Preparing for an NDIS Planning Meeting: 10 Questions Answered

Your NDIS planning meeting is one of the most important conversations you will have about your disability supports. What you say in that meeting directly shapes the funding and goals written into your plan. It is completely normal to feel unsure about what to expect, what to bring, or how to make the most of the time. This article answers the 10 questions that participants and families ask most often, in plain English, so you can walk in feeling prepared and confident.

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The 10 most common planning meeting questions

Q1. What actually happens at an NDIS planning meeting?

A planning meeting is a conversation between you (and anyone you bring along) and an NDIA planner or a Local Area Coordinator (LAC). The purpose is for the NDIA to understand your disability, how it affects your daily life, and what supports you need to pursue your goals. The meeting can happen face to face, over the phone, or by video call.

The planner will ask questions about your current living situation, your informal supports (family, friends, community), your health and functional capacity, and your goals for the short and long term. They use this information to decide what funded supports are "reasonable and necessary" under the NDIS Act. The meeting usually runs between one and two hours, though this varies.

You do not receive your plan on the day. The planner takes notes and the NDIA makes its funding decisions after the meeting. Your plan is typically sent to you within a few weeks.

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Q2. Who can I bring to my planning meeting?

You can bring anyone who supports you, including a family member, carer, friend, advocate, or support coordinator. There is no rule that says you must attend alone. In fact, having someone with you who knows your situation well can help fill in details you might forget under pressure.

If you use augmentative and alternative communication (AAC), bring your device or communication aids. If you need an interpreter, you can request one through the NDIA before the meeting. Contact the NDIA on 1800 800 110 to arrange this in advance.

A disability advocate can also attend. Advocacy organisations across Australia provide free or low-cost support to help participants prepare and speak up during the meeting. The NDIS Commission maintains a list of local advocacy services if you are unsure where to look.

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Q3. What documents and evidence should I bring?

Bringing strong evidence is one of the best things you can do to support your funding requests. Useful documents include:

• Reports from allied health professionals (occupational therapists, physiotherapists, speech pathologists, psychologists)
• Letters from your GP or specialist explaining your diagnosis and functional impact
• Hospital discharge summaries or recent medical records
• School or workplace reports if relevant
• Existing assessments or previous NDIS plan documents

The key word is "functional impact." The NDIA is less interested in a diagnosis label and more interested in how your disability affects what you can do day to day. Reports that describe what you cannot do independently, and why, are more useful than reports that simply name a condition.

If you do not have recent reports, ask your treating team to write a brief letter before the meeting. Even a one-page summary from your GP is better than nothing.

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Q4. How do I explain my support needs clearly?

Think about a typical week and write down every task where you need help or where things go wrong without support. Be honest and specific. Planners hear a lot of general statements like "I need help at home." What lands better is something like: "I cannot safely prepare hot meals without prompting due to memory difficulties. My carer currently spends 45 minutes each evening helping me."

Try to cover the full picture, including the supports you rely on from family and friends that are currently unpaid. The NDIA calls these "informal supports," and understanding them helps the planner see what gaps funded supports need to fill.

It also helps to think about your goals before the meeting. Goals do not have to be big or formal. They can be things like "I want to join a local social group" or "I want to learn to catch public transport independently." Goals give your plan direction and help justify specific funded supports.

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Q5. What are "reasonable and necessary" supports and how does that affect my plan?

"Reasonable and necessary" is the legal test the NDIA applies to every support it funds. Under the NDIS Act, a support must be related to your disability, help you pursue your goals, represent value for money, and not be something that should be funded by another system (like Medicare or the education system).

This means not every support you request will automatically be funded. The NDIA may decide that some supports are the responsibility of mainstream services, or that informal supports can reasonably cover a need. This is why it is important to explain clearly why you need a funded support and why informal or mainstream options are not sufficient.

If you disagree with a funding decision after your plan is issued, you have the right to request an internal review and, if needed, an external review through the Administrative Appeals Tribunal. Knowing this in advance can reduce anxiety about "getting it wrong" in the meeting.

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Q6. Should I have a support coordinator before my planning meeting?

A support coordinator can be enormously helpful, but many participants do not have one before their first plan. If you already have a support coordinator, involve them early. They can help you prepare your evidence, think through your goals, and attend the meeting with you.

If you do not yet have a support coordinator, some LACs can assist with preparation. There are also independent advocates and disability organisations that offer free planning support. Once your plan is approved, support coordination funding (if included) helps you find and connect with providers. You can explore how a support coordinator workspace works and what coordinators do on the OpenWay support coordinator hub.

