (1+ years) or temporary?
• Summer only or year-round?

Responsibilities: Child Care vs. Household

Be clear about what duties are expected. Nannies who do significant housework typically command higher pay.

Core child care duties (standard):

• Direct supervision and care of children
• Preparing children's meals and snacks
• Children's laundry and room tidying
• Age-appropriate activities and outings
• Transportation to school/activities
• Homework help (older children)
• Maintaining children's schedules

Household duties (additional, requires higher pay):

• Family laundry
• Grocery shopping
• Meal prep for the family
• Light housekeeping
• Errands
• Pet care

The "nanny vs. housekeeper" distinction: Professional nannies generally expect their primary focus to be the children. Extensive household duties often lead to a "household manager" role with different pay expectations.

Qualifications and Experience

What level of experience do you require?

| Experience Level | Typical Background | Expected Hourly Range | |------------------|-------------------|----------------------| | Entry-level | Babysitting, some child care | $15 - $18 | | Experienced | 2-5 years nanny experience | $18 - $24 | | Professional | 5+ years, possible ECE education | $22 - $30 | | Specialist | Infant expertise, special needs, multiple births | $25 - $35+ |

Certifications to consider:

• CPR and First Aid (essential—require or pay for training)
• Early Childhood Education degree or coursework
• Newborn care specialist certification
• Water safety/swim instruction
• Child development credentials (CDA)

Compensation Planning

Research rates in your area before setting your budget.

Factors affecting pay:

• Your location (metro areas pay more)
• Number of children
• Children's ages (infants command premium)
• Additional duties
• Required experience/qualifications
• Live-in vs. live-out

Budget for total cost (not just salary): | Component | % of Base Salary | |-----------|-----------------| | Gross salary | 100% | | Employer taxes | 10-11% | | Benefits (PTO, health, etc.) | 5-15% | | Payroll service | 1-2% | | Total employer cost | 116-128% |

"We thought we could afford $50,000 for a nanny—but once we added taxes, health insurance, and paid time off, we were really looking at $60,000+. Budget for the full picture." — Parent from Denver

Finding Nanny Candidates

You have several options for sourcing candidates, each with trade-offs.

Online Platforms

Care.com:

• Largest nanny marketplace
• Parent creates job post, reviews applicants
• Background checks available for additional fee
• Cost: $37-$200/month for premium membership

Sittercity:

• Similar to Care.com
• Strong in major metro areas
• Background check options included in some plans
• Cost: $35-$70/month

UrbanSitter:

• Emphasizes referral network
• Reviews from other families
• Popular on both coasts
• Cost: $50-$100/month

Pros of online platforms:

• Large candidate pool
• Lower cost than agencies
• Direct family-nanny connection
• You control the process

Cons:

• Time-intensive screening
• Variable candidate quality
• You handle all logistics
• Background checks are your responsibility

Nanny Agencies

Agencies recruit, screen, and present pre-vetted candidates.

What agencies typically provide:

• Candidate sourcing and initial screening
• Reference verification
• Background check coordination
• Candidate interviews before presenting to families
• Replacement guarantee if hire doesn't work out

Agency fees:

• Typically 10-20% of first year's salary
• Some charge placement fee ($2,000-$5,000)
• May be partially refundable if placement fails quickly

When agencies make sense:

• You have limited time to search
• You want pre-vetted candidates
• You're seeking specialized care (infant, special needs)
• Your market is competitive
• You value the replacement guarantee

Finding reputable agencies:

• Ask for referrals from other families
• Check reviews and BBB ratings
• Verify they conduct thorough background checks
• Ask about their replacement policy

Word of Mouth and Referrals

Often the best candidates come through personal networks.

Where to find referrals:

• Other parents (school, activities, neighborhood)
• Local parent Facebook groups
• Nanny share families whose nannies are available
• Your children's teachers or former caregivers
• Pediatrician's office bulletin board

Benefits of referrals:

• Pre-vetted by someone you trust
• Known track record with real families
• Nanny has existing community ties
• Often quicker placement

Still do your due diligence: Even referred candidates need background checks and your own reference calls.

Nanny Shares

If cost is a concern, consider sharing a nanny with another family.

How it works:

• Two families share one nanny
• Children cared for together
• Salary split (not always 50/50—more like 60/60)
• Requires compatible families and children

Finding share partners:

• Local parent groups and forums
• Care.com and Sittercity share boards
• Neighborhood apps like Nextdoor
• Your own network

The Screening Process

Once candidates start coming in, you need an efficient screening system.

Initial Application Review

Look for candidates who:

• Meet your basic requirements (experience, availability)
• Wrote a thoughtful response to your posting
• Have a complete profile with work history
• Can provide references from previous families

Red flags at this stage:

• Very short or generic responses
• Gaps in work history with no explanation
• Claims that seem inflated or inconsistent
• Unwillingness to provide references

Phone Screen (15-20 minutes)

Before investing time in in-person interviews, conduct phone screens to narrow candidates.

