What should a host family prepare before the au pair arrives?

Before the au pair arrives, a host family should prepare a private, comfortable room, gather key documents, clearly communicate house rules, and have practical information ready for day one. Getting these basics in place before arrival makes the transition smoother for everyone and sets the tone for a positive hosting experience. The sections below walk through each preparation step in detail.

What should the au pair’s room include before arrival?

The au pair’s room should be a private, furnished space that feels welcoming and livable from the moment they walk in. At minimum, it needs a bed with clean bedding, a wardrobe or storage for clothes, a desk or work surface, good lighting, and access to Wi-Fi. A room that is genuinely ready on arrival day signals respect and sets a warm tone for the year ahead.

Think beyond the basics when preparing the space. Small touches make a real difference to someone arriving in a new country, often jet-lagged and far from home. Consider adding:

A set of fresh towels and toiletries for the first few days
A welcome note or small welcome gift from the family
A printed or handwritten Wi-Fi password
A spare key, so the au pair feels at home rather than dependent on the family’s schedule
A small amount of space in a shared bathroom or kitchen cupboard designated as theirs

Privacy matters. The au pair’s room should be their own space, separate from the children’s rooms, with a door they can close. This is not just a courtesy, it is a fundamental part of the au pair hosting arrangement and helps maintain a healthy balance between family life and personal time. An au pair who feels settled in their room is far more likely to feel settled in your home.

What documents should a host family have ready on arrival day?

On arrival day, a host family should have the au pair placement agreement, the fixed weekly schedule, pocket money arrangements in writing, and any relevant visa or IND documentation ready to review together. Having these documents prepared and accessible shows professionalism and gives the au pair confidence that the arrangement is structured and above board.

In the Netherlands, the au pair program is governed by the IND (Immigration and Naturalisation Service), which sets clear legal requirements for both host families and au pairs. Families working with an IND-recognised agency will typically have most of the formal documentation handled before arrival day, but it is still worth having physical or digital copies on hand. Key documents to prepare include:

The signed host family and au pair agreement
The fixed weekly schedule showing the set hours and days of childcare duties
Written confirmation of the pocket money amount and payment schedule
Health insurance documentation for the au pair, if arranged by the family
Emergency contact information and local GP details
Any IND approval letters or visa documentation relevant to the au pair’s stay

Going through these documents together on or shortly after arrival day is a good habit. It ensures both parties understand the terms clearly and avoids misunderstandings later. Transparency from the start builds trust, which is the foundation of a successful hosting year.

How should a host family explain house rules to a new au pair?

House rules should be explained conversationally and in writing, covering expectations around mealtimes, guests, household chores, shared spaces, and quiet hours. The clearest approach is to have a simple house guide or welcome document ready before arrival, then walk through it together during the first day or two rather than delivering a long list of rules all at once.

It helps to frame house rules as shared expectations rather than restrictions. An au pair is joining the household as a temporary family member, not a live-in employee, so the tone of this conversation matters. Be honest and specific about what works for your family, and invite the au pair to ask questions or share their own preferences too. Topics worth covering include:

Mealtimes, whether the au pair eats with the family or independently, and what food is available to them
Use of shared spaces such as the living room, kitchen, and bathroom
Expectations around tidiness and light household tasks
Guests, whether the au pair can have friends visit, and any guidelines around overnight guests
Quiet hours or household routines that affect the whole family
Use of the family car, if applicable

Keep the tone warm and practical. The goal is to help the au pair feel informed and at ease, not overwhelmed. A written summary they can refer back to later is genuinely useful, especially in the first few weeks when they are absorbing a great deal of new information at once.

What practical information does an au pair need on the first day?

On the first day, an au pair needs to know how to get around locally, where essential services are, how the household routines work, and who to contact in an emergency. This practical orientation helps them function independently from day one rather than feeling reliant on the family for every small thing.

A simple orientation pack or walkthrough on arrival day goes a long way. Cover the following practical points:

Local transport options, nearest bus stops, train stations, or cycling routes
Location of the nearest supermarket, pharmacy, and GP
How household appliances work, including the washing machine, oven, and heating
The family’s daily routine and the children’s schedule
Emergency contacts, including the family’s mobile numbers and a neighbour or local contact
How pocket money is paid and when
The fixed weekly schedule for childcare duties, including the set days and hours the au pair is expected to be available

If the au pair is new to the Netherlands, a brief introduction to how things work locally is especially helpful. Many au pairs arrive from countries where cycling is not common, public transport works differently, or daily routines vary significantly. A little context on Dutch family life and day-to-day habits helps the au pair settle in with confidence rather than uncertainty.

How can host families help an au pair settle into the Netherlands?

Host families can help an au pair settle into the Netherlands by introducing them to the local area, encouraging them to connect with other au pairs, and showing genuine interest in their experience. The first few weeks are the most challenging, and small gestures of inclusion make a significant difference to how quickly an au pair feels at home.

Practical support in the early weeks might include taking the au pair on a local orientation walk, showing them how to use public transport or cycle safely, and helping them register with a local GP. Beyond logistics, social connection is equally important. Au pairs who feel isolated are more likely to struggle with the adjustment period, so encouraging them to explore the Netherlands and meet others in a similar situation is genuinely valuable.

Many au pairs in the Netherlands benefit from being part of a wider community. Events, outings, and social gatherings give them the chance to meet other au pairs, explore Dutch culture, and build friendships outside the family home. This kind of community support is something families can actively encourage rather than simply leaving to chance.

It is also worth checking in regularly, especially in the first month. A brief weekly conversation about how things are going, what is working well, and whether anything needs adjusting helps both the family and the au pair feel heard. This kind of open communication is one of the most reliable predictors of a successful hosting year.

How Sunshine Au Pair helps host families prepare for a great start

Sunshine Au Pair supports host families throughout the entire preparation and arrival process, not just during the matching stage. As an IND-recognised agency with over a decade of experience and more than 1,000 successful placements, the team is equipped to guide families through every step.

Dedicated Program Managers who support families from registration through to the end of the hosting year
Full handling of IND documentation, contracts, and visa arrangements
Pre-arrival guidance on room preparation, fixed schedules, and legal requirements
Access to a vibrant au pair community with regular events and social activities across the Netherlands
Ongoing follow-up meetings to ensure the placement is going well for both the family and the au pair

Whether you are hosting for the first time or welcoming your fourth au pair, getting the preparation right makes all the difference. Get in touch with Sunshine Au Pair to find out how the team can help your family get ready for a smooth and successful arrival.