Finding the right match can be difficult and take some time. However, once you’ve found the Host Family of your dreams or the Au Pair that fits perfectly into your family’s dynamic, it is time to
prepare all practical aspects of the Au Pair stay.
In this step-by-step guide, we have gathered the
9 main points that you should address before embarking on this journey.
1. Finalizing the Agreement
Even before deciding that it’s a good match,
both the Au Pair and the Host Family must discuss their expectations for the stay, the routine, and daily tasks. When both parties agree to continue with the placement, it is time to discuss all the details of the Au Pair contract during a
video call. Review the contract together and make sure that each aspect (working hours, days off, salary, travel costs, etc.) is agreed upon. Once everything is clear,
sign it before the beginning of the stay.
Even when the Au Pair contract doesn’t have legal validity, both parties must sign it before the beginning of the stay. This avoids misunderstandings and
future problems that could appear during the stay.
Click here to download our free Au Pair contract template and personalize it.
2. Preparing Visa and Legal Requirements
Visa and legal requirements have played an important role in your choice of an Au Pair or host country. Entry requirements vary depending on many factors, such as nationality, age, and length of stay. In some cases, some visa applications are easier to handle; in others, the Au Pair will have to apply for a residence permit. Now, it is finally time to move into action and
gather all necessary documents (passport, photos, certificates, etc.). In some cases, depending on the Au Pair’s nationality and the
visa type, Host Families might be asked to write an official invitation letter.
Get in contact with the competent embassy or consulate to gather all the information on the needed documents, costs, and waiting time for the visa application.
For Au Pairs: Even if you are sure to meet all legal requirements, do not underestimate this point and
apply for your visa in time! Keep in mind that sometimes the visa or residence permit procedure might take a long time.
3. Arranging Insurance and Safety Requirements
Before going abroad, it is important to make sure that you are covered for all possible events.
Having health insurance is required in all cases. However, if you are a European Au Pair going to another EU country, your healthcare is covered by your European Health Insurance Card (
EHIC). Make sure to check what exactly will be covered in your host country and consider purchasing
additional health insurance for specific treatments.
If your local insurance does not cover you while you are abroad, you will need to arrange insurance in your host country. Talk to your Host Family about it. Registration procedures and costs vary from country to country, and
depending on the host country, some Host Families are required to cover the costs.
4. Staying Connected Before Arrival
After signing the contract and buying the
flight tickets, it is important to
stay in contact with your Au Pair or Host Family. This is not only crucial to prepare all formalities (visa, insurance, etc.), but also to
build a relationship before the beginning of the stay. Remember that you are about to live with a stranger! Keeping you up-to-date about life changes or daily routines can make your first days together and help build trust.
For Host Families: weekly short updates can be a good occasion to talk to your Au Pair about your children’s routines, needs, and your house rules.
5. Preparing for Arrival
A warm and well-organized arrival sets the tone for a successful Au Pair stay.
The Au Pair’s bedroom should be prepared before the arrival, and Host Families should make sure it is clean, welcoming, and contains everything he or she might need. Before arrival, both sides should also
discuss what their first days will look like: is the Au Pair going to have some time to relax after traveling? Will there be any family introduction or orientation in the town?
When it is time for the Au Pair to pack, make sure to discuss what will be provided by the Host Family and what he or she will have to bring. Especially when coming from a country with a very different climate, the Au Pair might underestimate this point.
Click here to read our tips on how to pack.
For Host Families: Click here to learn more about how to make your Au Pair feel welcome.
6. Registration and Administrative Setup
In most countries, Au Pairs must
register with the local authorities. We kindly ask Host Families to support their Au Pairs by gathering all necessary information from the municipality’s website or local office, scheduling an appointment, and going with the Au Pair to the registration office, if possible. Moving to a new country is a big step, especially if it is the first time abroad for the Au Pair and if he or she doesn’t speak the local language, going to a public office might be really intimidating.
For Au Pairs: In some countries, you may be required to pay taxes. Make sure you are informed about this topic and ask your Host Family for support with tax registration, if needed. It may also be helpful to open a
bank account in the host country. Your Host Family can recommend some options and help you set it up.
7. Organizing Daily Life
To ensure a smooth daily rhythm, both the Au Pair and the Host Family should take some time to
go through the house rules, daily routines, and duties. This is something you should do together during the first days. It will be helpful for the Au Pair to better understand the family’s dynamic and daily life, and avoid misunderstandings. Host Families will have the opportunity to set the tone for future talks that will happen during the Au Pair’s stay by building
respectful communication and creating a comfortable living space for everyone.
During this meeting, it is also important to discuss shared
responsibilities, such as chores, meal preparation, and childcare tasks.
For Host Families: Write down house rules, emergency contacts, and important information regarding
safety, show them to your Au Pair, and place them somewhere visible.
8. Education and Personal Preparation
The
Au Pair program is, first of all, a cultural exchange and a great opportunity for both the Au Pair and the Host Family to learn about a different culture. Most Au Pairs choose their host country based on a personal interest in the country’s language or culture. That’s why
attending a language course is mandatory in several countries. Even when it is not mandatory, we strongly encourage Au Pairs to enroll in a course. Host Families should consider that Au Pairs are not full-time employees in their house and should have enough time to attend a course. Nevertheless, Au Pairs should talk with their Host Family before registering to
make sure that the course they want to attend is compatible with the Host Family’s schedule.
In some countries, Host Families are requested to cover all or part of the costs of the language course. Make sure to discuss this point and add it to your Au Pair contract.
9. Keep Copies of All Important Documents
Both the Au Pair and the Host Families should make sure to have all
important documents in both digital and printed copies. Prepare a folder with ID documents, visa and insurance confirmation, language course registration, and Au Pair contract. Place these documents in a safe space; you don’t know when you might need them!
Conclusion
Preparing for an Au Pair stay is a shared effort. Thoughtful planning on both sides is crucial for a positive, rewarding experience. By communicating openly, handling legal and practical steps early, and establishing clear expectations, families create a welcoming environment, and Au Pairs arrive feeling supported and confident. Being an Au Pair or a Host Family is a great experience, and we hope that with our tips, you’ll be ready to start this journey!
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