Childcare Licensing Inspection Checklist
Print this, work top-to-bottom, and you've covered what most inspectors actually check. Tick each box as you confirm it's ready and findable — the goal is 30 minutes of confirmation, not a 14-hour scramble.
1. Staff records (one folder per employee)
- Background check (state criminal history + FBI fingerprint where required)
- Current certifications — CPR, First Aid, food handler where applicable
- Annual training-hours log (varies by state; e.g. Texas requires 24 hrs/year)
- Employment application + photo ID copy
- Signed acknowledgment of policies / handbook
2. Child records (one folder per enrolled child)
- Signed enrollment form — emergency contacts, authorized pickups
- Current immunization record (or signed exemption where allowed)
- Allergy + medical alerts, action plans where needed
- State-mandated developmental screening (if applicable)
- Signed parent agreements / consents on file
3. Incident reports (last 6–12 months)
- All incidents numbered and dated
- Parent signature on each report
- Filed in date order and quickly retrievable
4. Ratio compliance
- Caregiver-to-child ratios met in each room, with timestamps
- Staff sign-in/out records for the review window
- Child check-in/out records that support the ratio math
5. Safety & drill logs
- Fire drill log — date, time, duration (typically monthly)
- Severe-weather / lockdown drills as your state requires
- Current fire-extinguisher inspection tags
- Stocked, accessible first-aid kits
6. Meals & nutrition
- Posted weekly meal plans
- CACFP records (if you participate)
- Allergy accommodations documented
7. Policies (master binder or shared drive)
- Behavior management policy — in writing, parent-signed
- Discipline policy
- Allergy / medical management policies
- Emergency evacuation plan
- Sick-child policy
8. Medication administration (MARs)
- Every dose dated and signed
- Parent authorization for each medication on file
- Records cover the full review window
Final walk-through
- License posted and visible at the entrance
- Ratio + maximum-capacity signs posted
- Outdoor play area safe — no broken equipment, fencing intact
- Hazardous materials secured and out of reach
Note: requirements vary by state and licensing agency. Use this as a general prep aid and confirm the exact checklist with your own licensing office — most send a pre-inspection letter listing precisely what to have ready.
Tired of the documentation scramble? TinyGuard generates a survey-ready licensing packet from your care log, ratio dashboard, drill log, and MAR in one click. Book a 15-minute demo or read the full prep guide.