Contract termination letter for a NEMT company: ending a broker, facility, or vendor agreement

Read the clause before you write

The letter has to match the exit clause it relies on. Find three things in the signed contract, not a sample or an email summary: which exit applies, the notice it needs, and how notice is delivered.

1. Which exit. A convenience exit needs no reason. A cause exit needs a named breach and often a chance to cure it. A non-renewal exit works only before a deadline, which may be weeks before the term ends.
2. Who may use it, and for how long. Notice periods are not always equal. Hamilton County, Ohio’s sample ride contract gives the county a 120-day exit and the provider a 240-day one. MTM’s 2023 agreement and WellTrans’s Indiana agreement apply their periods to both sides, 30 days and 60 days.
3. How it is delivered. The contract names the address, the attention line, and the methods that count. Use those, not the account manager’s email.

The broker exit guide covers what happens to payments and records after a broker notice, termination for convenience explains the clause, and a cure notice is the letter that comes before a termination for cause. This page is the letter itself.

The letter

[Your letterhead]

[Date]

Delivery: [certified mail with return receipt / courier / by hand], the method section [number] of the agreement names

[Name and title from the notice section] [Other party’s legal name] [Address from the notice section]

Re: Notice of termination of [title of agreement] dated [date] between [your company] and [other party]

Dear [name],

Under section [number] of the agreement, [your company] gives notice that it is ending the agreement [for convenience / for the reasons stated below / by declining to renew]. The agreement ends on [date], which is [number] days after delivery of this notice.

Until that date, [your company] will continue to provide the services the agreement requires, including every trip already assigned or booked. A list of recurring and standing trips that fall after [date] is attached so you can arrange coverage.

We will send our final invoice for services through [date] by [date inside the contract’s billing window]. If you believe any amount is owed to you, please send a statement by [date].

We will keep records for the period the agreement requires. Please tell us in writing how you want us to handle [rider information, equipment, badges, and system access].

Please confirm in writing by [date] that you received this notice. You can reach me at [direct phone and email].

Sincerely, [Name, title, signature]

Attachments: [recurring trip list], [list of open invoices]

Count the end date from the day the contract says delivery is complete, and add a few days of margin. A notice that arrives after a cut-off date in the contract may not count. If the clause sets a deadline for stopping renewal, the end date in the letter is the end of the current term, and the letter must arrive before that deadline.

Version A: ending a broker or health plan agreement

Add these lines to the letter, and keep the rest of the rules in the broker exit guide.

We will run every trip assigned to us through [date]. Please confirm in writing the date by which each standing order on the attached list will have a new provider, and the process and deadline for submitting final claims.

For a termination because the broker breached the agreement, replace the reason paragraph with facts only:

On [date], [other party] [did not do what section [number] requires, in one sentence]. We gave written notice on [date], and the agreement allows [number] days to cure. The breach has not been cured as of this letter.

MTM’s 2023 agreement lets the provider end it at once if MTM breaches it. WellTrans’s agreement allows a breach exit on 30 days’ written notice, after a written description of the breach and ten days to cure. The penalties that run during the notice period, including WellTrans’s forfeiture of amounts due when too many trips are sent back, are in the broker exit guide. Riders are the broker’s members, so identify standing orders by the broker’s trip numbers, not by rider names.

Version B: ending a facility account

Add these lines, and use the contract contacts for the address.

Our last day of service is [date]. We will complete every ride booked through that date. For rides booked after [date], please arrange another provider. A list of your standing rides is attached so your staff can move them without a gap.

Rider information is returned or destroyed as the agreement’s privacy schedule requires. We will confirm in writing when it is done.

A facility account is a private contract, so its notice period is whatever the signed agreement says. The facility transportation agreement uses a without-cause exit on a stated number of days, a breach exit with a cure period, and payment for completed rides through the end date. Call the discharge planner or office manager before the letter goes out, so the facility hears it from you first.

