[City], [Date — e.g., 15 June 2025]
Dear [Au pair's first name],
Welcome to our family! We are so excited that you are joining us and have been looking forward to your arrival. Writing this letter gives us a wonderful chance to introduce ourselves properly before you arrive, so that you feel at home from the very first moment you walk through our door.
About Our Family
Write 3–5 sentences about your family: names, ages of children, what you do for work, your general lifestyle, and what a typical week looks like. Be warm and personal! Example: "We are Sarah and Tom, and we have two children — Lily (7) and Max (4). Sarah works as a nurse and Tom is an architect. We love weekend hikes, board game evenings, and cooking big family dinners on Sundays."
Your Role in Our Family
Your primary role will be caring for [children's names] during the hours we are at work. We see you not as an employee but as a valued member of our household, and we want you to feel comfortable, respected, and genuinely happy here.
Describe 2–3 key responsibilities in an encouraging way. E.g., "You'll be taking Lily to school each morning, picking up Max from kindergarten at noon, helping with homework in the afternoons, and joining us for dinner most evenings."
What We Hope For You
We know you are taking a big step — moving to a new country, a new city, and a new family. We want your time with us to be not only a job but also a genuine life experience. We hope you will:
- improve your language skills (we fully support your language course)
- make wonderful friends and explore [city/region]
- feel proud of the positive difference you make in our children's lives
- build skills and memories that last a lifetime
What to Expect When You Arrive
Describe the first days: who will be at home, what the first evening will look like, a welcome dinner, a house tour, etc. E.g., "We will pick you up from the airport / train station. Your first few days will be relaxed — no pressure to dive straight into duties. We'll give you a full tour of the house, introduce you to the neighbourhood, and share all the information you need at a comfortable pace."
Before You Arrive — Your Checklist
- Pack weather-appropriate clothing for [climate / season]
- Bring your passport and any visa / permit documents
- Download [communication app, e.g., AuPairSync / WhatsApp] — we use it daily
- Note our address: [full address]
- Save our phone numbers: [Parent 1 name: number] & [Parent 2 name: number]
- Let us know your arrival time so we can be there to meet you
- Bring any comfort items that make you feel at home — this is your home too!
Practical Details
Add any practical info: transport from the airport, what to bring for the first week, food preferences you'll accommodate, etc. E.g., "We have prepared your room with fresh bedding, towels, and a small welcome basket. The Wi-Fi password will be on your desk. Your first week's stipend will be paid on Friday."
A Note on Communication
We believe that open, honest communication is the key to a happy household. Please always feel free to talk to us about anything — whether something is going well or something feels difficult. We check in formally every week, but our door is always open.
Add any personal note: languages spoken, any quirks to know about, a reassurance about cultural differences, etc.
We cannot wait to meet you in person. Safe travels, and welcome home.
With warmth,
[Parent 1 name]and[Parent 2 name (if applicable)]
The [Family surname] Family
Alternative Opening Paragraphs
Replace the opening paragraph of the letter above with whichever tone suits your family.
Formal / Professional Tone
Dear [Name],
On behalf of our family, I would like to extend a formal welcome ahead of your arrival on [date]. We look forward to beginning what we hope will be a productive and mutually rewarding arrangement. This letter outlines what you can expect during your first days with us and serves as a warm introduction to our household.
Relaxed / Friendly Tone
Hey [Name]!
We are SO excited you're almost here! The kids have been counting down the days (honestly, so have we 😄). We wanted to reach out before you arrive to say — you are going to love it here, and we are going to love having you. Here's a little intro to our (slightly chaotic, always fun) household.
Child-Forward Tone (written as if from the children)
Dear [Name],
Hi! We are [Child 1 name] and [Child 2 name], and we have been waiting for you to arrive! Mum and Dad asked us to help write this letter. We want you to know that we are going to show you all our favourite places and teach you our best games. Our house is fun and a little loud sometimes, but we think you will like it here. See you soon!
(Then continue with practical info from the parents.)