NDIS Evidence and Reports: What Participants Need for Reviews, Funding and Support Decisions

Understanding NDIS evidence and reports can help participants, families and carers feel more prepared when applying for the NDIS, reviewing a plan, requesting a change or explaining support needs.

If you are new to the scheme, it may help to first understand how the National Disability Insurance Scheme (NDIS) supports eligible Australians living with disability.

Evidence is an important part of the NDIS because it helps show how a participant’s disability affects daily life.

It may explain what supports are needed, why those supports are connected to the participant’s disability, and how those supports may help the participant work towards their goals. 

For many people, the difficult part is knowing what documents to gather, who can write reports and what information should be included. Some participants may have medical letters but not enough functional evidence.

Others may have therapy reports, but are unsure whether they clearly explain daily support needs.

This guide explains NDIS evidence and reports in simple terms, including what documents may help, why functional impact matters and how to prepare for NDIS conversations.

The goal is to help participants, families, carers and support networks better understand what evidence may be useful and how to approach the process with more confidence.

 

 

What Are NDIS Evidence and Reports?

NDIS evidence and reports are documents that help explain a participant’s disability, support needs, functional capacity and goals. 

They may come from health professionals, allied health practitioners, support coordinators, support workers, carers, schools, community services or other people who understand the participant’s situation. 

These documents can help provide a clearer picture of the participant’s needs. 

A diagnosis can be important, but the NDIS often also needs information about how the disability affects the person’s everyday life. 

For example, two people may have the same diagnosis but very different support needs.

One person may need support with personal care, communication, mobility or emotional regulation. Another person may need less daily support but more help with planning, routines or community participation. 

This is why NDIS supporting evidence should explain more than the name of a diagnosis. It should show how the participant is affected in real life and what supports may help.

Furthermore, before gathering reports, participants and families may also need to understand NDIS eligibility, as evidence often plays an important role in showing disability-related support needs.

Examples of NDIS Supporting Evidence

NDIS supporting evidence may include: 

• Medical reports
• Specialist reports
• Therapy reports
• Functional capacity assessments
• Psychology reports
• Occupational therapy reports
• Speech pathology reports
• Behaviour support reports
• Support coordination reports
• Provider progress reports
• Carer statements
• School or workplace information
• Hospital discharge summaries
• Support worker notes
• Incident summaries, where relevant
• Quotes for equipment or supports 

 

Not every participant will need every type of document.

The right evidence depends on the participant’s situation, support needs and what they are asking the NDIS to consider.

Because evidence often supports access, planning or reassessment conversations, it can help to understand the NDIA’s role in the NDIS and how funding decisions are managed.

 

Why Does the NDIS Ask for Evidence?

The NDIS asks for evidence to better understand the participant’s needs and make decisions about supports. 

Evidence may help show: 

• What disability or impairments the participant has
• How the disability affects daily life
• What the participant can do independently
• Where the participant needs support
• What supports are currently being used
• What supports may be needed in the future
• How supports connect to the participant’s goals
• What may happen if support is not provided
• Whether a support may be reasonable and necessary 

 

NDIS decisions are based on the participant’s individual situation, disability support needs and the information provided.

This means strong evidence can be important when requesting supports, preparing for a plan reassessment or explaining a change in circumstances. 

Evidence does not guarantee a particular funding outcome. However, clear and relevant evidence may help the NDIS better understand the participant’s support needs. 

What Good NDIS Evidence Should Show

Good evidence should be: 

• Current
• Specific
• Functional
• Goal-related
• Easy to understand
• Connected to the participant’s disability
• Clear about the support being recommended
• Clear about frequency, duration or level of support where relevant 

 

The strongest reports often explain not only what support is recommended, but why it is needed and how it relates to the participant’s disability, daily life and goals. 

A good report should help answer the question: What support does this participant need, and why is it connected to their disability?

Furthermore, once a participant has access to the NDIS, evidence may help explain which NDIS funding categories are most relevant to their daily support needs and goals.

 

 

Medical Evidence Vs Functional Evidence

One of the most important things to understand is the difference between medical evidence and functional evidence. 

Many participants and families believe that a diagnosis alone will explain everything. 

A diagnosis can be important, but it may not show how much support a person needs in daily life. 

Type of Evidence	What It Shows	Example
Medical evidence	Diagnosis, condition, treatment history and clinical background	GP letter, paediatrician report, psychiatrist report or specialist letter
Functional evidence	How the disability affects everyday activities	Functional capacity assessment, therapy report or daily living assessment
Therapy evidence	Therapy goals, progress, support needs and recommendations	OT report, psychology report, speech pathology report or physiotherapy report
Carer evidence	What daily support looks like from a family or carer perspective	Carer statement or family impact statement
Provider evidence	What support is being delivered and why it is needed	Support worker notes, provider report or support coordination report

Medical evidence may confirm a diagnosis. Functional evidence explains the impact of that diagnosis. 

