Private Caregiver Hiring Checklist for Families

Hiring a private caregiver can make it possible for an older adult to remain at home longer, but the arrangement needs structure. Families often focus on hourly rate first. Rate matters, but the bigger risks are unclear duties, no backup plan, weak screening, cash-only payments, and confusion about whether the caregiver is an employee.

Define the job before interviewing anyone

Write a one-page care description. Include the person's mobility level, memory concerns, toileting needs, meal needs, medications, transportation needs, pets, smoking rules, household tasks, and whether overnight supervision is needed. Decide which tasks are allowed and which are not. For example, a companion may prepare meals and provide reminders, while hands-on transfers, wound care, injections, or medication administration may require a licensed professional depending on your state rules.

Know the difference between companion care and hands-on care

• Companion care: Conversation, supervision, errands, meal preparation, light housekeeping, and reminders.
• Personal care: Bathing, dressing, toileting, mobility help, incontinence support, and transfer assistance.
• Specialized care: Dementia support, hospice support, post-surgery help, behavior support, or care requiring training.

If needs are complex, ask a doctor, nurse, home health agency, or care manager which tasks should be handled by licensed staff.

Screen carefully

• Ask for work history, references, certifications, and availability.
• Verify identity and work authorization where applicable.
• Run background checks according to your state rules.
• Call references and ask about reliability, communication, boundaries, and safety.
• Ask scenario questions: falls, missed medication, refusal to bathe, emergency symptoms, family conflict, and late arrival.

The federal Eldercare Locator can help families find local aging services and caregiver support resources.

Understand household employment rules

If a family directly hires someone to work in the home and controls what work is done and how it is done, that worker may be a household employee. The IRS explains household employee rules in Publication 926, Household Employer's Tax Guide. The IRS also notes that caregivers are typically employees when they work in the home and the care recipient controls the work; see the IRS page on family caregivers and self-employment tax. Families should speak with a tax professional or payroll provider before assuming a caregiver is an independent contractor.

Put the arrangement in writing

A basic caregiver agreement should include the schedule, duties, hourly rate, overtime rules, payment dates, time tracking, cancellation rules, emergency procedures, confidentiality expectations, transportation rules, house key rules, and termination notice. It should also say who supervises the caregiver and who can change the schedule. For complex situations, ask an attorney to review the agreement.

Plan for backup care

Even excellent caregivers get sick, have family emergencies, or leave for another job. Build a backup list before the first shift. Include family coverage, agency respite options, neighbors who can check in, adult day programs, and emergency contacts. If a loved one cannot safely be alone, "we will figure it out that day" is not a plan.

Use YouRetire tools together

Use the Private Caregiver Cost Calculator to estimate weekly, monthly, and annual costs. Then draft a simple agreement with the Caregiver Agreement Generator. Save both to your dashboard before interviewing candidates.