What actually happens at an NCAT hearing — a self-rep's walkthrough
An NCAT hearing is far less formal than a courtroom, but it is still a hearing — the Member makes a binding decision on the evidence in front of them. Knowing the shape of the day takes most of the fear out of it and lets you focus on your case.
This is a walkthrough for self-represented people: what happens from the moment you arrive to the moment you leave, how to present, and the handful of things that genuinely go wrong on the day.
Information, not legal advice. Figures current as at 1 July 2025.
What this dispute is
An NCAT hearing is the Member hearing both sides and deciding the dispute. It can happen in person at a registry, by telephone, or by video — your Notice of Listing tells you which. The atmosphere is deliberately accessible: you don't wear robes, you usually sit at a table rather than stand in a dock, and the Member will often guide a self-rep through what they need.
That informality is real but it has limits. The Member still decides on the evidence, you still have to prove your case, and the order at the end is binding. "Informal" means the rules of evidence are relaxed and the Member helps you participate — it does not mean you can turn up without your documents and tell your story.
One structural thing to expect: in the Consumer and Commercial Division the first listed date is frequently a combined conciliation and hearing. So you may try to settle first, and if that fails, be heard the same day. Walk in ready to do both.
Time limits that bite
These deadlines are strict. The Tribunal can extend in some cases, but extensions are not automatic — they're weighed on length, reason, prospects and prejudice.
- 15–30 min earlyArrive in time to find the registry, check in and settle before your listingNCAT practice
- Listing timeYour Notice of Listing states the date, time and whether it's in person, phone or videoNotice of Listing
- On the dayMany matters get an oral decision the same day with brief reasonsNCAT practice
- Later, in writingComplex matters are reserved and the written decision is sent afterwardsNCAT practice
- 14 / 28 daysInternal appeal window — 14 days residential, 28 days most other mattersNCAT Act s80
The process, step by step
- 1
Arrive, find the registry and check in
Aim to arrive 15 to 30 minutes early. Bring photo ID, your application reference, and your evidence bundle in three copies. At the registry, tell counter staff your name and the matter — they'll point you to the right waiting area or hearing room and let the Member's list know you've arrived. If your hearing is by phone or video, log in or be reachable on time and in a quiet place.
If you're running late or can't make it, call the registry before the listing time. Not appearing can mean the matter is decided in your absence or dismissed.
- 2
The waiting room and the other side
You'll usually wait in a shared area with other parties, including the person you're in dispute with. It's normal and it's fine to keep your distance — you don't have to talk to them. Sometimes a conciliator or the other side will use this time to float a settlement. You can listen, but you don't have to agree to anything on the spot.
Use the wait to lay out your bundle, re-read your one-page chronology, and remind yourself of the single order you're asking for. Turn your phone to silent.
- 3
The Member's pre-read
NCAT Members commonly read the file — your application and the documents lodged — before you walk in. That changes how you should pitch it: you're not telling a story from scratch, you're helping the Member find the key documents and confirming the facts that matter. Lead them to your evidence rather than reciting everything.
This is why a tidy, indexed bundle and a short chronology pay off — the easier you make it for the Member to follow, the better your day goes. See our evidence bundle guide for how to lay it out.
- 4
Conciliation first (often)
Many matters start with conciliation — an informal, without-prejudice attempt to settle, sometimes with the Member, sometimes with a separate conciliator. Anything said in conciliation generally can't be used against you at the hearing. If you reach agreement, the terms are written up as binding consent orders and you're finished. If you don't, the matter proceeds to a hearing.
Decide your bottom line beforehand. Know the number or outcome you'd accept so you can settle if it's offered — and walk to a hearing with a clear conscience if it isn't.
- 5
The hearing: opening and presenting evidence
The Member runs the hearing. As applicant you usually go first. Keep your opening short: who you are, what you're asking for, and the two or three points your case turns on. Then take the Member to your evidence — "as you'll see at tab 3, the repair request dated…". Refer to documents by where they sit in your bundle. Stick to facts and what the documents show; leave out the editorialising.
You may give your account, and the Member may ask you questions directly. Answer the question asked, point to the document that backs it, and stop. The respondent then puts their side, and the Member weighs both.
- 6
Cross-examination and questions
Cross-examination at NCAT is usually low-key — often the Member does most of the questioning rather than a barrister grilling you. If the other side or their representative asks you questions, stay calm, listen to the whole question, and answer only that. It's fine to say "I don't know" or "I'd need to check that document." Don't argue or talk over anyone; address your answers to the Member.
When it's your turn, you can put questions to the other side too — but ask focused factual questions, not speeches. See our guide on what to say to a Member for phrasing that lands.
- 7
The decision — oral or reserved
For most matters the Member gives an oral decision at the end with brief reasons; you can ask for written reasons. For complex or finely balanced matters the Member reserves the decision and sends it later in writing. Either way, listen carefully and write down exactly what's ordered — the amount, who pays whom, and by when.
If you don't understand the order, ask the Member to clarify before you leave. It's much harder to sort out later.
- 8
After the hearing
You'll receive the orders in writing. If you were awarded money and it isn't paid, you enforce the order through the Local Court — NCAT doesn't collect it for you. If you think the Member made a legal error, you may have an internal appeal: generally 28 days, but only 14 days for residential matters. Diarise the window immediately.
