Introduction
The phone rings at your daycare. A parent asks about availability. What happens in the next 90 seconds determines whether you gain a new enrolled family—or lose them to a competitor forever.
Daycare inquiry scripts are structured conversation frameworks that help childcare staff answer parent questions confidently, build rapport quickly, and guide callers toward scheduling a tour. These scripts cover initial phone greetings, common questions, objection handling, and follow-up sequences—transforming every inquiry into an enrollment opportunity.
Most daycares lose 40-60% of potential families simply because of poor inquiry handling (Childcare Success Company, 2025). Parents call with questions, get vague answers, and never call back. The good news? With the right scripts and systems, you can dramatically increase your tour booking rate.
In this guide, you’ll get word-for-word phone scripts, email templates, text message sequences, and strategies for handling the most common parent objections. These aren’t theoretical—they’re battle-tested scripts used by daycares that maintain enrollment waitlists.
Why Inquiry Handling Makes or Breaks Enrollment
Before diving into scripts, let’s understand why this matters so much.
The Speed Factor
Parents calling about childcare are often stressed and overwhelmed. They’re juggling work demands, comparing options, and making one of the most important decisions for their family. Research shows:
- 78% of parents choose the first daycare that responds helpfully (Care.com Parent Survey, 2025)
- Inquiries answered within 5 minutes convert at 21x higher rates (InsideSales, 2025)
- The average daycare takes 4.2 hours to return a missed call
- 67% of parents won’t leave a voicemail—they’ll just call the next center
Here’s the thing: every unanswered or poorly handled call is money walking out the door. At $12,000+ average annual tuition per child, one missed enrollment opportunity is significant.
The Trust Factor
Parents aren’t just buying childcare—they’re entrusting you with their child’s safety and development. The inquiry call is their first impression of your center. A warm, confident, informative response builds trust. A rushed, vague, or unprofessional response destroys it.
The Competition Factor
When a parent calls you, they’re likely calling 2-4 other centers too. You’re competing for their attention in real-time. The center that:
- Answers immediately (or calls back fastest)
- Provides clear, helpful information
- Makes tour scheduling effortless
- Follows up professionally
…wins the enrollment.
The Perfect Phone Greeting Script
First impressions happen in seconds. Your greeting sets the tone for the entire conversation.
The 4-Part Greeting Formula
Structure: Greeting + Center Name + Your Name + Offer to Help
Script:
“Good morning, thank you for calling [Center Name]! This is [Your Name]. How can I help you today?”
Why it works:
- “Good morning/afternoon” – Warm, professional opening
- “Thank you for calling” – Shows appreciation
- Center name – Confirms they reached the right place
- Your name – Personalizes the interaction
- “How can I help?” – Open-ended invitation to share their needs
What NOT to Do
- ❌ “Hello?” (Sounds unprepared)
- ❌ “[Center Name], please hold.” (Immediately dismissive)
- ❌ “Yeah?” (Unprofessional)
- ❌ Long-winded greetings (Parents are busy)
When the Caller States Their Need
Parent: “Hi, I’m looking for daycare for my 2-year-old.”
Response Script:
“Wonderful! We’d love to help you find the right fit for your little one. I’m happy to answer any questions you have. First, may I ask your name and your child’s name?”
Why this works:
- Acknowledges their need positively (“Wonderful!”)
- Positions you as helpful (“love to help you find the right fit”)
- Gets their name for personalization
- Asking for the child’s name shows you care about them as individuals
Answering the Top 5 Parent Questions
Parents ask predictable questions. Having polished answers ready makes you sound confident and trustworthy.
Question 1: “Do you have availability?”
Never say: “Let me check…” then put them on hold for 3 minutes.
Script:
“Great question! We do have limited spots available in our toddler classroom right now. Availability changes weekly, so I’d love to schedule a tour for you to see the classroom and meet the teachers. What day works best for you this week—[Day 1] or [Day 2]?”
Key elements:
- Direct answer (yes, with context)
- Creates urgency (“limited spots,” “changes weekly”)
- Immediately pivots to tour booking
- Offers two specific options (not “when are you free?”)
Question 2: “How much does it cost?”
This question makes many daycare staff uncomfortable. Don’t be evasive—transparency builds trust.
Script:
“I’m happy to share that! Our toddler program runs [$X] per week for full-time care, which includes meals, snacks, and all curriculum materials. Many parents tell us it’s an excellent value for the quality of care and education we provide. Would you like me to email you our complete rate sheet, or would you prefer to discuss pricing options during a tour?”