Phone screen questions:

1. "Tell me about your child care experience and what ages you've worked with."
2. "Why are you interested in this position specifically?"
3. "Are you CPR certified? When does it expire?"
4. "What's your availability, and when could you start?"
5. "What are your salary expectations?"
6. "Are you legally authorized to work in the US?"
7. "Do you have reliable transportation?"
8. "Are you comfortable with [specific needs: pets, driving kids, etc.]?"

Listen for:

• Genuine interest in your family
• Thoughtful responses about child care approach
• Clear communication skills
• Realistic expectations

Move forward if:

• Requirements align
• Good communication and engagement
• Enthusiasm for the role
• No major red flags

In-Person Interview

Invite your top 3-5 candidates for in-person interviews. Plan for 60-90 minutes.

Interview structure:

1. Tour and introduction (10 minutes)—Show them your home, introduce children if present
2. Background questions (20 minutes)—Work history, qualifications, approach
3. Scenario questions (20 minutes)—How they'd handle specific situations
4. Practical observation (15 minutes)—Watch them interact with your children
5. Logistics discussion (15 minutes)—Schedule, compensation, expectations
6. Their questions (10 minutes)—What they want to know about you

Essential Interview Questions

Experience and Background

1. "Walk me through your child care journey—how did you get started, and what positions have you held?"
2. "What ages have you worked with most? Which are your favorite and why?"
3. "Describe a typical day in your most recent position."
4. "Why did you leave your last position? Why are you looking now?"
5. "What do you consider your greatest strength as a nanny? An area you're working to improve?"

Child Care Philosophy

6. "How do you approach discipline and setting limits with children?"
7. "What does a developmentally appropriate day look like for a [your child's age]?"
8. "How do you handle situations when children are upset or having tantrums?"
9. "What kinds of activities do you plan to support learning and development?"
10. "How do you balance structured activities with free play?"

Scenario Questions

11. "My child refuses to eat anything at lunch. How would you handle it?"
12. "The kids are fighting over a toy and both are crying. What do you do?"
13. "You're at the playground and my child falls and hits their head. Walk me through your response."
14. "My child says they don't want you to come anymore and want mommy/daddy instead. How do you handle it?"
15. "You notice my child has a fever during the day. What steps do you take?"

Logistics and Expectations

16. "What are your salary expectations, and what benefits are important to you?"
17. "Our schedule is [describe]. Does this work for you long-term?"
18. "How do you handle your own sick days or time-off requests?"
19. "Are you comfortable with occasional overtime or schedule changes with notice?"
20. "What's your ideal communication style with parents—daily texts, weekly recaps?"

Their Questions for You

Strong candidates will ask thoughtful questions. Listen for questions about:

• Your children's personalities and needs
• Your parenting philosophy and expectations
• Day-to-day logistics and routines
• Long-term intentions for the position
• Communication preferences

Red flag: Candidates who ask no questions or only focus on time off and perks.

Background Checks: Non-Negotiable

Never skip background checks. Even the warmest, most qualified-seeming candidate needs verification.

What to Check

Essential checks:

• Criminal history (nationwide, county-level, and sex offender registry)
• Driving record (if driving your children)
• Social Security verification (confirms identity)
• Reference verification (from previous families)

Recommended additional checks:

• Credit check (for live-in nannies or those handling money)
• Civil court records (lawsuits, restraining orders)
• Education verification (if credentials are claimed)
• Drug screening (if important to you)

How to Run Checks

DIY through online services:

• Checkr, GoodHire, Sterling—$30-100 per check
• Care.com and Sittercity offer checks for members
• Results in 2-7 days

Through nanny agencies:

• Usually included in placement fee
• Agency coordinates with candidate
• May have access to better databases

What you'll need from candidate:

• Full legal name (and maiden/previous names)
• Date of birth
• Social Security number
• Current and previous addresses
• Driver's license number (if checking driving record)
• Signed consent form

Reference Checks

Don't just verify references—actually call and ask substantive questions.

For each previous employer, ask:

1. "Can you confirm [nanny's name] worked for you from [dates] caring for [number/ages] of children?"
2. "What were their primary responsibilities?"
3. "How would you describe their strengths as a caregiver?"
4. "Were there any areas where they could improve?"
5. "How did they handle challenging situations or discipline?"
6. "Were they reliable and punctual?"
7. "How was their communication with you?"
8. "Why did the position end?"
9. "Would you hire them again?"

Red flags:

• Cannot reach any previous employers
• Vague or reluctant responses
• Inconsistencies with what candidate told you
• Previous employer wouldn't rehire

Making an Offer

You've found the one! Here's how to extend a professional offer and set up the employment properly.

