Hey Raha blog · Printables

How to brief your nanny or helper for the school week: free 2-page sheet

By Marie Adly · 26 October 2026

I'm Marie, the founder of Hey Raha. When a new school week starts, the person doing pickup often knows less than anyone about what's happening: which day is PE, who is allowed to collect, when the costume is due. I made this sheet so you can put all of that on paper once, sit down with your nanny or helper for ten minutes, and both work from the same page. It's free, it prints on two sides of A4, and you fill it in by hand.

What's on the sheet

Page 1: the school week

• Weekly school rhythm: a Monday to Friday table for drop-off and pick-up, uniform or PE, clubs, and things to bring.
• Who can collect: names and relation, plus any password or ID the school asks for. The school needs collection permissions from you in writing.
• Key contacts: school office, school nurse, class teacher, both parents and a back-up adult.
• Allergies and medical notes: allergies, medicines and doses, where medicines are kept, doctor or clinic, and what to do if a child is unwell at school.
• Handling school changes and last-minute notes: who tells your helper about changes and how, what happens if school closes early or a club is cancelled, and where letters from school go.

Page 2: this term, after school, and keeping you posted

• This term checklist: term dates, half term or holidays, school events, costume or dress-up days, bake or cake sale days, trips, forms to sign or return, and money due, each with a date and a done box.
• After-school routine: snack, screen time, play, dinner, bath and bed.
• Homework: when, where, daily reading, how much help, and packing the bag for tomorrow.
• What to tell you and when: straight away (injury, illness, a call from school, a late or changed pickup), same day (notes in the bag, something needed tomorrow, a hard day) and end of week (supplies, uniform, next week's dates).

How to use it with your helper

1. Print both pages and fill in page 1 yourself first. Leave gaps where you're unsure.
2. Sit down together for ten minutes. Go through each box out loud and let your helper ask questions and add notes in their own words.
3. Fill in the term checklist from the school calendar and the last few school emails.
4. Agree the "what to tell us and when" rules, so small things wait for the end of the day and urgent things don't.
5. Put the sheet where you both see it every day, and update it at the start of each term or when the timetable changes.
6. If a letter or class message arrives, ask your helper to photograph it and send it to you the same day.

Nanny helper sheet FAQ

Is the sheet really free?
Yes. It's a free PDF with no sign-up. Download it, print it and use it as often as you like.

Can I fill it in on my phone?
It's designed for printing and writing by hand, so it works well on the fridge or by the door. You can also open the PDF and add notes in any PDF app.

Is it only for nannies?
No. It works for any helper, grandparent, au pair or friend who does school runs for you.

How often should I update it?
At the start of each term, and whenever clubs, PE days or pickup arrangements change.

Does it work for schools outside the UAE?
Yes. The sections are general, so it suits schools in the UK, US, Canada, Australia and the Gulf.

What should my helper do with letters or messages from school?
Agree that they photograph any letter or class message and send it to you the same day. You can forward those to Hey Raha if you use it.

Related guides

• How to brief your nanny or helper for the school week
• Nanny school handover checklist
• Nanny briefing template (UAE)
• Remote learning with a nanny or helper (GCC)
• Remote learning day checklist (free printable)
• School emails survival guide (GCC)

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