Hiring someone to work in your home is an important decision.
Whether you need an Estate Manager, Personal Assistant, Private Chef, Housekeeper, Nanny, Chauffeur, Caregiver, or another household professional, you are hiring someone who may work closely with your family and have access to your residence, possessions, routines, and personal information.
Finding the right person therefore involves more than posting a job and selecting the candidate with the most experience.
You need to define the position clearly, establish appropriate working conditions, evaluate candidates carefully, and understand your responsibilities as a private household employer.
This guide provides an overview of the principal steps involved in hiring household staff in Canada.
1. Start by Defining What You Actually Need
Before advertising a position, determine exactly what you expect the employee to do.
Household job titles can be misleading because responsibilities vary considerably from one residence to another.
A Housekeeper, for example, might be responsible exclusively for cleaning and laundry in one household. In another, the position might also include grocery shopping, meal preparation, pet care, errands, and occasional childcare.
Start by identifying the household's actual needs and then determine which position best corresponds to them.
Consider:
- Primary responsibilities
- Secondary or occasional responsibilities
- Number and size of residences
- Number of adults and children in the household
- Pets
- Required work schedule
- Full-time or part-time employment
- Live-in or live-out arrangement
- Driving requirements
- Travel requirements
- Weekend or evening availability
- Required experience and qualifications
- Whether the employee will work independently or as part of a household team
Separate what is essential from what would simply be nice to have.
Trying to combine too many unrelated responsibilities into one position can make recruitment more difficult and ultimately lead to an unsuccessful hire.
2. Choose the Right Household Staff Position
Once you understand your needs, select a job title that accurately represents the position.
Common private household positions include:
Estate Manager
Typically oversees more complex residential operations, which may include multiple properties, employees, budgets, projects, vendors, vehicles, and other assets.
Personal or Executive Personal Assistant
Provides administrative and personal support, such as calendar management, travel arrangements, appointments, correspondence, errands, and personal administration.
Household Manager
Coordinates the day-to-day operation of a residence, often including staff supervision, vendors, maintenance, purchasing, household administration, and scheduling.
Private Chef
Responsible for menu planning, food purchasing, meal preparation, kitchen organization, and accommodating the household's culinary preferences.
Butler
Provides personalized household and hospitality service, which may include receiving guests, food and beverage service, table service, wardrobe and luggage care and household organization.
Houseman
Provides hands-on support with the physical operation and presentation of a residence, typically including light maintenance, moving and arranging furniture, event setup and household logistics.
Housekeeper
Responsible primarily for cleaning, laundry, linens, household organization, and maintaining the residence.
Nanny
Focused primarily on the care, supervision, routines, and well-being of children.
Family Assistant
Provides versatile day-to-day support to a family through a combination of childcare, household organization, errands, meal preparation, scheduling, and other practical assistance.
Governess
Provides education-focused care and guidance for children, with particular emphasis on academic and personal development.
Chauffeur
Provides professional transportation and assists with vehicle management and related logistics.
Caregiver or Companion
Supports an individual with daily routines, activities, appointments, companionship, and other needs appropriate to the position.
Property Maintenance, Groundskeeper, Handyman or Maintenance Technician
Responsible for exterior property care, maintenance, equipment, seasonal work, repairs, and related residential systems.
Many households need a hybrid position. That can work well when the responsibilities naturally complement one another, provided the expectations are clearly explained from the beginning.
3. Establish a Realistic Schedule
Household employment often requires flexibility, but flexibility should not mean that the schedule is undefined.
Determine the normal working days and hours before recruiting.
If evenings, weekends, travel, or occasional additional hours are required, disclose this in the job posting and discuss it during the interview process.
Candidates need enough information to determine whether the position is compatible with their personal commitments and lifestyle.
Clear scheduling expectations can also reduce one of the most common sources of dissatisfaction in household employment: a gradual expansion of availability beyond what was originally discussed.
4. Determine Appropriate Compensation
Compensation can vary significantly depending on the position, location, experience required, schedule, responsibilities, and complexity of the household.
