How to Respond to a Tribunal Application in Victoria Without Legal Representation

You have been served with a Victorian Civil and Administrative Tribunal (VCAT) application. The applicant wants money, an order, or is disputing a contract. You need to respond fast.

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

VCAT hears disputes involving residential tenancies, goods and services, building works, retail leases, and civil claims up to $100,000. If you do not attend, VCAT may make a decision that affects you, and that decision can be enforced by a court. This guide explains how to respond, attend the compulsory conference, and prepare your defence.

Understanding VCAT and the Dates That Matter

VCAT is Victoria’s tribunal for resolving civil disputes. It operates less formally than a court, but the decisions are legally binding and enforceable.

Is there a response deadline?

VCAT’s respondent page for goods and services disputes sets out no response form and no response deadline. The dates that matter are in the notice VCAT sends you and in any orders it makes. For an in-person goods and services hearing, you must send the applicant copies of the documents you plan to use as evidence at least 14 days before the hearing; for a phone or video hearing, follow the deadline in your notice.

If you do not attend, VCAT may make a decision that affects you, and that decision can be enforced by a court.

Step 1: Read the Application Carefully

The application will include:

• The applicant’s name and contact details
• The list (Civil, Residential Tenancies, Goods and Services, etc.)
• A statement of claim explaining what they want and why
• Supporting documents (invoices, contracts, photos, correspondence)
• The hearing date or mention date

Identify what they are claiming, the legal basis for the claim, what evidence they have provided, and what parts you agree with or dispute.

Step 2: Decide Whether to Dispute or Negotiate

You have three options:

1. Dispute the claim — put your side in writing, attend the conference, defend at hearing
2. Admit the claim — agree to the order or payment (you can still negotiate terms)
3. Negotiate a settlement — propose a payment plan or alternative resolution before the hearing

If you admit part of the claim but dispute the amount or specific terms, say so in writing and explain your position.

Step 3: Put Your Side in Writing and Send Your Evidence

VCAT’s respondent page for goods and services disputes sets out no response form. A clear written response still helps: it puts your side in order for the applicant, for any conference and for the Member at the hearing. Follow any instructions in your notice and in VCAT’s orders.

What to include in your response:

• Your full name and contact details
• The VCAT case number (shown on the application)
• Whether you admit, deny, or partially admit the claim
• Your version of events — a clear, factual statement
• Whether you plan to make a counterclaim (VCAT treats a counterclaim as a separate application, and you may need to pay an application fee)
• Supporting documents (contracts, emails, photos, invoices, bank statements)

Counterclaims:

VCAT treats a counterclaim as a separate application, and you may need to pay an application fee. Check VCAT’s website for the current fee.

Send your documents to the applicant:

Send a copy of the documents you will rely on to the applicant (or their representative) by the date in your notice or VCAT’s orders. For an in-person goods and services hearing, that is at least 14 days before the hearing. Keep proof that you sent them (email receipt, registered post tracking).

Step 4: Attend the Compulsory Conference

VCAT schedules a compulsory conference before most hearings. This is a private, off-the-record meeting where a VCAT member or mediator helps both parties try to settle.

What happens at the conference:

• Both parties explain their position
• The mediator identifies common ground and areas of dispute
• Settlement options are discussed (payment plans, partial payment, non-monetary remedies)
• If you settle, the agreement is recorded in a VCAT order
• If you do not settle, the matter proceeds to a hearing

Preparation tips:

• Bring all your documents (contracts, receipts, correspondence, photos)
• Know your best-case and worst-case outcomes
• Be ready to negotiate
• Bring a support person if needed (they cannot speak on your behalf unless you have permission)

Attendance is compulsory. If you do not attend, VCAT may make a decision that affects you, and that decision can be enforced by a court.

Step 5: Prepare Your Defence for the Hearing

If the compulsory conference does not resolve the dispute, VCAT will schedule a hearing.

What to prepare:

• Witness statements — written statements from yourself and any witnesses, signed and dated
• Documentary evidence — contracts, invoices, emails, text messages, photos, bank statements, expert reports
• Chronology — a timeline of key events with dates and supporting documents
• Legal submissions — a short written outline of your defence, citing relevant law where applicable

Common defences at VCAT:

• The contract was not breached
• The goods or services were provided as agreed
• The applicant failed to mitigate their loss
• The claim is time-barred
• The applicant has not proven their loss or damage
• Contributory negligence by the applicant

Organise your evidence:

• Create a folder or binder with numbered tabs
• List all documents in an index
• Bring three copies (one for you, one for the applicant, one for the tribunal)

Practice your presentation:

VCAT hearings are less formal than court, but you still need to be clear and concise. Stick to the facts, refer to your documents by tab number, and answer questions directly.

