Progress Note & Incident Report Templates
Free NDIS progress note template and incident report template you can copy today, plus reportable-incident timeframes and audit-evidence tips.
What these templates are for
Progress note template
Incident report template
Reportable incidents and timeframes
Why progress notes are your audit evidence
Common mistakes and edge cases
Frequently asked questions
How often do I need to write progress notes?
Generally one note per participant per support session or shift, completed the same day. Some support types (for example supported independent living) may need more frequent or shift-based recording. Check the requirements for your specific supports and set your team's standard in policy.
What is the difference between a progress note and an incident report?
A progress note records the routine support you delivered and is your evidence for claiming. An incident report records something that went wrong and evidences your response. When an incident occurs, complete both — and, if the incident is reportable, notify the NDIS Commission within the required timeframe as well.
How quickly must I report a reportable incident?
Indicatively, within 24 hours for events such as death, serious injury, abuse or neglect, unlawful contact and sexual misconduct, with a detailed report within 5 business days; within 5 business days for an unauthorised restrictive practice. Confirm the current categories and deadlines with the NDIS Commission, as these can change.
How long do I have to keep progress notes and incident records?
Keep them well beyond the support date. A retention duty of up to seven years has been proposed but is Bill-dependent and not yet settled, so treat seven years as a prudent minimum and confirm the final requirement once legislation is passed.
Can I back-date or edit a progress note?
No. Notes should be contemporaneous. If you must correct an error, make the correction visible with the date, the reason and who made it — never overwrite the original. Back-dating is treated as an integrity breach.