Identify exactly what needs review
The NDIA’s service agreement guidance encourages understandable agreements and says new supports or a new provider may require a new agreement. Use its current guidance alongside the participant’s circumstances and applicable requirements.
Start with a short change statement: what support, schedule, responsibility, price or contact detail is different; who requested it; and when it is intended to take effect. Keep a change of support separate from a correction of a spelling error. The required review may be different.
Build a comparison the participant can understand
| Review area | Practical question |
|---|---|
| Supports and schedule | Can the participant explain what will change and what will continue? |
| Charges and funding | Are proposed amounts, units and any conditions clear and checked against the applicable arrangements? |
| Choice and communication | What format or support does the participant want when considering the change? |
| Authority | Who is participating in the decision, and what authority needs to be verified? |
| Dates and notice | What does the existing agreement say, and what has been accepted for this change? |
| Operational records | Which roster, schedule, contact, billing instruction or portal relationship also needs review? |
Do not assume that a relative automatically has authority to sign, or that a template clause settles a disputed fee. Refer uncertain authority, enforceability or charging questions to the appropriate adviser and current official guidance.
Keep the discussion separate from the final version
Fictional example: a participant asks to move a weekly support from Tuesday to Thursday. The provider sends a draft schedule, but the worker continues using Tuesday because the roster was never updated. A change record should connect the discussion, accepted schedule, effective date and handover to the person who maintains the roster.
Label proposals as drafts until agreed. Retain a readable record of the participant’s questions and the response, using their preferred communication method. Record only information necessary for the purpose and keep it in the authorised system, not a public worksheet.
When the participant wants to leave
The NDIA’s changing providers guide directs participants to check their agreement, notice and fees, and plan continuity of supports. It also describes updating provider relationships. A generic article cannot decide whether a particular cancellation charge is valid.
Use a clear exit record: request received, agreed next step, support continuity, authorised information sharing, outstanding administrative tasks and who will complete them. Avoid treating an unresolved invoice as a reason to withhold information that the participant is entitled to receive. Obtain advice on disputes rather than inventing a blanket rule.
Connect the document to delivery
- Confirm the accepted document and effective date with the appropriate parties.
- Keep the prior version and the reason for the change.
- Update the relevant delivery and administrative records through their authorised owners.
- Tell affected workers only what they need to know.
- Check the first affected service against the revised arrangement.
For SIL housing issues, use our separate service and housing agreement guide. For support coordination, use the existing review and variation tracker. If you need starting documents, inspect the SIL kit catalogue; if follow-up is the gap, consider the quality workspace. Software does not make the agreement decision for you.
Agreement change review worksheet
Use business requirements and internal references only. Entries stay in this page and are lost when you leave or reload. Print or download your brief before leaving.
Source: https://providerqms.com.au/provider-guides/service-agreement-change-checklist/ · 3 October 2026
Sources and editorial approach
Source pages checked 3 October 2026. Linked official guidance and vendor statements are identified separately from our suggested evaluation methods. Examples are fictional. Research and drafting used AI assistance; this guide does not claim practitioner approval or independent vendor testing.