Research the employment market in your area before setting the salary or hourly rate.
A position requiring extensive experience, specialized skills, unusual hours, travel, management responsibilities, or significant flexibility will generally need to be compensated accordingly.
Employers should also consider the complete employment package, which may include:
- Salary or hourly wage
- Vacation
- Benefits
- Paid sick leave, where applicable
- Bonuses
- Vehicle or mileage arrangements
- Accommodation for live-in positions
- Meals while working
- Other position-specific benefits
Remember that your total cost as an employer may be higher than the employee's gross salary because payroll deductions and employer contributions will apply.
5. Write a Clear and Accurate Job Posting
A good job posting helps candidates determine whether they are genuinely suited to your position.
Include enough information for someone to understand the opportunity before applying.
A household staff job posting should generally identify the:
- Job title
- General location
- Primary responsibilities
- Schedule
- Full-time or part-time status
- Live-in or live-out arrangement
- Required experience
- Important qualifications
- Driving or travel requirements, if applicable
- Compensation or salary range where appropriate or required
- Relevant working conditions
Avoid vague descriptions such as "must be flexible" without explaining what flexibility actually means.
If occasional weekends are required, say so. If the employee will travel for several weeks each year, include it. If a Housekeeper will occasionally supervise children, disclose that responsibility.
Transparency attracts candidates who are more likely to accept, and remain in, the position.
6. Protect Your Privacy Without Making the Job Posting Too Vague
Private employers understandably want to protect their family's identity.
You generally do not need to publish your name or exact residential address in a public job posting.
A general location such as a city, neighbourhood, or broader geographic area such as a partial postal code (e.g., M4L) may provide candidates with enough information to evaluate commuting requirements without unnecessarily identifying the household.
Similarly, you can explain the nature of the position without disclosing sensitive details about your family.
Privacy and transparency can coexist. Candidates need to understand the job, but they do not need access to confidential information before it becomes relevant to the hiring process.
7. Review Applications Carefully
When reviewing resumes, look beyond job titles.
Private household positions vary significantly, so examine what candidates actually did in their previous roles.
Consider:
- Relevant responsibilities
- Length of previous employment
- Similarity of previous working environments
- Required technical skills
- Experience working independently
- Experience in staffed households, if relevant
- Experience with children, pets, travel, or multiple residences where required
- Certifications or licences relevant to the position
Employment stability can be valuable, particularly for a household seeking a long-term employee, but avoid automatically rejecting someone because of one shorter position. Ask for context.
For candidates transitioning into private service, consider transferable experience from hospitality, childcare, culinary arts, administration, property management, healthcare, professional driving, security, or other relevant sectors.
8. Conduct a Structured Interview
An informal conversation can help determine personal compatibility, but it should not replace a structured interview.
Prepare questions in advance and ask candidates for specific examples from their previous experience.
Topics might include:
- Previous responsibilities
- Reasons for leaving previous positions
- Experience relevant to your household
- How they prioritize competing tasks
- How they respond to feedback
- How they handle mistakes
- Their approach to confidentiality
- Comfort around children or pets, where applicable
- Availability and schedule
- Long-term career objectives
When possible, ask comparable core questions of each candidate. This makes it easier to evaluate applicants based on consistent criteria rather than simply choosing the person with whom you had the easiest conversation.
9. Assess Compatibility as Well as Experience
A candidate can have an excellent resume and still not be the right person for your household.
Private household employment involves close working relationships. Working style and expectations matter.
Some employers prefer frequent communication and detailed reporting. Others expect an experienced employee to operate with considerable autonomy.
Some households are formal and highly structured. Others are casual and family-oriented.
Neither approach is inherently better, but compatibility matters.
During the interview, discuss how you prefer the household to operate and ask candidates about the environments in which they perform best.
The objective should be to find someone whose professional style can work successfully within your household.
10. Check References
Reference checking is particularly important when hiring someone who will have access to your home and personal environment.
With the candidate's authorization, speak with appropriate former employers or supervisors whenever possible.
Rather than simply asking whether they would recommend the candidate, ask questions relevant to the position.
