How to stay organised while you’re on childcare waitlists

There’s a stage of the childcare search that doesn’t get talked about much: the waiting. You’ve researched services, submitted the forms and joined the waitlists. Now you’re left wondering:

• Which services did I contact?
• When should I follow up?
• What happens if I miss a call?
• Is there anything else I should be doing?

If that sounds familiar, you’re not disorganised. Childcare waitlists simply come with a certain amount of uncertainty and mental load. The good news is that you don’t need an elaborate system to stay on top of things. A simple list, a few reminders and some realistic expectations can make this stage feel much more manageable.

Keep a record of your childcare waitlists

Once you have contacted several services, the details can quickly begin to blur together.

Create a simple list using your phone, a spreadsheet or even a piece of paper. Include:

• the service name and location
• the date you joined the waitlist
• the service’s phone number and email address
• your preferred starting date and days
• any notes from your enquiry or tour

You might also record what stood out about each service. This can make it easier to compare your options if you receive more than one offer.

Save each service in your phone contacts

Save the name and number of every childcare service you are waiting to hear from.

Childcare offers may come by phone, and you are much more likely to answer when you recognise the caller. It also means you won’t be left wondering whether the unknown number you missed was important.

Check that your voicemail is set up and that your inbox is not full. It is also worth checking your junk email folder occasionally in case a message has been filtered there.

Set a reminder to follow up

Many parents report that they do not receive updates from service providers after joining a waitlist and are left wondering if they are even still “on the list”. Many are unsure whether they should contact services regularly after joining a waitlist. It is certainly reasonable to check in occasionally, particularly if:

• your preferred start date is getting closer
• your required days have changed
• your work or family circumstances have changed
• it has been a few months since you last made contact
• you have received few or no updates from the service provider and are concerned about your application

There is no universal rule about how often to follow up. Every few months, or when you have a meaningful update, is usually enough if you are not urgently seeking care.

Contacting the service very frequently is unlikely to make a place become available sooner. A polite, occasional check-in is a better approach.

Keep your follow-up message simple

You do not need to write a long explanation. A short message can confirm:

• that you are still interested in a place
• your preferred starting date and days
• whether anything has changed
• you’re keen to hear any updates they can provide
• the best way to contact you

Update services when your circumstances change

Your childcare needs may become clearer while you wait. You might confirm your return-to-work date, change your preferred days or decide that one location is more practical than another.

Let services know about important changes. Updated information can help them understand whether a place that becomes available may suit your family.

It is especially helpful to tell a service if you have become more flexible. For example, you may originally have requested three particular days but later become open to a different combination.

Review your options as your plans become clearer

You do not need to stay on every waitlist forever. It may be time to reassess your list if:

• your preferred starting date has changed significantly
• a service no longer feels suitable
• your location or work arrangements have changed
• you have accepted an offer elsewhere
• you are now certain which services you would choose

You may decide to focus on your preferred services while keeping one or two realistic backup options. When a service is no longer an option for your family, let them know. This helps keep their waitlist information current and may allow them to contact another family sooner.

Leave room for some flexibility

Childcare offers do not always arrive in the exact combination families originally requested. A service might offer:

• fewer days than you need
• different days
• a later starting date
• one day now, with the possibility of more later

Before you receive an offer, think about which parts of your request are essential and where you could be flexible. You do not have to accept an arrangement that will not work for your family. However, knowing your boundaries in advance can make it easier to respond when an offer arrives.

Try not to stress while you wait

Childcare availability can change for reasons outside your control and it can be frustrating that services can’t always give you clear updates or a firm timeline. Setting up a simple system to record waitlist details and set occasional reminders will make things feel a little less stressful. 

Once you have recorded your waitlists, saved the contact details and set a few reminders, you have done what you can. Stay contactable, update services if your needs change and allow yourself to step back while you wait.