For example, a medical report may state that a participant has autism, psychosocial disability, intellectual disability, acquired brain injury or another condition.  

A functional report may explain how this affects communication, self-care, decision-making, emotional regulation, mobility, social participation or daily routines. 

The NDIS often needs to understand the functional impact because funding decisions are connected to disability-related support needs.

What is Functional Impact in the NDIS?

Functional impact refers to how a participant’s disability affects their ability to complete everyday activities. 

This may include: 

• Communication
• Social interaction
• Learning
• Mobility
• Self-care
• Self-management
• Emotional regulation
• Daily routines
• Community access
• Decision-making
• Safety awareness
• Meal preparation
• Personal care
• Home tasks
• Study or work participation 

 

For example, functional impact may show that a participant needs help preparing meals, understanding instructions, managing appointments, using public transport, maintaining routines or communicating with providers. 

A strong NDIS report should explain what the participant can do independently, what they need help with and what level of support may be required. 

Functional evidence is especially useful when requesting supports such as: 

• Therapy funding
• Support coordination
• Behaviour support
• Assistance with daily living
• Community participation
• Supported Independent Living
• Specialist Disability Accommodation
• Assistive technology
• Home modifications
• Psychosocial recovery coaching

 

 

NDIS Reports for Plan Reviews and Reassessments 

An NDIS plan reassessment is a time to review whether the participant’s current plan still meets their needs. Reports can help explain what has changed, what is working, what gaps remain and what supports may be needed next. 

NDIS reports for plan review or reassessment can be especially useful when a participant is asking for new supports, more suitable supports or changes to existing funding. 

The type of report needed depends on the participant’s support request. 

For example, if a participant needs more therapy funding, therapy reports may be useful. If a participant needs more daily living support, a functional capacity assessment and support worker reports may be helpful.

If a participant needs behaviour support, a behaviour support report or Functional Behaviour Assessment may be relevant. 

If the participant’s situation has changed, evidence should clearly explain what has changed and how it affects their support needs. 

What Reports May Help With a Plan Review?

Reports are most helpful when they are current, specific and connected to the participant’s disability-related support needs. 

Useful NDIS reports for plan review or reassessment may include: 

• Occupational therapy reports
• Functional capacity assessments
• Psychology reports
• Speech pathology reports
• Physiotherapy reports
• Behaviour support reports
• Support coordination reports
• Provider progress reports
• Support worker notes
• Carer statements
• School reports
• Workplace support information
• Medical specialist reports
• Hospital discharge summaries
• Equipment trial reports
• Assistive technology quotes

 

When preparing evidence for funded supports, it can also help to review the NDIS Price Guide to understand how support prices, rates and service limits are generally structured.

What Should Be Included in an NDIS Report?

A strong NDIS report should be clear, practical and connected to the participant’s goals and daily support needs. 

It should avoid vague statements and instead explain what is happening, why support is needed and how the recommended support may help. 

Report Element	Why It Matters
Participant details	Confirms who the report is about
Diagnosis or disability information	Provides background context
Functional impact	Shows how disability affects daily life
Current supports	Explains what support is already in place
Support needs	Shows where the participant needs help
Plan goals	Connects recommendations to the participant’s NDIS goals
Risks or barriers	Explains what may happen without support
Progress summary	Shows what has changed since the last plan
Recommendations	Outlines suggested supports
Frequency and duration	Helps explain how much support may be needed
Evidence-based reasoning	Explains why the recommendation is appropriate
Practitioner details	Shows who prepared the report and their role

A report does not need to be complicated to be useful. It needs to be clear, relevant and specific.

A report should answer questions such as: 

• What are the participant’s current support needs?
• How does the disability affect daily life?
• What supports have been tried?
• What progress has been made?
• What gaps or risks remain?
• What support is being recommended?
• Why is this support connected to the participant’s disability?
• How will this support help the participant work towards their goals?

 

If you are unsure which documents to prepare, download our free “Which Report Do I Need?” guide to help identify useful reports for planning, reassessments and funding conversations.

Examples of Evidence by Support Type

Different support requests may need different types of evidence. The table below gives examples of what may be useful. 

