A hearing bundle is the single document that contains everything the Queensland Civil and Administrative Tribunal needs to decide your case. Show up without one and you risk adjournment, cost orders, or losing because the member could not follow your argument.
This guide covers QCAT hearing bundle preparation from structure to filing, written for people representing themselves.
What is a hearing bundle and why QCAT requires one
A hearing bundle is a paginated, indexed collection of all documents relevant to your dispute: your application or response, witness statements, contracts, invoices, photos, emails, text messages, expert reports.
QCAT typically requires parties to prepare a joint hearing bundle where possible. If the other side will not cooperate, you prepare your own and file it at least 7 days before the hearing (10 days for complex matters).
The tribunal member reads the bundle before the hearing. Poor organisation, incorrect pagination, or a missing index means the member struggles to follow your case and you lose credibility before you speak.
What goes in a QCAT hearing bundle
Your bundle must include:
- Cover sheet — case name, QCAT reference number, hearing date, your name and role (applicant/respondent)
- Index — table listing every document, page range, and brief description
- Application or response — the initiating document
- Directions orders — any orders QCAT has made during case management
- Witness statements — signed and dated
- Documentary evidence — contracts, invoices, receipts, photos, screenshots, emails, text messages
- Expert reports — if applicable (building reports, medical reports, valuation reports)
- Correspondence — relevant letters, demand letters, settlement offers
- Legislation or case law — only if you are making a specific legal argument requiring the exact text
Do not include:
- Irrelevant documents that do not prove or disprove an element of your case
- Duplicate copies
- Unsworn statements or hearsay unless admissible
- Documents you have not disclosed to the other party
How to structure and paginate the bundle
QCAT expects continuous pagination — every page numbered sequentially from 1 to the last page. Do not restart numbering for each section.
Step 1: Arrange documents in chronological order within each category
Group by type first (application, witness statements, contracts, correspondence), then arrange each group chronologically.
Step 2: Add page numbers in the bottom centre or top right corner
Use a PDF editor or print and handwrite the numbers. The index will reference these page numbers.
Step 3: Create the index
The index sits at the front, immediately after the cover sheet. List each document with description and page range.
Example:
| Document | Pages | |———-|——-| | Application filed 12 March 2024 | 3-8 | | Respondent’s Response filed 3 April 2024 | 9-14 | | Witness statement of Jane Smith dated 10 May 2024 | 15-17 | | Service agreement dated 5 January 2023 | 18-22 | | Invoice 1045 dated 20 February 2023 | 23 | | Email chain 1-15 March 2023 | 24-29 | | Photographs of defective work | 30-35 |
Step 4: Use dividers or bookmarks
Physical bundles benefit from tabbed dividers. PDF bundles should use bookmarks so the member can jump to sections instantly.
Formatting rules QCAT expects
- Font: 12-point Arial or Times New Roman
- Line spacing: 1.5 or double-spaced for written submissions; single-spaced for exhibits is acceptable
- Margins: 2.5 cm on all sides
- Paper: A4, single-sided printing preferred (double-sided acceptable if clearly paginated)
- Binding: Ring binder, spiral bound, or bulldog clip — no staples for thick bundles
If filing electronically, submit a single PDF with bookmarks. File size limits typically apply (often 10 MB per document on the QCAT portal). If your bundle exceeds this, split it into volumes and label them clearly (Volume 1 of 3, Volume 2 of 3, etc.).
How to file the hearing bundle with QCAT
File the bundle at least 7 days before the hearing. For complex matters or matters involving multiple parties, file 10 days before.
Option 1: File online via the QCAT portal
Log in at www.qcat.qld.gov.au, navigate to your case, and upload the bundle as a PDF. The system timestamps your filing.
Option 2: File in person
Take three copies to the QCAT registry:
- One for the tribunal
- One for the other party (if they have not received it)
- One for yourself
The registry stamps and returns your copy.
