Hiring guide
How to hire household staff: a step-by-step guide
Whether you need a nanny, a housekeeper, a private chef or a house manager, a careful process protects your family and helps the right person stay for years. Here is how to do it.
1. Decide exactly what you need
Write down the duties, the days and hours, live-in or live-out, travel, and who the person will report to. Be honest about the mix: a family assistant who also does childcare is a different hire from a nanny, and a house manager who leads staff is different from a housekeeper. Clear expectations attract the right applicants and prevent problems later.
2. Set fair pay
Pay depends on the role, experience, hours and city. Look at what similar jobs pay before you post: our household staff pay guide lists real rates from jobs on Jobinary. Showing the pay on your job post brings more and better applicants.
3. Write a clear job post
A good post includes the role, location (city is enough), schedule, pay, main duties, must-have skills and how to apply. On Jobinary, choosing the role fills in an example description you can edit. You can keep your family’s name confidential.
4. Review applicants and shortlist
Look for steady experience in private homes, clear references and a resume that matches your duties. Shortlist your top three to five, and reply to everyone else; candidates remember families who are respectful.
5. Interview well
Start with a short video or phone call, then meet in person. Ask about real situations: “Tell me about a time a child got hurt”, “How do you care for marble and silk?”, “How did you handle a principal changing plans at the last minute?” Let the candidate meet the people they will work with.
6. Check references and background
Call at least two recent private employers and ask specific questions about reliability, honesty and why they left. If you use a background check company, follow the law: in the U.S. you need the candidate’s written permission first, and there are extra rules if you decide not to hire because of the report. California and some cities also limit when you can ask about criminal history.
7. Do a paid trial day
A paid working interview of a day or two shows you how the person really works and fits with your family. Pay for the trial at the agreed rate.
8. Put the offer in writing
A simple work agreement avoids misunderstandings: duties, schedule, pay, overtime, paid time off, holidays, house rules, confidentiality, and how either side can end the job. Many families also use a nondisclosure agreement.
9. Set up payroll and insurance
Household employees are employees, not contractors, in most cases. If you pay a household employee more than the yearly IRS threshold, you generally need to withhold and pay Social Security and Medicare taxes and may owe federal unemployment tax; see IRS Publication 926. Your state has its own payroll rules (in California, the EDD), and you should ask your insurer about workers’ compensation coverage. A household payroll service can handle all of this for you. This guide is general information, not legal or tax advice.
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Hiring household staff: common questions
How long does it take to hire household staff?
For most roles, two to six weeks from posting to start date, including interviews, references and a trial day. Senior roles such as estate managers can take longer.
Should I hire through an agency or directly?
Agencies recruit and screen for you but usually charge a percentage of the first year’s salary. Hiring directly costs far less, and you control every step. See hiring without agency fees.
Are household staff employees or contractors?
In most cases, a nanny, housekeeper or house manager who works in your home on your schedule is your employee. Check IRS Publication 926 or talk to a household payroll provider.
What should I include in a job post?
Role, city, schedule, pay, main duties, must-have experience and how to apply. Showing pay brings more qualified applicants.