Support Request	Helpful Evidence May Include
Therapy funding	OT report, psychology report, speech pathology report, physiotherapy report or therapy progress summary
Support coordination	Support coordination report, provider feedback, evidence of complexity or service gaps
Positive Behaviour support	Behaviour support report, Functional Behaviour Assessment, incident information or Positive Behaviour Support plan
Daily living support	Functional capacity assessment, carer statement, support worker report or OT report
Community participation	Therapy report, support worker notes, goal-related evidence or social participation assessment
Assistive technology	OT report, trial evidence, supplier quote or equipment recommendation
Home modifications	OT assessment, home safety information, builder quote or access report
SIL or accommodation	Functional assessment, roster of care information, daily living evidence or provider reports
SDA	Functional evidence, housing reports, OT assessment or evidence of extreme functional impairment or very high support needs
Plan reassessment	Updated therapy reports, provider summaries, carer statement and evidence of changed needs
Change of circumstances	Evidence showing what has changed, why it matters and how support needs are affected

These are examples only. The right evidence will depend on the participant’s situation and what support is being requested.

 

Common Types of NDIS Evidence

There are many different types of NDIS evidence and reports.

Each type can help explain a different part of the participant’s support needs. 

Some evidence focuses on diagnosis. Some evidence explains daily functional impact. Other evidence shows progress, ongoing needs, risks or changes in circumstances. 

Functional Capacity Assessments 

A functional capacity assessment is an assessment that looks at how a participant manages everyday tasks at home, in the community, at work or in education. 

It is often completed by an occupational therapist, but depending on the situation, other qualified professionals may also provide functional information. 

A functional capacity assessment may look at: 

• Personal care
• Meal preparation
• Mobility
• Communication
• Social participation
• Home tasks
• Community access
• Safety
• Self-management
• Routines
• Sensory needs
• Decision-making
• Emotional regulation
• Support needs across the day 

 

This assessment can help explain what the participant can do independently and where they need support. 

For example, it may show that a participant needs support to shower safely, prepare meals, manage appointments, travel in the community, complete household tasks or build daily routines. 

A functional capacity assessment can be helpful when the NDIS needs a clearer picture of disability-related support needs. 

Carer Statements

An NDIS carer statement is a written statement from a family member, carer or person who knows the participant well. 

It can help explain what support looks like in daily life. This can be useful because professionals may only see the participant during appointments, while families and carers often see the day-to-day impact. 

A carer statement may include: 

• What support the participant needs each day
• What happens without support
• How the disability affects routines
• Safety concerns
• Emotional or behavioural impacts
• Communication support needs
• Personal care support
• Transport or community access needs
• Family or carer responsibilities
• Informal support limits
• Changes in support needs
• Impact on the household 

 

A carer statement should be honest, clear and practical. It does not need to use technical language. 

For example, instead of saying “the participant has reduced executive functioning,” a carer might explain that the person needs daily reminders to shower, eat meals, take medication, attend appointments and manage routines. 

This type of real-life detail can help show functional impact. 

Provider Reports and Progress Notes

Provider reports can also be useful, especially when a participant has been receiving support for some time. 

A provider report may explain: 

• What support has been delivered
• How often support has been used
• What goals have been worked on
• What progress has been made
• What barriers remain
• What support needs continue
• Any risks or concerns
• What recommendations may be relevant 

 

Support workers may also provide useful information about daily living support, community access, routines, personal care or changes in the participant’s needs. 

A support coordination report may explain how the participant has used their plan, what provider connections have been made, what service gaps exist and whether more support coordination may be needed. 

Provider evidence should be factual, respectful and connected to the participant’s NDIS goals.

Moreover, clear reports can make it easier when working with NDIS providers and support coordinators, especially when everyone needs to understand the participant’s goals, support needs and current gaps.

Therapy Reports

Therapy reports can be important when requesting therapy funding or explaining ongoing therapy needs. 

A therapy report may include: 

• The participant’s therapy goals
• Assessments completed
• Current functional impact
• Progress made so far
• Barriers affecting progress
• Recommended therapy supports
• Suggested frequency and duration
• How therapy connects to NDIS goals
• Expected outcomes
• Risks if therapy is not provided 

 

Therapy evidence should explain why the therapy is needed for the participant’s disability support needs.

It should also explain how the support may help build skills, independence, safety or participation. 

Therapy reports may come from: 

• Occupational therapists
• Psychologists
• Speech pathologists
• Physiotherapists
• Behaviour support practitioners
• Other allied health professionals 

 

Strong therapy reports are specific. They avoid general recommendations and instead explain what support is needed, why it is needed and how it relates to the participant’s goals. 

