What Happens After You File a QCAT Application: The Complete Timeline

You’ve filed your QCAT application. What happens next is a structured process, and how long it takes depends on the complexity of your dispute and QCAT’s current caseload.

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

This guide breaks down the process stage by stage, so you know what to expect and when to act.

Stage 1: Acknowledgment and Service

What QCAT does:

• Issues an acknowledgment receipt (usually within 2-3 business days)
• Allocates a case number and assigns a registry officer
• Gives you a sealed copy of the application to serve on the respondent

What you need to do:

• Check your email and QCAT portal daily for updates
• Confirm your contact details are current
• Keep a copy of the acknowledgment and case number
• Serve the sealed copy on the respondent (within 7 days for consumer and trader, 90 days for minor debt) and file a Form 9 affidavit of service

In a minor debt claim, the respondent has 28 days from service to file a response, and if they don’t, you can ask QCAT for a decision by default. In consumer and trader, tenancy and dividing fence disputes, no response is required.

Stage 2: Respondent’s Response Period

What the respondent must do:

• In a minor debt claim, file Form 7 within 28 days of service (no response is required in consumer and trader, tenancy and dividing fence disputes)
• Provide their version of events and any defences
• Identify what parts of your claim they dispute

What you should do:

• Wait for the response to be served on you
• Review it carefully when it arrives
• Start gathering additional evidence that addresses their defences
• You can still try to settle. Give the other party copies of your material as QCAT’s directions require

If the respondent raises unexpected facts or evidence, prepare a reply proactively rather than waiting to be asked.

Stage 3: Directions Hearing (if required)

Not every QCAT matter gets a directions hearing. Simple debt recovery or minor consumer disputes often proceed straight to a final hearing. But if your case involves disputed facts, multiple witnesses, expert evidence, or complex issues, QCAT will schedule a directions hearing.

What happens at a directions hearing:

• The adjudicator clarifies what is in dispute
• Sets deadlines for filing evidence
• Orders disclosure of documents
• Discusses whether mediation is appropriate
• Sets a date for the final hearing

Directions hearings are usually conducted by phone or video and last 15-30 minutes. You don’t need to present your full case — just confirm what you’re claiming and what evidence you’ll rely on.

Key tip: Bring a list of the documents you have and the witnesses you want to call. The adjudicator will ask.

Stage 4: Evidence Exchange and Disclosure

After the directions hearing, QCAT sets strict deadlines for filing evidence. Typical orders include:

• Applicant’s evidence: due by the date in QCAT’s directions
• Respondent’s evidence: due by the date in QCAT’s directions
• Reply evidence (if allowed): due by the date in QCAT’s directions

What counts as evidence:

• Witness statements (sworn or affirmed)
• Contracts, invoices, receipts, emails
• Photos, videos, screenshots
• Expert reports (building, medical, valuation)
• Bank statements, payment records

All evidence must be filed through the QCAT portal or by post. Email is not accepted unless QCAT specifically directs it.

Critical rule: If you don’t file your evidence by the deadline, you may not be allowed to use it at the hearing. If you’re going to be late, apply for an extension before the deadline, not after.

Stage 5: Mediation (if ordered or requested)

QCAT strongly encourages mediation. In some dispute types (residential tenancy, minor debt), mediation is compulsory before a hearing can proceed.

How QCAT mediation works:

• Conducted by a QCAT mediator (not the adjudicator who will hear your case)
• Usually by phone or video, lasting 1-2 hours
• Confidential — nothing said in mediation can be used at the hearing
• Both parties attend, often with their evidence available to refer to

Possible outcomes:

• Full settlement — you sign a consent order, case closed
• Partial settlement — you agree on some issues, the rest go to hearing
• No settlement — the case proceeds to a final hearing

Mediation is not binding unless you reach an agreement and sign a consent order.

Stage 6: Pre-Hearing Preparation

This is your final preparation window. By now, all evidence should be filed, and you should have received the respondent’s evidence.

