The template (free to copy)
Copy this straight into your notes app, or grab the editable Word version further down. Every field is here for a reason, and the next section explains what to put in each one.
What to include in an NDIS shift note
The detail is what makes a note useful later. Here is what each field is for:
- Date, shift time, participant, support worker, location. The basic facts that tie the note to a real, claimable shift.
- Support provided today. What you actually did, in plain language. "Supported J. to prepare lunch and get to their afternoon appointment" beats "assisted as needed".
- Observations. Mood, wellbeing, health, participation, appetite or sleep where relevant. Write what you saw, not what you assumed.
- Progress toward the participant's goals. Link the shift back to the goals in their plan. This is what shows the support is working.
- Incidents, injuries or concerns. What happened, what you did about it, and who you told. If nothing happened, write "none" so it is clear you checked.
- Follow-up or handover. Anything the next shift needs to know.
A filled-in example
Here is the template completed for a community access shift. The participant is de-identified.
Date: 14 July 2026 · Shift: 9:00 am to 1:00 pm
Participant: J.M. · Support worker: (your name) · Location: home and local shops
Support provided today: Supported J.M. with the morning routine, made breakfast together, then a planned community access trip to the shopping centre to practise catching the bus and paying at the checkout.
Observations: J.M. was in good spirits and engaged well. Managed the bus trip with verbal prompts only. Became briefly anxious in a busy checkout queue and used the calming strategy from their plan (stepping aside, slow breathing), settling within a few minutes.
Progress toward goals: Working toward independent community access. Today J.M. paid for two items without hand-over-hand support, a step on from last week.
Incidents, injuries or concerns: None.
Follow-up or handover: Next shift, try a slightly busier time to keep building tolerance. Bus timetable saved in the folder.
How to write it faster
Filling in a blank template every shift gets old fast. Sparks Scribe, the app we make for independent support workers, has note templates built in (including a daily progress report, an incident report and a community access report), a voice button so you can talk instead of type, and AI Assist that turns your words into a clean, professional note. You review and approve every note before it saves, so it goes out in your words. It starts at $15 a month, with a 14-day free trial and no card required.
Get the editable Word version
Prefer to type straight into it? Grab the editable Word file, free. Add your email and your download opens straight away.
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Frequently asked questions
What should be included in an NDIS shift note?
A clear NDIS shift note records the date and shift times, the participant (name or initials), who provided support, the location, the support you provided, your observations (mood, wellbeing, health and participation), progress toward the participant's goals, any incidents or concerns and the action taken, and anything to hand over to the next shift.
How long should a shift note be?
As long as it needs to be to be clear, and no longer. A few specific sentences that say what you did and what you observed beat a page of vague filler. Write it so someone who was not there understands what happened on the shift.
Do NDIS support workers have to keep shift notes?
In almost all cases yes. Shift notes are the record that the support was delivered, they protect you if an invoice or a decision is ever questioned, and providers and plan managers expect them. Keep one for every shift.
Can I write shift notes on my phone?
Yes. Apps built for support workers, including Sparks Scribe, let you type or dictate a note on your phone during or straight after a shift, so it is done before you forget the detail.
How long should I keep shift notes?
Keep them securely. If you work through a registered provider, follow their retention policy. As a sole trader, keep them at least as long as your tax records; the ATO expects you to keep business records for five years.