Your NDIS plan review is one of the most important meetings you will have with the NDIS. This is your opportunity to demonstrate what has worked in your current plan, what needs to change, and what additional supports you need going forward. Participants who prepare thoroughly for their plan review are significantly more likely to receive appropriate funding that meets their support needs.

This comprehensive guide walks you through exactly how to prepare for your plan review, what evidence to gather, what questions you will be asked, and how to present your case effectively.

Key Points

  • Plan reviews typically occur 12 months after plan approval or last review
  • Preparation should begin at least 6 to 8 weeks before your review date
  • Evidence of progress, challenges, and changing needs is essential
  • Support coordinators and providers can supply critical documentation
  • Bring quotes for new supports and therapies you want to request
  • Understanding your current budget spend helps justify funding changes
  • You can request a support person to attend with you

Understanding the NDIS Plan Review Process

An NDIS plan review is a scheduled meeting to assess whether your current plan still meets your needs or whether changes are required. The review process evaluates your progress toward goals, determines if your supports are working effectively, and considers any changes in your circumstances or support needs.

Your first plan review typically occurs 12 months after you receive your initial NDIS plan. Subsequent reviews usually happen annually, although plans can be reviewed earlier if your circumstances change significantly. Some participants may have 24-month or 36-month plans if their needs are stable and well-established.

The plan review can be conducted face-to-face, by telephone, or via video call. You can choose the method that works best for you.

When to Start Preparing

Effective preparation takes time. You should begin gathering evidence and documentation at least 6 to 8 weeks before your scheduled review date.

Review Preparation Timeline

8 weeks before: Start collecting evidence, progress notes, and reports from service providers. Request quotes for new therapies or equipment.

6 weeks before: Review your current plan and budget spend. Identify gaps in funding and areas where you need increases or new supports.

4 weeks before: Complete your budget utilization review. Contact your support coordinator or providers for progress reports.

2 weeks before: Finalise your evidence package. Write down your key points and new goals. Prepare questions.

1 week before: Review all documentation one final time. Confirm review appointment details. Arrange a support person if needed.

Starting early gives you time to request professional reports, obtain quotes, and think carefully about what you want to achieve in your next plan.

Essential Documents to Gather

Your plan review will be more successful if you bring comprehensive documentation that demonstrates your needs and progress.

Current NDIS Plan

Bring a copy of your current plan so you can reference specific budget categories, goals, and approved supports. Understanding what you currently have makes it easier to explain what needs to change.

Budget Utilization Report

Request a budget utilization report from your plan manager or access it through the NDIS myplace portal. This shows how much of your funding you have used in each budget category.

Understanding your spend helps you:

  • Justify increases in categories where you consistently spend your full budget
  • Explain underspend in categories where supports were not appropriate or available
  • Demonstrate changing needs through shifting utilization patterns

Provider Progress Reports

Contact all service providers involved in your supports and request progress reports or service summaries. These should document:

  • Goals you have worked toward
  • Progress achieved
  • Challenges encountered
  • Recommendations for ongoing or additional supports

Therapists, support coordinators, support workers, and allied health professionals can all provide valuable reports. Request these reports at least 4 to 6 weeks before your review to allow professionals time to prepare quality documentation.

Medical and Allied Health Reports

Recent reports from treating health professionals strengthen your case for continued or increased funding. Relevant reports include:

  • GP letters summarizing your condition and support needs
  • Specialist medical reports
  • Occupational therapy assessments
  • Psychology or psychiatry reports
  • Speech pathology progress notes
  • Physiotherapy functional capacity assessments

Reports should be current, ideally within the past 6 months. If your condition has changed or worsened, ensure medical documentation reflects this.

Quotes for New Supports

If you want to request new therapies, equipment, or services, obtain detailed quotes before your review. Quotes should include:

  • Provider name and registration details
  • Description of the support or item
  • Cost per session or total cost
  • Frequency recommended (for ongoing supports)
  • NDIS support item number or line item

Bringing quotes demonstrates you have researched appropriate supports and helps the planner calculate accurate budget allocations.