Option 3: File by post
Mail three copies to:
Queensland Civil and Administrative Tribunal GPO Box 1639 Brisbane QLD 4001
Allow extra time for postal delays. The filing date is the date QCAT receives it, not the postmark date.
Serving the bundle on the other party
Give the other party a copy of your hearing bundle at the same time you file it with QCAT.
If you are preparing a joint bundle with the other party, you only file one bundle and both parties sign off on it.
If the other party refuses to cooperate, prepare your own bundle and serve it by:
- Email (if they have provided an email address)
- Registered post
- Hand delivery with a signed receipt
Keep proof of service. If the other party claims they did not receive it, you need evidence.
Common mistakes that weaken your case
No index or incorrect page references
The member flips to page 42 expecting the contract and finds a random email. Credibility lost.
Including irrelevant documents
A 300-page bundle where only 50 pages matter wastes the member’s time. Be ruthless. If a document does not prove an element of your case, leave it out.
Poor quality scans or illegible photos
If the member cannot read your invoice or see the defect in your photo, the evidence is worthless. Use a scanner app, not a phone camera held at an angle.
Missing witness statements
If you intend to rely on what someone else saw or heard, you need a signed witness statement.
Filing late
File 7 days before the hearing. File late and QCAT may refuse to admit your evidence or adjourn the hearing at your cost.
Final checklist before you file
- [ ] Cover sheet with case name, reference number, hearing date
- [ ] Index listing every document and page range
- [ ] Continuous pagination from page 1 to the last page
- [ ] All witness statements signed and dated
- [ ] All exhibits legible and relevant
- [ ] Three copies printed (or one PDF with bookmarks)
- [ ] Filed at least 7 days before the hearing
- [ ] Copy served on the other party
- [ ] Proof of service kept for your records
A well-prepared hearing bundle will not win your case on its own, but a poorly prepared one can lose it.
How ClaimDone prepares the documents that go inside your bundle
ClaimDone does not assemble full hearing bundles, but we prepare the documents that go inside them. Upload your evidence and our Proprietary AI Engine drafts structured witness statements, written submissions citing Queensland legislation, or tribunal applications ready for filing. You arrange them into the bundle following this guide, then file with QCAT.
For straightforward QCAT matters where you are comfortable representing yourself, prepare a witness statement for your QCAT hearing or get written submissions citing Queensland law prepared in 48 hours. If you have not filed yet, start with a QCAT application prepared by AI for $297 flat fee.
If your matter is complex, high-value, or involves cross-examination of expert witnesses, engage a Queensland solicitor.
Frequently Asked Questions
Can I file my QCAT hearing bundle the day before the hearing?
No. QCAT typically requires hearing bundles to be filed at least 7 days before the hearing (10 days for complex matters). Filing late may result in your evidence being excluded or the hearing adjourned at your cost.
Do I need a separate hearing bundle if the other party has already filed one?
Not if you agree on a joint bundle. QCAT prefers joint bundles where both parties contribute documents and agree on the index. If the other party refuses to cooperate or includes only their evidence, prepare your own bundle and file it separately.
What happens if my hearing bundle is too large to upload to the QCAT portal?
The QCAT portal typically has a 10 MB file size limit per document. If your bundle exceeds this, split it into multiple volumes (Volume 1, Volume 2, etc.) and upload each separately. Alternatively, file physical copies in person or by post.
Can I add new documents to the hearing bundle on the day of the hearing?
Only with the tribunal member’s permission. If you discover new evidence after filing the bundle, you must apply to QCAT to admit it. The member will consider whether admitting it is fair to the other party and whether it could have been included earlier.
Do I need to include legislation or regulations in my hearing bundle?
Only if you are making a specific legal argument that requires the member to read the exact wording of a section. QCAT members know the legislation. Do not pad your bundle with unnecessary statutory extracts unless they are directly relevant to your case.
Need this document prepared for you?
ClaimDone generates professional legal documents from your evidence in under 60 minutes. Flat fee. No subscription.