Behaviour Support Evidence

Behaviour support evidence may be needed when a participant requires Positive Behaviour Support or a Behaviour Support Plan. 

Useful evidence may include: 

• Behaviour support report
• Functional Behaviour Assessment
• Incident summaries
• Provider reports
• Family or carer statements
• Psychology reports
• School or community reports
• Existing behaviour support plan
• Restrictive practice information, where relevant 

 

Behaviour support evidence should be respectful and person-centred. It should not label the participant as “the problem”. 

Instead, it should explain the behaviour in context and identify what support may help. 

Good behaviour support evidence may look at: 

• Triggers
• Communication needs
• Sensory needs
• Emotional regulation
• Environmental factors
• Safety concerns
• Skill-building needs
• Support strategies
• Family and provider involvement
• Reduction of restrictive practices where relevant

 

Strong reports are easier to prepare when you understand how NDIS funding works and how supports need to connect with a participant’s goals, disability-related needs and everyday function.

SIL, SDA and Accommodation Evidence

Accommodation-related supports often require detailed evidence. 

For Supported Independent Living, evidence may need to explain the participant’s daily support needs, level of supervision, personal care needs, safety needs and the type of support required across the day or night. 

For Specialist Disability Accommodation, evidence may need to explain the participant’s functional impairment, housing-related needs, accessibility requirements and why mainstream housing may not meet their disability-related needs. 

Helpful evidence may include: 

• Functional capacity assessment
• OT housing report
• Daily support needs report
• Roster of care information
• Behaviour support evidence
• Medical or allied health reports
• Provider reports
• Carer statement
• Evidence of current housing risks or barriers 

 

Accommodation evidence should be detailed and practical.

It should explain what the participant needs in a home and what support is required to live safely and with dignity.

 

 

Evidence for Changes in Support Needs

A participant’s support needs can change over time. This may happen because of changes in health, living situation, informal support, behaviour support needs, therapy needs or daily support requirements. 

When needs change, updated NDIS evidence and reports may help explain why the current plan may no longer be suitable. 

Evidence for a Change of Circumstances 

A participant may need to provide NDIS change of circumstances evidence when something significant changes in their life. 

This may include: 

• Change in disability support needs
• New or changed diagnosis
• Health change
• Hospital discharge
• Housing change
• Loss of informal support
• Family or carer changes
• Increased behaviour support needs
• Provider breakdown
• Safety concerns
• Transition from school to adult life
• Change in work or study
• Increased need for daily support 

 

Evidence should clearly explain what has changed and why the current plan may no longer meet the participant’s needs.

Moreover, evidence and reports are easier to manage when you use an NDIS plan implementation checklist to track documents, recommendations and support needs.

For example, if a carer is no longer able to provide daily support, evidence may include a carer statement, provider report and updated functional assessment. 

If the participant’s health has changed, evidence may include medical reports, therapy reports and information about how daily support needs have increased. 

The key is to connect the change to the participant’s current support needs.

 

How Recent Should NDIS Reports Be? 

NDIS reports should generally be as current as possible, especially when they are being used for a plan reassessment or change request. 

Older reports may still provide useful background information, but they may not show the participant’s current situation. 

A current report is more helpful when it explains: 

• Current functional impact
• Current support needs
• Current risks or barriers
• Recent changes
• Recent progress
• Current goals
• Updated recommendations 

 

If a participant’s needs have changed, updated evidence may be important. 

For example, a two-year-old therapy report may not reflect a recent hospital admission, new behaviour support needs, changed housing situation or loss of informal support. 

Before a plan reassessment, it is helpful to ask providers whether reports need to be updated.

 

Common Mistakes to Avoid With NDIS Evidence

Many participants and families gather evidence but still find that it does not clearly explain what is needed. 

Common mistakes include: 

• Only providing a diagnosis without functional impact
• Using outdated reports
• Providing reports that are too general
• Not linking recommendations to NDIS goals
• Not explaining why a support is disability-related
• Missing details about frequency or duration
• Not explaining what happens without support
• Leaving out carer or daily life information
• Not including evidence of changed needs
• Waiting until the last minute to request reports
• Using vague phrases without examples
• Not asking providers to explain progress and barriers 

 

Strong evidence should tell a clear story. It should help the NDIS understand the participant’s life, needs, goals and support requirements. 

If a report says a participant “needs more support” but does not explain why, how much support is needed or what may happen without support, it may not be as useful as it could be. 

A better report explains the participant’s current support needs, the impact of their disability, the supports already tried and the reason for each recommendation.

 

 

How to Prepare NDIS Evidence Before a Plan Reassessment 

Preparing early can make a plan reassessment feel more organised and less rushed. 

