Ratio Variation Pack


Everything you need to manage and plan for a Ratio Variation / Exception to Ratios, assess the risks of a variation and inform parents of a proposed change to your registration conditions.

£3.25 – Add to Cart Includes 20% tax
NOW includes NEW COVID-19 Exception to Ratio Risk Assessment

This pack provides resources to assist with managing adult to child ratios, assessing the risks of a variation and informing parents of a proposed change to your registration conditions.


  • Ratio Management Chart
  • Exception to Ratios Risk Assessment
  • Parent Notification Letter Templates
Circumstances requiring a Ratio Variation / Exception to Ratios

The maximum number of children you can provide care for at any one time and the ages of these children will be detailed on your Ofsted / Care Inspectorate registration certificate.

Occasionally special circumstances may arise where an adjustment to your ratios may be beneficial to the children and families attending your service.  A change in ratios may allow you to provide continuity of care, for example in order to take on a sibling of a child already in attendance, or if you have a baby of your own. Adjusting your ratios would also be necessary in order to provide care for sibling babies.

Before making any changes, it is important that you check the relevant guidance as you may need to seek permission for an exception to ratios from Ofsted / The Care Inspectorate.

Ofsted Registered Childminders should refer to section 3.42 of the EYFS.

Care Inspectorate Childminders should read this Guidance on adult to child ratios in Early Learning and Childcare (ELC) settings.

In all circumstances you will need to demonstrate to parents/ carers and inspectors that the individual needs of each child can be met.


This pack contains ALL of the following to assist with managing, risk assessing and notifying parents of a proposed ratio variation: 

Ratio Management Chart

Four versions of the chart are provided: one for settings who offer full day places, one for split morning and afternoon sessions, one which includes weekend care and one to accommodate provision for up to four pre-school children, for example in order to provide continuity of care for young siblings or where wrap around care is to be provided for 3 and 4 year olds attending funded sessions at another setting.

At a glance you will be able to see which children attend when, their ages, when any exceptions to ratios occur and whether or not you have space to take on any more children of a certain age group.

Simply choose the chart most appropriate for your setting and circumstances.

Completed examples also included!

This resource is also available separately. Find further details here


Exception to Ratios Risk Assessment

Use this template risk assessment to help you show how you will manage any additional risks that must be considered as a result of the proposed change and also how you will continue to meet all children’s individual care and learning needs.

This resource is also included in the Risk Assessments Pack. Find further details here

PLUS.. NEW COVID-19 Exception to Ratio Risk Assessment

If your setting is remaining open in order to provide care for the children of key workers or vulnerable children, you must ensure you consider the additional risks and take the necessary precautions to keep everyone safe.


Parent Notification Letters – Proposed Variation to Ratios

Ratio Variation Parent Letter

It is important that you inform all families that will be affected by the proposed change to your ratios to ensure that they understand the changes you are making. This template letter can be easily edited as you require to suit the circumstances of your variation and ensure parents are clear that you have considered any additional risks and how you will ensure quality of care.

Includes Parent Confirmation form which can be signed as evidence that you have provided families with all of the necessary information and invited them to discuss any concerns.

Includes BOTH English / Ofsted & Scottish / Care Inspectorate templates!


Further Details

The Ratio Management Chart is supplied as a PDF Form. Simply click in each area to add information or print out and complete by hand.

All the Exception to Ratios Risk Assessment and Parent Notification Letter templates are provided as Microsoft Word documents and are entirely editable.

The download version of this pack is supplied as a ZIP FILE. Please see the FAQ page for further information.  


You may also be interested in the Childminder Assistant Employment Pack if you employ an assistant or are considering taking on staff.

Childminder Assistant Employment Pack

A comprehensive pack for childminders, nurseries or other large childcare settings to assist with recruitment and staff management.


Why not become a MindingKids member? PAY JUST £30 TODAY for UNLIMITED ACCESS to ALL our OUTSTANDING Resources!

CLICK HERE for full details of our membership packages!

£3.25 – Add to Cart Includes 20% tax

You must log in and be a buyer of this download to submit a review.

Leave a Reply