Evidence of Changed Circumstances

If your needs have increased due to health deterioration, life transitions, or other circumstances, gather evidence documenting the change:

  • Hospital admission records
  • Medical letters describing condition changes
  • Evidence of new diagnoses or comorbidities
  • School or employment reports showing changing support needs
  • Incident reports documenting safety concerns

Changed circumstances are a strong basis for requesting increased funding or new support categories.

Photos and Videos

Visual evidence can be powerful, particularly for demonstrating equipment needs, home modifications, or functional limitations. Consider bringing:

  • Photos of current equipment that is worn or no longer suitable
  • Videos showing functional capacity or support needs
  • Images of environmental barriers requiring modification

Visual evidence is especially relevant for assistive technology requests and home modification assessments.

Reviewing Your Current Plan Performance

Before your review meeting, conduct a thorough analysis of how your current plan has performed.

Goal Achievement Analysis

Review each goal in your current plan and assess:

  • Did you achieve this goal fully, partially, or not at all?
  • What supports helped you make progress?
  • What barriers prevented progress?
  • Is this goal still relevant or does it need to be updated?

Be honest about goals you did not achieve. Lack of progress is not a failure; it often reveals that supports were inadequate, inappropriate, or inaccessible. This information helps planners understand what needs to change.

Budget Category Review

Analyze spending in each budget category to identify patterns:

Fully utilized budgets: If you consistently spend 100% of allocated funding in a category, this indicates the funding level is appropriate or potentially insufficient. Bring evidence if you need an increase.

Underspent budgets: Underspending does not automatically mean you need less funding. Common reasons for underspend include:

  • Difficulty finding appropriate providers
  • Waiting lists for services
  • Supports that started late in the plan period
  • Health issues preventing participation
  • Funding allocated to the wrong category

Explain the reasons for underspend and whether you still need the allocated funding.

Overspent budgets: If you have overspent in a category, explain why. Legitimate reasons include:

  • Increased support needs due to health changes
  • Crisis situations requiring additional supports
  • Inadequate initial funding allocation
  • Price increases beyond your control

Supports That Worked Well

Document which supports have been most effective in helping you progress toward your goals. Successful supports should be continued or increased in your new plan.

Be specific about what worked:

  • “Weekly occupational therapy helped me develop skills to shower independently”
  • “Increased support worker hours allowed me to participate in community activities safely”
  • “Access to a plan manager reduced my administrative stress and improved budget utilization”

Supports That Did Not Work

Identify supports that were not effective and explain why. This might include:

  • Services that were not available in your area
  • Therapies that did not match your needs or learning style
  • Equipment that was not suitable for your situation
  • Budget allocations in wrong categories

Failed supports are not wasted funding; they provide evidence to guide better decisions in your next plan.

New Needs and Goals

Your plan review is the time to request new supports for emerging needs or goals. Common new needs include:

  • Transition supports (school to work, living situations)
  • New therapies recommended by health professionals
  • Increased independence requiring skills development
  • Assistive technology to improve function
  • Home modifications for safety or accessibility

For each new request, explain why this support is necessary and how it will help you achieve your goals.

Preparing Your Goals for the New Plan

Goals are the foundation of your NDIS plan. Well-articulated goals help planners understand what supports you need and why.

Goal Setting Framework

Effective NDIS goals should be:

  • Specific about what you want to achieve
  • Linked to NDIS outcome areas (choice and control, daily living, relationships, work and learning, health and wellbeing, home)
  • Focused on participation and functional improvement
  • Realistic within the plan timeframe
  • Measurable so progress can be assessed

Short-Term and Long-Term Goals

Include both short-term goals (achievable within 12 months) and long-term goals (aspirational, may take several plans to achieve).

Short-term goal example: “Develop skills to prepare simple meals independently with minimal support”

Long-term goal example: “Live independently in my own apartment within 3 years”

Long-term goals help justify capacity building supports and show how current supports contribute to your broader life direction.

Linking Goals to Supports

For each goal, identify what supports you need to achieve it. This demonstrates that your funding requests are reasonable and necessary.

Example:

  • Goal: Improve communication skills to build friendships
  • Supports needed: Speech therapy 1 hour per week, social skills group, community access support

This clear link between goals and supports helps planners understand your funding requests.

