What documents do I need to enrol in childcare?

Once you accept a childcare place, the paperwork tends to arrive quickly.

And somewhere between the forms, attachments and portal logins, most parents end up asking the same thing:

“What do I actually need to provide?”

The good news is that childcare enrolment documents are usually very standard across Australia. Most services will guide you through the process step by step and follow up if anything is missing.

In most cases, you’ll need:

• child and parent details
• emergency contact information
• immunisation records
• medical information, if relevant
• signed enrolment paperwork

That’s the core of it.

The main documents and details childcare services ask for

While every service may have slightly different forms, most enrolments ask for similar information.

Child and parent details

This forms the foundation of your enrolment.

You’ll usually be asked for:

Your child’s details

• full name
• date of birth
• home address

Parent or guardian details

• names
• phone numbers
• email addresses
• home address
• workplace details (sometimes)

If relevant, services may also ask about custody arrangements or parenting orders so they understand who is authorised to make decisions or collect your child.

Why services need this information

Childcare services are legally required to keep accurate records and emergency contact details.

This information helps them:

• contact families quickly if needed
• confirm authorised carers and contacts
• support your child safely throughout the day

It may feel administrative, but it’s all there for practical and safety reasons.

Emergency contact information

This is one of the most important parts of enrolment.

You’ll usually need to provide:

• one or more emergency contacts
• authorised pick-up people
• contact phone numbers

Who makes a good emergency contact?

Ideally, someone who:

• answers their phone during the day
• can get to the service if needed
• knows your child reasonably well
• is comfortable stepping in during an emergency

It’s helpful to choose people who can realistically help if plans suddenly change.

Because sometimes they do.

Immunisation records

Most childcare services in Australia will ask for your child’s Immunisation History Statement.

This is available through Medicare and shows your child’s vaccination status.

In Australia, children generally need to be up to date with immunisations, or on an approved catch-up schedule, to access childcare and Child Care Subsidy (CCS).

Your childcare service will usually explain exactly what they need and when.

If you’re waiting on updated records or appointments, it’s best to let the service know early.

Medical information and health plans

If your child has allergies, medical conditions or medication requirements, the service will usually ask for additional information.

This may include:

• allergy details
• medication instructions
• asthma or anaphylaxis plans
• medical management plans from your doctor

These documents help educators respond safely and consistently if your child needs support while in care.

The Complying Written Agreement (CWA)

One important part of childcare enrolment is the Complying Written Agreement, often called a CWA.

This is the formal agreement between your family and the childcare service.

It usually confirms:

• your child’s booked care days
• session hours
• fees
• start date
• notice periods

The CWA is also an important step for Child Care Subsidy purposes.

You don’t need to overthink the name. It’s essentially the official agreement that confirms your childcare arrangement.

What if I don’t have everything ready yet?

This is very common.

Many parents are still gathering documents, updating records or confirming emergency contacts while completing enrolment forms.

Usually, the process looks like this:

• you submit what you have
• the service reviews it
• they follow up for anything missing

For example, you might still be:

• downloading an updated Immunisation History Statement
• organising a medical management plan
• confirming emergency contacts

That’s normal.

Childcare services work with families going through transitions every day. They’re used to helping people complete enrolments in stages.

A few things that can make enrolment easier

Download immunisation records early

This is one of the most commonly delayed documents.

Getting it sorted early through Medicare can save some last-minute stress later.

Choose practical emergency contacts

Think beyond “who would say yes?”

Choose people who are genuinely available during the day and able to collect your child if needed.

Don’t aim for perfect paperwork

Almost every family misses something the first time around.

Follow-up emails are very normal. This process is not a secret admin test.

How this fits into the bigger enrolment process

Documents are just one part of enrolling in childcare.

They sit alongside:

• accepting your childcare offer
• completing enrolment forms
• signing the CWA
• preparing for your child’s first day

Once the paperwork is done, things usually start to feel much more real and much more manageable.

To enrol in childcare, most Australian services will ask for parent and child details, emergency contacts, immunisation records and any relevant medical information. You’ll also usually sign a Complying Written Agreement (CWA) to confirm your child’s care arrangement. While it can feel like a lot at first, most services guide families through the process and follow up if anything is missing. You do not need to have every document perfectly organised from the very beginning.

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