Welcoming an au pair into your home is one of the most hopeful, personal choices a family can make. That first message doesn’t just share facts—it sets the tone for trust, comfort, and mutual respect. This is exactly why a thoughtful Sample Letter to Au Pair can make or break your first connection.

Too many host families send dry, list-only emails that get ignored. Great letters show your human side, set clear expectations, and help the right au pair choose your family over every other option. In this guide you’ll get usable templates, clear best practices, and answers to every common question.

Why A Good First Letter Matters

Before you copy any template, stop and understand what this letter actually does. This is not a job ad. This is the first impression someone will have of the home they may live in for 12 months or more.

A well written Sample Letter to Au Pair will filter bad matches before you waste hours on video calls. Every good letter balances these three core parts:

  • Honest daily routine details, not just vacation photos
  • Clear expectations for work hours and boundaries
  • Genuine, specific things that make your family unique

Many families make the mistake of only sharing the nice parts. Being upfront about hard days, messy houses, or early school drop offs builds trust from day one. Use this simple reference table when drafting:

Don't Write Do Write
"We are a perfect happy family" "We laugh a lot, but we also argue over breakfast cereal"
"Light housework required" "Packing school lunches 3 mornings per week"

Sample Letter to Au Pair: First Introduction Cold Outreach

Hi Maria,

My name is Lisa, we’re a family of 4 living just outside Portland, Oregon. I found your profile this morning and your story about loving hiking and working with toddlers really stood out to us.

We are looking for an au pair starting in 3 months to help with our 3 and 5 year old boys. Work hours would be 25 hours a week, mostly before and after school, with every weekend free.

I’d love to send you more photos and answer any questions you have. Would you have 15 minutes for a quick video call next week?

All the best, Lisa, Tom, Leo & Milo

Sample Letter to Au Pair: Follow Up After First Interview

Hi Carlos,

Thank you so much for chatting with us last night. The kids already keep asking when you’re coming to teach them soccer tricks.

Just to confirm what we discussed: start date June 12th, private bedroom with en-suite, 4 weeks paid holiday per year. We will cover your flight and full health insurance.

Let us know by end of week if this works for you. We are really excited about the possibility of you joining us.

Best, The Henderson Family

Sample Letter to Au Pair: Pre-Arrival Welcome Letter

Dear Amira,

Only 17 days until you arrive! We are all counting down, the kids made you a welcome poster that covers half the fridge.

We will be waiting for you at arrivals gate 3 with your favourite iced coffee. Don’t worry about bringing bed linen or towels, we have everything ready for you. The first three days will be no work, just settling in and exploring the neighbourhood.

Text us anytime if you think of questions before you fly. We can’t wait to meet you.

Warmly, Emma & family

Sample Letter to Au Pair: Polite Boundary Reminder

Hi Jake,

We have really loved having you here the last two months, the kids adore you and things are going great.

Just a gentle reminder that we agreed work finishes at 6pm on weekdays. We know last week ran late a couple times, and we will add those hours to your time off this month.

Please let us know if anything feels unclear, we always want you to feel comfortable speaking up.

Thanks, Sarah & Mark

Sample Letter to Au Pair: End Of Contract Thank You Note

Dear Zara,

We can’t believe your year with us is almost over. You didn’t just help with the kids – you became part of our family, and we will never forget how you supported us when grandma was sick.

We have left your reference letter attached, and you will always have a bed here whenever you come back to visit.

Thank you for everything. We love you.

All our love, The Wilson family

Sample Letter to Au Pair: Rescheduling Planned Time Off

Hi Mei,

Thank you for letting us know about your friend visiting next month.

Unfortunately dad’s work trip got moved that same week, so we can’t cover the kids that Thursday. Would you be able to shift your days off to the following week instead? We will add an extra paid day off as a thank you for being flexible.

Let us know what works for you, no pressure at all.

Cheers, Matt

Sample Letter to Au Pair: Emergency Contact Confirmation

Hi Leo,

Just a quick note before we go away for our overnight work trip this weekend.

All emergency numbers are stuck to the fridge door, and the neighbour two doors down is home all weekend if you need anything. You can order takeout for dinner on us, no budget limit. Call us anytime, day or night.

Thank you so much for staying with the kids, we trust you completely.

Take care, Chloe

Frequently Asked Questions about Sample Letter to Au Pair

How long should my first letter to an au pair be?

Aim for 150-250 words. This is long enough to share personality but short enough that someone will read the whole thing. Avoid walls of text, use short paragraphs and line breaks.

Should I include salary details in the first letter?

Yes, always be upfront about pay, hours and benefits in your first message. Hiding this information wastes everyone’s time and builds distrust early. You can fine tune details later.

What mistakes do host families make in letters?

The most common mistakes are being overly vague, only listing requirements, or pretending your family is perfect. Honest, human letters always get better responses than polished generic ones.

When should I send a follow up letter?

Send a follow up within 24 hours after any video call or interview. This confirms what was discussed and shows you are serious about the match.

Can I use a template for my au pair letter?

Yes you can use a template, but always add personal unique details. Remove any generic lines and add one specific thing you noticed on their profile.

How formal should the letter be?

Keep tone friendly and casual, not formal. This person will be living in your home. Write like you are talking to a nice new acquaintance, not a job applicant.

What information to include in a pre-arrival letter?

Include arrival logistics, what you have prepared for them, and ground rules. Most importantly, tell them you are excited for them to arrive.

Should I mention house rules in the first letter?

You don’t need every single rule, but mention key boundaries early. This filters out people who will not be a good fit for your home.

Every letter you send to an au pair is more than just a message. It is the first step of building a relationship that will shape your family and their life for years. Using the samples above will help you communicate clearly, be honest, and connect with the right person for your home.

Take 10 minutes today to adjust one of these templates for your situation. Add one small, true detail about your family that no other host family would write. That one line will be the reason they reply to you first.