Free tool

NDIS progress notes template and builder

Fill in a structured form to build a clear, objective NDIS progress note, check it for subjective or judgemental wording, then copy it or download it as Word or Markdown.

Runs in your browser. Nothing you enter is sent to AusGPT.

Shift details

Use the participant's initials or your organisation's client ID, not their full name. The full identifying details belong in your organisation's client record system.

Initials or ID only. Don't enter a full name, date of birth or NDIS number here.

What happened

One per line. Use the wording from the participant's plan or support plan where you can.

What you did together, in order. Describe what you saw and heard, not what you assume.

Quote what the participant said about the support, their goals or how they felt, word for word where possible.

Progress, changes, skills used, and anything new you noticed. Stick to facts: what, when, how often, how long.

For example meals and fluids, medication support given under the participant's plan, sleep, pain the participant reported, or appointments.

Incidents or concerns
Follow-up

One per line. Who needs to do what, and by when.

General information only, not legal advice. Review the output with your own advisers before you rely on it.

This free NDIS progress notes template turns a few structured answers into a clear, objective progress note. Fill in the shift details, goals and what happened, then build the note. The objective language check flags words that read as opinion or judgement and suggests what to write instead. Copy the finished note into your organisation's system, or download it as a Word or Markdown file.

Everything runs in your browser. Use the participant's initials or a client ID, not their full name.

What to include in an NDIS progress note

A good progress note lets someone who wasn't there, such as the next worker, a coordinator, the participant or an auditor, understand what support was delivered and how it went. The builder follows this structure:

Section What to write
Shift details Date, start and end time, worker, support type and setting
Goals worked on The participant's goals this support related to, in the plan's wording
What happened What you did together, in order, described as you saw it
Participant's own words Direct quotes about the support, their goals or how they felt
Observations Progress, changes, skills used, anything new, with numbers where useful
Health and wellbeing Meals, fluids, medication support given under their plan, sleep, appointments
Incidents or concerns What happened and what you did, plus a note to follow the incident procedure
Follow-up Who needs to do what, and by when

Two official sources shape this. The NDIA says providers need complete and accurate records of supports delivered, including case notes, and that records should identify the participant, the date, the amount or hours delivered and the support type. It describes case notes as outlining the activities a participant engaged in and how they relate to the support item and the participant's goals, and says they can include progress and plans for future sessions.

For registered providers whose supports are assessed against the core module of the NDIS Practice Standards (set out in the NDIS (Provider Registration and Practice Standards) Rules 2018), the information management standard sets the outcome that each participant's information is "identifiable, accurately recorded, current and confidential". The quality indicators include keeping an information management system that records participant information in an accurate and timely manner, and having processes for storage, security, retention and disposal.

How to write objective progress notes

Objective notes describe what you saw, heard and did, and what happened next. They avoid labels, guesses about motives and generalisations. Notes are read by people who weren't there, may be used in reviews or complaints, and can be read by the participant.

The NDIS Commission's reportable incidents guidance gives the same advice for recording incidents: record what the person told you using their exact words if possible, and don't include opinions, interpretations or anything you didn't directly see or hear. It's a good standard for everyday notes too.

Instead of Try
"Was aggressive today." "At 2:10 pm, raised voice and said 'leave me alone', then pushed the chair over. Calm by 2:20 pm after time in the garden."
"Refused to shower." "Offered a shower at 8 am and 9 am. Said 'not today, I'm cold.' Agreed to a wash at the sink."
"Seemed sad." "Was quiet during lunch and said 'I miss Mum.'"
"Had a good day." "Went to the library, chose two books and paid at the counter without prompting."
"Lazy about chores." "Declined to help with dishes. Said 'I'm too tired.' Helped wipe the bench."

The language check flags words like these. Some are fine in context, such as "upset" followed by what you observed, so treat each flag as a prompt to look again.

NDIS progress note example

Here's a short example built with this template. The details are invented.

Date: Wednesday 7 October 2026, 10:00 am to 1:00 pm (3 h)

Participant: J.S. · Worker: A. Nguyen, support worker · Support type: Community, social and recreational participation

Goals worked on: Build confidence catching public transport.

What happened: J.S. chose to walk to the bus stop. We caught the 10:15 bus to the library. J.S. tapped on with her own card after one prompt and chose where to sit. At the library she borrowed two books using the self-checkout.

In the participant's words: "I did it by myself this time."

Incidents or concerns: None noted.

Follow-up: Tell coordinator J.S. wants to try the trip with less support next week.

