The 12 Steps to Hiring a Nanny
A Complete Guide for Parents Planning to Hire a Nanny in 2024
Hiring a nanny can be an intimidating process, but taking the time to do it right pays off. Your children will thank you later. Source: iStock
When the stakes are high, it’s good to have a plan.
According to Forbes, a September 2022 survey revealed that more than 75% of parents reported they had a hard time finding a child care space, and 70% said this difficulty has affected their ability to work. With center-based childcare costs soaring, caregivers are relying more and more on nannies to meet their childcare needs. But how do you go about finding and hiring the perfect person for your children? Hand in Hand has gathered the most important information so that you can rest easy knowing you’ve done your homework.
Create a timeline.
Give yourself a few months to work through the entire process. Plan to post the job opening at least 6 weeks before the desired start date. You’ll want to start conducting interviews at least 4 weeks out.
Research appropriate compensation.
The national average pay rate for nannies in 2024, calculated by Care and ZipRecruiter, ranges from $19.00 to $24.00 per hour. You can use ZipRecruiter’s salary search tool to get an idea of a salary range for your area. The best thing to do is to consult the MIT cost of living calculator to determine a pay range. You might also consult local nannies through social media forums or local groups to inquire about their pay rates.
Nanny-shares, an arrangement in which multiple families hire a nanny together, can reduce costs and build your community. Check out our Nanny Share 101 if you’d like to learn more.
Once you decide on an hourly rate, create an outline that covers your overtime policy, pay schedule, paid time off, yearly increase, end of year bonus, reimbursement policies, healthcare, job termination policy, and severance pay. Go ahead and use our compensation worksheet with recommendations as a guide.
Whether to pay on the books or off is a question to discuss with your new hire. Paying “on the books”–paying payroll taxes–costs about 10% more, according to Nest Payroll, a trusted Hand in Hand partner. Doing so provides nannies with unemployment benefits like Social Security and Medicare. If you’re going to pay more than a few thousand dollars per year, paying “on the books” is law, though some states have even lower thresholds.
For various reasons, some nannies may prefer to be paid off the books; plan for “on the books” and calculate what your budget can handle. Later you’ll ask the nanny you employ what their preference is. Check out Nest Payroll’s resources on nanny taxes and payroll for more information.
Create a list of required information.
Having a clear idea of what you’re looking for is half the battle. Define exactly what your ideal nanny relationship would look like by answering basic questions. What would be the schedule? Does the nanny need experience with infants? How about certifications? Do they need a car?
You might want to ask your network of friends and family about the questions they used to determine a good fit. Outlining the basics will cut the noise from your search. Additionally, you can reference our basic questions checklist.
Create a job description.
Using your outline of required information and compensation, create a detailed job description that includes the basics your nanny would need to know. Our sample job description and worksheet can help get you started.
Ask for referrals.
Your friends, family, pediatrician, or your child’s teachers might be the most helpful when finding an appropriate childcare provider. You might also consider checking social networks, like local Facebook groups or Nextdoor.
Post a job opening.
If you don’t have luck with referrals, there are websites that exist solely for the purpose of helping you find the right nanny. Here are the top 3:
Conduct phone interviews.
Once you have around six potential candidates, it’s time to schedule phone interviews. These should be quick—cover the material in the job description and try to absorb the nanny’s personality. Ask about their level of experience, pay rate, and availability. Cover necessary details like allergies or special needs. Mention that you’ll want to conduct a paid trial period. You can use our interview guide for help.
Conduct in-person interviews.
Once you’ve narrowed down your list, schedule in-depth interviews. Paint a broad picture of what your life and relationship would look like. Cover routines, house rules, car use, and the nitty gritty of compensation. Share your parenting philosophy and ask about your candidate’s personal experiences. Open-ended questions are better at providing the best insight into their personality. Be sure to check out our article 20 Questions to Ask Nanny Candidates, and What Not to Ask. Don’t forget to take detailed notes to compare candidates later.
You also want to be able to answer their questions. This part is helpful to you! You may be able to gauge their passion for kids by the questions they ask about your child or children. Finish with a discussion of next steps.
Check their references.
It’s important that you ask for and speak to candidates’ references. Ask for at least two to three recent former employers’ contact information and give them a call. How long did their family employ the nanny? What did that job entail? How did they feel about the nanny’s caregiving?
Conduct a background check.
Once you’re ready to move forward with a candidate, verify their identity, motor vehicle record, criminal background, sex offender registry, abuse and neglect records, and education. To do this, you’ll need their driver’s license and social security number. You might also want to review their social media accounts. Avoid any service that claims to be instant. Instead, use PBSA (Professional Background Screening Association) accredited services. Investopedia provides a list of recommended service providers.
Schedule a paid trial run.
This is your chance to see how your family connects with the new nanny. Set up a 1-week period to align expectations, practice communication, and evaluate how things feel. Stick to your routine and allow yourself to step away. Conduct a check-in once the trial ends so that feedback can be exchanged both ways.
Sign a formal work agreement.
Writing out the details of the job helps show that you respect the nanny’s work. Customize our sample work agreement so that it reflects your particular needs and preferences and those of your employee. If you are hiring a nanny jointly as part of a nanny share, you can start with our Nanny Share Agreement.
Laws that apply to domestic workers vary state by state and even by municipality. Research your state and access our state-by-state resources.
Phew! You’ve done it—you’ve covered the step-by-step process of hiring a nanny from start to finish.
What’s next:
Make time.
Check off to-dos.
Take the Fair Care Pledge.
The process of hiring a nanny takes considerable time, so work back from your start date and block out time in your schedule for each step. Follow up by reading our guide So You’ve Hired a Nanny: The 3 Things You Need to Do After You’ve Chosen a Childcare Provider, which includes information on The Fair Care Pledge.