Who should I list as an emergency contact for childcare?

“Who should I list as an emergency contact?”
“Do I really need more than one?”

This is one of those parts of enrolment that often gets filled out quickly, sandwiched between more “official-looking” forms, but it’s actually one of the most important. Emergency contacts are about one thing: making sure your child is safe, supported and able to be collected if something unexpected happens. Let’s outline what childcare services need, why it matters and how to get it right without overthinking it.

What counts as an emergency contact

An emergency contact isn’t just a backup phone number. It’s a person your childcare service can rely on if they can’t reach you and, importantly, someone who may be authorised to collect your child.

This could include:

• A grandparent
• A close family friend
• A neighbour
• A trusted colleague

It doesn’t have to be:

• A parent
• Someone who lives with you
• A relative
• Someone listed “just in case” without real availability

What matters most:

• They’re trusted by you
• They’re contactable during the day
• They’re able to act if needed

Why services ask for more than one

If you’ve ever wondered why centres ask for multiple emergency contacts, it’s not just a formality. It’s about planning for real life. But the reality is: phones go unanswered, meetings run over and people are often just unavailable.

Having more than one contact ensures: there’s always a backup option, your child isn’t left waiting in an urgent situation and most importantly, the service can act quickly and safely.

In Australia, services are expected to:

• Maintain accurate emergency contact details
• Ensure authorised persons are clearly recorded
• Follow strict procedures about who can collect a child

This is part of broader childcare safety and compliance requirements under the National Quality Framework (NQF). Simple rule of thumb: if your first contact can’t answer, who’s next?

When emergency contacts might be called

This is where it becomes very real. Emergency contacts aren’t just a checkbox, they’re used when something needs to happen quickly. Common situations include:

Illness

If your child becomes unwell and you can’t be reached

Incidents or accidents

If immediate contact is needed and you’re unavailable

Late pickup or unexpected changes

If plans shift and the service needs someone else to step in

What happens in practice:

• The service will always try to contact you first
• If they can’t reach you, they’ll move through your listed contacts

Choosing the right emergency contacts

This is where a little thought upfront makes a big difference.

Ask yourself:

• Can this person realistically answer during the day?
• Can they get to the service within a reasonable time?
• Would I feel comfortable with them collecting my child?
• Can I trust them to act on my behalf if required?

Good choices often are:

• Nearby family members
• Close friends who live or work locally
• People already part of your child’s life

Less ideal choices:

• Someone who travels frequently
• Someone who is difficult to reach
• Someone who isn’t comfortable taking on the responsibility 

It’s better to have two solid, reliable contacts than a longer list of “maybe” options.

Keeping emergency details up to date

This is the part that’s easy to forget but incredibly important.

You should update your details if:

• Someone changes their phone number
• A contact moves away
• Work schedules change
• Relationships or circumstances shift

Why this matters:

Outdated information can:

• Delay response times
• Create confusion in urgent situations
• Make it harder for services to act quickly

How emergency contacts fit into enrolment

Emergency contacts are one piece of the wider enrolment process but they play a critical role.

They sit alongside:

• Personal details
• Medical and immunisation information
• The Complying Written Agreement (CWA)
• Authorised Nominees (people you give legal permission to pick up your child from care)

Emergency contacts might feel like a small part of enrolment, but they carry a lot of weight. They’re the people who step in when plans don’t go to plan. They’re your backup, your safety net, your “just in case”. When you choose them thoughtfully, you’re not just filling in a form, you’re helping create a safe, responsive environment for your child.