The template (free to copy)
Fill one in as soon as it is safe to do so, while the detail is fresh. Stick to facts, not opinions.
What to include in an incident report
Write it so someone who was not there understands exactly what happened. Facts, in order:
- Date, time and location. When and where it happened.
- Who was involved. The participant (name or initials), and any staff, witnesses or others present.
- What happened. The facts in order, in plain language. Write what you saw and heard, not what you assume or conclude.
- Injury, harm or damage. To anyone or anything, however minor.
- Immediate action taken. First aid, made the area safe, called for help.
- Notifications. Who you told and when: supervisor or provider, family or guardian, emergency services.
- Follow-up. What still needs to happen so it does not happen again.
Reportable incidents: the categories and timeframes
Some serious incidents are reportable incidents that registered NDIS providers must notify to the NDIS Quality and Safeguards Commission. The categories are:
- the 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 committed against, or in the presence of, a person with disability, including grooming
- the unauthorised use of a restrictive practice
Timeframes. Most reportable incidents must be notified within 24 hours. The unauthorised use of a restrictive practice must be notified within 5 business days, unless it caused harm, in which case it is 24 hours. A more detailed follow-up report usually follows.
If you work independently. These formal notification duties sit with registered NDIS providers. If you work through an unregistered provider or on your own, you still record every incident and report it to the participant's provider, support coordinator or plan manager, and to emergency services or police where needed. You can check the current rules on the NDIS Commission website.
A filled-in example
Here is the template completed for a minor fall. The participant is de-identified.
Date and time: 14 July 2026, 3:20 pm · Location: participant's home, hallway
Participant: R.K. · Others present: none
What happened: While walking from the lounge to the bathroom, R.K. lost balance near the hallway rug and fell to the floor, landing on their left hip. R.K. was conscious and talking throughout.
Injury: A small graze to the left elbow. R.K. reported hip soreness but was able to stand with assistance.
Immediate action: Checked R.K. for injury, cleaned and dressed the graze, helped them to a chair and monitored them. Offered to call for medical help; R.K. declined.
Who was notified, and when: Phoned R.K.'s listed contact at 3:35 pm and the support coordinator at 3:40 pm, and suggested a GP check for the hip.
Follow-up: Remove or secure the hallway rug. Handover note to watch mobility next shift.
How to record incidents faster
Sparks Scribe has incident reporting built in. On its Safeguards tier it captures a notable action or incident in real time, walks you through the next steps, and keeps the full record alongside your other documentation. Safeguards is $39 a month, and every plan has a 14-day free trial with no card. See how the apps compare on incident reporting.
Get the editable Word version
Prefer to type into it, or keep printed copies in the car? Grab the editable Word file, free. Add your email and your download opens straight away.
Download the editable template →We send the occasional tip for independent support workers. Unsubscribe anytime.
Frequently asked questions
What is a reportable incident under the NDIS?
A reportable incident is a serious event that a registered NDIS provider must notify to the NDIS Commission. The categories are the death of a person with disability, serious injury, abuse or neglect, unlawful sexual or physical contact or assault, sexual misconduct, and the unauthorised use of a restrictive practice.
How quickly do I have to report an incident?
Most reportable incidents must be notified within 24 hours. The unauthorised use of a restrictive practice must be notified within 5 business days, unless it caused harm, in which case it is 24 hours. These timeframes apply to registered providers notifying the NDIS Commission.
Do independent support workers have to report incidents?
Yes. You record every incident, and report it to the participant's provider, support coordinator or plan manager, and to emergency services or police where needed. The formal duty to notify the NDIS Commission sits with registered providers.
What should I write in an incident report?
The facts: the date, time and location, who was involved, exactly what happened in order, any injury or damage, the immediate action you took, who you notified and when, and what follow-up is needed.
Where do registered providers report a reportable incident?
Through the NDIS Commission portal, using the Immediate Notification Form, within the required timeframe.