Daycare Startup Document Pack

A practical, organized checklist for launching a licensed daycare in Vancouver, BC — built for licensing, operations, hiring, funding/loans, and marketing.

Ready-to-plan format

Everything you should prepare — grouped, structured, and easy to follow

This page turns your daycare idea into a documentation system you can hand to licensing officers, contractors, staff, and banks. Use the checkboxes as you build each part. You can also print it to PDF for a clean planning binder.

📌 Fastest path to “open-ready”

Build the Business Plan + Financial Model, then complete the Licensing Binder policies and forms. These unlock everything else.

🏦 Loan-ready from day one

Your Funding & Loan Package is just your master plan + proof + estimates, organized like a lender’s due diligence folder.

1) Core “Master Plan” (the backbone of everything)

These docs power licensing, loans, hiring, marketing, and daily operations. Start here.
⭐ Highest priority
Business Plan — what to include (copy checklist)
  • Executive summary (1 page): concept, ages served, capacity, location, start date, funding ask.
  • Business model: hours, pricing, enrollment ramp, waitlist strategy.
  • Market analysis: neighborhood demand, competitor comparison, differentiators.
  • Operations: staffing model, daily schedule, drop-off/pick-up flow, meals, supervision approach.
  • Compliance & risk: licensing pathway, safety, contingency plans.
  • Growth plan: 1–3 year expansion, programs, second location strategy.
Financial Model — recommended tabs (structure)
  • Startup costs: renos, equipment, deposits, licensing/permits, insurance.
  • Staffing: roles, wages, benefits, coverage assumptions.
  • Revenue: capacity by age group, enrollment ramp, subsidy assumptions.
  • Operating expenses: rent, utilities, food, cleaning, supplies, software.
  • Cash flow: break-even, worst-case scenario, contingency cash.

2) Licensing Application Binder

Keep this as a single “binder” folder. Build policies + forms so inspections and approvals go smoothly.
⚡ High priority
Policies — your “must include” list (copy checklist)
  • Health & safety: sanitation schedule, infection control, safe sleep, supervision rules.
  • Emergency: evacuation, shelter-in-place, earthquake/fire response, drills, parent communication.
  • Food & nutrition: menus, allergies, food handling.
  • Medication: storage, consent, dosing record, administration process.
  • Incident reporting: injury/illness/near-miss reporting and parent notification workflow.
  • Child protection: mandatory reporting process + internal escalation.
  • Transportation (if applicable): car seat policy, trip forms, driver requirements.
Suggested binder sections (organization)
  • A. Applications — completed forms, operator details, capacity plan.
  • B. Facility — floor plan, room use, equipment lists, cleaning schedule.
  • C. Policies — manual, safety, food, medication, incidents.
  • D. Staffing — qualifications, onboarding checklist, CRC tracking.
  • E. Parent & child forms — registration, consents, emergency contacts.

3) City of Vancouver Development & Permitting File

This is the folder you (and your designer/contractor) will use to confirm feasibility, plan the build-out, and reduce delays.
🏗️ Build + site
What your feasibility memo should cover (copy checklist)
  • Address + neighborhood: target families, local demand, competitor density.
  • Space plan: classroom sizes, storage, staff room, kitchen/food area, outdoor access.
  • Safety & access: entrances, controlled access, visibility lines for supervision.
  • Renovation scope: what must be changed to meet childcare use requirements.
  • Timeline & risk: long lead items, permit dependencies, contingency budget.

4) Operations “Playbooks”

Short, printable SOPs + parent/child forms. This is what makes opening day smooth.
🧠 Run the center
Forms to prepare (starter set) (copy list)
  • Child registration & emergency contacts
  • Authorized pickup list
  • Allergy & medical information
  • Photo/video consent
  • Field trip consent
  • Behavior guidance agreement
  • Illness exclusion acknowledgement
Parent handbook essentials (must include)
  • Hours, closures, late pickup policy
  • Fees, payment methods, NSF policy
  • Sick policy + return-to-care rules
  • What to bring (clothes, diapers, etc.)
  • Communication expectations + reporting format
  • Inclusion statement and support approach

5) HR & Staffing Binder

Make staffing auditable and scalable: hiring docs, compliance files, and a coverage plan.
👥 Team
Each staff file should contain (copy checklist)
  • Qualifications + certifications copies
  • Criminal record check status & dates
  • First aid / required training records
  • Signed orientation checklist
  • Emergency contact info for staff

6) Legal, Insurance, and Risk Documents

Protect the business. This reduces liability and makes lenders more comfortable.
🧯 Protect
Note: This section is a planning checklist and not legal advice—use it to prepare what you’ll review with a lawyer and insurance broker.

7) Funding & Loan Package (bank-ready)

A single “Due Diligence Folder” that a bank can scan quickly: plan + proof + estimates + risk controls.
💸 Finance

8) Marketing & Sales Documents

Your goal is simple: build trust fast and fill spots early with clear messaging and a smooth tour + intake process.
📣 Fill spots
Flyer content structure (fast trust) (copy list)
  • Headline: “Safe, warm, structured care in Vancouver” (or your unique angle)
  • Quick facts: ages, hours, location, contact
  • What makes you different: curriculum style, outdoor time, nutrition, language, etc.
  • Trust signals: staff qualifications, safety policies, communication style
  • Clear CTA: “Join the waitlist” / “Book a tour”

9) Your “Single Source of Truth” Folder Structure

Keep everything discoverable and versioned. Add a simple document-control log for updates.
🗃️ Organize
01_BusinessPlan_&_Financials 02_Licensing_Applications 03_Policies_&_Manuals 04_Permits_&_Design_Plans 05_HR_&_Staffing 06_Parent_Forms_&_Handbook 07_Insurance_&_Legal 08_Marketing + Document_Control_Log.xlsx - Document name - Owner - Version - Last updated - Next review date