The Offer Letter

A written offer protects both parties. Include:

Position details:

• Start date
• Work schedule (days, hours)
• Compensation (hourly rate, expected gross annual)
• Payment schedule (weekly, biweekly)

Benefits:

• Paid time off (vacation, sick, holidays)
• Health insurance contribution (if applicable)
• Other benefits (transit, phone, etc.)

Key policies:

• Overtime policy
• Notice period for either party
• Trial/probationary period
• Performance review schedule

The Nanny Work Agreement

A comprehensive work agreement goes beyond the offer letter to cover all aspects of the employment relationship.

Topics to include:

1. Job description and duties
2. Compensation and pay schedule
3. Work hours and overtime
4. Benefits (PTO, sick days, holidays)
5. House rules and expectations
6. Communication preferences
7. Transportation and vehicle use
8. Confidentiality expectations
9. Social media policy
10. Termination terms
11. Non-compete/non-solicitation (if applicable)
12. Dispute resolution

Have both parties sign and date. Each keeps a copy.

Setting Up Payroll

As a household employer, you have legal obligations.

Required steps:

1. Obtain an EIN (Employer Identification Number) from the IRS
2. Register as an employer with your state
3. Set up payroll tax withholdings (federal, state, FICA)
4. Enroll in state unemployment insurance
5. Obtain workers' compensation coverage

Payroll options:

• DIY: Manage everything yourself using IRS guidelines
• Payroll service: HomePay, SurePayroll, GTM, Poppins ($50-100/month)
• Accountant: May offer household employer services

Most families find payroll services worth the cost for compliance and time savings.

Onboarding Your New Nanny

The first weeks set the tone for a successful long-term relationship.

Before Day One

• Complete all paperwork (I-9, W-4, state forms)
• Set up payroll and payment method
• Prepare keys, security codes, parking pass
• Stock supplies they'll need
• Notify building/neighbors as appropriate

First Week Focus

Day 1:

• Detailed home tour (safety features, emergency supplies)
• Children's routines, preferences, allergies
• Contact information and emergency procedures
• Technology (Wi-Fi, security systems, baby monitors)
• Review work agreement together

Days 2-5:

• Shadow you through typical routines (if possible)
• Practice transportation routes
• Meet key contacts (pediatrician, school, neighbors)
• Review discipline approach and scenarios
• Establish daily communication routine

Setting Up for Success

Clear communication:

• Daily log or app (Brightwheel, DailyConnect)
• Weekly check-in meetings (first month)
• Monthly feedback conversations (ongoing)

Building relationship:

• Trust develops over time—give it room to grow
• Be clear about expectations but allow their style
• Show appreciation for what's going well
• Address issues promptly and kindly

Boundaries:

• Respect their time off
• Avoid scope creep on duties
• Pay on time, every time
• Treat them as a professional, not a family member

Frequently Asked Questions

Q: How long should the hiring process take?

A: Plan for 4-8 weeks from posting to start date. Rushing leads to poor fits. Build in time for thorough interviews, background checks, and notice period from their current position.

Q: Should I hire someone without prior nanny experience?

A: It depends on your needs. For an infant or special needs child, experience matters significantly. For an older, easier child, you might consider a promising candidate with babysitting or teaching background—especially if they have relevant education or certifications.

Q: Can I do a trial period before committing?

A: Yes, and you should! A 2-4 week trial (paid at full rate) lets both parties assess fit. Be clear upfront that it's a trial and what would constitute success.

Q: What if I'm not sure after interviews?

A: Trust your gut. If you're not sure, keep looking. The right nanny will feel right—and settling often leads to turnover.

Q: How do I handle it if the hire isn't working out?

A: Address issues early through direct conversation. If fundamental problems exist, it's better to part ways during the trial period. Provide honest feedback and required notice. Have backup care ready.

Q: What's appropriate for a live-in nanny arrangement?

A: Live-in nannies need private, appropriate accommodations (bedroom with lock, bathroom access). Define "on" and "off" hours clearly. Salary is typically lower to account for room and board value. Privacy boundaries are essential.

Conclusion

Hiring a nanny is a significant undertaking, but the payoff—years of quality care for your children—is worth every hour invested in the process. By approaching the search systematically, asking the right questions, conducting thorough background checks, and setting up the employment properly, you dramatically increase your chances of finding a great match.

The best nanny relationships are built on clear expectations, mutual respect, and open communication. Invest in the hiring process, treat your nanny as the professional they are, and you'll create a partnership that benefits everyone—especially your children.

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Exploring your options? Read our guides on nanny costs, nanny vs. daycare, and managing your nanny. Questions about employment setup? Our guide to child care tax credits covers employer obligations.