An NDIS plan review is a discussion with the NDIA or its representative about your current plan and support needs. This NDIS plan review preparation checklist will help you organise your priorities before the meeting. It covers how to prepare, what information may help, who can attend, and the difference between a scheduled review and one requested after circumstances change.

For families across Australia, preparation can start with the participant’s ordinary week. Consider the routines, appointments and community activities that shape their support needs, no matter where you live. Pursue Ability notes that everyday experiences can help keep the discussion connected to what matters in daily life.

Plan reviews can involve detailed information, but you can take preparation step by step. This article explains how to bring together relevant reports, describe support needs in practical terms and make space for the participant’s voice. It also covers questions to raise when a goal, living situation or support arrangement has changed, so you can prepare for the discussion at a pace that suits your family.

Do I have to attend the review in person?

No. An NDIS plan review may take place by phone, video call or in person. The NDIA or its representative discusses the participant’s current plan and support needs. If travel, communication or sensory needs make a particular format difficult, raise this when arranging the meeting. Explain what would help the participant take part, such as extra processing time or a quiet space for a video call.

Before the review, note what has changed during the current plan period, including achievements as well as challenges. For example, a participant may now prepare breakfast with less prompting but still need help organising appointments. These details show how supports affect everyday routines and where the participant wants to build skills next.

Prepare each support request by explaining its purpose and connection to the participant’s goals. The NDIA considers whether a requested support relates to disability needs, offers value for money, is effective and beneficial, takes informal supports into account, and aligns with the participant’s goals. Official guidelines and resources can help you understand these considerations as part of your NDIS plan review preparation checklist. For example, a request for meal preparation support should describe the task, assistance needed and how it relates to daily living.

Use practical examples to explain the participant’s functional support needs during the meeting. Note what happens in areas such as communication, daily routines, emotional regulation, safety awareness, social participation or independent living skills. Instead of saying, “I need more support,” describe a specific effect: “Without reminders, I miss appointments and lose track of changes to my routine.”

• Review current funding. Note which supports were used and what funding remains.
• Identify what worked. Give an example of a support helping with a goal.
• Describe a gap. Explain an unmet need and its effect on daily life.
• Connect each request. Link the proposed support to a goal and disability-related need.

A family member, carer or friend can attend if they provide informal support or help the participant communicate their needs. A support coordinator can attend if included in the participant’s plan. Agree beforehand who will take notes, share examples or clarify a point. Ask the participant who they want present and what support they would like from each person.

Therapy and support worker notes can help you prepare concrete examples. Ask the author to describe the support provided, progress observed and tasks that remain difficult. For instance, notes might record the prompts needed to follow a morning routine. Keep the information focused on daily function so it helps explain the support request during the review.

What is an NDIS plan review?

An NDIS plan review is a meeting with the National Disability Insurance Agency (NDIA), or a representative such as a Local Area Coordinator, to discuss the participant’s current plan and prepare for the next one. It gives the participant a chance to talk about progress, goals and whether their plan reflects their disability-related support needs. The meeting may also consider changes in their circumstances since the plan began.

Use the current plan as your starting point. Read each goal and note whether it still describes what the participant wants. A goal may remain relevant, need new wording or have been achieved. For example, a goal about learning a weekly routine may need updating if the participant now wants to manage appointments more independently.

Prepare talking points that show progress and what the participant wants to work towards next. The review talking points can include goals for the next 12 months. As a planning guide, write down one to three short-term goals for the next 12 months, and one to two longer-term goals for the next two to five years. These suggestions help organise priorities; they do not replace the participant’s own goals.

• Check each current goal. Note what has changed and what remains important.
• Describe progress. Give a recent example of what the participant can do now.
• Choose a next step. Identify what the participant wants to learn, try or maintain.
• Connect requests to goals. Explain how a requested support could help with a stated priority.

Funding management describes how approved plan funding is handled. With NDIA-managed funding, participants use registered providers, which claim payment from the NDIS. With plan-managed funding, the plan manager must be registered, but the participant’s chosen providers do not have to be. With self-managed funding, participants may use registered or unregistered providers and are responsible for keeping records and making payments. The NDIA’s information about managing your plan explains these arrangements.

At the meeting, the participant or their representative discusses the current plan, goals, support needs, funding use and relevant evidence with the NDIA or its representative. Family members who provide informal support or help communicate the participant’s needs can attend. A support coordinator can also attend if included in the plan. The participant can say which priorities they want to address first.

Write down questions that need answers before the meeting ends. For example, ask which funding category covers a proposed support, or how to explain a goal that no longer fits. Record any follow-up actions discussed, such as providing further information. These notes can help the participant understand what was covered and what to do next.

Can I bring someone with me to the review?

