Free NDIS Progress Notes Template 2026: SOAP Format

NDIS Progress Notes Template: Key Points

Progress notes document each support session using the SOAP format: Subjective (participant’s perspective), Objective (observations), Assessment (analysis), and Plan (next steps).
Quality progress notes link activities to NDIS goals, demonstrating how supports contribute to participant outcomes.
Progress notes must be completed after every support session and kept for at least 7 years for NDIS Commission compliance.
Well-written notes protect participants, support workers, and providers while providing evidence of quality service delivery.

Download Our Free NDIS Progress Notes Template

We’ve created a structured progress notes template using the professional SOAP format:

Download NDIS Progress Notes Template (DOCX)

This template includes:

Session details (date, time, worker, participant)
SOAP format sections (Subjective, Objective, Assessment, Plan)
Activities completed checklist
Goal progress tracking table
Incidents or concerns section
Worker signature and date

What Are NDIS Progress Notes and Why Do They Matter?

NDIS progress notes are professional records that document each support session between a worker and participant. These notes serve three critical purposes: they track the participant’s progress toward their NDIS goals, provide evidence of service delivery for audits and reviews, and protect both workers and participants by creating a clear record of what happened during each session.

The NDIS Commission requires all registered providers to maintain accurate, timely progress notes for every support session. These records must be kept for at least 7 years and may be reviewed during Commission audits or participant plan reviews.

Good progress notes can make the difference between a successful plan review (where funding is maintained or increased) and a difficult one (where reviewers question whether supports are delivering value). They also protect workers when incidents occur or complaints are made.

Understanding the SOAP Format for NDIS Progress Notes

The SOAP format is the gold standard for progress notes in disability support. SOAP stands for Subjective, Objective, Assessment, and Plan. This structure ensures your notes are complete, professional, and focused on outcomes.

Subjective: The Participant’s Perspective

This section captures what the participant reports, feels, or expresses during the session. Use their words where possible, placing direct quotes in quotation marks.

Good example: “James said he felt ‘really proud’ after making his own breakfast this morning. He reported sleeping better this week and feeling less anxious about upcoming medical appointments.”

Poor example: “James seemed happy.”

The subjective section should include the participant’s mood, any concerns they raised, goals they talked about, and their perspective on their progress.

Objective: What You Observed

This section documents what you saw, heard, and did during the session. Stick to observable facts without interpretation.

Good example: “James prepared scrambled eggs and toast independently using the visual recipe card. He completed all steps without prompting, including cleaning up afterward. Session lasted 2 hours and included shopping for ingredients at local supermarket. James walked for 15 minutes without rest breaks.”

Poor example: “James did well with cooking and enjoyed shopping.”

The objective section should be specific enough that another worker could understand exactly what happened during the session.

Assessment: Your Professional Analysis

This section is where you analyze what the observations mean in relation to the participant’s NDIS goals. Link activities directly to goal progress.

Good example: “James’s independent meal preparation demonstrates significant progress toward his goal of ‘preparing simple meals 3 times per week independently’ (Goal 2.1 in NDIS plan). His improved stamina during community access suggests his mobility goals (Goal 1.3) are also progressing well. No safety concerns observed during kitchen activities.”

Poor example: “James is doing well with his goals.”

Always reference specific goals from the participant’s NDIS plan and note whether progress is on track, ahead, or behind expectations.

Plan: Next Steps and Actions

This section documents what happens next, including any changes to support strategies, equipment needs, or concerns to address.

Good example: “Continue supporting independent meal prep 2x weekly. Next session: introduce more complex recipe (pasta dish) to further develop skills. Monitor energy levels during community access. Follow up with OT regarding potential kitchen modifications discussed by James today. Next session scheduled for Thursday 10am.”

Poor example: “Keep doing the same things.”

The plan should be specific, actionable, and directly linked to goals. If you identify any issues or risks, note how they’ll be addressed.

5 Real Examples of Well-Written NDIS Progress Notes

Example 1: Personal Care Support Session

Session Date: February 20, 2026 | Duration: 1.5 hours | Worker: Sarah Chen

Subjective: Maria said she “felt comfortable” during today’s shower routine and didn’t feel rushed. She reported feeling “more confident” about managing her continence since we implemented the new routine two weeks ago.

Objective: Supported Maria with morning shower using transfer hoist. Maria directed each step of the process and indicated when she was ready to move. Provided minimal physical assistance with washing. Maria managed continence independently using scheduled prompts (8am, 12pm). No incidents reported. Assisted with dressing, Maria selected her own clothing and completed buttons independently using button hook.