Key elements:
- Direct answer with specific number
- Frames price with included value
- Social proof (“many parents tell us”)
- Offers next step (email or tour)
If you offer financial assistance:
“We also accept [state subsidy program] and offer sibling discounts. I’d be happy to discuss options that might work for your family during a tour.”
Question 3: “What’s your curriculum?”
Script:
“We use a [curriculum name] approach, which focuses on [1-2 key benefits relevant to their child’s age]. For toddlers, this means lots of hands-on learning through play, early literacy activities, and social-emotional development. Our teachers plan weekly themes that keep children engaged while building school readiness skills. During a tour, I can show you exactly what a day looks like in our toddler room. Would [Day] or [Day] work better for you?”
Tailor to their child’s age – infant care messaging differs from preschool prep.
Question 4: “What are your hours?”
Script:
“We’re open [hours], Monday through Friday. We offer flexibility for early drop-off and late pickup if your schedule requires it. What hours would you typically need care?”
Why ask about their needs: Shows you’re solution-oriented and gathers info for the tour.
Question 5: “What’s your teacher-to-child ratio?”
Script:
“Great question—ratios are so important! For toddlers, we maintain a [X:X] ratio, which is [better than/meets] state requirements. We believe smaller groups mean more individualized attention for each child. Our lead teachers are [credential—e.g., degree in Early Childhood Education], and we have very low staff turnover, so children build lasting relationships with their caregivers.”
Key elements:
- Affirms this is an important question
- Provides specific ratio
- Contextualizes (vs. state requirements)
- Adds qualifications and stability info (differentiators)
How to Transition From Questions to Tour Booking
The goal of every inquiry call is a scheduled tour. Here’s how to make that transition natural.
The Bridge Technique
After answering 2-3 questions, use a bridge statement:
Bridge Scripts:
“I could talk about our program all day, but honestly, the best way to see if we’re the right fit is to visit. Our toddler room is so wonderful in person. Can I schedule a tour for you this week?”
“These are all great questions, and I want to make sure you get all the information you need. A quick 20-minute tour would let you see the classrooms, meet the teachers, and ask any other questions. Do you have time this [Day] or [Day]?”
“It sounds like [Center Name] might be exactly what you’re looking for. The next step would be a tour so you can see everything firsthand. What works better for your schedule—mornings or afternoons?”
The Two-Option Close
Never ask “When would you like to come in?” Too open-ended.
Instead, offer two specific options:
“Would Tuesday at 10 AM or Thursday at 2 PM work better for you?”
This technique:
- Makes decision-making easier
- Shows you’re organized and professional
- Increases commitment (they pick one rather than “maybe later”)
If They’re Not Ready to Book
Script:
“I completely understand wanting to think about it. What I can do is send you an email with our program information, rates, and some photos of the classrooms. Then, when you’re ready to schedule a tour, just reply to that email or give me a call. Can I get your email address?”
Why this works: You still capture their contact information for follow-up.
Handling Common Parent Objections
Parents often hesitate. These scripts help you address concerns without being pushy.
Objection: “I’m just calling around right now.”
Script:
“That makes total sense—choosing childcare is such an important decision. What I’ve found is that visiting really helps parents compare. We’re happy to be one of the centers you tour. Even a quick 15-minute visit would give you a feel for our environment. Would later this week work?”
Objection: “We’re not ready to start yet.”
Script:
“When are you hoping to start care? [Wait for answer.] Perfect. Many families tour a month or two ahead to secure their spot since availability changes. Touring now would let you get on our waitlist if needed—no commitment until you’re ready. Would a tour this month work?”
Objection: “I need to talk to my spouse/partner.”
Script:
“Of course! Would it be helpful if I scheduled a tour time that works for both of you? That way you can see the center together and make the decision as a family. What day would work for both of your schedules?”
Objection: “Your rates are higher than other centers.”
Script:
“I appreciate you sharing that. Our rates reflect [specific value: smaller ratios, teacher credentials, included meals, curriculum, etc.]. Many families tell us that once they toured and saw the difference in quality, they understood the investment. I’d love for you to see that difference yourself—would a tour this week work?”
Objection: “You don’t have the exact availability I need.”
Script:
“I understand that’s frustrating. Here’s what I can offer: we do have openings in our [alternative], and our [target classroom] spots open regularly as children transition. Would you like to tour and get on our priority waitlist? Waitlist families always get first choice when spots open.”
