The paperwork side of hosting an au pair catches most families off guard. Not because it’s impossibly complicated, but because there’s more of it than expected—and it shows up at different stages of the process. Some documents are needed before you even start looking for a match. Others don’t come into play until weeks later. And a few surprise you right when you think everything’s done.
The timing matters as much as the documents themselves. Submit something too early and it might expire before you need it. Wait too long and the whole timeline gets pushed back. Here’s what actually needs to happen, and when.
Before You Start Looking for a Match
The first round of paperwork happens before any au pair ever sees your family profile. This is the application stage, and it’s mostly about proving your household meets program requirements.
Families need to show they have adequate space for an au pair. That means floor plans or photos showing a private bedroom—not a finished basement with a bathroom down the hall, but an actual bedroom with a door and a window. Some agencies want measurements. Others just want photos from multiple angles.
Then there’s income verification. Most programs require proof that families can afford the program costs without financial strain. Pay stubs work. Tax returns work. A letter from an employer works if it includes salary information. The exact requirement varies by agency, but the point is the same: demonstrating financial stability.
Background checks come next. Every adult in the household over 18 goes through one. This includes parents, grandparents who live in the home, and older siblings. The checks look at criminal history, and in some cases, driving records if the au pair will be using a family vehicle.
Medical clearances get requested too, though not always at this stage. Some agencies want confirmation that all family members are in general good health and that there are no conditions that would make hosting difficult or unsafe. A simple form from a doctor usually covers it.
Getting Matched and Moving Forward
Once a family and au pair decide they’re a good fit, the documentation kicks into higher gear. This is where immigration paperwork enters the picture, and it’s probably the most time-sensitive part of the whole thing.
The DS-2019 form is the big one. It’s the official document that allows an au pair to apply for a J-1 visa, and it can only be issued by a designated sponsor organization. Families don’t create this form themselves—the agency handles it—but they need to provide information for it. That includes details about the host family, the au pair’s responsibilities, and the living situation.
Processing time for the DS-2019 varies, but it usually takes a few weeks. Once it’s issued, the au pair uses it to schedule a visa interview at a U.S. embassy or consulate in their home country. Families don’t attend this interview, but they might need to provide supporting documents if the consulate requests them.
The au pair agreement is another critical document that gets finalized during this stage. It’s essentially a contract that outlines expectations, schedules, duties, compensation, and house rules. Both the family and au pair sign it, and it becomes the reference point if any disagreements come up later. Families working with an established agency often find the matching process more straightforward since these organizations handle visa sponsorship and provide structured agreements—for instance, goaupair.com manages much of the documentation burden that independent arrangements would otherwise place on host families.
Right Before Arrival
The final batch of paperwork happens in the weeks leading up to the au pair’s arrival. Some of it is logistical. Some of it is legal. All of it needs to be in place before the au pair steps off the plane.
Travel arrangements require documentation. Families usually receive flight details, including the au pair’s itinerary and arrival time. Some families are responsible for booking and paying for the flight. Others have the au pair book it and get reimbursed. Either way, keeping copies of all travel confirmations is important.
Insurance documentation comes together during this period too. Au pairs are required to have health insurance for the duration of their stay, and most agencies include it as part of the program fee. Families should receive proof of coverage, policy numbers, and information about what’s included. This matters if the au pair needs medical care shortly after arriving.
The handbook or welcome packet that many families create isn’t legally required, but it prevents a lot of confusion. It covers house rules, schedules, emergency contacts, Wi-Fi passwords, how to use appliances, neighborhood information, and anything else that would take days to explain verbally. Think of it as an operating manual for your household.
After the Au Pair Arrives
The paperwork doesn’t completely stop once the au pair is in the country. There are a few ongoing documentation requirements that families need to stay on top of.
Educational component documentation is one of them. Au pairs are required to complete at least six credit hours of coursework at an accredited institution during their stay. Families help facilitate this, and they need to keep records showing the au pair is meeting this requirement. That means keeping copies of enrollment confirmations, tuition receipts, and course completion certificates.
Monthly or quarterly check-ins with the agency often involve some form of documentation. This might be as simple as confirming that everything is going well, or it might involve more detailed reports if there are concerns. Either way, keeping a record of these communications is smart.
Then there’s the everyday stuff that’s easy to forget. Keeping a log of hours worked helps if there’s ever a question about whether the au pair is staying within the 45-hour weekly limit. Keeping receipts related to the au pair’s stipend or expenses creates a clear paper trail. Keeping copies of any amendments to the original agreement protects everyone if expectations shift.
What Happens If Something Goes Wrong
Sometimes an au pair placement doesn’t work out. The fit isn’t right, or circumstances change, and the arrangement needs to end early. When that happens, there’s another round of paperwork.
Rematch paperwork gets filed if the family or au pair wants to find a new match rather than end the program entirely. This involves documenting what went wrong, what attempts were made to fix it, and what kind of match would work better moving forward.
If the placement ends entirely, there’s exit documentation. The agency needs to be notified. The au pair’s visa status needs to be updated. Any financial settlements need to be documented and agreed upon.
The Timeline Really Does Matter
Here’s the thing that trips up a lot of families: immigration processing times are unpredictable. Even when everything is submitted correctly and on time, delays happen. Consulates get backlogged. Forms get lost. Interviews get rescheduled.
That’s why starting early matters so much. Families who begin the process three to four months before they actually need an au pair have breathing room. Families who wait until the last minute end up stressed, scrambling, and sometimes without childcare when they need it most.
The documentation requirements for hosting an au pair are manageable, but they’re not minimal. There’s genuine work involved in gathering everything, keeping it organized, and making sure deadlines don’t slip by. Families who treat this part of the process seriously—who create a folder, set reminders, and stay on top of what’s needed when—have a much smoother experience than those who assume it’ll all just work itself out.
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