What to Leave for Babysitters and Caregivers: The Complete Family Checklist

Picture this: you're 45 minutes into a rare dinner out when your phone rings. Your babysitter is panicking. Your child is having a reaction, the EpiPen is somewhere in the house, and no one can remember where. You're trying to give directions while your heart is racing.

This is exactly the situation a written caregiver information sheet is designed to prevent.

Whether you're leaving your kids with a first-time sitter, a trusted neighbor, your parents, or a professional nanny, having clear written instructions changes everything. It protects your children, empowers your caregiver, and lets you actually enjoy the time you're away.

This guide covers everything you need to document — contact information, medical details, daily routines, emergency procedures, home access, and more. You'll also find guidance on overnight caregivers, what grandparents specifically need to know, how to build a family emergency binder, and a free printable babysitter information sheet to get you started.

Quick Babysitter Checklist

Before you walk out the door, make sure your caregiver has access to all of the following:

✓ Parent contact information (cell, work, current location)
✓ Two backup emergency contacts
✓ Home address (written out — critical for 911 calls)
✓ Pediatrician name and phone number
✓ Allergy list with symptoms and treatment instructions
✓ Current medication information with dosing and storage location
✓ Insurance card copy
✓ Signed medical treatment authorization form
✓ Daily routine instructions (meals, nap, bedtime)
✓ House rules (discipline, visitors, screen time)
✓ Emergency procedures (fire, severe weather, medical)
✓ Wi-Fi network name and password
✓ Transportation permissions if applicable

Keep this list on the fridge. Everything below gives you the detail behind each item.

Why Written Instructions Matter More Than You Think

Verbal handoffs feel complete in the moment. But by the time your sitter has settled the kids, handled a snack request, and navigated a minor meltdown, half of what you said walking out the door is gone.

Think about what gets forgotten: bedtime routines, food restrictions, medication schedules, discipline preferences. None of these are dangerous on their own — but missing information during a stressful moment can make a small problem much worse.

The bigger issue is emergencies. Even experienced caregivers can freeze when something goes wrong. If your sitter needs to call 911, they'll need your exact home address — not the neighborhood they remember from GPS. If a child stops breathing, they need to know where the inhaler is. If an ER team asks about allergies, they need the answer in writing, not someone's best memory.

A comprehensive babysitter information sheet ensures caregivers have everything they need to keep your children safe and maintain routines. Caregivers make better decisions when they have clear written instructions rather than relying on memory, especially during high-stress situations. That single sheet — or binder — is what lets your caregiver act confidently instead of scrambling.

Essential Contact Information to Leave

Your Contact Details

Write these down even if your number is already saved in your sitter's phone — batteries die and phones get misplaced. Include:

Your full names
Cell phone numbers
Work numbers if applicable
Email address
Where you're going (venue name and address, hotel name and room number if traveling, flight number if applicable)
Estimated time you'll be home

Backup Emergency Contacts

Include at least one trusted backup contact — a nearby family member or friend who can help if you can't be reached in an emergency. Note their name, phone number, address if they're close by, their relationship to the child, and whether they have a key to your home.

If something goes wrong and the caregiver can't reach you, this trusted contact is the next call for help.

Healthcare Providers

Pediatrician or other doctors' name, address, and phone number, including the after-hours line
Dentist and orthodontist contact information
Any specialists your child sees, along with their specialties for quick reference if care is needed
Preferred urgent care clinic
Nearest children's hospital

Emergency Numbers

Include these on the sheet even if they seem obvious — stress makes people forget:

911
Poison Control: 1-800-222-1222
Local fire department and police non-emergency line

Keep this emergency info easily accessible on the fridge or in the binder's front pocket.

Medical Information Every Caregiver Must Have

This is the most critical section of any caregiver information sheet. Don't assume your sitter will remember what you mentioned at drop-off.

