Hey Raha blog · Family life

Nanny School Handover Checklist

By Marie Adly · 24 October 2026

The first week with a new nanny usually goes wrong in small ways. The school changes pickup to 12:30 for a staff day and the email went to you, not them. PE kit was needed on Tuesday, not Thursday. The office will not release your child because the nanny is not on the list. None of this is the nanny's fault. It is a handover gap.

This checklist covers what a nanny needs to know about school, written so you can copy it into a one or two page family handbook. Nannies on forums such as r/Nanny say the same thing again and again: a short, written binder on day one beats a long verbal briefing at the door.

Last updated: 24 October 2026

1. Pickup and drop off rules

School name, address and the exact gate or door for each child
Drop off and pickup times for each day, including early finish days
The school's collection policy: most schools release children only to named adults. Add your nanny to the school's authorised list in writing, and tell the class teacher.
Any password or ID the school asks for
Route and transport: walking route, bus stop, car seat or booster rules, parking spots
What to do if they are running late, and who to call at the school
After school clubs: which day, where, finish time, and who collects

2. School contacts

School office phone and email
Class teacher name for each child
School nurse or medical room
Who to contact for absence (many schools want a call or app message before a set time)
The school app or portal your family uses, and whether your nanny should have access

3. The weekly school calendar

This is where most problems start. School information arrives in emails, newsletters, apps and class chats, and usually only to parents. Write down the regular pattern:

PE days and what kit is needed
Library book day, show and tell, swimming
Homework days and how much help you want the nanny to give
Packed lunch or school lunch, and any snack rules
Uniform days versus non uniform or dress up days

Then agree how one off events reach the nanny: trips, early closures, parent evenings, photo days, closures for weather. A weekly Sunday message works. So does a shared calendar.

Or let the plan reach them on its own

Hey Raha reads your school emails and turns them into a calendar, tasks and alerts that you can share with your nanny, so they see early finishes and kit days without you forwarding everything.

Try free for 14 days

4. Health and safety at school

Allergies, medication and care plans, and whether the school holds medication
What the nanny should do if the school calls about illness
Your rule on when a child stays home (fever, vomiting, the school's exclusion guidance)
Emergency contacts in order, including a backup adult who can collect
Doctor or paediatrician details

Keep sensitive information to what the role needs, and store it safely.

5. When plans change

Agree these in advance so nobody has to guess:

School closes early or unexpectedly: who decides, who collects
Your child is unwell at school: can the nanny collect without calling you first?
A friend's parent offers a playdate at the gate: yes, no, or check first?
A teacher wants a word at pickup: what the nanny can discuss and what to pass to you

6. What the nanny should pass back to you

A good end of day handover takes five minutes. Ask for:

Anything the teacher said at the gate
Letters, forms or reading records in the bag
Homework set and done
Mood, friendships, anything that seemed off
Accidents, injuries or incidents
Anything that needs a decision from you

Nannies often notice changes first, such as a child who suddenly does not want to go in, or one who is quiet after school. Make it clear they should tell you, without judgement.

7. The first week plan

Day 1: walk the school run together, show the gate, introduce the nanny to the teacher and office
Days 2 to 3: the nanny does pickup with you nearby or on call
End of week 1: sit down for 15 minutes, check what was unclear, and update the handbook

Printable nanny school handover checklist

[ ] Nanny added to school authorised collection list, in writing
[ ] Teacher and office introduced
[ ] Drop off and pickup times written for each day
[ ] Clubs, days and finish times listed
[ ] School office number and teacher names saved in nanny's phone
[ ] Weekly pattern written: PE, library, swimming, homework, lunch
[ ] Agreed way to share one off school events
[ ] Allergies, medication and care plans shared
[ ] Sick child rules agreed
[ ] Emergency contacts and backup adult listed
[ ] Rules for playdates and lifts agreed
[ ] End of day handover routine agreed

Frequently asked questions

What should a nanny know about school on day one?
The pickup gate and time, that they are on the authorised collection list, the teacher's name, the school office number, allergies and medication, and what to do if they are late.

Should my nanny have access to the school app?
It depends on the school's rules and your comfort. Some schools allow a second contact; others do not. If not, share the key dates yourself each week.

How do I tell the school about a new nanny?
Email the office and class teacher with the nanny's full name, the days they will collect, and a photo if the school asks. Follow the school's collection policy.

What goes in a nanny handover note?
The daily routine, school times, contacts, health information, house rules, and a short list of what to report back. Keep it to one or two pages and update it.

How often should we review the handover?
At the end of the first week, then at the start of each term, when timetables and clubs change.

Sources

Reddit r/Nanny, "How to coach my new nanny" (forum, qualitative): reddit.com/r/Nanny
Nannytax, Your new nanny's first week: nannytax.co.uk
Google autocomplete for "nanny handover", "nanny school pickup", "what to tell a new nanny" (pulled 24 Oct 2026; qualitative, no volumes)
GOV.UK, Bullying at school (for the note on schools' behaviour policies, cross reference): gov.uk/bullying-at-school

Want it on paper? Download the free 2-page nanny helper sheet.

More from the blog: the Hey Raha blog hub. New here? Our practical guides walk through the day-to-day.