The end-of-year stretch is a real cash flow event for most California childcare programs. Holiday closures, low-attendance weeks, families traveling, staff PTO. Lots of obligations going out, fewer dollars coming in. The centers that get through it cleanly are the ones that communicated honestly weeks ahead.
Start with your policy, written down. Most programs charge regular tuition during scheduled closures. The reason is plain: rent, payroll, and operating costs run every day, whether kids are present or not. If your policy is this, write it in your handbook in one paragraph and refer to it once a year. You don’t need to defend it every December.
Communicate the calendar three to four weeks ahead. A single newsletter that names every closure between Thanksgiving and the New Year, and confirms tuition runs as usual. Sample language: ‘Our holiday calendar for this year: closed Thurs Nov 23 and Fri Nov 24 for Thanksgiving; closed Mon Dec 25 and Tues Dec 26; closed Mon Jan 1. All other days open as usual. Tuition for December and January runs at the normal rate per our enrollment agreement. We appreciate your support as we keep the program operating year-round.’
What Families Really Need
Brief, factual, no apology required.
Plan for what your team needs. The end of the year is when teachers most need a real break. If your closure week is also your team’s only rest, name that explicitly. ‘Our staff is taking the week of Dec 25 fully off to rest and reset for January.’ Families understand this when it’s said directly.
Watch the cash flow more carefully than usual. December typically has higher expenses (staff bonuses, supplies, end-of-year items) and lower revenue (closures, late payments, families pre-paying or delaying). Sit down in mid-November and forecast your December and January cash. If it looks tight, talk to your accountant or banker now, not in a panic in late December.
How to Communicate Without Overloading the Team
Be flexible with families in real hardship. The honest holiday tuition conversation has a place for individual exceptions, communicated discreetly. If a family is going through a job loss or medical event, talk privately. Don’t change the public policy. Do quietly help where you can.
And take care of yourself. Owners often work the holidays harder than anyone, finishing paperwork while families are away. Build in one real day off for yourself between December 24 and January 2. The business will be fine. You won’t be, if you don’t.
Holiday closures aren’t a luxury. They’re how the program survives to serve families the rest of the year. Say so, clearly.
Why This Matters
This is also consistent with best practice in early childhood education. NAEYC’s family engagement principles emphasize timely, continuous two-way communication, and NAEYC’s guidance on reciprocal partnerships with families includes both informal drop-off and pickup conversations and technology-supported communication as part of strong family relationships.
Final Thoughts
The goal is not perfect communication. The goal is steady communication that helps families feel respected while protecting the team’s time and energy.