Good preparation can also help participants and families feel more confident when discussing support needs.

Review Your Current Plan

Look at your goals, funded supports and what has been used. Think about what is working well and what is not meeting your needs. 

It may help to write down: 

• Supports that are working
• Supports that are not enough
• Services that have not been used and why
• Goals that still need support
• Any new or changed needs

Make a List of Support Gaps

Write down any areas where support is missing, not enough or no longer suitable. 

This may include therapy gaps, provider shortages, daily support issues, communication needs, service breakdowns or safety concerns.

Ask Providers for Reports Early

Therapists, support coordinators and providers may need time to prepare reports. Ask early so you have documents ready before your reassessment. 

You may want to ask providers to explain: 

• Your current goals
• Progress made
• Ongoing support needs
• Functional impact
• Recommended supports
• Frequency and duration
• Risks if support is not provided

Gather Functional Evidence

Collect information that explains daily support needs, not just diagnosis. 

This may include therapy reports, support worker notes, functional assessments and carer statements. 

Functional evidence can help show what support looks like in everyday life.

Record Changes in Circumstances

If your situation has changed, write down what changed, when it changed and how it affects your support needs. 

This may include changes in health, housing, family support, behaviour support needs, therapy needs or daily living support.

Include Progress and Ongoing Needs

Reports should show progress, but also explain what support is still needed. 

For example, a therapy report might show that a participant has improved in one area but still needs support to build independence, manage routines or communicate safely.

Organise Documents Clearly

Keep reports, statements, quotes and summaries in one place. This makes it easier to share information when needed. 

You may also keep a short summary of the main points you want to discuss at the plan reassessment.

For questions about invoices, payments or financial responsibilities, our guide to NDIS Taxation explains key points participants, families and providers may need to understand.

 

NDIS Evidence Checklist 

Here is a simple checklist to help prepare. 

Evidence Type	Do You Have It?
Current NDIS plan	Yes / No
Therapy reports	Yes / No
Functional capacity assessment	Yes / No
Medical or specialist reports	Yes / No
Carer statement	Yes / No
Provider reports	Yes / No
Support coordination report	Yes / No
Behaviour support report, if relevant	Yes / No
School or workplace information, if relevant	Yes / No
Evidence of changed circumstances	Yes / No
Assistive technology quotes, if relevant	Yes / No
List of current support gaps	Yes / No
Notes about what is working well	Yes / No
Goals and support priorities	Yes / No

This checklist does not mean every participant needs every document. It is a guide to help you think about what may be relevant.

 

 

Questions to Ask Before Requesting a Report

Before asking a provider for a report, it can help to be clear about what you need. 

You may ask: 

• Can this report explain my current functional impact?
• Will the report connect recommendations to my NDIS goals?
• Can it explain what support I need and why?
• Can it include frequency and duration of recommended supports?
• Can it explain what may happen without the support?
• Can it include progress made so far?
• Can it explain any barriers or risks?
• Can it use clear language that the NDIS can understand?
• Can I review the report before it is submitted?

 

How Affective Care Can Support With NDIS Evidence and Reports 

Affective Care provides emotionally-centred NDIS support that focuses on the person behind the plan. 

We understand that NDIS evidence and reports are not just paperwork. They help tell the story of a participant’s needs, goals, daily challenges and support requirements. 

Our team can help participants and families by supporting them to: 

• Understand what evidence may be useful
• Prepare for NDIS plan reassessments
• Identify current support gaps
• Communicate with providers
• Request relevant reports
• Understand support coordination needs
• Review service priorities
• Explain daily support needs more clearly
• Build confidence in NDIS conversations 

 

Affective Care’s approach is calm, respectful and participant-led.

We take time to understand each person’s goals, preferences and support needs before discussing options. 

If you are unsure what evidence may help, or you need support preparing for an NDIS reassessment, Affective Care can help you take the next step with clarity and care.

 

 

Making NDIS Evidence Easier to Understand

NDIS evidence and reports can play an important role in helping the NDIS understand a participant’s support needs. 

The strongest evidence is clear, current, functional and connected to the participant’s goals.

It should explain how disability affects daily life, what support is needed and why that support may be relevant to the participant’s plan. 

A diagnosis may be part of the picture, but functional impact often provides the everyday detail that helps explain real support needs. 

Participants, families and carers should feel comfortable asking providers for clear reports, plain-language explanations and practical recommendations. 

With the right preparation, NDIS evidence and reports can help participants feel more informed, more organised and more confident when discussing their plan, supports and future needs.