Daycare Waitlist Email Templates (Canada)

Writing the first daycare email is weirdly hard. You do not want to overshare. You do not want to sound robotic. You do not want to send something so vague that it gets ignored.

These templates are meant to sound like a real parent. They are short on purpose, because most directors are reading between classroom moments.

Before you send anything, build a shortlist so you can reach out in a batch: Start your daycare search.

A quick note on why follow-up matters

Statistics Canada reports that, as of April 8, 2024, 77.3% of child care centres had an active waitlist.

That does not mean you should pester people. It does mean you should not send one email and assume silence equals "no."

What to include every time (keep it simple)

• Your child’s name (optional) and age (or birth month and year)
• Ideal start date and earliest possible start date
• Full-time vs part-time, and your schedule needs
• Neighbourhood or commute preference
• Your phone number

What not to include (keeps the email readable)

• Attachments on the first email (forms, documents, photos)
• Long explanations about your whole situation
• Sensitive personal details (ID numbers, health information)

If they want more information, they will ask.

Template 1: First inquiry (centre or home)

Subject: Child care spot inquiry for [Child name], starting [Month/Year]

Hi [Director or Provider name],

My name is [Your name]. We are looking for care for our child, [Child name], who was born [Month/Year]. Our ideal start date is [Month/Day], and we could potentially start as early as [Month/Day] if a spot opens sooner.

We are looking for [full-time/part-time] care, and our schedule is [brief schedule]. We live near [Neighbourhood] and work near [Work area], so we are hoping to find something that fits that commute.

Are you currently accepting new families, and do you have any expected openings for [infant/toddler/preschool]?

Thank you, [Your name]
[Phone number]

Template 2: Follow-up (4 to 6 weeks later)

Subject: Checking in on our waitlist request ([Child name], [Start month])

Hi [Name],

Just checking in to see if there have been any changes to your waitlist or upcoming availability for [age group]. We are still very interested in your program for [Child name] (born [Month/Year]).

Our ideal start date is still [Month/Day]. We can also be flexible with [two or three days per week / starting earlier / a different start month] if that helps.

If there is a better time for us to check back, please tell me and we will follow your lead.

Thanks so much, [Your name]
[Phone number]

Template 3: “We can start sooner” update

Subject: Update: we can start sooner ([Child name])

Hi [Name],

Quick update from our side. If you have a spot open up sooner than expected, we can now start as early as [Month/Day] for [Child name] (born [Month/Year]).

If anything changes on your end, we would be grateful to be considered.

Thank you, [Your name]
[Phone number]

Template 4: Asking about part-time as a bridge

Subject: Do you have part-time availability? ([Child name])

Hi [Name],

We are still hoping to join your program, but I wanted to ask one specific question: do you ever have part-time openings (for example, 2 to 3 days per week) for [age group]?

We could do [days/times] as a temporary bridge, and then move to full-time if a spot becomes available.

Thanks, [Your name]
[Phone number]

Template 5: Last-minute spot (short and fast)

Subject: If you have an opening, we can accept quickly

Hi [Name],

If you happen to have a last-minute opening for [age group], we can accept quickly. Our child is [age] and we can start [date].

Thank you, [Your name]
[Phone number]

A follow-up schedule that does not annoy people

If you do nothing else, do this:

• Day 0: Send first inquiry
• Week 4: Follow up once
• Every 4 to 6 weeks: Follow up again, unless they ask you not to
• Any time something changes: send one update (new start flexibility, changed schedule)

Optional: a quick phone script (when email goes nowhere)

If a centre lists a phone number and you are not getting responses by email, a short call can help. Keep it tight:

Hi, my name is [Your name]. We are looking for care for [Child name], born [Month/Year], ideally starting [Month/Year]. Is there a preferred way to join your waitlist, and is email the best way to follow up?

If they answer your question, thank them and stop. The goal is not to convince them on the phone, it is to learn their process.

Use Blueberry to make this less painful

If your inbox is turning into chaos, Blueberry can help you keep it clean:

• build a shortlist fast across multiple neighbourhoods
• send outreach in batches
• track who replied, who did not, and when you plan to follow up

Start here: Start your daycare search.

Sources

• Statistics Canada, The Daily (Released March 19, 2025): Canadian Survey on the Provision of Child Care Services, 2024