Email Response Templates That Get Replies
Many inquiries come via email or website forms. Your response must be fast, warm, and action-oriented.
Initial Email Response Template
Subject: [Child’s Name]’s Spot at [Center Name] – Let’s Schedule a Tour!
Hi [Parent Name],
Thank you so much for reaching out about care for [Child’s Name]! We’re excited you’re considering [Center Name].
Great news—we currently have availability in our [age group] classroom. Based on your inquiry, I think [Child’s Name] would really thrive in our program because [brief personalized benefit based on their message].
The best next step is a quick tour so you can see our classrooms, meet our teachers, and get all your questions answered. I have availability this week on:
- [Day 1] at [Time 1]
- [Day 2] at [Time 2]
Just reply with what works best, and I’ll confirm your visit!
In the meantime, here’s a quick overview of our program: [link to website or attached PDF]
Looking forward to meeting you and [Child’s Name]!
Warm regards,
[Your Name]
[Title]
[Center Name]
[Phone Number]
If They Haven’t Responded (Follow-Up #1 – Day 3)
Subject: Re: [Child’s Name]’s Spot at [Center Name]
Hi [Parent Name],
I wanted to follow up on my earlier email about [Child’s Name]. I know how busy life gets when you’re searching for the right childcare!
We’d still love to show you around [Center Name]. If [Day/Time] options I mentioned don’t work, just let me know what’s better for your schedule—I’m happy to find a time that fits.
Any questions in the meantime? I’m here to help.
Best,
[Your Name]
Text Message Scripts for Follow-Up
Text messages have 98% open rates compared to 20% for email (SMS Comparison, 2025). Use them wisely.
Tour Confirmation Text
Hi [Name]! This is [Your Name] from [Center Name]. Just confirming your tour tomorrow at [Time]. Our entrance is at [location detail]. See you soon! Reply CONFIRM or call us at [number] if you need to reschedule.
Day-Before Reminder
Hi [Name]! Friendly reminder about your tour at [Center Name] tomorrow at [Time]. We’re excited to show you around! Need to reschedule? Just reply here.
After Missed Call (Lead Capture)
Hi! You just called [Center Name] and we missed you. So sorry about that! I’d love to help with your childcare questions. When’s a good time to call you back? – [Your Name]
Post-Tour Follow-Up
Hi [Name]! It was wonderful meeting you and learning about [Child’s Name] today. If you have any questions, just text or call me directly. We’d love to have [Child’s Name] join our [Center Name] family! – [Your Name]
The Complete Follow-Up Sequence
Consistent follow-up separates centers with waitlists from those with empty spots. Here’s a proven sequence:
After Tour – Day 0 (Same Day)
Action: Send thank-you email
Script: (See Post-Tour Follow-Up above)
Day 1 (Next Day)
Action: Phone call
Script:
“Hi [Name], this is [Your Name] from [Center Name]. I just wanted to follow up on your tour yesterday and see if you had any questions I can help answer. We’d love to have [Child’s Name] join us!”
Day 3
Action: Email with enrollment information
Subject: [Child’s Name]’s Enrollment at [Center Name]
Hi [Name],
I hope you’re having a great week! I wanted to send over the enrollment paperwork in case you’re ready to move forward with [Child’s Name]’s spot.
[Attach enrollment forms or link]
Let me know if you have any questions. We’re holding a spot in our [classroom] and would love to welcome [Child’s Name]!
Best,
[Your Name]
Day 7
Action: Value-add email (not sales-focused)
Subject: A resource for [Child’s Name]’s development
Hi [Name],
I came across this article about [toddler development/starting daycare/etc.] and thought of you and [Child’s Name]: [link]
Let me know if there’s anything else I can help with as you make your childcare decision. We’re here whenever you’re ready!
Best,
[Your Name]
Day 14
Action: Final outreach
Subject: Checking in on [Child’s Name]’s spot
Hi [Name],
I wanted to reach out one more time about [Child’s Name]’s spot at [Center Name]. We’ve had a few other inquiries for our [age group] room, and I wanted to make sure you had first choice before we move forward with other families.
If [Center Name] isn’t the right fit, no worries at all—just let me know so I can update our waitlist.
Wishing you and [Child’s Name] all the best!
[Your Name]
Key principle: Each touchpoint adds value or creates gentle urgency—never desperate or pushy.
When You Can’t Answer the Phone
Here’s the reality: you’re caring for children. You can’t always grab the phone on the first ring. But missed calls cost enrollments.