Questions You Should Expect

Plan review meetings follow a structured format. Understanding the questions you will be asked helps you prepare comprehensive answers.

Questions About Your Current Plan

  • How has your current plan worked for you?
  • What progress have you made toward your goals?
  • Which supports have been most helpful?
  • Are there supports in your plan that you have not been able to access or use?
  • Has anything changed in your life since your last plan?

Questions About Your Goals

  • What are your goals for the next 12 months?
  • What do you want to achieve in your life more broadly?
  • How do these goals link to your disability support needs?
  • What areas of your life do you want to improve or maintain?

Questions About Your Support Needs

  • What supports do you need to achieve your goals?
  • What can you do independently and what do you need help with?
  • Who currently provides your supports (formal and informal)?
  • Are your current supports meeting your needs?
  • Do you need any new or different supports?

Questions About Your Circumstances

  • Has your health or disability changed?
  • Have there been changes in your living situation?
  • Are you working, studying, or volunteering?
  • What are your family or informal supports?
  • Do you have any upcoming life transitions?

Questions About Your Budget

  • How have you used your current funding?
  • Why is there underspend or overspend in specific categories?
  • Do you need more or less funding in any areas?
  • Are there new supports you want to fund in your next plan?

Preparing Your Answers

Write down key points for each question area so you do not forget important information during the meeting.

Use Specific Examples

Rather than general statements, provide specific examples that illustrate your points:

Instead of: “I need more support hours”

Say: “I currently have 15 hours per week of support but need 20 hours because I have started volunteering 2 days a week and need support to travel safely and participate effectively. Without additional hours, I cannot maintain this meaningful community participation.”

Focus on Functional Impact

The NDIS funds supports based on functional impact, not diagnosis. Describe how your disability affects your ability to complete activities:

Instead of: “My condition has gotten worse”

Say: “My mobility has declined to the point where I can no longer transfer independently. I now require 2-person physical assistance for all transfers, which has increased my support worker hour requirements.”

Connect your support requests to your stated goals:

“I need funding for a communication device because my current handwriting is illegible due to my cerebral palsy. A speech-generating device will help me achieve my goal of participating more fully in my university classes and pursuing my career ambition of becoming a social worker.”

Explain Underspend Clearly

If you have underspent funding, explain why without suggesting you do not need it:

“I underspent my therapy budget by $3,000 because there was a 6-month wait list for occupational therapy in my area. I still need this funding because I have now found a provider and am actively working on my independent living goals.”

Who Can Support You at Your Review

You do not have to attend your plan review alone. Having someone with you can help you remember important information, advocate for your needs, and feel more confident.

Support Person Options

Support coordinators: If you have a support coordinator, they can attend your review and help explain your support needs, progress, and budget utilization.

Family members or carers: Family members who understand your supports and goals can provide additional perspective.

Advocates: Disability advocates can help you present your case and ensure your rights are respected.

Allied health professionals: Therapists who know your goals and progress well may be able to attend (potentially as a billable session).

Friends or trusted supporters: Anyone who understands your situation and can help you communicate effectively.

Inform the NDIS when you book your review if you will have a support person attending.

Common Plan Review Mistakes to Avoid

Understanding common mistakes helps you avoid pitfalls that can result in inadequate funding.

Not Preparing Evidence

Attending your review without documentation makes it difficult to justify funding requests. The planner cannot approve supports without evidence of need.

Assuming the Planner Knows Your History

Even if you have had multiple plans, do not assume your planner has read your file in detail. Explain your disability, support needs, and circumstances clearly as if this is your first conversation.

Being Too Modest About Your Needs

Some participants downplay their support needs because they do not want to appear demanding or feel guilty about requesting funding. Remember that the NDIS exists to support people with disability. You are entitled to reasonable and necessary supports.

Not Explaining Underspend

Planners may reduce funding in underspent categories unless you explain why the underspend occurred and why you still need the funding.

Requesting Supports Without Quotes

Requesting “more therapy” without specific quotes makes it difficult for planners to allocate appropriate funding. Bring detailed quotes.

