Family child care application: how to get licensed step by step

Last updated 2026-07-09

What does 'family child care' actually mean?

Family child care means a licensed or registered caregiver provides paid child care in their own home, usually for a small group of children from more than one family. That's the plain regulatory definition used by nearly every state licensing agency and by the federal Child Care and Development Fund (CCDF).

Most states split family child care into two tiers. A "family child care home" usually serves up to 6 to 8 children, including the provider's own kids in many states. A "group" or "large" family child care home serves up to 10 to 14 children and usually requires an assistant. The exact numbers change from state to state, and that matters on the application, because the tier you pick sets your ratios, your inspection checklist, and sometimes your fee. ^[1]

Family child care is not a daycare center. Centers run in commercial or institutional buildings, employ staff, and follow a separate licensing track. If you want the full comparison before you apply, read Daycare center: what it is, what it costs, how it's licensed.

Home-based providers carry a big share of infant and toddler care in this country. Child Care Aware of America's 2023 report puts regulated family child care at roughly 30% of all licensed child care capacity, and that share has been shrinking for years, partly because the paperwork scares people off before they start. ^[2]

Do you actually need a license to run family child care from your home?

Yes, with narrow exceptions. Every state requires some form of state authorization before you take money to care for children who aren't your own. In most states that's a license. In a handful it's a registration. In a few it's a certificate or approval. The word on the form changes. The obligation doesn't.

Most states set a numerical threshold below which you might be exempt. One or two unrelated children is common. Go above that number and accept payment, and you're legally running a family child care home that must be licensed. Operating without one exposes you to fines, cease-and-desist orders, and in some states a criminal misdemeanor charge. Federal CCDF rules require states to keep licensing standards for family child care homes that take subsidy money, which pushes every state to maintain at least a baseline system. ^[3]

Planning to accept childcare subsidy payments from families with CCDF vouchers? Then licensing isn't optional at all. Subsidy dollars flow only to providers who meet state authorization requirements. More on how that works at childcare subsidy.

What are the main steps in a family child care application?

The process isn't identical in every state, but the core steps repeat often enough that you can plan around them before you download a single form.

Step 1: Determine your tier and capacity. Decide how many children you want to serve. That number sets which application form you need and which ratio and space rules apply. Skip this and you risk applying for the wrong tier, which costs weeks.

Step 2: Complete pre-licensing training. Most states require a minimum number of clock hours before you can submit. The range runs roughly 3 to 30 hours of orientation or pre-service training. California, for one, requires 15 hours of preventive health and safety training before a license is issued. ^[4] Some states accept an online course; others want in-person attendance at an approved agency.

Step 3: Get CPR and first aid certified. Near-universal. Most states require infant and child CPR, more than adult CPR. The certification has to come from an approved provider such as the American Red Cross or the American Heart Association, and it has to be current when your application goes in. ^[10]

Step 4: Submit fingerprints and background check authorization. Every adult who lives in or is regularly present at your home needs a background check, more than you. This is the step that surprises people most. A spouse, an adult child, a regular household visitor: any of them may need to be fingerprinted. Checks run through your state's criminal history repository and the FBI national database. Many states also search the state child abuse and neglect registry.

Step 5: Complete a home inspection. A licensor visits to check fire safety, physical space, indoor and outdoor square footage, infant sleep arrangements, bathroom ratios, and required equipment like a fire extinguisher and smoke detectors. You should get the checklist in advance; most state agency sites publish it.

Step 6: Submit your packet and pay the fee. The packet usually includes your application form, training certificates, CPR cards, health statements or TB test results for you and household members, proof of property insurance or a signed landlord approval, and the fee. Fees range from $0 in Texas (a free registration model) to over $200 in some states.

Step 7: Wait for review and issuance. Processing usually runs 30 to 90 days, though backlogs at short-staffed agencies can stretch that to four or five months. Follow up in writing at the 30-day mark if you've heard nothing. ^[1]

What background checks are required for a family child care license?

Background checks trip up more applications than any other step. Here's what to know.

The Child Care and Development Block Grant (CCDBG) Act of 2014 requires states to run criminal background checks on all family child care providers and on any individual 18 or older who resides in or regularly works at a family child care home. ^[11] That phrase, "resides in or regularly works at," is broad. States apply it differently, but assume every adult in your household needs a check.