For participants and families navigating the process without a coordinator, the OpenWay guide for individuals outlines what to look for when you are ready to find services.

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Q7. What if I forget something important during the meeting?

It happens to almost everyone. The best safeguard is to prepare written notes before the meeting and refer to them during the conversation. There is nothing wrong with reading from a list or handing the planner a written summary of your needs and goals.

If you realise after the meeting that you forgot to mention something significant, contact your LAC or the NDIA as soon as possible. You can submit additional evidence after the meeting while your plan is still being processed. Once your plan is issued, you can also request a review if you feel a key need was missed.

Some families find it helpful to do a "practice run" at home, talking through answers to likely questions with a trusted person. This reduces the chance of blanking under pressure.

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Q8. How long will my plan last and when will I need to do this again?

Most NDIS plans run for 12 months, though some participants receive plans for up to two or three years, particularly if their support needs are stable. At the end of each plan period, you will have a plan review, which is similar to a planning meeting.

Between plan reviews, you can request an unscheduled review (sometimes called a "change of circumstances" review) if your needs change significantly. This might happen after a hospital stay, a change in your living situation, or a significant shift in your functional capacity.

It is worth keeping a folder of new reports and evidence throughout your plan period so you are not scrambling at review time.

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Q9. What if I am unhappy with my plan after the meeting?

If your plan does not reflect what was discussed, or if the funding feels inadequate, you have options. First, ask your LAC to explain how the funding decisions were made. Sometimes there are errors or misunderstandings that can be corrected quickly.

If that does not resolve the issue, you can request an internal review by the NDIA. Submit your request in writing and include any additional evidence that supports your case. The NDIA has 60 days to complete an internal review. If you are still unhappy, you can escalate to the Administrative Appeals Tribunal.

Disability advocacy organisations can support you through a review at no cost. The process can feel daunting, but many participants successfully have their plans amended through a review.

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Q10. How do I find providers once my plan is approved?

Once your plan is in place, finding the right providers is the next big step. Your plan will specify which supports are "agency-managed," "plan-managed," or "self-managed," and this affects which providers you can use.

Start by listing the supports you need, then look for providers who specialise in those areas and operate in your location. Ask about their experience with your disability type, their availability, and how they handle cancellations and service agreements. You can browse NDIS providers across Australia on OpenWay to compare options and send enquiries directly.

For families and participants who want to understand what to look for in a provider profile, the OpenWay trust and safety page explains how provider information is verified and what to check before making contact.

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A quick pre-meeting checklist

Use this checklist in the days before your planning meeting:

1. Gather all relevant reports and medical letters.
2. Write a summary of your typical week and where you need support.
3. List your goals, big and small.
4. Note any informal supports you currently rely on and their limits.
5. Confirm who is attending with you and brief them on your key points.
6. Arrange an interpreter if needed (call the NDIA on 1800 800 110).
7. Prepare questions you want to ask the planner.
8. Know your rights: you can request a review if you disagree with the outcome.

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Frequently asked

Q. Can I record my NDIS planning meeting?

You can ask to record the meeting, but you must inform the planner and get their agreement first. Recording is not guaranteed to be permitted. A practical alternative is to bring someone with you who can take notes throughout the conversation.

Q. What if I cannot attend my planning meeting in person?

Phone and video meetings are standard practice across Australia and are available to all participants. Contact your LAC or the NDIA ahead of time to confirm the format and make sure your technology is working. If accessibility is a barrier, let the NDIA know so they can make adjustments.

Q. Do I need a formal diagnosis to get an NDIS plan?

You need to meet the NDIS access criteria, which includes having a permanent or likely permanent disability that substantially affects your ability to participate in everyday life. A formal diagnosis from a registered health professional is typically required as part of your access request. Contact the NDIA or a local disability organisation for guidance specific to your situation.

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How OpenWay can help

Once your plan is approved and you are ready to find providers, OpenWay makes it easier to explore your options. OpenWay is a free-to-use marketplace for NDIS participants, families and support coordinators across Australia. You can browse NDIS-registered and unregistered providers, filter by support category and location, and send enquiries directly through the platform.

Support coordinators can use OpenWay to shortlist providers for participants, share options, and manage enquiries in one place. Visit the OpenWay coordinator workspace to see how it fits into your workflow.

There are no fees for participants or families to use OpenWay. Browse at your own pace, compare provider profiles, and reach out when you are ready.

OpenWay is not part of the NDIS, NDIA or NDIS Commission. Final scope, pricing, travel, cancellation rules and non-face-to-face charges must be confirmed in a written service agreement between the participant (or their authorised support person) and the provider.