Version C: ending a vendor or supplier contract

For software, GPS, fuel cards, parts, uniforms, or lift service, add:

Please cancel the automatic renewal effective [date], stop all recurring charges after that date, and confirm both in writing. Please export our data in [format] by [date] and tell us how long you will keep it. We will return [equipment list] by [date]. Please close access for [users] on [date].

An automatic renewal can lock you into another term, so look for the renewal clause first. A few states regulate them between businesses. Three examples:

• New York. For a contract for service, maintenance, or repair of property, a renewal clause cannot be enforced against you unless the vendor, 15 to 30 days before your notice deadline, sent written notice of the clause by certified mail or personal delivery (General Obligations Law 5-903).
• Wisconsin. For business services and equipment leases, the seller must disclose the renewal at signing, and for an initial term over one year renewing for more than a year it must send notice 15 to 60 days before your deadline. A missed step makes the renewal unenforceable and the contract ends with its term (Statutes 134.49).
• Virginia. The automatic renewal law covers small businesses buying for business use, and for renewals that run more than 12 months it requires a notice 30 to 60 days before the cancellation deadline (Code 59.1-207.45 and 59.1-207.46).

For a supply contract for goods with no set end date, such as parts or tires, UCC 2-309(3) requires reasonable notification of termination and does not let a contract waive notice where that would be unconscionable. Article 2 applies to transactions in goods (UCC 2-102), so it does not cover a software subscription or a service contract. Use the vendor’s own cancellation clause for those and keep a copy of the renewal terms you accepted. The subcontractor agreement template has an ending clause for a contractor you hire to run trips.

Public contracts add steps

A county or agency contract often requires more than the letter. Hamilton County’s sample contract is an example:

• If the county ends it for cause. The county gives 30 days’ written notice naming the default, the provider has 7 days to submit a plan, and the county has 5 days to approve or reject it. The county may end the contract at once on substantiated allegations of certain kinds, such as loss of a required license. If a notice like that reaches you, the plan is due within a week.
• When notice is given. On receipt of any termination notice, the provider must limit spending and send a report on the status of all work.
• The handoff. Records go to the county 30 days before the termination date, a monthly service report follows until it, and a full data transfer from the provider’s systems follows within 30 days afterward.
• If funds run out. The county may cut utilization or give notice of termination when funds are not available, with no penalty to the county.

Washington County, Maryland’s 2026 request asks the contractor for up to 60 days of transition help before a contract ends, and for a draft plan for leaving 120 business days ahead of the end date. Put these duties on your calendar when you receive the signed contract, and keep the termination for convenience page handy for the federal rules.

Delivery and proof

Use the method the contract lists, and keep proof that matches it. MTM’s agreement counts personal delivery, registered or certified mail with a return receipt, and a national courier, and the cure notice guide shows when each method counts as delivered. A certified mailing gives you a mailing receipt, and on request USPS can confirm delivery or a delivery attempt electronically. A return receipt bought at mailing adds a signed record. Under USPS prices effective October 4, 2026, Certified Mail costs $5.55 plus postage, and a return receipt is $4.65 on paper or $2.91 in electronic form.

File together: the signed letter, the receipt, the tracking record, the return receipt, and any reply. Email a courtesy copy the same day.

What to leave out

Keep the letter to dates and duties.

• Reasons for a convenience exit. The clause needs none, and an explanation invites an argument.
• Blame, or anything about the other side’s staff. In a cause letter, state the facts, the section, and the dates.
• Rider names or health details. Attach only counts and trip lists with the minimum the other side needs.
• Promises you cannot keep. Do not offer to run trips past the end date unless you mean it.

After you send it

1. Put the end date, the final invoice deadline, and the record retention date on the calendar.
2. Keep running every assigned trip until the end date, and log any that go back.
3. Send the final invoice inside the contract’s window, and reconcile what arrives.
4. Follow up in writing if there is no acknowledgment in five business days.
5. Close accounts, stop recurring charges, and collect equipment in the order the letter promised.

Ending a recurring series in HealthRide takes its future trips off your schedule. For the records you still have to keep, the trip log exports as a spreadsheet or a printable PDF that lists each trip’s scheduled and actual times, driver, vehicle, and GPS-verified miles. See reports.