Build a one-page agreement register
| Record | Put this in the register | A useful review question |
|---|---|---|
| Support agreement | Parties, version, date, service scope and copy location. | Can a worker find the current support arrangement? |
| Housing document | Parties, document type, address reference and review owner. | Who is responsible for checking the housing terms? |
| Participant communication | Accessible format used, questions raised and follow-up reference. | What still needs explaining or independent advice? |
| Change history | Previous version, reason for change and effective date. | Can we explain how the current version was reached? |
Store the register in your controlled records system. Avoid distributing whole agreements simply because someone needs to locate the current version. A short register can point the right person to the right record without becoming another uncontrolled copy.
Work through one disagreement before the file is signed off
Fictional example: a manager finds two documents with different contact details for reporting a maintenance problem. One is current and one is an old welcome pack. The reviewer records the mismatch, asks the responsible person to confirm the correct contact, replaces the obsolete working copy and checks that the participant has the updated information in a usable format.
The file review is complete when the correction is checked, not when somebody writes “updated” in a task list. Keep the replaced version as required by your record policy, mark its status clearly and identify where the current version lives.
Make the conversation part of the review
A signature alone tells you little about whether the explanation was useful. Ask what the person wants clarified and how they want that conversation to happen. The Commission’s NDIS Commission: Supported decision-making emphasises a person’s will, preferences and communication needs. Our practical suggestion is to record the question, the information provided and any agreed follow-up, rather than a blanket “understood everything” tick.
A fictional review note might read: “Asked who to contact about a repair. Provided the current contact card in the preferred format. Follow-up requested next week.” Keep genuine records specific to what happened; never paste this example into a participant file as if it occurred.
Resolve these document problems before using a template
- Two files both labelled final, with no clear current version.
- A named role or contact who no longer works for the organisation.
- An attached schedule that cannot be found.
- A reviewer who is asked to approve terms outside their competence or authority.
- An unanswered question hidden by marking the overall file complete.
Use “needs advice” as a valid review outcome. A generic guide cannot decide whether a tenancy clause, notice period or proposed restriction is lawful for an individual situation. Ask a qualified adviser to review that specific issue before relying on it.
Start with the right documents, then keep them current
The ProviderQMS SIL kit offers editable documents, including a Head-Lease collection within the kit. Inspect its contents and samples for relevance to your actual arrangements. Adapt and review the documents before adoption.
For ongoing follow-up, the ProviderQMS workspace supports documents, actions and evidence. Use the monthly quality review to check that completed paperwork still reflects everyday practice.
Agreement file review worksheet
A document-control aid, not an agreement or legal approval. Use internal references only. Entries remain in this tab and are not saved or sent.
You can also use your browser’s Print command. Keep the saved copy in your own records system.
Source: https://providerqms.com.au/sil-guides/service-and-housing-agreements/ · Published 3 October 2026 · Agreement file review worksheet
Sources and editorial approach
Official guidance and product pages were checked on 3 October 2026. Regulatory summaries are linked above; worked examples and worksheets are our suggested methods. Research and drafting used AI assistance. Examples are fictional and should not be recorded as events that occurred.