Draft your charging policy: funded hours free, voluntary extras itemised, opt-outs and bring-your-own meals

The problem

From 2025 and 2026 many nurseries have had to prove that funded hours are really free and that anything extra is voluntary, itemised and optional. A written policy is the foundation for your invoices, your website and what staff say to parents. AI can turn your own fee list, sorted by you into the right categories, into a clear policy. It cannot tell you whether a charge is allowed. You check each line against the guidance and your local authority.

What AI does

AI turns your own list of charges and the alternatives you offer into a plain-English charging policy for parents and a short summary for staff. It never decides whether a charge is allowed: you check that against the official guidance and your local authority (England).

Time

The steps, in short

1. Gather everything you charge for, with prices.
2. Sort the charges yourself and check any you are unsure of with your local authority.
3. Have AI draft the parent policy and staff summary from your list.
4. Check it against the official guidance, get it approved, and put it alongside your fee information.

A short sample prompt

I run a nursery in England. Using only my list of charges and opt-out alternatives below, draft a plain-English charging policy for parents and a short staff summary. Do not judge whether any charge is allowed. List: [paste]