How much notice do I need to give to end an NDIS service agreement?

The notice period is whatever your service agreement specifies — commonly two to four weeks. Always follow the notice terms written into the signed agreement. If the agreement is silent, give reasonable notice and make sure the participant is not left without support they rely on.

Is a cancellation letter the same as a short-notice cancellation?

No. A short-notice cancellation is when a participant cancels one booked support at short notice, which a provider may be able to claim. A cancellation or termination letter ends the ongoing service agreement itself. This page covers the letters; use the short-notice cancellation checker for whether a single cancelled shift is claimable.

Can a provider end services with a participant?

Yes, but it must be done carefully. Follow the notice period in the service agreement, give the reason where appropriate, and support continuity — for example by helping the participant find another provider — so they are not left without the supports they need. Sudden withdrawal of support can raise safeguarding and complaint issues.

Do I need a letter, or is a phone call enough?

Put it in writing. A dated letter or email creates a clear record of when notice was given and what was agreed, which protects both parties and matters if there is ever a dispute or an audit. A phone call can come first, but follow it up in writing.

Free template

NDIS cancellation letter template.

You've decided to end a service arrangement — or a participant has — and now you need to do it cleanly, in writing, without leaving someone without support or opening yourself up to a dispute. These three templates cover the most common situations: provider ending services, participant ending services, and cancelling a single session. Copy the one that fits, fill in the brackets, and send.

Everything in [square brackets] is a placeholder for you to fill in.

1. Provider ending a service agreement

Use this when your organisation is ceasing supports for a participant. Give the notice your service agreement requires, and help with continuity so the participant is not left without support.

[Provider name] [Provider address] [Provider phone] · [Provider email] [Date] [Participant name] [Participant address] Dear [Participant first name], Re: Notice of cessation of NDIS supports I am writing to let you know that [Provider name] will be ending the supports we currently provide to you under our service agreement dated [agreement date]. In line with the [X] weeks notice set out in that agreement, your last day of service with us will be [last service date]. We want this change to be as smooth as possible for you. Between now and [last service date] we will: - Continue to deliver your supports as normal. - Help you transition to another provider if you would like — we can share information about alternatives with your consent. - Provide any records or reports you need to take to a new provider. If you have any questions, or would like to talk through your options, please contact me on [contact phone] or [contact email]. Thank you for the opportunity to support you. Kind regards, [Your name] [Your position] [Provider name]

2. Participant ending a service agreement

A participant (or their representative) can use this to give a provider notice that they are ending the service agreement.

[Your name] [Your address] [Your phone] · [Your email] [Date] [Provider name] [Provider address] Dear [Provider contact name], Re: Ending our service agreement I am writing to give notice that I wish to end the service agreement dated [agreement date] for the NDIS supports [Provider name] provides to me. In line with the [X] weeks notice in that agreement, I would like my last day of service to be [last service date]. Please confirm in writing that you have received this notice, send any final invoice for supports already delivered, and let me know if there is anything you need from me to close the arrangement. Thank you for the support you have provided. Kind regards, [Your name] [NDIS participant number, optional]

3. Cancelling a single booked session

A short, friendly note to cancel one upcoming support. Keep it for your records — and remember that a short-notice cancellation may still be claimable.

Hi [Name], I am writing to confirm that the support booked for [day and date] at [time] has been cancelled. [Reason, optional — for example: the participant let us know they are unwell.] [For a provider: We will be in touch to reschedule / Your next booked support remains [next date and time].] Please keep this note for your records. If you have any questions, contact me on [contact phone] or [contact email]. Kind regards, [Your name] [Provider name]

How to use these templates

1Pick the template that matches your situation and copy it.
2Replace every [bracketed] placeholder — especially the notice period and the last service date.
3Check the notice period against the signed service agreement — the agreement governs, not the template.
4Send it in writing (email is fine) and keep a dated copy on the participant’s file.

What to get right

Follow the notice period

The number of weeks notice comes from the service agreement. Ending services with less notice than agreed can breach the agreement — if you need to move faster, talk to the other party first.

Protect continuity of support

If you are a provider ending services, do not leave a participant without the support they rely on. Offer to help them transition and share records with their consent. This is both good practice and a safeguarding expectation.

Settle the final invoice

Confirm what supports were delivered up to the last day and raise the final claim. A clean close avoids disputes later — see our overview of NDIS claiming.

Cancelling one shift, not the whole agreement?

If a participant has cancelled a single booked support, the question is whether you can claim it. Use the free short-notice cancellation checker to see if it qualifies, and read the short-notice cancellations guide for the rules.

Before you send

These templates are general information, not legal advice. The signed service agreement governs the notice period and conditions. When ending services with a participant, consider your obligations under the NDIS Code of Conduct and the Practice Standards, and confirm the current rules with the NDIS Commission or your own adviser if a situation is sensitive or contested.

Keep every agreement and cancellation in one place

Rostrel keeps each participant’s service agreement, supports and cancellations together — so notice periods, final claims and records are right there when an arrangement changes, not scattered across inboxes.

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Keep reading

NDIS service agreements Short-notice cancellations Cancellation checker NDIS claiming All guides