Progress notes, case notes and incident reports

Progress notes and case notes record the support you delivered. If something happened that harmed or could have harmed a participant, also record it in your organisation's incident management system and tell your supervisor or manager. Some incidents are reportable incidents that registered providers must notify to the NDIS Commission, most within 24 hours. Our free NDIS incident report template helps you build the internal record and check the timeframes.

Privacy and your organisation's policy

The NDIS Code of Conduct requires everyone delivering NDIS supports, registered or not, to respect the privacy of people with disability. In practice:

  • Keep notes in your organisation's client record system, not in personal email, chat apps or notebooks.
  • Use initials or an ID in drafts, and only record what's relevant to the support.
  • Check the note against your organisation's own record-keeping policy, templates and timeframes. They take priority over this template.

If your team uses AI to help write notes, use a tool your organisation has approved and de-identify what you enter. In its February 2026 position statement on AI in behaviour support plans, the NDIS Commission said it expects providers that use AI to de-identify information so that no participant personal information is disclosed to AI systems. Drafting with initials or an ID, as this builder does, fits that approach.

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Sources

  1. NDIA: What are the record keeping requirements (for providers)
  2. NDIS Commission: NDIS Practice Standards, Core module: Provider governance and operational management (information management)
  3. National Disability Insurance Scheme (Provider Registration and Practice Standards) Rules 2018 (Compilation No. 6, 1 July 2026)
  4. NDIS Commission: NDIS Code of Conduct
  5. NDIS Commission: Reportable Incidents, Detailed Guidance for Registered NDIS Providers
  6. NDIS (Incident Management and Reportable Incidents) Rules 2018
  7. NDIS Commission: Position statement, Use of artificial intelligence in the development of behaviour support plans (February 2026)

Frequently asked questions

What should an NDIS progress note include?
At a minimum: the date and time of the support, who delivered it, the support type, what was done and how it related to the participant's goals, what you observed, anything the participant said about it, any incidents or concerns, and follow-up actions. The NDIA says records of supports should identify the participant, the date, the amount or hours delivered and the support type, and that case notes should show how activities relate to the support item and the participant's goals.
How do I make my progress notes objective?
Write what you saw, heard and did, not what you assume. Replace labels such as 'aggressive', 'difficult' or 'refused' with a description of the behaviour, the context and what happened next, and quote the participant's own words where you can. The language check in this tool flags common subjective words so you can look at them again.
Are progress notes and case notes the same thing?
Many providers use the terms interchangeably for the record written after each support. Some use 'case notes' for notes about significant events or decisions. What matters is that your organisation's policy says what to record, where, and when, and that workers follow it.
How long do NDIS records need to be kept?
The NDIS (Incident Management and Reportable Incidents) Rules 2018 require registered providers to keep incident records for 7 years. For progress notes and other records, follow your organisation's record-keeping policy; other Commonwealth, state or territory laws may also set retention periods, so get advice if you're unsure.
Is anything I type sent to AusGPT?
No. The builder runs entirely in your browser. Your entries are saved only in this browser so a refresh doesn't lose your work, and the Start again button deletes them. Even so, use initials or a client ID rather than a participant's full name.
Can I use AI to write NDIS progress notes?
AI can help tidy wording or turn dot points into sentences, but the worker who delivered the support is responsible for the note being accurate. Check your organisation's policy first, don't let AI add details you didn't observe, and de-identify what you enter. In a February 2026 position statement on behaviour support plans, the NDIS Commission said it expects providers that use AI to de-identify information so that no participant personal information is disclosed to AI systems.

Keep reading

NDIS How to write NDIS progress notes What a good NDIS progress note contains, the record-keeping rules behind it, three before-and-after examples, a copyable template, and how to use AI to draft notes without putting participant privacy at risk. NDIS NDIS incident report template Build a structured internal incident record, then check whether the incident may be an NDIS reportable incident and which notification timeframes apply. Nothing is sent to the NDIS Commission. Prompt library Prompts for NDIS support workers 23 copy-ready prompts for progress notes, shift handovers, incident summaries, routines, goal tracking and communication, written for de-identified notes and objective, person-centred language. They work in any AI assistant, including ChatGPT, Claude and AusGPT. Industry AI for NDIS Secure AI for NDIS providers and support coordinators. Draft progress notes, reports and incident summaries, and answer Practice Standards questions, with data kept in Australia. Security How AusGPT keeps data in Australia Where your data is stored and processed, and the controls that protect it.

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