NDIS Planning Meeting Preparation Checklist

A thorough, free checklist to prepare for your NDIS planning meeting. Work through all 30 steps — documents, goals, support needs, questions to ask, and what to do after your meeting.

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1. Documents to Gather

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2. Your Goals — Prepare These in Advance

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3. Understand Your Support Needs

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4. Questions to Ask at Your Meeting

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5. After the Meeting

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Why Planning Meeting Preparation Matters

Your NDIS planning meeting is the single most important conversation you will have about your disability supports. The funding decisions made in that meeting — often in under two hours — can determine the quality of your support for the entire next 12 months. Participants who walk in unprepared frequently receive less funding than they need, simply because they couldn't articulate their needs clearly in the moment.

Research and anecdotal evidence from disability advocates consistently shows that participants with well-documented goals, supporting professional reports, and a clear participant statement receive plans that better reflect their actual needs. The NDIA planner can only fund what the evidence supports — and you are the one who brings that evidence. If your planner doesn't know about a support you need, they cannot fund it.

Preparation also reduces the stress of the meeting itself. When you've thought through your goals in advance, gathered your documents, and written down your questions, the meeting becomes a structured conversation rather than an anxious scramble. Many participants report feeling more confident and more satisfied with their plan outcomes when they have prepared thoroughly.

What Happens at an NDIS Planning Meeting?

1
Introduction and purpose
The planner introduces themselves and explains the purpose of the meeting. They confirm your personal details, disability details, and the supports you are currently receiving.
2
Your goals
You discuss your goals — what you want to achieve, what matters to you, and how your disability impacts your ability to pursue those goals. This is where your prepared participant statement and goal list come in.
3
Your support needs
The planner asks about your current supports — both formal (paid) and informal (family, friends). They assess what supports are "reasonable and necessary" under the NDIS criteria.
4
Funding discussion
The planner considers the supports you need and how they map to NDIS funding categories (Core, Capacity Building, Capital). They may not give you a funding figure at the meeting — plans are usually issued within a few weeks.
5
Plan management type
You confirm how your plan will be managed: agency-managed (NDIA pays providers directly), plan-managed (a plan manager handles invoices), or self-managed (you pay providers and claim reimbursement). You can choose.

The Participant Statement: What to Include

A participant statement is a written description of your life and what matters to you. It's submitted alongside your plan request and read by the planner before and during your meeting. A strong statement humanises your situation and provides context that clinical reports often miss.

Describe a typical dayWalk through what your day looks like — from the moment you wake up. Detail every task that is difficult, takes longer, or requires help due to your disability.
Describe your functional impact honestlyDon't understate your difficulties. Many participants instinctively minimise their struggles. Be specific: "I cannot stand for more than 5 minutes" is more useful than "I have mobility issues."
Name your goalsInclude your short and long-term goals. Make them specific and disability-related. "I want to attend a community art class each week" is better than "I want to be more social."
Acknowledge what informal supports exist — and their limitsIf a family member helps you, say so — and also explain what would happen if they couldn't. Planners need to understand that informal supports have limits.
State what you want from your planBe direct about the supports you are requesting. "I am requesting 10 hours of support worker time per week for personal care and community access" is far clearer than a vague description of need.
Keep it to 1–2 pagesA focused, specific statement is more impactful than a lengthy one. Planners read many statements — clear, specific language is more persuasive than emotional generalities.

Common Mistakes to Avoid

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    Understating your support needs on the dayMany people instinctively present their best self in meetings. Be honest about bad days, not just good ones. The planner needs to fund your worst-day needs, not your best.
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    Not bringing supporting evidenceVerbal descriptions of need are less persuasive than written professional reports. Bring every relevant report you have — even old ones can provide useful context.
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    Vague or aspirational goalsGoals like "I want to be more independent" are hard to fund. Goals like "I want to catch public transport to work twice a week" are specific, measurable, and fundable.
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    Not knowing your plan management preferenceDecide in advance whether you want agency, plan, or self-management. Each has different implications for which providers you can use and how much administrative work is involved.
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    Going alone when you feel overwhelmedBring someone who knows your situation — a carer, support coordinator, or advocate. Having a second voice in the room helps ensure nothing important is missed.
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    Not following up after the meetingReview your plan as soon as you receive it. If anything is missing or lower than expected, you have 3 months to request an internal review. Don't leave it until it's too late.

Frequently Asked Questions

Need support preparing for your planning meeting?

Help Alliance supports NDIS participants in Perth with plan preparation, support coordination, and connecting you with the right providers. Get in touch to speak with our team.