Child Identification

For each child, document this general information so it matches records exactly:

Full legal name, spelled correctly — it appears on insurance cards
Date of birth
Current photo
Home address, ZIP code, and emergency phone numbers
School or daycare name and contact

Allergies

List every allergy — including any food allergies, medication, environmental, or insect sting allergies — and include any specific dietary restrictions. For each one, note the symptoms to watch for, severity level, treatment steps, and exactly where the EpiPen or antihistamine is stored. Allergy information is one of the first questions asked by EMTs and ER nurses, and written details help the babysitter prepare safe meals and snacks.

Medications

Use a clear, realistic medication chart so there's no guesswork:

Medication	Purpose	Dose	Timing	Storage Location
Albuterol Inhaler	Asthma	2 puffs	As needed	Kitchen cabinet
Children's Zyrtec	Seasonal allergies	5 mL	7 PM daily	Medicine drawer
Children's Tylenol	Fever/pain relief	Per weight chart on bottle	As needed	Medicine drawer

List each medication with the name, strength, dose, frequency, and why the child takes it. If a medication requires special equipment — like a spacer chamber for an asthma inhaler — make sure your caregiver can demonstrate proper use before you leave. Include over-the-counter medications with appropriate dosing based on your child's current age and weight.

Medical Conditions

If your child has asthma, diabetes, epilepsy, ADHD, severe allergies, or any other condition, write out the warning signs and specific action steps. Include when to call you, when to give medication, and when to call 911.

Insurance Information

Leave a photocopy of your insurance card. Include the provider name, policy number, group number, subscriber name, and, in case of an emergency, the insurance company's contact information, since medical facilities often ask for both the policy number and insurer details. Having insurance information prevents delays and speeds up emergency treatment at the ER — it's typically the very first item asked for. Some insurance companies allow you to order duplicate cards specifically for this purpose.

Medical Treatment Authorization Form

A signed medical treatment authorization form allows your caregiver to consent to emergency treatment when you're unreachable. Most pediatricians' offices have policies about this, and formal templates are widely available online. The form should include the child's full name, your name and contact information, the caregiver's name, and clear guidance about what decisions the caregiver is authorized to make — including ER care and medications.

Daily and Bedtime Routine Instructions

A child who normally goes to bed at 7:45 PM may seem impossible to manage at 9:00 PM. Often the problem isn't the babysitter — it's that the routine changed. Children find real comfort in knowing what comes next, especially when their parents are away. Routines help children feel secure and reduce stress during transitions.

Meals and snacks:

Meal times and approved snacks
Allergy restrictions and foods to avoid
Favorites (especially helpful for picky eaters)
Foods that are off-limits or cause issues
Simple meal suggestions or prep notes so the sitter knows what to make without guesswork

Nap schedules:

Typical nap time and pre-nap routine
What to try if your child refuses to sleep
Likes and dislikes — for example, preferred activities or favorite toys that help your child settle

Bedtime routine — step by step:

Bath
Pajamas
Brush teeth
Storytime
Lights out

The more specific you are, the better. Leave specific instructions for bath time and bed time so the caregiver can follow the familiar routine your child knows best. That also makes it clear what you expect. A caregiver guessing will spend an extra twenty minutes on it — and the result won't be pretty.

Screen time:

Approved apps and shows
Time limits
Device passwords if needed

Chores and responsibilities:

Toy cleanup expectations
Homework
Pet feeding or care

The Information That Isn't an Emergency (But Still Matters)

These details won't prevent a crisis. But they'll make life easier for the caregiver and everyone else.

Comfort items: favorite blanket, stuffed animals, nightlight, or music playlist
Fears and triggers: thunderstorms, loud noises, the dark, separation anxiety; this kind of important information helps a sitter support your child's daily life more consistently
What helps when they're upset: calming phrases, distraction methods, sensory tools, specific comfort routines

A caregiver who knows your child prefers a tight hug over being talked to during a meltdown is a caregiver who can actually help. Include notes about behavioral or anxiety issues — things like difficulty transitioning between activities are genuinely useful for a caregiver to know in advance.

House Rules and Family Expectations

Your home, your rules. But your caregiver also needs to know what to expect, not just what the rules are.

