Nanny agencies

How to Build a Nanny Vetting Checklist

A vetting checklist is the set of documents and checks you gather for every candidate before you present them to a family. Group it by category, confirm which checks are required where you operate, and collect the whole folder in one organized request.

A nanny vetting checklist is the set of documents and checks you gather for every candidate before you present them to a family. Group it into a few clear parts: identity and right to work, references, a background-check certificate, qualifications and training, health details where relevant, and a photo. Which checks are required depends on where you operate, so confirm those against your local rules, and keep the whole folder in one organized request rather than scattered emails.

Why a structured checklist matters

Vetting is a safeguarding job, and a loose "send me your documents" leaves gaps. A structured folder means you collect the same complete set for every candidate, you can see at a glance what's still missing, and the candidate knows exactly what to provide. Agencies that vet well tend to run a multi-part process anyway, identity and employment verification, several reference checks, a background-check certificate, and proof of qualifications, so it helps to lay the checklist out the same way.

A structured folder vs ad-hoc requests

How to build the checklist

1. List the categories: identity and right to work, references, a background-check certificate, qualifications and training, health details where relevant, and a photo.
2. Confirm the required checks against your local rules. Which background checks and right-to-work documents you must collect depends on where you operate, not on this guide.
3. Label each item plainly and say what a good version looks like, like a clear ID scan or references with direct contact details.
4. Mark required versus optional, so candidates don't stall on nice-to-haves.
5. Collect it in one request, not scattered emails, so you can see what's still outstanding.
6. Save it as a template and reuse it for every candidate.

Where doconvoy fits

doconvoy is the secure way to collect the folder, not a nanny platform. Send one branded request with your checklist, and the candidate uploads their ID, references, certificates, and photo without an account, each file encrypted in their browser and kept separate from other candidates, with reminders chasing anything missing. It doesn't run the background check or match candidates to families. It makes the document collection secure and organized, which is the part small agencies often still do over email.

Related: How to check a nanny's references · How to collect nanny vetting documents securely · Secure vetting document collection · Secure Requests

Common questions

What documents should a nanny vetting checklist include?

Group it into a few clear parts: identity and right to work, references, a background-check certificate, qualifications and training, health details where relevant, and a photo. Which checks are actually required depends on where you operate, so confirm those against your local rules.

Do I have to run a specific background check?

Which background checks and right-to-work documents are mandatory varies by country and region and changes over time. Run the checks that apply where you operate, and confirm them against the official source rather than a fixed list.

Should I reuse the same checklist for every candidate?

Reuse a template, then adjust per placement. It keeps your vetting consistent, so nothing is missed, and saves rebuilding the folder each time.