Yes. An NDIS participant can bring someone for support, advocacy or note-taking. Choose someone who understands the participant’s preferences and can help keep the meeting focused. This might be a family member, carer, friend or support coordinator included in the participant’s plan. The participant can decide what role they want that person to take.

Before confirming attendees, consider what would help the participant communicate. A family member may explain informal support at home, a friend might help the participant feel comfortable, or a coordinator may clarify how current supports relate to the next plan. Agree on roles in advance so no one answers every question or speaks over the participant.

Self-advocacy can be as simple as stating a preference, sharing an example or asking for a pause. Prepare a short opening sentence, such as, “I want to discuss support with my morning routine.” If the participant needs time to process questions, they can ask for a question to be repeated. The person attending can prompt or take notes while leaving space for the participant’s own views.

Write questions before the meeting and group them by topic. This makes it easier to raise priorities during the discussion and record the answers.

• Current plan: Which goals should continue or change?
• Funding: Which category covers a requested support?
• Evidence: Does the planner need more information about a support request?
• Next plan: What happens after the meeting, and how will the outcome be communicated?

Organise documents in the same order as your questions. Put the current plan first, followed by a one-page summary of priorities, relevant reports and provider progress notes. Add a contents page if the evidence pack has several documents. Label each item with its date and author, such as “therapy progress summary” or “NDIS provider support notes”. Keep a copy available during a phone or video review.

During the meeting, refer to one document at a time. For example, point to a progress note when describing a change in daily support needs. Ask the person taking notes to record key requests, answers and follow-up actions. This helps the participant reflect on the discussion afterwards rather than relying on memory alone.

The attendee’s role is to support the participant’s voice, not decide the outcome. If the conversation moves away from a priority, the participant or their chosen support person can gently bring it back: “Could we return to how this support relates to my goal?”

Collecting therapy, medical and provider evidence

Gather evidence showing how disability affects daily activities, not just the diagnosis. A diagnosis may explain a condition, but practical details help describe support needs. For example, a speech therapist could explain how communication affects appointments, while a support worker could record the prompts needed to follow a morning routine. These examples show why support is needed and how it relates to the participant’s goals.

Start by listing the support requests you plan to discuss. Match each request with evidence describing the need, its effect on daily life and any progress. If you are asking for help with community participation, include examples of barriers to attending activities and the assistance that makes participation possible. Clear links between evidence and requests make the information easier to follow.

Relevant evidence may come from several people involved in the participant’s care, learning or daily support. Gather documents such as:

• Therapy reports describing goals, strategies tried and progress, including speech therapy reports about communication.
• Medical letters explaining disability-related needs and their effect on daily function.
• Support worker notes recording assistance provided and tasks that remain difficult.
• Incident reports showing what happened, the support required and any ongoing safety concern.
• School or workplace feedback describing participation barriers and adjustments that help.
• Carer statements or provider summaries giving practical examples of informal support and changes in needs.

Ask each author to describe what they observed. A useful report explains the task, the help required, how often the difficulty occurs and what happens without assistance. For example, “needs support to prepare lunch” is less informative than explaining which steps require help, such as planning, handling utensils or completing the task safely.

Check that the evidence reflects the participant’s current situation. An earlier report may still provide context, but add recent examples if routines or support needs have changed. Ask therapists or providers to clarify unfamiliar terms and connect their observations to everyday activities. The aim is to help the NDIA understand the functional impact, not to collect documents for their own sake.

Organise the evidence simply: start with a short summary of requests, then add supporting reports and examples from daily life. Label each document with its author and date, and note which request it supports. This makes it easier to find relevant information during the review and explain how it relates to the current NDIS plan.

Before sending or bringing reports, check that names and dates are correct and that each document belongs to the participant. Keep a copy of the evidence pack for the meeting. A concise set of relevant reports can make support needs clearer than a larger bundle without explanations.

Scheduled and participant-requested NDIS reviews

A scheduled review is arranged as a plan period nears its end. Most NDIS plans are reviewed every 12 months, though some participants have shorter or longer plan periods. Reviews usually occur towards the end of plans lasting 12 to 24 months. Check the plan’s end date and any NDIA communication so preparation can match the review type.

A participant can request an unscheduled review, also called a plan variation, when their situation changes. Reasons may include changed disability-related support needs, reduced informal support, a change in living arrangements or health, or funding running out too quickly. For example, a carer who can no longer provide the same support may affect the participant’s daily arrangements.

For a scheduled review, record what has changed since the plan began and which goals remain relevant. For a requested review, describe the change and why the current plan no longer meets the participant’s needs. In either case, connect each support request to a goal, explain its practical purpose and gather evidence showing the functional impact.

A written request can help explain why you are seeking a plan variation. Keep it direct: describe the changed circumstance, the support need it has created and the evidence supplied. For example, explain how a change in living arrangements has affected daily support, then attach relevant provider or therapy information. A support coordinator can help organise this information and connect requests to goals.