Focusing Only on Medical Diagnosis

The NDIS focuses on functional capacity and participation, not medical diagnosis. Explain how your disability impacts your daily life and what supports you need, rather than focusing exclusively on your condition.

What Happens After Your Review

After your plan review meeting:

  1. The planner compiles all information and evidence
  2. A delegate reviews your case and makes funding decisions
  3. Your new plan is prepared, typically within 2 to 4 weeks
  4. You receive your new plan via email or post
  5. Your new plan takes effect, usually when your current plan expires

If you are not satisfied with your new plan, you have the right to request an internal review within 3 months of receiving the plan decision.

Review Checklist

Use this checklist to ensure you are fully prepared:

  • Current NDIS plan copy
  • Budget utilization report
  • Progress reports from all service providers
  • Recent medical and allied health reports
  • Quotes for all new supports requested
  • Evidence of changed circumstances (if applicable)
  • List of current and proposed goals
  • Notes on what has worked and what has not
  • Specific examples of functional impact
  • Questions you want to ask
  • Support person confirmed (if applicable)
  • Review appointment details confirmed

Getting Professional Help

If you feel overwhelmed by the plan review preparation process, professional support is available.

Support Coordination

Support coordinators help participants prepare for plan reviews by gathering evidence, liaising with providers, obtaining quotes, and attending the review meeting. If you do not currently have a support coordinator, you can request this support in your next plan.

Advocacy Services

Free disability advocacy services can help you understand your rights, prepare your case, and attend your review meeting. Advocacy services are independent of the NDIS and work in your best interests.

Plan Management

Plan managers can provide detailed budget utilization reports and help you understand your spending patterns, although they do not typically attend review meetings or provide advocacy.

Successful plan reviews require understanding the broader NDIS system. Learn what evidence you need for NDIS applications and access requests, discover how to write NDIS goals that align with funding criteria, understand the NDIS planning meeting process, and explore what makes supports reasonable and necessary.

For ongoing plan navigation, learn about support coordination services, understand different management types, and discover how to find quality providers.

Frequently Asked Questions

How long does an NDIS plan review take?

Plan review meetings typically last 60 to 90 minutes, although this varies based on the complexity of your situation and how much your circumstances have changed. More complex reviews with significant funding changes may take longer.

Can I request an early plan review?

Yes, you can request an early plan review if your circumstances have changed significantly. Valid reasons include health deterioration, major life transitions, safety concerns, or significant changes in your support needs. Contact the NDIS to discuss an early review request.

What if I disagree with my new plan?

If you receive a plan that does not meet your needs, you have the right to request an internal review within 3 months of receiving your plan decision. The internal review process allows you to present additional evidence and explain why the plan is inadequate.

Can my plan review be extended if I am not ready?

You can request to reschedule your plan review if you need more time to prepare. However, it is better to request this well in advance rather than at the last minute. If your plan expires before the review is complete, your existing plan may be extended.

Do I need to spend all my funding before my review?

No, you do not need to spend all your funding. However, significant underspend without explanation may result in funding reductions. Focus on explaining why underspend occurred rather than rushing to spend money on unnecessary supports.

What if my needs have decreased?

If your support needs have genuinely decreased, your planner will adjust funding accordingly. However, ensure you are not underestimating your ongoing needs. Some conditions stabilize but still require ongoing supports to maintain function.

Can I bring multiple support people to my review?

Yes, you can bring more than one support person if this helps you feel comfortable and communicate effectively. Let the NDIS know in advance how many people will attend.

What if I cannot get provider reports in time?

If you cannot obtain provider reports before your review, attend the meeting anyway and explain what reports are pending. You can submit additional evidence after the meeting if the planner agrees to consider it.

How detailed should my preparation be?

The more detailed your preparation, the stronger your case. Planners make decisions based on evidence. Comprehensive documentation of your needs, progress, and goals leads to better funding outcomes.

What if my planner seems rushed or does not ask me about everything?

If you feel the planner has not covered important areas, speak up and mention what you need to discuss. You can also submit additional written information after the meeting or request that specific issues be considered before the plan is finalized.