The checks must search your state criminal history repository, the FBI national criminal history database (which needs fingerprints), the state sex offender registry, and the state child abuse and neglect registry. Many states now check other states' registries too if a household member lived elsewhere recently.

Disqualifying offenses come from state law, but the CCDBG sets a federal floor of permanent bars. "A crime against children, including child pornography," and violent felonies such as murder, rape, and sexual assault are among the permanent disqualifiers under the CCDBG Act. ^[11] Some offenses allow a variance or waiver. Most don't.

Fingerprinting appointments take time to schedule. In rural areas the nearest site may be 40 minutes away. Budget two to three weeks for this step alone, and start it before the rest of your paperwork if your state lets you.

What does a licensing home inspection look for?

Your home gets inspected before a license is issued, then at intervals after that, usually annually or once every one to three years depending on the state and your record.

Safety comes first. Smoke detectors on every level and inside sleeping areas. Carbon monoxide detectors if you have gas appliances or an attached garage. A working fire extinguisher in the kitchen. Outlet covers throughout. Stairways need gates if you serve children under 3. Pools, hot tubs, and ponds need compliant barriers.

Outdoor space rules vary. Many states want a minimum of 75 square feet of usable outdoor play space per child. Some set no minimum. Playground equipment has to meet basic safety standards, so that old wooden structure with rusty bolts will get flagged.

Indoor square footage is usually measured at 35 square feet per child in the main activity area, though the number differs by state. Bedrooms and bathrooms typically don't count. Your kitchen may or may not, depending on layout.

Infant sleep gets the hardest look. Each infant needs a firm, flat, separate crib or approved sleep surface with no loose bedding, bumpers, or positioning devices, per federal safe sleep guidance tied to the CCDBG. ^[5]

The inspector also checks medication storage (locked), cleaning supplies (locked or out of reach), and a posted emergency plan with local numbers and a roster of enrolled children.

Get the checklist from your state licensing agency site before you do anything else. Walk your home with it in hand. Every line on that list is a line an inspector will check.

How much does a family child care license cost?

The license fee is often the smallest cost in the process. What costs real money is everything around it.

Cost Item	Typical Range	Notes
Application / license fee	$0 to $250	Varies widely by state; some states charge nothing
Fingerprinting (per person)	$20 to $100	Multiply by all household adults
Pre-licensing training	$0 to $300	Online courses cost less; some CCR&R agencies offer free training
CPR/first aid certification	$50 to $120	Renewal every 2 years
Home modifications (safety)	$50 to $1,000+	Gates, outlet covers, extinguishers, smoke detectors, pool barriers
Liability insurance	$300 to $700/year	Required in most states; some require commercial coverage
TB test or health screening	$20 to $80	Required in most states

Child Care Aware of America's 2023 data puts the average annual cost of regulated family child care for one infant at $10,853 in the median state, which tells you something about the market you're stepping into. ^[2] Your licensing costs are a fraction of that, but they hit before you earn a dollar.

Some Child Care Resource and Referral (CCR&R) agencies offer free or subsidized pre-licensing training and small startup grants. Call your local CCR&R before you pay for anything. The National Association for Family Child Care (NAFCC) also keeps resources for new providers. ^[6]

What training and credentials does a family child care application require?

Training requirements grew a lot after the 2014 CCDBG reauthorization, which required states to set minimum pre-service and ongoing training for all licensed family child care providers. ^[11] What that looks like in practice still varies.

Pre-service (before you open) usually runs 3 to 15 hours covering child development, health and safety, nutrition, and positive guidance. California requires 15 hours in preventive health practices specifically. ^[4] Some states require a state-approved orientation course covering that state's exact rules.

Ongoing annual training usually runs 12 to 24 hours a year. Some states ask for more. Topics tend to include first aid refreshers, updated safe sleep guidance, mandated reporter training, and developmentally appropriate practice.

A CDA credential (Child Development Associate) isn't universally required for family child care, but it satisfies training requirements in many states and opens the door to higher subsidy reimbursement in some state quality rating systems. It also makes your program more attractive to families. If you're in this for the long haul, a CDA is one of the best investments you can make.