If you settled at conciliation, the consent orders are equally binding — keep your copy and comply with your side of them.
Evidence that actually works
Cases are lost on missing documents more than on weak arguments. Get these in order before you file.
An indexed bundle in three copies
One for you, one for the Member, one for the other side. Tabbed and paginated so you can say 'tab 3, page 2' and everyone's on the same page.
A one-page chronology
Dates of every notice, payment and key communication. The Member's fastest way into your case.
The order you're asking for, written down
One clear sentence naming the outcome you want. It keeps your opening tight and tells the Member what to decide.
Your settlement number
The figure or outcome you'd accept at conciliation. Decide it before you arrive so you can settle on the day if it's offered.
Photo ID and application reference
For check-in. Have the reference number handy so registry staff can find your matter quickly.
Pen and paper
To write down the exact wording of the orders and any dates set for payment or next steps.
Common reasons people lose
Telling a story instead of pointing to evidence
The Member decides on what's proven. Long narratives without documents to back them up rarely move the needle — take the Member to the evidence.
Arguing or talking over people
Address the Member, not the other side. Interrupting, sniping or getting heated reads badly and wastes the limited time you have.
Turning up without copies
No copies for the Member and the other side can mean an adjournment — losing your hearing date and weeks of time.
Answering more than the question asked
Under questioning, over-talking can hand the other side material. Answer the question, point to the document, stop.
Not knowing the order you want
If you can't say clearly what you're asking the Tribunal to do, the Member can't easily give it to you. Decide the order before you walk in.
Orders NCAT can make
This is the kind of order you can ask for — not a guarantee you'll get it. Frame your application around the order you actually want.
Consent orders (if you settle)
Terms agreed at conciliation, written up and made binding — the quickest way to finish.
Oral decision with brief reasons
The Member decides at the end of the hearing and states the order; written reasons can be requested.
Reserved written decision
For complex matters, the Member takes time and posts a written decision afterwards.
Money order
An order that one party pay the other a sum — enforceable through the Local Court if unpaid.
Work or compliance order
An order to do (or stop doing) something — for example, carry out repairs or rectify defects by a date.
Free help
- NCAT — preparing for your hearing
Official guidance on what to bring and what happens.
- NCAT — how NCAT works
Lodging, listings, conciliation, hearings and appeals.
- NCAT — appeal an NCAT decision
Grounds and time limits if you disagree with the outcome.
- LawAccess NSW — 1300 888 529
Free legal info line, Mon-Fri 9am-5pm.
- Tenants' Advice & Advocacy Services (TAAS)
Free advice and, for tenants, help preparing for NCAT.
- NCAT Tracker — free triage
Find your list, form, fee and deadlines in five questions.
Questions self-reps ask
How formal is an NCAT hearing?
Much less formal than a court. You usually sit at a table, you don't need robes, and the Member often helps self-reps take part. But it's still a hearing — the Member decides on the evidence and the order is binding.
Informal means the rules of evidence are relaxed and you get help to participate, not that you can turn up without your documents. See our guide on what to wear for the practical detail.
Will the Member have read my file before the hearing?
Usually yes. Members commonly read the application and lodged documents before you walk in. So lead them to your key evidence and confirm the facts that matter, rather than reciting everything from scratch.
A tidy, indexed bundle and a one-page chronology make this far easier — see our evidence bundle guide for how to lay it out.
Do I go first?
As the applicant, you usually go first. Keep your opening short: who you are, the order you're asking for, and the two or three points the case turns on. Then take the Member to your evidence.
The respondent then puts their side, and the Member weighs both. See our guide on what to say to a Member for phrasing.
What is cross-examination like at NCAT?
Usually low-key. Often the Member does most of the questioning rather than a barrister grilling you. If you're asked questions, stay calm, listen to the whole question, and answer only that.
It's fine to say "I don't know" or "I'd need to check that document." Don't argue or talk over anyone, and address your answers to the Member.
Can I bring a support person?
Yes. You can bring a support person for moral support, and a tenants' advocate or community legal worker may be able to assist or speak for you.
Note that being formally represented by a lawyer or agent at NCAT generally needs the Tribunal's leave in many matters — a support person sitting with you is different from representation. See our guide on whether you need a lawyer.
Will I get a decision on the day?
Often, yes. For most matters the Member gives an oral decision at the end with brief reasons, and you can ask for written reasons. For complex matters the decision is reserved and sent later in writing.
Either way, write down exactly what's ordered — the amount, who pays whom, and by when — and ask the Member to clarify anything you don't understand before you leave.
What should I not do at the hearing?
Don't tell a long story without pointing to evidence, don't argue with or talk over the other side, don't turn up without copies for the Member and the respondent, and don't answer more than the question asked.
Address the Member, stay calm, and stick to what your documents show. Getting heated or over-talking reads badly and wastes your limited time.
What happens if I don't show up?
Not appearing is risky. The matter may be decided in your absence on the other side's evidence, or your application may be dismissed.
If you can't attend or are running late, call the registry before the listing time to explain. Don't simply not turn up.
Related guides
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NCAT Tracker is not a law firm. This page is information, not legal advice. Figures, fees and statutory periods cited here are current as at 1 July 2025 and are CPI-indexed or amended from time to time — verify on ncat.nsw.gov.au and legislation.nsw.gov.au before you lodge.