Assessment: Maria’s progress toward Goal 3.2 “increase independence in personal care routines” is on track. Her confidence with the hoist transfer has improved significantly over past month, and continence management is now requiring minimal support. Safety protocols followed throughout session with no concerns.

Plan: Continue current support level with morning personal care 3x weekly. Next session: introduce option for Maria to complete more shower tasks independently while worker supervises. Order additional continence supplies before current stock runs low (approx. 2 weeks). Next session: Friday 8am.

Example 2: Community Access Support

Session Date: February 22, 2026 | Duration: 3 hours | Worker: Tom Nguyen

Subjective: Ahmed said he was “excited” to visit the new library but felt “a bit nervous” about catching the bus alone. He expressed interest in joining the library’s tech help sessions on Tuesdays.

Objective: Supported Ahmed with community access to local library via public transport. Ahmed used transport app independently to check bus times and purchased ticket using his debit card. Walked 10 minutes from bus stop to library without difficulty. At library, Ahmed successfully registered for membership, borrowed 2 books, and enquired about Tuesday tech sessions. Return bus journey completed independently with worker observing from a distance per Ahmed’s request.

Assessment: Significant progress toward Goal 1.1 “use public transport independently for familiar routes.” Ahmed demonstrated good problem-solving when the first bus was full and waited for the next service without prompting. His confidence with technology continues to grow (Goal 2.3). Community participation goal (Goal 4.1) advancing well with interest in regular library program.

Plan: Next session: travel to library independently with worker available by phone only, as discussed with Ahmed today. Investigate library tech session schedule and assist with registration if Ahmed wishes to proceed. Continue building confidence with other bus routes in coming weeks. Next session: Tuesday 2pm (library tech session if registered).

Example 3: Life Skills Development

Session Date: February 23, 2026 | Duration: 2 hours | Worker: Lisa Patel

Subjective: Kai reported feeling “pretty good” about his progress managing money but said he “sometimes forgets” to check his account balance. He expressed wanting to save money for a new gaming console.

Objective: Supported Kai with budgeting and banking skills at home. Kai logged into banking app and checked account balance independently. Together reviewed past week’s spending using transaction history. Kai identified 3 discretionary purchases and calculated he could save $40 per week toward gaming console goal. Created simple budget spreadsheet with weekly income ($385 DSP) and expenses. Set up weekly reminder on Kai’s phone to check account every Friday.

Assessment: Good progress on Goal 3.1 “manage personal finances with minimal support.” Kai now completes all banking tasks independently but still building consistency with regular monitoring. His goal-setting (saving for console) shows good future-planning skills. Spreadsheet may need simplification based on Kai’s engagement today.

Plan: Continue weekly budgeting support sessions. Next session: review if Friday reminder is working and adjust if needed. Investigate automatic savings transfer options to help Kai reach console savings goal. Consider reducing support frequency to fortnightly if Kai maintains consistency over next month. Next session: Friday 3pm.

Session Date: February 24, 2026 | Duration: 2.5 hours | Worker: James Wilson

Subjective: Rachel said she “really enjoyed” today’s craft group and felt “less shy” talking to other group members compared to last month. She expressed interest in sharing her artwork on social media but felt “worried” about negative comments.

Objective: Supported Rachel with attendance at community craft group at local community center. Rachel arrived on time and initiated conversation with 2 other group members about their projects. Completed watercolor painting independently while engaging in group conversation. Shared contact details with one new friend (Emma) and arranged to meet for coffee next week. Discussed social media concerns during return trip. Rachel showed me her artwork photos and we talked through privacy settings and comment moderation options.

Assessment: Excellent progress on Goal 2.1 “develop friendships and social connections.” Rachel’s confidence in group settings has grown significantly. Her initiative in arranging a separate catch-up with Emma shows strong social skills development. The social media discussion indicates good insight into potential risks and appropriate help-seeking behavior.

Plan: Continue supporting craft group attendance weekly. Next session: support Rachel with privacy settings on Instagram if she decides to create account for sharing artwork. Check in on coffee meeting with Emma and provide support if needed. Consider whether Rachel is ready for some craft group sessions without worker support. Next session: Monday 10am (craft group).

Example 5: Behavior Support Session

Session Date: February 25, 2026 | Duration: 2 hours | Worker: Michelle Chang

Subjective: David reported feeling “frustrated” during the first hour but said the sensory break “helped a lot.” He said he’s “trying really hard” to use the calm-down strategies from his behavior support plan.

