NDIS service agreement template and checklist
What every NDIS service agreement should include, how to set prices that stay within the rules, and a template outline you can adapt.
- 01
Name the supports
What, when, where, how often — delivered in which registration groups.
- 02
Price it in writing
Unit rates, travel, materials, cancellation — aligned to the price limits.
- 03
Set how payment works
Which management type, who claims, how invoices reach the payer.
- 04
Write the ground rules
Cancellation, notice, responsibilities, and how changes to the agreement happen.
- 05
Add the safeguard paths
Complaints, the Code of Conduct, and how to reach the NDIS Commission.
Why the agreement protects you
A service agreement is the shared understanding, in writing, of what you'll deliver and how. Its quiet job is defusing the three disputes that otherwise consume providers: “I didn't agree to that price”, “I didn't know about the cancellation policy”, and “nobody told me what would happen if I complained.”
It's also an audit and complaints asset. When the NDIS Commission reviews how a provider handles a complaint or conducts their business, an agreement that reflects the real arrangement is evidence of competence. Written agreements are mandatory for SDA supports.
The three disputes a written agreement defuses
“I didn't agree to that price”
“I didn't know about the cancellation policy”
“Nobody told me what would happen if I complained”
Interactive checklist
What compliant agreements include
Tick each element as you add it to your template — your progress is saved on this device, and you can download the finished list to keep beside your drafts.
Tick items as you work through them — your progress is saved on this device. Download or print when you're ready.
Cover these elements in every agreement
A template you can adapt
Use the sections below as the outline for your own template, and write each one out in full. Keep the structure the same, but change the wording to suit each participant's arrangement.
- 01
Parties and scope
Provider, ABN, participant, and the support types covered by this agreement.
- 02
Supports and schedule
Each support, its frequency, and where it's delivered. Attach a schedule if it's detailed.
- 03
Fees and price alignment
Unit rates referencing the NDIS price limits for the relevant support items.
- 04
Billing and payment
How claims are made, who receives invoices, and payment terms for any gaps.
- 05
Cancellations and no-shows
Clear notice windows and any chargeable amounts — applied consistently, not punitively.
- 06
Responsibilities and changes
What each side does, how the agreement changes, and its review date.
- 07
Complaints and rights
Your complaints process, the participant's right to contact the NDIS Commission, and the Code of Conduct.
- 08
Signatures and copies
Both parties sign, and each keeps a copy. Version it, and archive superseded versions.
Pricing terms that stay compliant
The pricing line is where agreements most often go wrong. For NDIA-managed and plan-managed funding the claimed price can't exceed the NDIS price limits. For self-managed participants you can agree a higher rate, but the agreement should state that explicitly so nobody discovers a rejected claim later.
Travel, materials, and GST belong in the agreement too. “Incidental costs at cost” reads fine until an invoice arrives with a number the participant never saw. Named amounts or a clear “set by the price guide” line keep the agreement honest.
Keep the agreement fresh
Keep each agreement up to date. Update it when a new plan starts, when supports change, at the review date you set, and any time it no longer matches what you actually do. Keeping old versions on file also shows an auditor that you manage changes properly.
The registration checklist covers the systems an audit checks — service agreements are a visible slice of that evidence.
Frequently asked questions
Are service agreements mandatory?
Only for specialist disability accommodation supports. For everything else they're strongly recommended but not legally required. That said, an agreement protects you — in claims disputes, complaints, and audits — far more than it costs to write.
Can I charge above the price limit in a service agreement?
For NDIA-managed and plan-managed funding, prices must sit at or below the price limits. Self-managed participants can agree higher prices, but the agreement must be clear about which arrangement applies so claims aren't rejected later.
How often should an agreement be updated?
It should be reviewed when the plan changes, when supports change, at agreed review dates, and possibly when a new plan rolls over. An agreement that stops matching reality stops protecting anyone.
Does the participant have to sign my template as-is?
No — and you shouldn't expect them to. A service agreement is a two-way document; participants can request changes, and an auditor expects the agreement to reflect the participant's actual arrangement, not boilerplate.
What if the participant won't sign anything?
Keep providing support, but document the arrangement anyway — written notes of what was agreed around price and cancellation, and your attempts to formalise it. If a dispute or complaint arises, that paper trail is your first line of evidence.
Official sources
This guide is checked against these official pages.
- What is a service agreementWhat a service agreement covers, when it's recommended, and when it's mandatory.
- How to make a service agreementThe step-by-step guidance for creating one with a provider.
- Guide to working with providersProvider types, service agreements, and how payments work with each management type.
- NDIS Commission Provider PackProvider obligations, practice standards, and the Code of Conduct.
Read next
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The NDIS registration process step by step: choosing registration groups, the audit, costs and timing, and whether registering is worth it for you.
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