What happens at an NDIS planning meeting?

Your NDIA planner explains the plan prepared using the information available and checks whether it fits your circumstances. You can give new information and ask questions. A plan may be approved during or after the meeting; additional evidence can delay approval.

This is different from a plan implementation meeting, which helps you put an approved plan into use. When someone books a meeting, ask which kind it is and what decision or next step is expected.

Current official guidance allows in-person, phone or Microsoft Teams meetings and a support person. Tell the organiser early about communication needs, interpreting, accessibility, rest breaks or a format that helps you participate. Confirm arrangements rather than assuming they have been booked.

Make a one-page picture of your week

Before assembling a large folder, write a one-page summary. Start with ordinary routines: getting up, meals, personal care, leaving home, communicating, managing appointments and getting through the evening. Include nights if support is needed then.

Example: “My sister currently helps me organise meals on weekday evenings. When she works late, I miss meals because I cannot complete the preparation steps independently. She cannot keep providing this every week.” Add your own details and supporting evidence; this example is not an entitlement to a particular service.

Describe both better and harder days. Saying only “I can cook” may leave out the prompting, preparation, fatigue or supervision that makes cooking possible.

Bring evidence that answers a clear question

Ask the planner which information is missing before paying for another assessment. Useful preparation is about relevance, not the largest number of reports. Keep a list of documents already supplied and their dates so the meeting does not become a search through emails.

• Your summary: the routines and support gaps you want understood.
• Relevant professional information: reports explaining functional needs, recommendations and why the proposed support is appropriate.
• Current support details: frequency, what is working and what is not.
• Changes: dated information about a new living arrangement, loss of informal care or changed support needs.
• Quotes where relevant: a clear service description, costs and assumptions.

For each report, mark the page that addresses the issue you want to discuss. If two reports appear inconsistent, ask the relevant professionals to explain the difference rather than quietly ignoring it.

Ask these questions before the meeting ends

1. Which information did you use to decide these supports?
2. How does the plan address the support gaps I described?
3. Which funding is available now, and when is more released?
4. Which supports are stated, flexible or subject to a quote?
5. How will each part of my funding be managed?
6. What information is still needed, who will provide it and by when?
7. When will I receive the approved plan and written decision?
8. Who should I contact if I believe something important has been missed?

Use a simple closing sentence: “Can we go through the actions and who is responsible for each one?” Read the actions back. That can reveal a misunderstanding while everyone is still present.

If someone attends with you, agree beforehand whether their job is to take notes, prompt you about forgotten points or help communicate. The discussion should still reflect your preferences.

What should I check after the meeting?

Compare the approved document with your notes. Check dates, management type, stated supports, funding periods and any conditions. Do not assume a discussion or a requested change means funding has been approved.

Create a short action list with an owner and due date for each task. For example: you send the missing report; the planner explains a restriction; a prospective provider sends an itemised quote. Keep copies of written decisions and ask promptly about the relevant review pathway if you disagree.

October 2026 reforms can affect some budgets. Ask whether a statutory reduction has been applied and which decision pathway is relevant; not every disagreement can be handled in the same way. The current reform guidance explains the changes.

Next, read how to write goals that reflect your life and keep the final wording somewhere you can refer to when comparing services.