Discipline: What approaches work, how you handle tantrums, how you handle sibling conflict, and any specific instructions for handling pushback
Visitors: Whether guests are allowed, how to handle deliveries or people at the door
Outdoor play: Approved areas, helmet requirements, water safety rules
Internet and devices: Online safety expectations, social media rules
Transportation: Whether the caregiver can drive your kids, car seat requirements, approved destinations

Emergency Information to Leave Behind

This section deserves its own clearly labeled tab in your binder.

Fire escape plan:

Primary and backup exit routes
Family meeting location outside the house

Severe weather:

What to do for tornadoes, flooding, or other regional weather events
Where to shelter in your home

Medical emergencies — step by step:

Call 911
Call parents
Locate the caregiver binder
Follow the child's emergency action plan

When to call 911:

Difficulty breathing
Severe allergic reaction
Unconsciousness
Major injuries or head trauma
Seizures

Always make it clear to your babysitter that it's okay — and expected — to call 911 if they think something is wrong, even if they're not certain. Emergencies do happen, and they should call from anywhere — your home, the park, or the pool — if they believe it is urgent. It's always better to overreact than to underreact.

Evacuation:

Where emergency bags are stored
Medication locations
Safe destinations if you need to leave the home

Home Information and First Aid Kit Location Your Caregiver Needs

Access and security:

Alarm codes and step-by-step arming and disarming instructions
Garage code and spare key location
Gate codes if applicable

Give the caregiver a quick tour when they arrive so they know room-specific rules, where important items are stored, and have easy access to what they may need.

Wi-Fi: Network name and password

Important locations:

First aid kit
Flashlights and batteries
Fire extinguisher
Diapers and cleaning supplies

Make sure first aid, flashlights, and other safety supplies are easily accessible and physically pointed out, not just written down.

Utility shutoffs (for longer stays or emergencies):

Water shutoff valve
Gas shutoff
Electrical panel location

Information for Overnight Caregivers

Overnight situations add a new layer of responsibility — and a new list of things to communicate.

Morning routines:

Wake-up times for each child
Breakfast preferences and any restrictions
School morning responsibilities

School and transportation:

School name, teacher, and specific pickup and drop-off procedures
Bus stop location and timing
Authorized adults who are allowed to pick up your child
Car seat requirements and location

If a child gets sick overnight:

Who to call first
Medications approved for use, with dosing instructions
Under what circumstances to go to urgent care or the ER

Pet care responsibilities:

Feeding schedules and food location
Any medications or special instructions

Extra clothing:

Where to find it, especially for young children or infants, and where the diaper bag is packed with outing essentials

Bedtime specifics:

Is there a later bedtime for the overnight?
Any special overnight comfort items or needs, including the same bedtime cues they use with parents?

For longer stays, provide a loose daily schedule — not hour by hour, but enough to keep mornings and evenings on track.

Information for Infants and Special Needs Children

Caregivers of infants and children with special needs require additional specificity.

Infants:

Bottle preparation instructions
Breast milk storage guidelines or formula mixing instructions
Safe sleep practices — firm mattress, no loose bedding, back to sleep
Feeding schedule and how to recognize hunger cues for your baby
Comfort items or cues that help soothe the baby

Special needs:

Time-sensitive medication schedules and tracking logs
Therapy routines to maintain, such as occupational, speech, or behavioral
Sensory supports and calming strategies
Communication methods your child uses
Individual triggers and preferences

The more specific you are here, the more confident your caregiver will feel — and the more secure your child will be.

What Grandparents Need to Know

While grandparents are often the first people many families trust with childcare, they can benefit just as much from having written information, especially whether your child is staying at grandparents house or grandparents are watching them in your home. Familiarity doesn't eliminate the need for preparation — and in some cases, a close relationship can actually create blind spots about what to do when something unexpected happens.