Objective: Supported David with day program activities. At 10:15am, David became agitated when routine changed (art room unavailable). Observed clenched fists, raised voice, pacing. Implemented behavior support plan Step 2: offered sensory break in quiet room. David accepted and spent 15 minutes using weighted blanket and listening to music. After break, David returned to activities and participated in cooking session without further escalation. Used visual schedule to prepare David for transition to next activity. Remainder of session proceeded without incidents.

Assessment: David’s use of the sensory break shows progress on Goal 1.2 “use self-regulation strategies when experiencing distress.” This is the third consecutive week David has accepted a sensory break when agitated, compared to refusing breaks in previous month. The early intervention (at first signs of agitation) prevented escalation to more challenging behaviors. Consistent use of visual schedule continues to be effective preventive strategy.

Plan: Continue implementing behavior support plan with emphasis on early intervention. Document this incident in behavior data tracking system. Discuss with behavior support practitioner at next review (scheduled March 5) to confirm strategies remain appropriate. Consider whether David is ready to initiate sensory breaks independently rather than waiting for worker suggestion. Next session: Wednesday 9am.

Common Mistakes to Avoid in NDIS Progress Notes

Using vague language: Never write “client did well” or “good session.” Always be specific about what happened and why it matters.

Forgetting to link to NDIS goals: Every progress note should reference specific goals from the participant’s NDIS plan. If you can’t link an activity to a goal, question why you’re doing it.

Writing your interpretation as fact: Don’t write “Maria was happy.” Instead write “Maria smiled, laughed during the activity, and said she felt happy.”

Skipping the Plan section: Every note should end with clear next steps, even if it’s just “continue current support strategies.”

Waiting too long to write notes: Write progress notes immediately after the session while details are fresh. Notes written days later are less accurate and may miss important details.

Breaching privacy: Never include unnecessary personal details, medical diagnoses (unless directly relevant), or information about other people unless essential to the note.

Using banned words or phrases: Avoid AI-sounding language, medical jargon the participant wouldn’t understand, or overly formal language that doesn’t sound like how people actually write.

Progress Notes Compliance Checklist

Before submitting progress notes, check that your note includes:

☐ Date, time, and duration of session
☐ Participant name and worker name
☐ All four SOAP sections completed
☐ Specific reference to at least one NDIS goal
☐ Observable, factual information in Objective section
☐ Clear next steps in Plan section
☐ Any incidents, concerns, or changes reported
☐ Worker signature and date note was written
☐ Professional, respectful language throughout
☐ No unnecessary personal information or privacy breaches

How to Use Progress Notes for NDIS Plan Reviews

Progress notes are your strongest evidence during NDIS plan reviews. Reviewers want to see clear proof that supports are helping the participant achieve their goals.

Three months before a plan review, start reviewing progress notes to identify:

Which goals have made clear progress
Which goals need continued or increased support
What new goals might be appropriate
Evidence of why current funding should continue or increase

Compile specific examples from progress notes showing progress. Instead of saying “cooking supports are going well,” you can say “progress notes from January to March show participant now prepares meals independently 4 times per week, up from 1 time per week in November, working toward goal 2.1.”

Good progress notes can be the difference between maintaining funding and having supports cut. They provide objective evidence that your supports are making a real difference in the participant’s life.

Where to Find More NDIS Documentation Resources

NDIS Commission Practice Standards: Review the NDIS Practice Standards (particularly Core Module on Rights and Responsibilities) for official documentation requirements at ndiscommission.gov.au

NDIS Quality Indicators: The Commission’s quality indicators provide guidance on what good support looks like, which should be reflected in your progress notes.

NDIS Pricing Arrangements: Check the latest NDIS Price Guide to ensure you’re documenting supports that are correctly claiming under NDIS funding.

Through MD Home Care, you can connect with NDIS providers who maintain professional, compliant documentation and understand how to demonstrate participant progress effectively.

Summary

Progress notes are essential professional documentation that tracks participant progress, demonstrates support quality, and provides evidence for NDIS plan reviews. Use the SOAP format for consistent, comprehensive documentation that protects both participants and workers while showing the real impact of support.

Well-written progress notes take practice, but they’re one of the most important professional skills for NDIS support workers. Use this template, follow the SOAP structure, study the examples provided, and avoid common mistakes to create progress notes that meet NDIS Commission requirements and genuinely help participants achieve their goals.