If you are representing yourself at the Queensland Civil and Administrative Tribunal (QCAT), one of the most important tasks is preparing your hearing bundle. This is the collection of documents you rely on to prove your case. Get it wrong and the tribunal member may refuse to look at key evidence. Get it right and you present as organised, credible, and prepared.
For the forms, fees and each step, see our guide to making an QCAT application.
What is a QCAT hearing bundle?
A hearing bundle is a complete, indexed set of all documents you intend to rely on at your hearing. It includes your application or response, witness statements, contracts, invoices, emails, photos, receipts, and any other evidence that supports your case.
QCAT expects each party to prepare their own bundle and serve it on the other side before the hearing. The tribunal member will refer to your bundle throughout the hearing, so it must be clear, chronological, and easy to navigate.
What to include in your QCAT hearing bundle
Your bundle should contain everything relevant to your case, organised logically.
Application or response documents
Start with the QCAT application form and any response filed by the other party. These set out the issues in dispute and frame the hearing.
Witness statements
Include a signed witness statement from yourself and any other witnesses. Each statement should be in first person, cover the relevant facts, and refer to specific exhibits by number (e.g. “I refer to the invoice marked Exhibit A”).
Contracts and agreements
Include the contract, service agreement, quote, or terms and conditions that govern the relationship. If there is no written contract, include any proposal, email confirmation, or text exchange that shows the agreement.
Invoices and receipts
Include all invoices you issued or received, receipts for payments made, and bank statements showing transactions. Highlight the relevant entries.
Correspondence
Include emails, letters, text messages, or social media exchanges that show what was said, when, and by whom. Print screenshots clearly, with dates and sender details visible.
Photos and inspection reports
If your case involves defective work, property damage, or goods not as described, include dated photos showing the issue. Include any independent inspection reports or quotes for rectification.
Notices and formal letters
Include any letter of demand, notice to remedy breach, or final demand you sent. Include proof of service (registered post receipt, email delivery confirmation, statutory declaration).
Relevant legislation
If you are relying on specific provisions of Queensland or Commonwealth legislation, include a printed copy of the relevant sections with the applicable parts highlighted.
Expert reports (if applicable)
If you have obtained a valuation, building report, or other expert opinion, include it. Make sure the expert has signed it and included their qualifications.
Ready to put it in writing?
Answer 3 quick questions to check you have the details your document needs, and see your next step.
1. Who is the other party?
2. How much is at stake?
3. Do you have it in writing?
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How to organise your hearing bundle
QCAT does not mandate a strict format, but following these steps will make your bundle professional and easy to use.
Step 1: Create a cover sheet
The first page should state:
- Case name (e.g. Smith v Jones)
- QCAT file number
- Hearing date
- Your name and role (applicant or respondent)
- Date the bundle was prepared
Step 2: Prepare an index
The second page should list every document in the bundle with a page number. Use a simple table format:
| Document | Description | Page |
|---|---|---|
| Exhibit A | Service agreement dated 12 March 2024 | 3 |
| Exhibit B | Invoice #1234 dated 15 April 2024 | 5 |
| Exhibit C | Email exchange 20-22 May 2024 | 6 |
Step 3: Number every page
Use a pen or stamp to number the bottom right corner of every page consecutively. Do not restart numbering for each exhibit.
Step 4: Use exhibit dividers
Insert a labelled divider before each new exhibit (Exhibit A, Exhibit B, etc.). You can buy these from an office supply store or print your own on coloured card.
Step 5: Bind the bundle
Use a ring binder or spiral binding so pages can be turned easily. Do not use staples or loose pages.
Step 6: Prepare multiple copies
You need:
- One copy for yourself
- One copy for the other party
- One copy for the tribunal member
If there are multiple respondents or applicants, prepare additional copies.
How to serve your hearing bundle
QCAT typically requires you to serve your hearing bundle on the other party at least 7 days before the hearing (14 days for complex matters). Check your QCAT directions or orders for the specific deadline in your case.