Grandparents should receive the same core information as any professional caregiver: contacts, medical details, insurance information, and emergency procedures. Beyond that, there are specific areas to address proactively:

Safe sleep: Current recommendations have changed significantly. No blankets, pillows, or toys in the crib for infants; firm mattress; back to sleep.
Car seat laws: Requirements are stricter and more detailed than a generation ago. Make sure grandparents know which seat your child uses and how to install it correctly.
Food safety: Certain foods — honey for infants under one year, whole grapes for toddlers — have age-based restrictions.
Screen time: Share your family's specific expectations so there's no guessing.
Discipline: Talk through what approaches work for your child, and be specific about what doesn't.

Grandparents should also consider refreshing their knowledge of basic first aid and CPR — many local organizations offer short courses specifically designed for grandparent caregivers.

This isn't a critique. It's preparation. And most grandparents genuinely appreciate the clarity, especially when it covers the daily details a mom or mother usually handles.

School, Activities, and Transportation

If your caregiver is handling pickups, drop-offs, or activities, they need specifics — not just a general idea of the schedule.

School name, teacher name, and specific pickup and drop-off procedures
Authorized adults who are permitted to pick up your child
Any custody or authorization considerations affecting pickup
Extracurricular schedules, equipment locations, and how your child gets there
Whether the caregiver is permitted to transport your children, and under what circumstances

If the caregiver will be driving, they need a medical authorization form, a copy of the insurance card, and clear written permission to transport the children.

Common Mistakes Parents Make

Relying on verbal instructions alone. Information shared during a rushed departure gets lost quickly.
Leaving outdated information. Medical details, contact numbers, and emergency contacts change over time.
Forgetting backup contacts. What happens when you're in a meeting, on a plane, or simply can't be reached?
Assuming caregivers know your routine. They don't — unless you write it down.
Not updating after major changes. New medication, new school, new address, new emergency contact — any of these should trigger an immediate update.

How to Build a Caregiver Emergency Binder

An organized, clearly labeled binder kept somewhere visible — on the kitchen counter, a shelf by the front door, or the fridge — is one of the most practical safety investments you can make for your family.

Suggested Binder Sections

Organize it with the following tabs so important information and emergency info stay together in one easily accessible place:

Quick Reference Sheet — one-page overview for immediate use, with an example like your child's full name, allergies, and your phone number
Emergency Contacts — parents, backups, neighbors, all healthcare providers, and a trusted adult such as a nearby family member or friend if parents are unreachable
Medical Information — allergies, conditions, emergency action plans, medication charts
Insurance Documents — insurance card copies, policy details, subscriber information
Daily Routines — meals, nap, bedtime, screen time, and chore expectations
School Information — school contacts, teacher details, pickup procedures, activity schedules
Transportation Permissions — authorized drivers, car seat instructions, approved destinations
Emergency Action Plans — fire escape plan, severe weather procedures, medical emergency steps
Legal Documents — signed medical treatment authorization form, any custody documentation affecting pickup

This structure helps caregivers find what they need without searching. If they're handing the binder to a paramedic, the medical section should open immediately.

Where to store it: Somewhere accessible and obvious. If your caregiver has to search for it, it's in the wrong place. Post a one-page quick reference on the fridge and keep the full binder on a nearby shelf or counter.

How often to update it: Every six months as a standard review. Update immediately after any major change — new medications, a different school, moved addresses, or new emergency contacts. Allergies can develop, contacts change, and children's weights affect medication dosing, which is why regular updates matter.

Digital or paper? Both. A printed binder is available when phones are dead or Wi-Fi is down. A digital version in a secure shared folder or family organization app is easy to update in real time and accessible if something changes while you're traveling.

Downloadable Babysitter Information Sheet

The most useful thing you can do right now is put together a single quick-reference page with the most important information in one easily accessible place your caregiver can grab in an emergency.

Your one-page sheet should include:

Home address — written clearly, critical for 911 calls
Your cell numbers
Two backup contacts with phone numbers
Important phone numbers, including your pediatrician, poison control, and a nearby hospital
Child names, ages, and photo
Allergy list with severity and treatment
Current medications
Insurance provider, policy number, and insurance company contact information
Brief emergency instructions

Post one on the fridge. Keep a copy in the binder. Laminate it if you want to reuse it each time — just use a dry erase marker to update your destination and any changing details each time you leave.