Mandated reporter training deserves a hard look. In most states, licensed family child care providers are mandatory reporters of suspected child abuse and neglect, and a signed acknowledgment of that duty is part of the packet. Missing it, or misreading what it means, is no small oversight.

What are the child-to-provider ratios for family child care homes?

Ratios for family child care are set by state law and are not the same as center ratios. A typical family child care home lets one provider care for up to 6 children of mixed ages, often with a cap of 2 infants (under 18 or 24 months) in that group. Want to serve more? You'll usually need a group family child care home license and a qualified assistant on site.

Here's the general shape, though your state's numbers may differ:

License Type	Max Children	Max Infants	Assistant Required?
Family child care home	6 to 8	2 to 3	No
Group family child care home	9 to 14	Varies	Yes

Some states count the provider's own children who are present during hours of operation. Others don't. This detail catches people off guard. If you have a two-year-old of your own and your state counts that child toward capacity, your slots for enrolled children drop by one.

Ratios aren't just paperwork. They cap your income directly. Know your state's numbers before you set rates or sign enrollment agreements. Your state licensing agency page is the authoritative source. Don't trust informal sources for this number.

How long does it take to get a family child care license approved?

Thirty to ninety days is the honest typical range, and real life often runs longer. Several states publish processing targets in their rules. Michigan's Department of Licensing and Regulatory Affairs, for example, targets 90 days for a complete application. ^[7] States with staffing shortages in their licensing bureaus regularly blow past their own targets.

The biggest delay you control is an incomplete application. Licensing staff return incomplete packets, which restarts the clock or at least loses your place in line. Submit a complete packet the first time.

Background checks are the biggest delay you don't control. FBI fingerprint results can take two to six weeks. Some state registries have backlogs. If a household member has ever lived in another state, multi-state checks add time.

Plan for 60 to 90 days minimum. Don't commit to families or sign contracts until your license is in hand. Operating before issuance is a violation that can get your application denied, more than fined.

Can you accept children before your license is approved?

No. This question comes up constantly, and the answer is the same everywhere: you can't operate as a family child care home, take payment, or care for unrelated children for pay until your license or registration is in hand.

Some states issue a provisional or temporary approval while the full background check clears, which lets you open at limited capacity. Ask your licensor whether your state offers this. If it does, get the provisional approval in writing before you accept a single child.

Already caring for children informally while you wait? You're legally exposed. Stop, or talk to an attorney who knows your state's licensing statutes. Penalties vary, but they can include fines, a mandatory waiting period before you reapply, and in cases with safety concerns, a referral to child protective services.

What is the family child care application process like in different states?

Every state has its own licensing agency, its own forms, its own fees, and its own timelines. There's no single national application. The CCDBG Act sets floors that every state must meet, and states routinely go well above those floors. ^[11]

A few patterns worth knowing.

Texas uses a registration system rather than a license for small family child care homes. Registered providers still meet health and safety rules and pass background checks, but the process is generally faster and cheaper than full licensure. There's a tradeoff: registered providers in Texas face limits on subsidy participation that licensed providers don't, so think about which families you want to serve.

States with Quality Rating and Improvement Systems (QRIS) layer a voluntary credentialing process on top of basic licensure. Joining a QRIS can raise your subsidy reimbursement and open professional development grants, but it takes extra documentation. If you're serious about the business side, look into your state's QRIS from the start instead of bolting it on later.

For a state-specific look at requirements, forms, and timelines, the michigan daycare licensing guide is a good model for what to hunt for in any state's rules.

The National Database of Child Care Licensing Regulations, maintained by Child Care Aware of America, pulls state-by-state rule summaries into one place and is one of the more useful references for new providers. ^[1]

What ongoing requirements come after you get licensed?

Getting licensed is the start, not the finish. Once your license is issued, a set of ongoing obligations keeps it alive.

Annual renewal: Most states renew every one to two years. Renewal usually needs documentation of completed continuing education hours, updated background checks if your state re-checks, and a renewal fee. Some states run a renewal inspection; others inspect only on complaint.

