How Much Notice Should You Give Your Bookkeeper?

Updated: November 2026

To have this handled on a fixed monthly fee, see flat-fee Xero bookkeeping.

The notice you need to give your bookkeeper is whatever your engagement letter says. There is no single industry rule, and terms vary between firms. If you have no written agreement, reasonable notice, often around a month, keeps the handover cooperative. More important than the number of days is the timing: give notice well clear of a BAS due date or pay run, and secure your access before you send the email. This guide covers each step and includes a sample notice email.

Where do you find your notice period?

Look in these places, in order:

Your engagement letter or service agreement. Look for a termination clause, notice period, minimum term or exit fee.
Your proposal or quote. Some firms put terms in the proposal you accepted.
Their website terms. Some online agreements link to standard terms.
Your email history. If there is no formal document, an email confirming the arrangement may be the only record.

If the terms are unclear, give reasonable notice in writing and confirm the end date. If you need advice about the contract itself, speak with a lawyer.

When is the best time to give notice?

Timing affects how smooth the handover is. Avoid giving notice in the middle of these:

BAS preparation. For 2026-27, quarterly BAS is due 28 October, 28 February, 28 April and 28 July. If a registered agent lodges electronically, the lodgment program dates are 25 November 2026, 26 May 2027 and 25 August 2027, with no concession for the October to December quarter, which stays at 28 February 2027. Because that date falls on a Sunday, the ATO allows the next business day.
A pay run. Switch between pay runs so nobody's pay or super is late. Under Payday Super, super must reach the fund within 7 business days after each payday.
End of financial year. STP finalisation and year-end work are easier with one bookkeeper owning them from start to finish.

The best window is usually just after a BAS has been lodged. You can also switch mid-quarter if you plan the cut-over date carefully.

What should you secure before sending notice?

Do these quietly before the email goes out:

Confirm you are the Xero subscriber, or at least have full user access.
Make sure you have your own login for ATO Online services for business.
Check you can access your bank, payroll and super clearing house without the bookkeeper.
Download recent reports: balance sheet, profit and loss, aged receivables and payables, and payroll year to date.
Save copies of the last few lodged BAS.

See our full handover list for everything to request.

What should the notice email say?

Keep it short, polite and specific. Here is an example you can adapt:

Hi Sam, thank you for your work on our books. We have decided to move our bookkeeping to another provider. In line with our agreement, please accept this as notice that our engagement will end on 31 January 2027. Over the notice period, could you please complete the December pay runs and the reconciliations up to 31 December, transfer the Xero subscription to us, and send the items on the attached list? We would also appreciate a 30-minute handover call with our new bookkeeper in the week of 18 January. Please send your final invoice to this address. Thanks again for your help.

Change the names and dates to suit your situation. Being clear about what you expect to be finished during the notice period avoids arguments later.

Should you pay for the notice period?

If your agreement requires it, yes. Even where it is optional, paying for a short overlap is usually worth it. A cooperative outgoing bookkeeper answers questions, finishes reconciliations and transfers access promptly. A dispute over a small amount with someone who controls your file rarely saves money.

What if they will not cooperate?

Most handovers go fine. If yours does not, see what to do if your bookkeeper won't return your Xero file.

What does a good start with a new bookkeeper look like?

A clear cut-over date, agreed with both bookkeepers.
A verification pass in the first two weeks: bank reconciliations, BAS figures and recent super payments checked.
The new bookkeeper added as your agent with the ATO.
A fixed monthly price and a scope you understand.

Our guide on how to change your Sydney bookkeeper covers the full process.

What do most people miss?

Notice periods matter less than access. Owners worry about the number of days, but the real risk is giving notice before they control their own Xero file, bank feeds and ATO login. Secure access first and the notice period becomes a formality.

How do you tell your bookkeeper in person?

If you have worked together for years, a short phone call before the email can make the handover friendlier. Thank them, explain the decision briefly without blame, and tell them the email with the details is coming. Then send the written notice the same day, so the end date and requests are on record. A respectful conversation tends to make the rest of the handover faster.

Related reading: the suburb-by-suburb map.

Once you know the notice period, our guide to leaving your bookkeeper step by step covers the email and the handover.

FAQ

Is there a standard notice period for bookkeepers?

No single standard applies. It depends on your engagement letter. Where there is no written term, reasonable notice in writing is sensible.

Can I give notice in the middle of a quarter?

Yes, as long as the cut-over date is clear and the outgoing bookkeeper finishes reconciliations up to that date.

Do I have to pay an exit fee?

Only if your agreement includes one. Check the termination clause before you give notice.

Who lodges the BAS for the quarter I switch in?

Agree this in writing. Usually the bookkeeper who holds the file at the due date lodges it, using reconciled figures from both.

Ready to make the switch?

We handle the handover, liaise with your outgoing bookkeeper and give you a fixed price from day one.

Next step: send us a message and a real person replies within a few working hours, or book a free Xero Roast, a 15-minute plain-English review of your file with a fixed quote at the end. Our fixed monthly packs include a 4-hour reply guarantee, no lock-in and a 30-day money-back guarantee.

About Sydney Bookkeeper

Sydney Bookkeeper is the modern, fixed-price Sydney bookkeeper for businesses with staff that are tired of slow, hourly, jargon-spouting incumbents. We work with professional services firms, construction and property businesses, agencies, tech and ecommerce companies, hospitality groups, and health practices across Sydney. Monthly bookkeeping, BAS lodgement, payroll, and Xero file cleanups, all on fixed monthly pricing, no lock-in.

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The team uses a registered BAS Agent for all BAS and IAS lodgement services. Full registration details, agent particulars, and copies of the Tax Practitioners Board (TPB) Code of Professional Conduct, the TPB complaints process, and any conditions on the agent's registration are available on request by emailing hello@sydneybookkeeper.com. This content is general information only, written for Australian small and mid-market businesses. It does not constitute tax, financial product, or legal advice and should not be relied on as such. Tax obligations depend on your individual circumstances. For advice specific to your business, contact the team directly or consult a registered tax agent or licensed financial adviser. Sydney Bookkeeper is not a licensed tax agent or licensed financial adviser. Information was current at the time of publication and may change without notice. We review and update guides periodically.

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