Step 6: Attend the Hearing

VCAT hearings are usually conducted in person at a VCAT venue. Some hearings are held by phone or video link.

What to expect:

• The VCAT member will introduce themselves and explain the process
• The applicant presents their case first
• You respond and present your defence
• Both parties can ask questions of the other side’s witnesses
• The VCAT member may ask questions
• Both parties make final submissions
• The VCAT member may give a decision on the day or reserve their decision (delivered in writing later)

Hearing etiquette:

• Dress appropriately (business casual)
• Arrive 15 minutes early
• Turn off your phone
• Address the VCAT member as “Member” or “Sir/Madam”
• Do not interrupt
• Be respectful, even if you disagree

What Happens After the Hearing

VCAT will make an order. The order is legally binding and enforceable.

Possible outcomes:

• The claim is dismissed (you win)
• The claim is upheld in full (the applicant wins)
• The claim is upheld in part (split decision)
• A payment plan or instalment order is made
• A non-monetary order is made (e.g. repair work, return of goods)

If you lose:

You must comply with the order. If you do not comply, the applicant can enforce the order through the Magistrates’ Court. You may apply for a rehearing or appeal in limited circumstances (strict time limits apply).

If you win:

The applicant must comply with any costs order made in your favour. VCAT does not usually award costs unless a party acted unreasonably.

How Claim Done Helps You Respond to VCAT Applications

Claim Done’s Tribunal Response drafts your side of the case from your answers in about 5 minutes.

What you get: four separate A4 PDFs.

• A response summary
• A defence position statement
• A chronology
• An evidence list

Tell us about the VCAT application and your supporting documents and answer plain questions about your side. You review the documents, attach your own evidence and send it to the applicant yourself. Claim Done does not prepare witness statements, VCAT forms or an evidence bundle, and does not file or serve anything for you.

Flat fee. No subscription. Done in about 5 minutes.

Final Checklist: Responding to a VCAT Application

• [ ] Read the application and supporting documents carefully
• [ ] Note every date in your notice and in VCAT’s orders
• [ ] Send the applicant copies of your evidence by the date VCAT sets (for an in-person goods and services hearing, at least 14 days before the hearing)
• [ ] Attend the compulsory conference with all your documents
• [ ] Prepare witness statements, evidence, and legal submissions for the hearing
• [ ] Attend the hearing on time and present your case clearly
• [ ] Comply with any VCAT order made

Start Your VCAT Response Now

Do not let a VCAT application go unanswered. Put your side in writing, send your evidence on time, attend the compulsory conference, and defend your position with evidence and clear submissions.

Claim Done drafts your response summary, defence position statement, chronology and evidence list for $129, with no lawyer and no subscription, in about 5 minutes. Tell us about the application and your side, and review the drafts before you use them.

Frequently Asked Questions

What happens if I do not respond to a VCAT application?

VCAT’s respondent page for goods and services disputes sets out no response form and no response deadline, so there is no response to miss. What you must not miss is the hearing and the dates in VCAT’s notice and orders. If you do not attend, VCAT may make a decision that affects you, and that decision can be enforced by a court.

Can I negotiate a settlement before the hearing?

Yes. VCAT encourages settlement at every stage. You can negotiate directly with the applicant, propose a payment plan at the compulsory conference, or settle on the day of the hearing. If you reach an agreement, VCAT will record it in a consent order.

Do I need a lawyer to respond to a VCAT application?

No. VCAT is designed for self-representation, and most people handle their own cases.

What is a compulsory conference at VCAT?

A compulsory conference is a private meeting where a VCAT mediator helps both parties try to settle the dispute before a hearing. It is off-the-record, and attendance is mandatory. If you settle, the agreement becomes a VCAT order. If not, the matter proceeds to a hearing.

Can I appeal a VCAT decision if I lose?

You can apply for a rehearing or appeal to the Supreme Court of Victoria in limited circumstances — usually only if there was an error of law or a denial of natural justice. Strict time limits apply (typically 28 days for most appeals).