Regular inspections: Depending on your state, you may get annual announced or unannounced inspections, or only complaint-based visits. Some states inspect every licensed home yearly; others have moved to complaint-response-only models because of staff shortages. Don't read infrequent inspections as looser compliance expectations.

Mandatory reporting: As a licensed provider you're a mandatory reporter of suspected child abuse and neglect in every state. Failing to report a reasonable suspicion is itself a crime in most states, separate from any licensing violation.

Record-keeping: You have to keep enrollment records, emergency contacts, immunization records for enrolled children, and signed permission forms for medications, transportation, and field trips. Many states require these records on site and available for inspection.

Curriculum usually isn't mandated for family child care homes. But if you want a structured program that draws families who value intentional learning, resources like free preschool curriculum or a Montessori preschool curriculum give you a framework without a center-scale budget.

ChildCareComp's compliance toolkit includes renewal deadline trackers and state-specific checklists that keep these ongoing tasks from slipping through the cracks.

How do subsidies and tax credits work once you are licensed?

Licensure is what makes you eligible to receive subsidy payments for enrolled families who qualify for CCDF assistance. The subsidy program runs state by state under CCDF, a federal block grant. States set their own income eligibility, payment rates, and provider enrollment steps, but the common thread holds: families can only spend their subsidy at licensed or regulated providers. ^[3]

To accept subsidy, you typically sign a provider agreement with your state or county agency. That agreement sets your reimbursement rate, the billing process, and the compliance rules. Reimbursement for family child care homes usually runs below center rates, though some states have raised them in response to the CCDBG push for states to pay subsidy at the 75th percentile of market rates. ^[3] Families who use subsidies can read more at childcare subsidy.

On taxes, families in your program may claim the childcare tax credit, which needs your EIN (employer identification number) on their return. Provide your EIN to enrolled families each year. As a self-employed provider you also track business expenses: the home office deduction, business use of your vehicle if you transport children, meals served under the USDA Child and Adult Care Food Program (CACFP), and supplies. ^[9] A family child care home is a real business with real tax stakes from day one.

Frequently asked questions

What is the difference between a licensed and a registered family child care home?

A licensed home goes through a fuller state review, including a pre-licensing inspection and specific training and physical space standards. A registered home follows a simpler process, often without a pre-inspection visit. Both require background checks. Licensed homes are generally eligible for more subsidy programs and often face stricter ongoing reviews. The terms vary by state; your licensing agency defines which tier you need.

How many children can I watch in a family child care home?

Most states let one provider care for 6 to 8 children in a family child care home, with a cap of 2 to 3 infants in that group. To serve more children you typically need a group family child care home license and a qualified assistant on site. Your own children under a certain age may count toward your licensed capacity, depending on your state.

Do all adults in my home need a background check to get a family child care license?

Yes. The CCDBG Act requires background checks on all household members 18 and older who reside in or regularly work at your home. That includes a spouse, adult children, or a regular babysitter. Checks must cover state criminal history, FBI fingerprints, the sex offender registry, and the child abuse and neglect registry. Some states extend checks to frequent visitors too.

What disqualifies someone from getting a family child care license?

Federal law permanently bars anyone convicted of a crime against children (including child pornography) or violent felonies like murder, rape, and sexual assault from working in licensed child care. Most states add bars for drug felonies and other serious offenses. Some offenses allow a variance process. A substantiated child abuse finding in a protective services investigation can also cause denial without any criminal conviction.

Can I get a family child care license if I rent my home?

Yes, in most states, but you usually need written permission from your landlord and must confirm your lease doesn't ban running a business from the property. Some states require a signed landlord consent form in the application. Local zoning laws may also restrict home-based businesses, so check with your city or county before you apply.

How much money can I make running a family child care home?

Income depends on your licensed capacity, your local market rate, and your mix of subsidy versus private-pay families. A provider serving 6 children at $200 per week each grosses about $62,400 a year before expenses. Net income after food, supplies, insurance, utilities, and taxes runs well below that. Child Care Aware of America reports median weekly family child care rates from roughly $150 to $400 per child, depending on state and age.

What happens if I operate a family child care home without a license?