Serve by:
- Hand delivery with a signed acknowledgment
- Registered post with tracking
- Email (if the other party has agreed to email service)
Keep proof of service. If the other party claims they did not receive it, you need evidence you sent it on time.
What not to include
Do not pad your bundle with irrelevant documents. QCAT members have limited time. Including unnecessary material wastes their time and dilutes your strong evidence.
Avoid:
- Duplicate copies of the same document
- Entire email threads when only one message is relevant (extract and include only the relevant exchange)
- Documents the other party has not seen (unless you have a good reason and seek leave to rely on them at the hearing)
- Unsworn statements from witnesses who will not attend the hearing
Common mistakes to avoid
No index or page numbers
If the tribunal member cannot find a document quickly, they may skip over it. Always index and number.
Late service
Serving your bundle late gives the other party grounds to object or seek an adjournment. Serve early.
Poor quality copies
Faded receipts, blurry photos, or illegible text messages are useless. If a document is hard to read, get a better copy or include a typed transcript.
No exhibit labels in witness statements
If your witness statement for tribunal refers to “the invoice” without specifying which one, the tribunal member has to guess. Always cross-reference exhibit numbers.
Final checklist before your hearing
Before you walk into the tribunal:
- [ ] Hearing bundle prepared with cover sheet and index
- [ ] All pages numbered consecutively
- [ ] Exhibit dividers inserted
- [ ] Three copies printed and bound
- [ ] Bundle served on the other party at least 7 days before the hearing
- [ ] Proof of service filed with QCAT (if required by directions)
- [ ] Spare copy in your bag in case the tribunal member’s copy goes missing
A well-prepared hearing bundle does not guarantee you will win, but it does show the tribunal member you respect the process, understand the issues, and have the evidence to back up your claim.
How Claim Done helps with hearing bundles
Preparing a hearing bundle takes time, attention to detail, and an understanding of what QCAT expects. If you are juggling work, family, and your case, it is easy to make mistakes.
Claim Done’s Hearing Bundle Upgrade service drafts five separate A4 PDFs from your answers: a chronology, a statement of issues, an evidence index, a position statement and draft orders. The evidence index lists your documents so you can put your own copies in order, then number, copy and serve your bundle yourself.
We do not give legal advice, and we do not compile, number or file your bundle for you. Do not leave your evidence preparation to the last minute. A messy bundle, late service, or missing documents can derail an otherwise strong case.
Get your QCAT hearing documents drafted with Claim Done’s Hearing Bundle Upgrade service.
Frequently Asked Questions
How many copies of my QCAT hearing bundle do I need?
You need one copy for yourself, one for the other party, and one for the tribunal member. If there are multiple parties, prepare additional copies. Always bring a spare copy to the hearing in case one goes missing.
Can I add new documents to my hearing bundle at the hearing?
Generally no. QCAT expects all evidence to be served in advance. If you have a genuinely new document (e.g. something that only came into existence after the bundle deadline), you must seek leave from the tribunal member and explain why it was not included earlier. The other party has the right to object.
What happens if I do not serve my hearing bundle on time?
The other party can object to your evidence being admitted, or they can seek an adjournment to review the documents. The tribunal member may refuse to look at documents that were not served properly. Serve your bundle at least 7 days before the hearing to avoid these issues.
Do I need to include the other party's documents in my hearing bundle?
No. Each party prepares their own bundle. However, if the other party has provided a document you intend to rely on (e.g. an email they sent you), include it in your bundle and mark it as an exhibit. You are responsible for proving your own case, not theirs.
Can I submit my QCAT hearing bundle electronically?
QCAT generally requires hard copies for in-person hearings. If your hearing is by phone or video, check the tribunal’s directions or contact the registry to confirm whether electronic bundles are accepted. Always follow the specific directions issued in your case.
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