The Voicemail Problem
- 67% of parents won’t leave a voicemail (Care.com, 2025)
- Those who do expect callback within 1 hour
- Most daycares take 4+ hours to return calls
Solutions for Childcare Centers
Option 1: Dedicated Office Staff
Hire someone whose primary job is answering phones and managing inquiries. Cost: $35,000-45,000/year.
Option 2: Traditional Answering Service
Outsource to a call center. Cost: $200-500/month. Limitation: Generic scripts, no childcare expertise, can’t schedule tours.
Option 3: AI Receptionist
AI receptionists built for daycares answer every call instantly—24/7—with natural conversation. They answer FAQs, provide program information, and schedule tours directly into your calendar.
Why AI works for daycares:
- Answers in 1 ring (no hold times, no voicemail)
- Available evenings and weekends when working parents call
- Never gets overwhelmed during busy times
- Costs 80-90% less than hiring staff
- Integrates with your scheduling and CRM systems
The result? Every inquiry gets answered. Every interested parent gets a tour scheduled. No opportunity falls through the cracks.
Curious how it works? Book a demo with AgentZap to see an AI receptionist handle daycare inquiries in real-time.
Frequently Asked Questions
What is the best way to answer daycare phone calls?
The best way to answer daycare phone calls is with a warm, professional greeting that includes your center name and your name, followed by “How can I help you today?” Answer questions directly and confidently, then transition to scheduling a tour using a two-option close like “Would Tuesday morning or Thursday afternoon work better?” Always capture the caller’s contact information before ending the call.
How do I convert more daycare tours into enrollments?
Convert more daycare tours into enrollments by preparing thoroughly before each tour, personalizing the experience based on what you learned during the inquiry call, and following up systematically afterward. Send a same-day thank-you message, call the next day to answer questions, and provide enrollment forms by day three. Centers with structured follow-up sequences convert 60-70% of tours compared to 30-40% without follow-up.
What should I say when parents ask about daycare prices?
When parents ask about daycare prices, answer directly with specific numbers rather than being evasive. State your rate, then immediately add value by mentioning what’s included (meals, curriculum materials, activities). For example: “Our toddler program is $325 per week, which includes breakfast, lunch, snacks, and all curriculum materials. Many parents find it’s excellent value for the quality of care.” Then transition to scheduling a tour.
How quickly should daycares respond to inquiries?
Daycares should respond to inquiries within 5 minutes for best results. Research shows that leads contacted within 5 minutes are 21 times more likely to convert than those contacted after 30 minutes. Since 78% of parents choose the first center that responds helpfully, response speed directly impacts enrollment. For after-hours inquiries, aim to respond within 15 minutes of the next business day opening—or use an AI receptionist for immediate 24/7 response.
How do I handle parents who say they’re “just looking”?
When parents say they’re “just looking,” acknowledge their decision-making process positively, then gently guide them toward a tour. Say something like: “That makes total sense—choosing childcare is one of the most important decisions you’ll make. What I’ve found is that visiting really helps parents compare options. Even a quick 15-minute tour gives you a real feel for our environment. Would later this week work for you?” This validates their approach while still advancing toward a tour.
Should daycares use scripts when answering phones?
Yes, daycares should use scripts as a framework for answering phones. Scripts ensure consistent, professional responses and help staff answer common questions confidently. The key is practicing scripts until they sound natural, not robotic. Staff should internalize the structure and key phrases while adapting tone and specific words to their personality. Well-trained staff using scripts convert 40% more inquiries to tours than those without structured responses.
Conclusion
Mastering daycare inquiry scripts transforms your enrollment results. Every phone call is an opportunity to welcome a new family—or watch them enroll at your competitor down the street.
Here are the key takeaways:
- Answer every call warmly and professionally—your greeting sets the tone for trust
- Provide direct answers to common questions—especially pricing and availability
- Always transition toward a tour booking—use the two-option close technique
- Handle objections with empathy and solutions—most hesitations can be overcome
- Follow up systematically—the fortune is in the follow-up sequence
- Capture every inquiry—use AI receptionists if you can’t answer phones yourself
Remember: parents are stressed, overwhelmed, and often calling during limited breaks in their workday. The center that makes their decision easy wins their enrollment.
Ready to ensure every parent inquiry becomes an enrollment opportunity? Book a demo to see how AgentZap’s AI receptionist can answer calls 24/7, deliver your inquiry scripts perfectly every time, and schedule tours automatically.