Penalties vary by state but include civil fines, cease-and-desist orders, and in some states a criminal misdemeanor charge. Operating unlicensed can permanently affect your eligibility to apply later, and if a child is injured in an unlicensed setting, your homeowner's insurance will likely deny the claim. States often find unlicensed providers through neighbor complaints, social media posts, or parent reports.

Do I need a separate EIN to run a family child care home?

You aren't required to have an EIN if you operate as a sole proprietor with no employees, but most licensing experts recommend getting one. An EIN keeps your Social Security number off the tax forms you give enrolled families for the childcare tax credit. You can get an EIN free from the IRS at irs.gov. If you hire any employees, an EIN is required.

Is the CACFP food program available to family child care homes?

Yes. The USDA Child and Adult Care Food Program reimburses licensed family child care providers for meals and snacks served to enrolled children. Providers join through a sponsoring organization in their area. Per-meal reimbursements are modest but add up over the year and cut your out-of-pocket food costs. CACFP participation requires keeping meal records and following USDA meal pattern requirements.

How often do family child care homes get inspected after licensing?

It varies widely by state. Some states inspect every licensed home annually; others inspect only on complaint. The CCDBG Act requires states to conduct at least one unannounced inspection annually for licensed providers, though compliance with that requirement varies. Your licensing agency site should publish its inspection policy. Whatever the frequency, you're expected to be in compliance at all times, more than on inspection day.

What training do I need to apply for a family child care license?

Most states require 3 to 30 hours of pre-licensing training on health and safety, child development, and state regulations before they accept your application. Current infant and child CPR and first aid certification is also almost universal. After licensure, states typically require 12 to 24 hours of continuing education a year to keep your license.

What insurance do I need to run a family child care home?

Standard homeowner's or renter's insurance almost never covers business activities. Most states require commercial liability insurance specifically for family child care, and many want proof of coverage with your application. Policies typically run $300 to $700 a year for basic coverage. Some professional associations offer group insurance plans that beat individual policies on price.

Can I serve infants in a family child care home?

Yes, but infant care comes with extra requirements. Safe sleep rules apply strictly: each infant needs a firm, flat sleep surface with no loose bedding. Most states cap infants in a family child care home at 2 to 3 regardless of total licensed capacity. Some states require additional infant-specific training before you can enroll children under 12 months.

Sources

1. Child Care Aware of America, National Database of Child Care Licensing Regulations: State-by-state licensing regulations for family child care homes, including capacity limits and application requirements
2. Child Care Aware of America, 'Demanding Change: Repairing Our Child Care System' 2023 Report: Regulated family child care programs represent roughly 30% of all licensed child care capacity; median annual infant care cost in family child care is $10,853
3. U.S. Department of Health and Human Services, Office of Child Care, Child Care and Development Fund (CCDF): CCDF is a federal block grant administered state by state; subsidy usable only at licensed or regulated providers; states must pay subsidy at 75th percentile of market rates
4. California Department of Social Services, Child Care Licensing Program: California requires 15 hours of preventive health and safety training before a family day care home license is issued
5. U.S. Department of Health and Human Services, Office of Child Care, Safe Sleep Guidance for Child Care: CCDBG guidance requires each infant to have a firm, flat, separate sleep surface with no loose bedding, bumpers, or positioning devices in licensed child care settings
6. National Association for Family Child Care (NAFCC): NAFCC provides accreditation standards and professional resources for family child care providers
7. Michigan Department of Licensing and Regulatory Affairs, Child Care Licensing: Michigan targets a 90-day processing window for complete family child care license applications
8. U.S. Internal Revenue Service, Employer Identification Numbers: Providers can obtain an EIN free from the IRS; EIN required if provider has any employees
9. USDA Food and Nutrition Service, Child and Adult Care Food Program (CACFP): Licensed family child care homes are eligible to participate in CACFP for meal reimbursements through a sponsoring organization
10. American Red Cross, Child and Baby CPR Certification: Red Cross is an approved provider of infant and child CPR and first aid certification accepted for child care licensing in most states
11. U.S. Department of Health and Human Services, Office of Child Care, Child Care and Development Block Grant Act of 2014 (Public Law 113-186): CCDBG Act of 2014 requires background checks on all household members 18+; sets permanent disqualifying offenses; requires minimum training and at least one annual unannounced inspection for licensed providers