Free NDIS Email Scripts: How to Communicate with Providers and the NDIA

Communicating clearly and confidently is key to managing your NDIS plan—whether you’re self-managed, plan-managed, or supporting someone else. This blog provides pre-written email templates to help you request quotes, follow up on a review, and submit documents to the NDIA. You can copy and use these templates today, saving time and helping you stay organised.



Why Email Communication Matters in the NDIS

NDIS participants and carers often manage a complex mix of service providers, appointments, invoices, and plan updates. Writing straightforward, professional emails helps you:

• Get the information you need faster (like quotes or updates)
• Communicate expectations with providers
• Make a strong case when requesting funding or support
• Stay in control of your plan even if someone else is helping manage it

Email communication creates a paper trail, which is helpful if there is a dispute or you need to follow up on a previous conversation. Having things in writing can also help during plan reviews, when you may need to demonstrate what was submitted or agreed upon.

And best of all: once you’ve got a few solid templates, you don’t need to start from scratch each time.

When Would I Email the NDIA?

The NDIA (National Disability Insurance Agency) manages and approves your plan, not your providers. You’ll typically email the NDIA when you need to:

• Submit supporting documents (e.g. quotes, reports, forms)
• Follow up on a plan review or Change of Circumstances submission
• Request support that wasn’t funded in your current plan
• Ask questions about plan funding, access, or eligibility

Which Templates Do I Use (Based on My Management Type)?

Self-Managed:

You’ll likely use all three templates. You manage invoices, find providers, and submit documentation. Our Guide to Self-Coordinating Your NDIS Plan may also help you manage the day-to-day tasks and responsibilities of self-managing your plan.



Plan-Managed:

You still use the quote request and NDIA submission templates. Your plan manager processes invoices, but you’re responsible for arranging your services.



NDIA-Managed:

You coordinate services with NDIS-registered providers, and communicate directly with the NDIA for quotes, documents, and plan changes.



Email Tips: What to Include and How to Format

If you’re not used to writing formal emails, here are a few quick tips to ensure your message is clear, respectful, and complete.

1. Subject Line

Be clear and specific so your email is easy to identify. Examples:

• Request for Service Quote – [Your Name]
• Document Submission – [Your Name] – OT Report
• Plan Review Follow-Up – [NDIS Number]

2. Greeting

Use a polite and professional greeting:

• Dear [Provider Name]
• Dear NDIS Team
• To Whom It May Concern (if you’re unsure who will receive it)

3. Body of the Email

• Clearly state your reason for writing
• Provide important context (e.g. plan dates, NDIS number)
• Mention any attachments (e.g. quote, report, form)
• Use simple, direct language—no need for legal jargon

4. Closing

End with a polite, professional sign-off:

• Kind regards
• Sincerely

5. Signature

Include:

• Your full name
• Your NDIS number (if relevant)
• Your phone number and email address



Important Reminders When Communicating with the NDIA or Providers

Whether you’re emailing the NDIA, a therapist, or another service provider, these principles apply:

• Privacy: Only include necessary personal information. Avoid sharing unnecessary medical or sensitive details.
• Security: Email is not always secure. For added safety when sending sensitive files, use the NDIS Myplace portal instead of email.
• Timeliness: Try to respond and follow up within 1–2 weeks. Prompt communication helps keep your plan running smoothly.
• Professionalism: Maintain a respectful, friendly tone—even when following up or requesting changes.
• Record Keeping: Save copies of all emails and documents sent. Keeping a digital or printed record can be invaluable at plan review time or when transitioning between providers.



How to Contact the NDIA

• Email: enquiries@ndis.gov.au
• Phone: 1800 800 110
• Webchat: Available on the NDIS website during business hours
• Myplace Portal:
• Log in and use the Document Upload tile
• Follow the steps to attach your documents securely

For general resources and help, visit: https://www.ndis.gov.au



NDIS Email Templates You Can Copy and Use

1. Requesting a Quote from a Provider

Subject: Request for NDIS Service Quote

Dear [Provider Name],

I’m coordinating my NDIS plan and am interested in engaging your services. Could you please provide a quote that includes:

• Your hourly rate
• Proposed service(s) and frequency
• Any travel charges (if applicable)
• Total estimated cost over 12 months
• Your ABN and proposed start date

My NDIS goals include:
[Insert one or two brief goals]

If you have a service agreement template, I’d be happy to review that as well.

Kind regards,
[Your Full Name]
NDIS Number: [XXXXXXXXX]
Phone: [Your Phone Number]
Email: [Your Email Address]



2. Submitting Supporting Documents to the NDIA

Subject: Submission of Documents – [Your Full Name]

Dear NDIS Team,

Please find attached the following documents in support of my current plan:

• [e.g. Occupational Therapy Report – March 2025]
• [e.g. Quote for Assistive Technology – XYZ Group]

Participant details:
Name: [Your Full Name]
NDIS Number: [XXXXXXXXX]
Date of Birth: [DD/MM/YYYY]
Plan Dates: [Start Date] – [End Date]

Please let me know if any additional documents are required.

Kind regards,
[Your Full Name]
Phone: [Your Number]
Email: [Your Email]

3. Following Up on a Plan Review

Subject: Follow-Up on Plan Review – [Your Full Name]

Dear NDIS Team,

I am following up on my plan review documents submitted on [Insert Date]. Please confirm the status or let me know if further information is needed.

Participant details:
Name: [Your Full Name]
NDIS Number: [XXXXXXXXX]
Date of Birth: [DD/MM/YYYY]

Thank you in advance.

Kind regards,
[Your Full Name]
Phone: [Your Number]
Email: [Your Email]



You’ve Got This

With the right tools, such as email templates and a budgeting tracker, you can control your plan, ask for what you need, and strengthen communication with providers and the NDIA.

If you need help navigating the NDIS, Empowrd is here to assist you every step of the way. Based in Port Lincoln, Empowrd supports NDIS participants with Australia-wide Plan Management and local Support Coordination.

Call (08) 8683 4401 or visit our website to learn more.