How to link NDIS progress notes to participant goals
Name the goal the activity supports, describe what the participant did and how much support they needed, and say how it compares with last time. The NDIS states that case notes outline the activities a participant has engaged in and how they relate to the specific support item and the participant’s goals, and that they may also include progress and plans for future sessions.
Key takeaways
- The NDIS expects a case note to connect the activity to the support item and to the participant’s goals.
- A goal-linked note names the goal, records observable performance and the level of support, and compares it with the previous note.
- The Practice Standards expect progress in meeting goals to be assessed, and the support plan updated with the participant when progress differs from what was expected.
- Activity with no goal, and the same goal wording pasted into every note, are the two common ways the link breaks.
What does the NDIS say case notes must show?
The NDIS record keeping page states that case notes outline the activities a participant has engaged in and how they relate to the specific support item and the participant’s goals, and that case notes may also include a participant’s progress and plans for future sessions. The page was current as of 20 August 2026.
The same page lists minimum identifying information for all records: the participant’s name and NDIS number, the date or dates of support, the amount and quantity or hours delivered, and the support type.
What do the Practice Standards say about goals and progress?
Under Support Planning, the NDIS Practice Standards state that support plans reflect participant needs, requirements, preferences, strengths and goals, and are regularly reviewed. Each support plan is reviewed annually or earlier, and progress in meeting desired outcomes and goals is assessed at a frequency relevant and proportionate to risks, the participant’s functionality and the participant’s wishes. Where progress is different from expected outcomes and goals, work is done with the participant to change and update the support plan.
Your shift notes are the daily evidence for that review. If they never mention goals, the review has little to work from.
How do you write a goal-linked note? A four-step method
- Name the goal. Use the goal as written in the plan, for example Goal 2, independent meal preparation.
- Describe what happened. Record what the participant did and chose, in observable terms, with the time.
- Record the level of support. Say whether they needed no prompt, a verbal prompt or physical help, and for which step.
- Compare and look ahead. Say what was different from last time and what to try next.
What does a worked example look like?
| Activity only | Linked to the goal |
|---|---|
| Cooking session 4 pm. Made spaghetti bolognese. Enjoyed meal. | 4 pm cooking session, supporting Plan Goal 2 (independent meal preparation). Focus today: measuring dry ingredients. Tom measured the pasta and seasoning without prompts. He needed a verbal prompt for the sauce quantity. Progress: measuring dry ingredients independently is emerging; keep prompting for liquids. |
The example is composed for illustration and describes no real participant.
How often should a note link to a goal?
The Practice Standards do not set a per-shift rule; they tie the frequency of progress assessment to risk, functionality and the participant’s wishes. As practical guidance, we suggest linking at least one activity each shift to a specific goal, and recording no progress or regression as well, because that is also information.
Which mistakes break the link?
- Activity with no goal. The note says what happened and never says why it matters to the plan.
- The same goal wording pasted everywhere. Identical phrasing across shifts reads as copied and shows no progress.
- No baseline. Without the previous level of support, the note cannot show change.
- Feelings instead of performance. Enjoyed and engaged do not show what the participant did.
This guide is general information, not clinical or legal advice. Follow the participant’s plan and your organisation’s procedures.
Frequently asked questions
Does every progress note have to mention a goal?
The NDIS states that case notes outline how activities relate to the support item and the participant’s goals. Practice Standards set no per-shift rule, so as guidance link at least one activity each shift to a specific goal.
What if the participant did not progress today?
Record it. Say what the participant did, the support they needed and any barrier. The Practice Standards expect the plan to be updated with the participant when progress differs from what was expected.
Where do I find the participant’s goals?
They are in the participant’s NDIS plan and the provider’s support plan. If you cannot see them from the shift, ask your supervisor to make them available.
Is a goal-linked note the same as a progress report?
No. A note is a daily record. A progress report summarises goals, supports delivered, progress, challenges and risks over a reporting period, and is built from many notes.
Sources
- What are the record keeping requirements (NDIS) (NDIA, retrieved 25 September 2026)
- NDIS Practice Standards and Quality Indicators (Support planning) (NDIS Quality and Safeguards Commission, retrieved 25 September 2026)
- Guide to report writing (NDIS) (NDIA, retrieved 25 September 2026)
Related
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