You might inquire about:
- Dates and nature of employment
- Principal responsibilities
- Reliability and punctuality
- Quality of work
- Ability to work independently
- Communication style
- Discretion and professionalism
- Reason for leaving
- Whether they would rehire the individual
Keep reference questions professionally relevant and consistent with applicable privacy and employment requirements.
11. Consider Appropriate Background Checks
Depending on the nature of the position, an employer may consider background screening as part of the hiring process.
The appropriate checks depend on the responsibilities involved and applicable laws.
For example, a position involving regular driving may justify verification of driving credentials or records. A position involving vulnerable individuals may have different screening considerations.
Background checks involve privacy and consent requirements. Employers should ensure that any screening they conduct is relevant to the position and compliant with applicable federal and provincial requirements.
12. Understand That You Are Becoming an Employer
One of the most important aspects of hiring household staff directly is sometimes overlooked:
You may be becoming an employer.
Paying someone to work regularly in your household can create employment, payroll, tax, workplace, and other legal obligations.
Depending on the province and employment arrangement, these can include requirements relating to:
- Minimum wage
- Hours of work
- Overtime
- Vacation and vacation pay
- Statutory holidays
- Leaves
- Payroll deductions
- Employer contributions
- Record keeping
- Termination of employment
- Workplace health and safety
- Workers' compensation or workplace insurance
Employment standards differ across Canada, and domestic or household workers may be subject to specific rules in some jurisdictions.
Before hiring, consult the applicable provincial or territorial employment standards authority and the Canada Revenue Agency, and obtain professional advice when necessary.
13. Put the Employment Terms in Writing
A written employment agreement helps both the household and employee understand what has been agreed upon.
Depending on the position, it may address:
- Job title
- Responsibilities
- Start date
- Normal schedule
- Compensation
- Overtime arrangements
- Vacation
- Benefits
- Probationary period, where applicable
- Confidentiality
- Use of household vehicles
- Travel expectations
- Accommodation for live-in employees
- Termination provisions
- Other relevant employment conditions
An employment agreement should comply with the minimum employment standards applicable in your jurisdiction. A contract generally cannot remove statutory rights simply because both parties signed it.
For more complex employment arrangements, consider having the agreement prepared or reviewed by an employment professional.
14. Prepare for the Employee's First Day
Successful hiring does not end when the candidate accepts the offer.
A thoughtful onboarding process can significantly improve the employee's ability to succeed.
Introduce the employee to the residence, family members they will interact with, other household employees, important vendors where relevant, and the systems or equipment required for the position.
Explain household preferences and protocols, including:
- Security and access procedures
- Alarm systems
- Keys and codes
- Communication preferences
- Allergies and intolerances
- Emergency contacts
- Children or pet routines
- Household supplies
- Preferred products
- Equipment
- Confidentiality expectations
- Areas requiring special care
- Procedures for reporting problems
Do not assume that an experienced household professional will automatically know how you want your home operated.
Every household is different.
15. Build a Professional Employment Relationship
The best household employment relationships are built over time.
Provide clear expectations, reasonable feedback, and the information an employee needs to perform effectively.
If something is not being done according to your preferences, address it early and constructively rather than allowing frustration to accumulate.
Likewise, recognize that responsibilities may evolve. If you substantially change a position, discuss those changes with the employee rather than simply adding duties indefinitely.
Respecting schedules, agreed responsibilities, privacy, and professional boundaries works both ways.
A Successful Hire Starts With Clear Expectations
Hiring household staff is highly personal, but the employment relationship should still be approached professionally.
Define the position carefully. Be transparent about responsibilities and working conditions. Evaluate candidates consistently. Verify relevant experience. Understand your obligations as an employer. Put important terms in writing.
Most importantly, look beyond simply finding someone who can perform the work.
A successful household employee should have the appropriate experience and skills, but also the reliability, discretion, judgment, and working style required for your particular home.
Taking the time to establish the right expectations from the beginning can help create a professional household employment relationship that works well for both employer and employee over the long term.