A babysitter may be caring for your child for three hours. An emergency caregiver may unexpectedly need to take over for several days. Both need clear information, but they do not necessarily need access to every private family record.
The safest approach is to prepare information in layers: a quick emergency sheet for any sitter, detailed child and household instructions for a longer-term caregiver, and secured legal and financial records available only to the appropriate person.
The essential babysitter emergency information sheet
Leave the following information in writing, even when the sitter already knows your family.
Parent contact information
- Your full name and mobile number
- The address and phone number of where you will be
- Your expected return time
- Another way to reach you if your phone fails
Child identification
- Full legal name
- Date of birth
- Home address
- Current photo, especially for an emergency plan used outside the home
Emergency contacts
- One nearby trusted adult
- One backup adult
- An out-of-area contact for widespread emergencies
- The child’s other legal parent when applicable and consistent with custody orders
Tell the sitter whom to call first if you cannot be reached.
Medical information
- Allergies and likely reactions
- Medical conditions
- Current medications
- Pediatrician and preferred hospital
- Health insurance information
- Location of medication and first-aid supplies
- Specific emergency instructions provided by the child’s clinician
Do not write vague directions such as “give medicine if needed.” List the medicine, dose, timing, and circumstances exactly as directed by the prescribing clinician or product instructions.
The American Academy of Pediatrics recommends keeping a child’s allergies, medication list, medical history, doctors, and insurance details readily available for emergency care.
Home address and emergency numbers
Write the complete address near the main phone or on the emergency sheet. In a crisis, a sitter should not have to search for it.
Include:
- 911 for immediate police, fire, or medical emergencies
- Poison Control in the United States: 1-800-222-1222
- Pediatrician
- Preferred urgent care or hospital
- Building management, security, or a trusted neighbor when applicable
Household safety information
- Fire extinguisher location
- First-aid kit location
- Smoke and carbon-monoxide alarm information
- Safe exit routes
- Storm shelter or safest interior location
- Pool, firearm, pet, or other household hazards
- Alarm instructions the sitter is authorized to use
Firearms, medications, cannabis products, alcohol, cleaning chemicals, and other hazards should be secured before the sitter arrives. Written instructions are not a substitute for physical safety controls.
Daily care instructions
Give the sitter a short, usable schedule rather than a long biography.
Include:
- Meals, snacks, bottles, or formula instructions
- Food allergies and foods not allowed
- Bedtime and nap routine
- Toileting or diaper needs
- Screen-time and internet rules
- Homework responsibilities
- Comfort items and calming techniques
- Pets and doors that must remain closed
- Whether visitors are permitted
- Whether the child may leave the home
Mention relevant fears, sensory needs, wandering risk, behavioral triggers, or communication difficulties.
Transportation and pickup rules
If the sitter or caregiver may transport your child, document:
- Where the child may be taken
- Vehicle and car-seat requirements
- School or childcare pickup procedures
- Who is authorized to pick up the child
- People who must not receive the child
- What to do if an unauthorized person appears
Make sure the school or childcare provider has completed its own authorization process. A note in your home may not satisfy its rules.
What an emergency caregiver needs beyond a babysitter
A person who may care for your child overnight or for several days needs more detail:
- Complete school schedule and attendance procedure
- Medication log
- Activities, transportation, and church schedule
- Clothing, hygiene, and laundry needs
- Detailed food and bedtime routines
- Home access and utility contacts
- Pet care
- Insurance and document locations
- Custody orders and legally valid authorizations
- Parent’s values and wishes
- Primary and backup long-term contacts
Give this person the full readiness plan before an emergency whenever possible. Walk through it together and answer questions.
Medical consent and legal authority
An emergency information sheet tells a caregiver what you want, but it may not authorize that person to consent to medical care, access school records, or make legal decisions.
Requirements vary by state, the child’s custody status, the type of care, and the institution involved. Ask the school, healthcare provider, and a qualified attorney which forms are appropriate. Keep signed current copies with the responsible adult and record where originals are stored.
Call 911 during a life-threatening emergency. Do not delay emergency help while searching for paperwork.
Information not to give every sitter
A short-term sitter generally does not need:
- Bank credentials
- Full financial records
- Online passwords
- Social Security cards
- Original identity documents
- The complete will or estate plan
- Sensitive custody or medical information unrelated to the child’s immediate care
Share information according to the person’s responsibility and protect copies from loss or unauthorized access.
Before you leave: the five-minute handoff
Review these points aloud:
- How to reach you
- When to call 911
- Allergies, medication, and health concerns
- The home address and emergency sheet location
- Food, bedtime, and household rules
- Doors, pets, pool, firearms, and other hazards
- Your expected return time
Ask the caregiver to repeat back any critical medical or safety instruction. This catches misunderstandings before they become emergencies.
Keep the information current
Update the sheet whenever contact details, medication, allergies, doctors, school, home address, or caregiver permissions change. Add a “last updated” date so the sitter can recognize an obsolete copy.
For the larger family plan, schedule a review every six months.
Create caregiver-ready information once
One Parent Ready helps you organize multi-child profiles, medical and school information, daily routines, caregiver and emergency cards, home and transportation details, pets, documents, finances, and parental wishes in one printable plan.
Build your free family readiness plan at One Parent Ready
Frequently asked questions
Should I leave my insurance card with the babysitter?
A copy or clearly written insurance information can be useful during emergency care. Protect it appropriately and provide only the information the caregiver may need.
Does a babysitter need written medical consent?
That depends on state law, the type of care, the child’s circumstances, and the healthcare provider’s policies. Ask the child’s provider and a qualified local attorney about the correct authorization.
Should a sitter know where firearms are stored?
Firearms should be unloaded and securely locked so children and unauthorized users cannot access them, with ammunition secured appropriately. The sitter should know any safety restriction relevant to the home, but should not be given access unless there is a lawful, specific, and necessary reason.
How often should I update the sitter sheet?
Update it immediately after any important change and review it at least every six months.
Related guides
Sources
- American Academy of Pediatrics, Information to Bring to the ER
- Ready.gov, Make a Plan
- CDC, Before, During, and After an Emergency
- CDC, Emergency Kit Checklist for Children with Special Healthcare Needs
- American Academy of Pediatrics, Guns in the Home: How to Keep Kids Safe
- American Academy of Pediatrics, Safety for Children Ages 1 to 2