Emergency quick guide to add to the same sheet:

🔴 Fire: Primary exit, meeting spot outside, call 911
🔴 Medical emergency: Call 911 first, then parents, then get the binder
🔴 Severe weather: Where to shelter, what to bring
🔴 Evacuation: Grab emergency bag, medications, binder

Frequently Asked Questions

What information should I leave for a babysitter?
At minimum: your contact information, two backup contacts, your home address, child names and ages, allergy details, current medications, insurance information, and basic emergency instructions. Daily routines and house rules are also important for longer stays, and personalized notes help if routines differ for a son or daughter.

Should babysitters have medical information?
Yes — any caregiver, even for a short evening, should know about allergies, current medications, and what to do in a medical emergency. This includes where medications are stored and how to use them.

Should babysitters know where medications are stored?
Absolutely. Knowing that a medication exists is not enough in an emergency. Your caregiver needs the exact location of the EpiPen, inhaler, or other medication — and how to administer it if needed.

Do babysitters need insurance information?
Yes. A copy of your insurance card allows a caregiver to authorize emergency treatment on your behalf and prevents delays at the ER. It's typically the first item requested.

What emergency contacts should babysitters have?
Your cell numbers, at least one nearby backup contact, a trusted adult or family member if parents are unreachable, your pediatrician's number including after-hours, Poison Control (1-800-222-1222), and the nearest children's hospital.

What should I leave for a caregiver during an emergency?
During an emergency, caregivers should have immediate access to the child's medical information, emergency contacts, insurance information, medication instructions, your home address, and your child's emergency action plans. Keeping all of this in a clearly labeled emergency binder or babysitter information sheet means caregivers can respond quickly and confidently, even in high-stress moments.

What should grandparents know when babysitting?
Everything a professional caregiver would need — plus specific conversations about updated safety guidelines on safe sleep, car seat requirements, food safety, screen time expectations, and your family's discipline approach.

What emergency information should grandparents have?
The same complete set as any caregiver: emergency contacts, medical history, allergy list, insurance copy, and a signed medical treatment authorization form. Don't assume shared knowledge — write it all down.

How do I create a babysitter information sheet?
Start with a single page covering your contact information, your home address, child allergies and medications, two backup contacts, and emergency numbers. Post it on the fridge. Then build a fuller binder for medical details, routines, and house rules.

What should be in a nanny binder?
A nanny binder typically includes everything in a caregiver information sheet plus school and activity schedules, authorized pickup lists, transportation permissions, therapy routines, detailed house rules, and copies of all medical documents and insurance cards.

What should I leave for an overnight babysitter?
Everything a regular sitter would need, plus morning routines, school transportation instructions, breakfast details, what to do if a child gets sick overnight, pet care responsibilities, and extra clothing locations.

How often should caregiver information be updated?
Every six months as a standard review. Update immediately after any major change — new medications, a new school, address changes, or new emergency contacts.

Should I keep caregiver information digitally?
Yes — alongside a printed copy. Digital versions are easy to update and share remotely. Printed copies are available when technology fails.

What belongs in a family emergency binder?
Contact information, medical records, insurance card copies, emergency action plans, house rules, daily routines, school and transportation details, fire escape plans, and a signed medical treatment authorization form.

Conclusion: Small Preparation, Big Peace of Mind

You can't predict every situation. You can't control every outcome. But you can make sure the person caring for your children has the right information when it matters most.

A written babysitter information sheet protects your children, gives your caregiver the confidence to act decisively, and lets you actually enjoy the time you're away. Building a complete caregiver binder takes a few hours. Maintaining it takes a few minutes every six months.

Start simple: one page on the fridge with your contact information, your child's allergies, and basic emergency instructions. Then build from there. A complete binder is the goal — but something written and accessible is always better than nothing.

Notes From the Nest from Everyday Works helps families organize exactly this kind of caregiver information — routines, schedules, emergency contacts, and all the details that matter when you're not there. It's the digital version of the binder on your counter, always up to date and always accessible.