Guides / Australia

NCAT, VCAT and QCAT hearing preparation checklist (Australia)

Tribunals such as NCAT, VCAT and QCAT, and local or magistrates courts. Here is a practical way to organise your papers so you, the other side and the judge can find everything quickly.

The quick version

Keep every document in one binder, split into the sections below.
Write down every date and deadline the moment you get it.
Give each piece of evidence a reference and use it everywhere.
Number the pages and keep an up-to-date index at the front.

Get the ready-made Australia binder on Etsy, or build a personalised sample online.

Dates and deadlines to track

Application filed
Response due
Documents due (per directions)
Statements or affidavits due
Directions hearing
Hearing date

Always use the exact dates in your court or tribunal letters and orders.

How to section your binder

Section A: Case summary & issues

A brief overview of the case and the key issues in dispute.

What to file: Case reference numbers; Names of parties; Short summary of what the case is about; List of the main issues the court or tribunal is being asked to decide.

Section B: Application & response

Formal documents setting out each party's case.

What to file: Application or statement of claim; Response or defence; Cross-application or cross-claim, if any.

Section C: Chronology

A timeline of key events relevant to the dispute.

What to file: Chronology table (date, event, party, evidence reference); Any updated versions of the chronology.

Section D: Orders & directions

Official instructions from the court or tribunal.

What to file: Directions and timetables; Orders; Notices of hearing.

Section E: Evidence

Documents relied upon to support factual assertions.

What to file: Emails, letters, messages; Contracts, invoices, receipts; Screenshots or photographs; Other relevant documents.

Section F: Statements & affidavits

Written evidence from you and your witnesses.

What to file: Your statement or affidavit; Witness statements or affidavits; Numbered attachments.

Section G: Correspondence

Communications relating to the dispute.

What to file: Letters and emails exchanged between parties; Correspondence with the court or tribunal.

Section H: Costs, fees & orders sought

Financial information relevant to the case.

What to file: Fees paid; Calculation of the amount claimed; Orders you are asking for.

Section I: Hearing notes

Preparation and notes for hearings or mediation.

What to file: Key points to raise; Questions for witnesses; Notes taken during hearings.

What this binder is for

Case Ready is a document organisation and preparation tool that helps you present your case materials clearly. This edition is designed with reference to tribunal and court procedure in Australia, including NCAT.

Organise documents logically
Keep materials in order
Prepare for hearings and deadlines

What this binder is not

Case Ready:

Does not provide legal advice
Does not tell you what arguments to make
Does not guarantee any outcome

If you need legal advice, speak to a lawyer or a community legal centre.

Terms used in this binder

Applicant and respondent: the parties in most tribunal cases.
Statement: a signed written account of evidence. At NCAT it does not need to be sworn.
Affidavit: a written statement sworn or affirmed before a Justice of the Peace or a solicitor.
Directions: instructions from the court or tribunal, including deadlines.

Key points in published guidance

NCAT asks you to number documents attached to a statement or affidavit in order, for example Attachment 1, Attachment 2.
NCAT does not forward your documents. Send copies to the other parties yourself and bring copies for the Tribunal Member.
Deadlines come from the directions in your case, and they take priority.

Pagination & referencing

Many courts and tribunals expect documents to be paginated, indexed and clearly referenced. Where possible:

Number pages sequentially
Label documents consistently
Refer to evidence using clear references (for example "E1", "E2")

Chronology & evidence

Chronologies and evidence logs are commonly used to assist judges, tribunal panels and mediators. They help decision-makers understand:

What happened
When it happened
Where supporting documents can be found

Hearings & practicalities

On the day of your hearing:

Bring the copies you have been asked for
Keep this binder with you
Use it to find documents quickly

Judges, tribunal members and staff expect parties to be organised and to follow procedure.

Who this is for

Case Ready Australia is suitable for organising papers for tribunals such as NCAT, VCAT and QCAT, and for small claims in local and magistrates courts. It is not designed for complex litigation without legal help.

Before your hearing

Documents are filed in the right sections
Pages are numbered in sequence
Evidence is labelled and easy to reference
The chronology is clear and up to date
Court orders and deadlines are recorded
Documents are in date order unless directed otherwise
Confidential material is kept separate
Copies are ready for the hearing
The binder is easy to navigate quickly

Save time with Case Ready

Case Ready is a printable, fillable case binder for Australia: front sheet, dividers, key dates sheet, evidence index and more, with your case details on every page. Type into it on screen or print it at home.

See Case Ready on Etsy | Try the online builder

This binder is a general organisational aid. Procedure varies by court, tribunal and case type. You are responsible for following the rules, orders and directions that apply in your case. Nothing in this binder is legal advice.