Should a daycare charge a deposit to hold a waitlist spot?

A refundable deposit between $50 and $200 is common and signals real intent without becoming a barrier. Non-refundable deposits are more controversial and depend on local market norms. Either way, the deposit policy should be stated clearly on the call so the parent does not feel surprised at enrollment.

How long should a daycare keep a family on the waitlist before removing them?

Standard practice is 90 days with a monthly check-in. If the family has not responded to two consecutive monthly check-ins, move them to an inactive list. Removing without notice is a common reputation risk on Google and parent forums. A simple "are you still interested" text once a month avoids this entirely.

What is the biggest mistake on a daycare waitlist call?

Giving the parent a vague time window ("a few months, hard to say") instead of a specific range in weeks. Vagueness is interpreted as the center not really wanting their business. Even a wide honest range (six to fourteen weeks) outperforms vague reassurance.

What to Say When a Parent Calls About a Daycare Waitlist

The four-minute call structure

A waitlist call is not a rejection call. Treated correctly, it is the start of a relationship that may convert in three weeks or three months. Open with empathy ("I know this is frustrating, you are definitely not the only family in this situation right now"), then move through four blocks: confirm the need, set the wait window, capture contact info, and commit to a next touch.

Block 1: Confirm the need

Ask three specific questions. "What is your child date of birth?" gives you the age group. "When are you hoping to start care?" gives you the urgency. "Is this for full-time or part-time?" tells you which slots could open up for them. Write the answers down. These three data points determine which waitlist position they actually take.

Block 2: Set the wait window honestly

Give the parent a realistic time window in weeks, not in months. "We are looking at roughly six to ten weeks for a full-time infant spot, based on how the current room is moving." Avoid "I will let you know" (lazy) and avoid "We have no idea" (untrustworthy). Operators who give specific windows convert significantly more waitlist parents than those who hedge.

Block 3: Capture three contact methods

Get the parent cell number, the other parent or guardian cell number, and the best email. Many waitlist conversions are lost because the center calls one parent who is at work and cannot answer, when the spot is offered with a 24-hour acceptance window. Capturing both parents and email gives you three independent channels to reach the family fast.

Block 4: Name a specific next touchpoint

Never end the call without a commitment. "I will reach out the second a spot opens, and I will also check in with you at the end of the month either way, just so you know where you sit." This single sentence is the difference between a waitlist parent who stays warm and one who enrolls at the next center over within ten days.

Optional: cancellation notification list

Some centers offer a separate "cancellation alert" list. Spots open unpredictably (a family relocates, a job change, a schedule shift). Families on the cancellation list get a text within an hour of a spot opening with a four-hour window to claim it. Parents who are flexible love this option, and it converts otherwise lost inquiries.

What to say when a parent calls about a daycare waitlist