How to Prepare a Hearing Bundle for NCAT in New South Wales

A hearing bundle is the complete set of documents the tribunal and other parties rely on during your NCAT hearing. Getting it right means your evidence is accessible, persuasive, and compliant with NCAT’s procedural rules.

For the forms, fees and each step, see our guide to making an NCAT application.

What is a hearing bundle?

A hearing bundle is a single, indexed folder containing every document you intend to rely on at the hearing:

• Your application or defence
• Witness statements
• Correspondence between the parties
• Contracts, invoices, receipts
• Photos, reports, expert opinions
• Any other relevant evidence

The applicant typically prepares the bundle and serves it on the other side and files it with NCAT before the hearing date.

NCAT’s formatting requirements

The tribunal member will use your bundle during the hearing. If it is disorganised or incomplete, your case suffers.

Standard formatting rules:

• A4 size — all documents printed or formatted to A4
• Single-sided or double-sided — either is acceptable, but single-sided is easier to annotate
• Chronological order — arrange documents by date where possible, earliest first
• Continuous pagination — number every page in the bottom right corner, starting from page 1
• Index at the front — a table listing every document and its page number
• Secure binding — use a ring binder, folder with tabs, or treasury tags (not staples for thick bundles)
• Copies for all parties — one for the tribunal, one for yourself, one for the other side

If your bundle exceeds 100 pages, use tabbed dividers to separate sections (contracts, correspondence, invoices, photos).

What documents to include

Include everything you intend to refer to during the hearing. If a document is not in the bundle, you may not be allowed to rely on it.

Core documents:

• Application or statement of claim — the document that started the case
• Defence or response — if the other party filed one
• Witness statements — signed and dated statements from you and any other witnesses
• Contracts and agreements — the signed contract at the centre of the dispute
• Invoices and receipts — proof of payment, quotes, tax invoices
• Correspondence — emails, letters, text messages showing attempts to resolve the dispute
• Photos and videos — printed stills with captions if referring to video evidence
• Reports — building reports, medical reports, expert opinions
• Bank statements — if relevant to prove payment or non-payment
• Statutory notices — breach notices, demand letters, notices to remedy

What not to include:

• Irrelevant documents that do not support your case
• Duplicate copies of the same document
• Documents the other party has not seen (unless you have a good reason and seek leave from the tribunal)

How to paginate the bundle

Pagination is critical. The tribunal member and the other party need to find documents quickly during the hearing.

Step-by-step pagination:

1. Arrange documents in order — chronological is usually best
2. Number every page — start at page 1 and continue to the last page
3. Use the bottom right corner — handwrite or print the page number clearly
4. Do not restart numbering — each section continues from the previous one
5. Include the index in the page count — if your index is 2 pages, the first document starts at page 3

Number pages consecutively and make the index match the numbering.

If you need to add a document after pagination is complete, insert it as page 45A, 45B, etc., and update the index.

How to create the index

The index sits at the front of the bundle. It lists every document, a short description, and the page number where it starts.

Example index format:

Keep descriptions short and neutral. The index is a navigation tool, not a submission.

When to file and serve the bundle

File and serve the bundle by the dates in the tribunal’s directions. Check the directions for your case for the dates.

Filing:

• Lodge the bundle with NCAT online via the portal, by post, or in person
• Include a cover sheet with the case number, hearing date, and your contact details

Serving:

• Provide a full copy to the other party by email, post, or hand delivery
• Keep proof of service (email receipt, Australia Post tracking, signed acknowledgment)

If you miss the deadline, the tribunal may refuse to admit your evidence or adjourn the hearing at your cost.

Common mistakes to avoid

Missing documents — forgetting to include key evidence means you cannot rely on it at the hearing. Double-check your list before finalising the bundle.

No pagination — an unpaginated bundle frustrates the tribunal and wastes hearing time.

Poor quality copies — faded receipts, blurry photos, or illegible text make your evidence unconvincing. Use clear, high-resolution scans or prints.

Late service — serving the bundle late gives the other party grounds to object or seek an adjournment.

Argumentative index — describe documents neutrally (e.g. “Invoice dated 20 April 2023” not “Invoice proving the respondent owes $5,000”).

How Claim Done helps

Claim Done prepares documents including witness statements, legal submissions, and evidence summaries for your hearing bundle. For NCAT, the witness statement is an outline you complete in your own words, as NCAT Procedural Direction 7 requires.

If you are preparing for an NCAT hearing and need help organising your evidence, Claim Done’s hearing bundle upgrade service drafts a chronology, a statement of issues, an evidence index, a position statement and draft orders. You paginate and assemble your own documents.

Final checklist before filing

Before you file and serve your hearing bundle, run through this checklist:

• [ ] All documents are in chronological order
• [ ] Every page is numbered in the bottom right corner
• [ ] The index is accurate and matches the page numbers
• [ ] You have included all documents you intend to rely on
• [ ] Copies are clear, legible, and printed on A4
• [ ] You have one copy for the tribunal, one for yourself, one for the other party
• [ ] The bundle is securely bound (ring binder, folder, or treasury tags)
• [ ] You have filed the bundle with NCAT and served it on the other party by the dates in the tribunal’s directions
• [ ] You have proof of service

Get your hearing bundle right

NCAT hearings move quickly. The tribunal member will not wait while you search for documents or explain why something is missing.

If you need help preparing tribunal documents, witness statements, or legal submissions for your NCAT hearing, Claim Done prepares each of them as a separate service (for an NCAT witness statement, an outline you complete in your own words). Flat fee, no subscription, done in about 5 minutes.

Frequently Asked Questions

Do I need a hearing bundle for every NCAT case?

Not always. For very simple matters or small claims, the tribunal may not require a formal bundle. However, if your case involves multiple documents, witness statements, or complex evidence, a hearing bundle is typically expected and often required by NCAT’s directions.

Can I add documents to the bundle after I have filed it?

You can, but you need the tribunal’s permission. If you discover new evidence after filing, you must apply for leave to rely on additional documents. The other party may object, and the tribunal will decide whether to admit the new evidence.

What if the other party does not prepare a hearing bundle?

If you are the applicant, you are usually responsible for preparing the bundle. If the other party fails to provide their documents, you can apply to the tribunal for directions or an order requiring them to file their evidence by a certain date.

How many copies of the hearing bundle do I need?

At least three: one for the tribunal, one for yourself, and one for the other party. If there are multiple respondents or co-applicants, you may need additional copies.

Can I submit the hearing bundle electronically?

NCAT accepts electronic lodgment via the online portal for many case types. Check your case-specific directions or contact the registry to confirm whether you can file the bundle as a PDF or whether hard copies are required.