NDIS reportable incident template
A printable record for the hours and days after a reportable incident: what the worker writes down, what the 24-hour and 5-day reports ask for, and when each one is due.
Free to print · Checked against official sources on
- To notify the NDIS Commission of most reportable incidents, from when you became aware
- 24 hours
- For the 5-day report, the only one needed when an unauthorised restrictive practice caused no immediate harm
- 5 business days
- For a final report, if the Commission asks for one, from the initial notification
- 60 business days
- At least, to keep incident records, from the date each record is made
- 7 years
A starting point. Not a sign-off.
Registered NDIS providers must notify the NDIS Commission of every reportable incident, including ones already recorded and handled in their own incident management system. The timeframes run from when your organisation becomes aware: when a worker tells a member of your key personnel, their supervisor or manager, or the person your incident management system names as responsible for notifying.
Use this record to get the facts down while they’re fresh, then lodge the reports through the NDIS Commission Portal. New incidents go into the new portal from 12 October 2026; incidents lodged before then stay in the existing one.
How to use it
- The worker writes down what happened, who was involved and the immediate response straight away, then hands it to the person responsible for notifying. They record when your organisation became aware, when the 24-hour report is due and what kind of incident it is.
- That person submits the 24-hour report in the NDIS Commission Portal and records it in part 6.
- Within 5 business days, add what part 7 asks for and submit the 5-day report with copies of the documents.
- Complete part 8 as the incident is assessed, and keep the record with your incident files for at least 7 years.
The template. Only the sheet prints, sized for A4.
NDIS reportable incident record
For registered NDIS providers. Fill in what you know now and add the rest within 5 business days.
Diversity Sync’d
Free template
Provider name
Record number
Recorded by (name, position and contact details)
Date and time recorded
1When it happened and when you became aware
The timeframes run from when your organisation became aware.
Date and time of the incident
If unknown, when it was first identified
Place
Date and time your organisation became aware
The 24-hour clock starts here
24-hour report due by
Who was told first
- A member of key personnel
- A supervisor or manager
- The person named in our incident management system
How it came to light
- Seen or heard by a worker
- Told by the person with disability
- Told by someone else
- Signs noticed, such as an unexplained injury
2What kind of incident
Tick all that apply. Alleged incidents are reportable too.
- Death of a person with disability
- Serious injury of a person with disability
- Abuse or neglect of a person with disability
- Unlawful sexual or physical contact with, or assault of, a person with disability
- Sexual misconduct against, or in the presence of, a person with disability, including grooming
- Use of a restrictive practice that is unauthorised, or doesn’t follow the person’s behaviour support plan
Everything above is notified within 24 hours, except an unauthorised restrictive practice that caused no immediate harm: that needs only the 5-day report. If it caused harm, notify within 24 hours.
3What happened
What was seen and heard, in order. The person’s own words in quotation marks. No opinions or guesses.
Description of the incident
Impact on, or harm caused to, the person with disability
Not needed if the incident is a death
4People involved
Names and contact details. The worker shouldn’t interview the person alleged to be involved.
Item Name Contact details Person with disability affected Subject of the allegation Support person for the person affected Witness Witness 5Immediate response
What was done to keep the person safe and well.
- The person is safe and being supported
- 000 called, if they needed urgent medical care or a crime is suspected
- Evidence protected
- The worker’s notes handed to the person responsible, with a copy kept
Actions taken for the person’s health, safety and wellbeing, including any medical treatment
Reported to police or another body? Who, when and any reference
6Notifying the NDIS Commission
Lodge new incidents in the NDIS Commission Portal.
Person responsible for notifying, as named in your incident management system
Report Due by Submitted (date, time) Submitted by Portal reference 24-hour report 5-day report Final report, if asked 7For the 5-day report
Due within 5 business days of becoming aware. Add anything the 24-hour report left out.
Support given to the person, and further action being considered
Support and further action for the subject of the allegation
Risk processes under way
If a death: the circumstances
If a restrictive practice: what was used, and the circumstances
Copies attached
- Incident reports and file notes
- Risk assessments or plans
- The person’s relevant plans, such as a behaviour support plan
- Correspondence with other people or agencies
8Assessment and follow-up
For your incident management system, and any final report.