What to do:

• Read the respondent’s evidence carefully
• Prepare a chronology of events (a timeline of what happened when)
• Prepare an outline of submissions (a written summary of your argument)
• Organise your evidence into a hearing bundle with numbered tabs
• Confirm your witnesses are available on the hearing date
• Practice explaining your case clearly in under 10 minutes

QCAT hearings are not like court. There are no wigs, no formalities, and you don’t need to stand. But you do need to be organised and concise.

Stage 7: The Final Hearing

What happens at a QCAT hearing:

• The adjudicator introduces themselves and explains the process
• You (the applicant) present your case first
• The respondent presents their case
• Each party can ask the other questions
• The adjudicator asks questions
• Each party makes final submissions

Hearings for minor disputes (under $25,000) usually last 1-3 hours. More complex matters can take a full day or longer.

Key hearing tips:

• Speak directly to the adjudicator, not the other party
• Stick to the facts — don’t argue or get emotional
• Refer to your evidence by tab number (“Tab 3, the invoice dated 12 March 2024”)
• If you don’t understand a question, ask the adjudicator to repeat it
• Take notes when the respondent is speaking

The adjudicator may give the decision on the day or reserve it and deliver it in writing later.

After the Hearing: Decision and Orders

QCAT’s decision is called a “determination.” It will be published on the QCAT website (with names redacted in some cases) and sent to both parties.

Possible outcomes:

• Order in your favour — the respondent must pay you, return property, or do something else
• Order against you — your application is dismissed
• Split decision — you win on some issues, lose on others

If you win, the respondent typically has 28 days to comply. If they don’t, you can apply to enforce the order through the courts.

If you lose, you can apply to the QCAT Appeal Tribunal within 28 days; you will usually need leave to appeal.

Final Checklist: What to Do After Filing

• [ ] Confirm your contact details are current in the QCAT portal
• [ ] Serve your evidence by the deadline (or apply for an extension early)
• [ ] Attend all directions hearings and mediation sessions
• [ ] Prepare a hearing bundle with numbered tabs
• [ ] Practice explaining your case in plain English
• [ ] Bring three copies of all evidence to the hearing (one for you, one for the respondent, one for the adjudicator)
• [ ] Arrive 15 minutes early on the hearing day

How Claim Done Prepares Your QCAT Documents

Once your application is filed, Claim Done’s Hearing Bundle prepares your hearing documents from your evidence using our Programmatic Algorithms. $129 flat fee.

What we deliver:

• Chronology
• Statement of issues
• Evidence index
• Position statement
• Draft orders

Each comes as its own PDF. We don’t represent you at the hearing, and you lodge the documents yourself. Prepare your QCAT Hearing Bundle with Claim Done.

Frequently Asked Questions

How long does a QCAT case take from filing to hearing?

How long a QCAT case takes depends on the complexity of the dispute, whether mediation is required and QCAT’s current caseload; check QCAT’s website for current timeframes.

What happens if I miss the evidence filing deadline?

QCAT may refuse to admit your evidence at the hearing if you miss the deadline without a valid reason. If you know you’ll be late, apply for an extension before the deadline expires. QCAT will usually grant one extension if you have a reasonable excuse.

Do I have to attend mediation if QCAT orders it?

Yes. If QCAT orders compulsory mediation, you must attend. Failing to attend can result in your application being dismissed or the hearing being delayed. Mediation is confidential and often resolves disputes faster than a hearing.

Can I represent myself at a QCAT hearing?

Yes. QCAT is designed for self-representation, and most applicants do not use lawyers. You can bring a support person or McKenzie friend to help you, but they cannot speak on your behalf unless QCAT gives permission.

What happens if the respondent doesn't file a response?

In a minor debt claim, if the respondent does not file a response within 28 days of service, you can ask QCAT for a decision by default. In other minor civil disputes, the matter goes ahead to mediation or a hearing.