NDIS shift notes: what to write, with a simple template

Good shift notes protect the participant, protect you, and back up every invoice you send. This guide covers what to include, what to leave out, and a simple template you can copy.

Why shift notes matter

• They back up your invoices. If a plan manager or participant asks what was delivered on a given day, your notes are the answer.
• They keep care consistent. The next worker, family member or coordinator can see what happened and what to follow up.
• They protect you. A clear, factual record made at the time is far more useful than memory weeks later, especially if something goes wrong.

What to include

1. Date, start time and finish time of the shift
2. Participant's name and your name
3. What you did: the supports delivered, activities and community outings
4. How the participant was: their mood, engagement and anything they said they wanted or enjoyed
5. Progress toward goals: anything that links to the goals in their plan
6. Anything notable: medication prompts, health changes, behaviours of concern, accidents or near misses
7. Follow-up: anything the next worker, family or coordinator needs to know or do

What to leave out

• Opinions and guesses. Write what you saw and heard, not what you assume. "Sam said he had a headache and declined lunch" beats "Sam was in a bad mood".
• Diagnoses or medical conclusions you are not qualified to make
• Information about other people (other clients, family members' private matters) that isn't needed
• Judgemental language. Notes can be read by the participant, their family and others.

A simple template

Date: 12/03/2026, 9:00am to 1:00pm
Participant: [Name]
Support worker: [Your name]

Supports delivered:
Community access, grocery shopping and lunch. Assisted with meal preparation at home.

How the participant was:
Cheerful on arrival. Chose the supermarket route and paid for items independently with prompting.

Progress toward goals:
Practised budgeting for the weekly shop (goal: independent shopping).

Incidents or concerns:
None.

Follow-up:
Needs more milk and bread before Thursday. Mentioned wanting to try the swimming centre next week.

When something goes wrong

If there is an injury, a serious behaviour of concern, or anything that might need to be reported, write it down as soon as it is safe to do so, and in the same factual style: what happened, when, who was there, what you did, and who you told. Different incidents have different reporting rules depending on whether you are a registered provider, so check the guidance on the NDIS Quality and Safeguards Commission website and talk to the participant's coordinator or plan manager if you are unsure.

Write notes the same day

Notes written at the end of the shift are more accurate and take a fraction of the time. Leaving them to the weekend is how details get lost.

Storing notes safely

Shift notes contain personal and health information, so treat them carefully. Don't keep them in photos, text messages or shared documents that others can access. Use a tool that encrypts client records, keeps them private to you, and lets you export them if you ever need to.

Supportal's notes are built for exactly this: quick to write on your phone at the end of a shift, linked to the shift they belong to, and stored privately. See also our guide to NDIS invoicing.

Quick answers

What should I write in NDIS shift notes?

The date and times, what supports you delivered, how the participant was, progress toward their goals, any incidents or concerns, and follow-up for the next worker.

Should shift notes include opinions?

No. Stick to what you saw and heard. Factual, neutral language protects both you and the participant.

How long should shift notes be?

A few clear lines per heading is enough. They should be quick to write the same day and long enough that someone else understands what happened.

This guide is general information for Australian NDIS support workers and is not legal, financial or tax advice. Prices, rules and thresholds change, so always check the NDIS and ATO websites or speak to a professional for your situation.