Could the incident have been prevented?
How well was it managed and resolved?
What will change to prevent similar incidents, or lessen their impact?
Does anyone else need to be told?
Consultation with the person affected, and whether they’ve been given any reports or findings
Investigation, if any: who carried it out, when, and what they found
Recorded by (name and signature)
Date
Reviewed by (name, position and signature)
Date
From diversitysync.com/templates, checked against official sources on 26 October 2026. A starting point, not legal advice and not approved by any regulator: check it against current guidance and your own policies before you rely on it.
Where this comes from. Checked against official sources on 26 October 2026.
NDIS Quality and Safeguards Commission · Last updated 12 October 2026
Reportable incidents (opens in a new tab)The six kinds of reportable incident, the 24-hour and 5-business-day timeframes, the 24-hour and 5-day reports, and the two portals from 12 October 2026.
NDIS Quality and Safeguards Commission · Dated June 2019, linked from the page above
Reportable incidents: detailed guidance for registered NDIS providers (opens in a new tab)When a provider becomes aware, what workers should write down, what each report includes, the documents to attach, and the final report.
NDIS Quality and Safeguards Commission · Last updated 3 February 2026
Incident management (opens in a new tab)Supporting the person first, calling 000, recording the incident and assessing it.
NDIS Quality and Safeguards Commission · Dated June 2019, linked from the page above
Incident management systems: detailed guidance for registered NDIS providers (opens in a new tab)What an incident record should hold, and keeping it for at least 7 years from the date it’s made.
What we couldn’t confirm
- Both detailed guidance documents are dated June 2019. The current Reportable incidents page links to them and gives the same timeframes, but the new NDIS Commission Portal’s forms may ask for more, or in a different order.
- The 60-business-day timeframe for a final report comes from the 2019 guidance, which also says the Commission can extend it. We couldn’t confirm it on a current page, so go by what the Commission’s request says.
- We checked the NDIS Commission’s pages and guidance, not the NDIS (Incident Management and Reportable Incidents) Rules 2018 themselves.
- State and territory laws may ask you to keep records for longer than 7 years, and police or child protection may need to be told as well.
Check before you rely on it
This template isn’t legal advice, and no regulator has approved it. Rules, portals and forms change, so check it against current guidance and your own policies, and ask the regulator or an adviser when a matter is unclear.
Record it once, where the shift happened. In Diversity Sync’d the NDIS Incident Report comes ready to use. Workers fill it in from the participant’s shift note timeline in their phone’s browser, so the report sits with the shift, the participant and the worker it belongs to.
Explore custom forms- NDIS Incident ReportFiled after an NDIS-related incident.Edit template
- Child Safety Incident ReportFiled after a child safety incident.
- Behaviour RecordBehaviours of concern in child safety placements.
NDIS Incident Report, ready to use
Incident categories, witnesses, the immediate response, medical treatment and a manager’s sign-off, on a form every new account starts with.
Inside the shift note
Open it from the participant’s day. It sits on their timeline, marked as a draft until it’s submitted.
Learn more about inside the shift noteAn NDIS register
The 24-hour notification, 5-day report and final report dates kept against each incident, with restrictive practices flagged.
PDFs for the 5-day report
Every submitted form is ready to export as a PDF, so copies are on hand when the 5-day report asks for them.
Who changed what
An audit log of every change, kept for 365 days on Grow.
A child involved, in Queensland?
A reportable conduct case can link the incident report, the shift note and the worker’s details already in the platform.
Learn more about a child involved, in queensland?
Filling in the NDIS incident report works on every plan, Free included; collaborative shift notes and building your own forms come with Grow. Grow is $10 per user a month, or $9 a month billed yearly, with no GST added and a 14-day trial that takes a card at checkout. You still lodge reports in the NDIS Commission Portal, and Diversity Sync’d doesn’t count down the 24-hour and 5-day deadlines, so your incident procedure stays in charge of the clock.
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