Before sending a request, use this short check:

• Describe the change. State what has altered in the participant’s health, informal support or living situation.
• Explain the effect. Give a practical example of how daily activities or safety are affected.
• Link the request to a goal. Show how the support would help the participant work towards that goal.
• Attach relevant evidence. Include reports or notes that support the explanation.

Funding requests should explain why a support relates to disability needs, aligns with goals and offers value for money. Include how often support is needed, what happens without it and how it may help. If funding has been used differently than expected, explain why. Therapy waitlists or unavailable support workers can help explain why planned supports were not accessed.

Participants can attend a review meeting when one is arranged and may bring someone to support communication or take notes. If a participant requests a review, keep a copy of the request and evidence, and note when it was sent. This helps the participant and their support coordinator follow up using the same information.

For a plan decision that does not meet the participant’s needs, note the decision date and read the information provided with the plan. The NDIA allows a request for internal review of a reviewable decision within three months after the plan is finalised. Want to be a participant?

Pursue Ability: Supported Independent Living (SIL)

Pursue Ability can help when review discussions involve daily living support and greater independence. Supported Independent Living (SIL) may be relevant to participants whose goals include building skills and receiving assistance in a shared living arrangement. The participant’s needs and NDIS plan determine whether this support is suitable.

For example, you could use the review to explain which daily tasks need support, what the participant can do independently and where they want to build skills. Clear examples help connect those goals with the support being discussed. Explore Supported Independent Living if this matches the participant’s priorities.

If you’d like to discuss support for your circumstances, contact Pursue Ability by phone or email.

Carry your priorities into the next step

Let the participant’s priorities guide the next steps. Keep the NDIS plan review preparation checklist as a working record, updating it when goals or daily support needs change. This can help the participant and their chosen supporters stay focused on what matters to them.

If you’re exploring supports related to the participant’s goals, Pursue Ability offers Supported Independent Living (SIL), day programs and allied health. These supports may relate to different needs, from building daily living skills to taking part in activities or working towards therapy goals.

You can take time to consider what fits the participant’s situation. If you’d like to talk through a possible next step with Pursue Ability, you’re welcome to get in touch.

Want to be a participant?

Each step can start with the participant’s own goals and choices.

Frequently Asked Questions

How long before my review should I start preparing?

Start preparing eight to twelve weeks before a scheduled review. Use that time to identify questions, request reports and follow up if information is delayed. Add the meeting date to a calendar and set reminders for each task. An NDIS plan review preparation checklist can help you track what is ready and what still needs attention. If notice arrives later, gather the participant’s main evidence first.

How do you review and update your goals?

Compare each goal with what the participant wants now. Mark it as achieved, still relevant or needing a change, then write a current example. For instance, a goal about joining a group may need updating if the participant now wants to attend independently. Involve the participant in choosing the wording so the next plan reflects their priorities and current circumstances.

How should you track current supports and spending?

Keep a simple record of each support, its funding category, how often it was used and what it helped the participant do. Compare this with available budget information. Note any difference between planned and actual use, then record the reason. For example, a service may not have started because a suitable worker was unavailable. Keep the record factual and list funding questions for the review.

What documents belong on your checklist?

Include the current plan, a brief summary of requested changes and evidence linked to each request. Add relevant correspondence, such as a letter explaining a changed living arrangement, and a dated record of key events. An NDIS plan review preparation checklist can help you match each document to a support request. Keep sensitive records together and share only material relevant to the participant’s needs.

What if you disagree with the decision?

First identify the exact NDIS decision you disagree with and read the reasons provided. Write down which part you believe does not reflect the participant’s circumstances, then gather evidence addressing that point. A participant can request an internal review of a reviewable decision within three months after the plan is finalised. Keep copies of the decision, request and supporting documents for your records.

What if you disagree with the outcome?

If the concern is about a reviewable NDIS decision, the participant can request an internal review within three months after the plan is finalised. State the outcome being challenged and explain what information or circumstances may not have been considered. If the concern is about the meeting itself, record what happened and what response is sought. A support coordinator can help organise next steps.

What documents should I gather before an NDIS plan review?

Gather evidence that provides context for the participant’s daily support needs. This could include a carer statement, school or workplace feedback, an incident record or a provider progress summary. Choose documents related to the support requests, rather than adding material without a clear purpose. Check that each item identifies its author and date, then note why it is relevant.

How do I prepare a progress report for an NDIS plan review?

Ask the report’s author to describe the participant’s starting point, support provided and progress observed. Include a practical example, such as a task the participant can now complete with fewer prompts. Note barriers that remain and explain what assistance is still needed. Keep observations separate from opinions, and connect the report to a goal or support request so its relevance is clear.