Applying for the NDIS with Down syndrome isn’t always as simple as providing a diagnosis. While Down syndrome is recognised by the scheme, the NDIA still needs clear evidence that explains how the condition affects daily life—and what kind of support is actually needed.
That’s where a functional capacity report becomes essential.
This report doesn’t just list medical facts. It shows how someone with Down syndrome communicates, learns, manages routines, moves through their environment, and interacts with others. It explains what tasks they can do on their own, where they need support, and how that support helps them live safely and independently.
A well-prepared functional report can make the difference between a delayed application and a smooth access process. For families applying to the NDIS—especially for children over 7 or adults with Down syndrome—understanding how these reports work can save time, reduce stress, and lead to better outcomes.
What Is a Functional Capacity Report?
A functional capacity report is a written summary prepared by an allied health professional. It explains how a person manages everyday activities and where support is needed. Unlike a medical diagnosis, which focuses on the condition itself, a functional report focuses on what someone can or cannot do without help.
For NDIS access, the report needs to show the impact of Down syndrome across key areas of life, such as:
- Communication
- Learning and understanding
- Social interaction
- Self-care (e.g. dressing, toileting, eating)
- Mobility
- Managing routines and behaviour
The NDIA uses this report to understand how much help the person needs day to day. It’s also used to decide whether the disability meets the NDIS criteria for being permanent and affecting functional capacity across multiple areas.
Reports that are too general—or only talk about a diagnosis—often slow down the process. The strongest reports describe what life looks like without supports in place. For example, rather than saying “has difficulty with communication,” a better report would say “cannot follow two-step instructions without support” or “relies on visual cues to express basic needs.”
These practical details help the NDIA make an informed decision about access and future support.
Why Functional Reports Are Needed for Down Syndrome
Down syndrome is a recognised disability under the NDIS, but that doesn’t mean every application is approved automatically. Especially for people over the age of 7, the NDIA requires more than just a diagnosis—it needs clear evidence that shows how the condition affects day-to-day functioning.
Every person with Down syndrome is different. Some may need full-time assistance, while others manage many tasks independently with minimal support. A functional capacity report helps the NDIA understand where the participant fits on that spectrum.
The report outlines how the disability impacts a person’s ability to:
- Communicate their needs
- Understand instructions or routines
- Move safely and independently
- Care for themselves
- Take part in everyday activities without prompting or supervision
This is especially important for participants who don’t have visible disabilities. Without a detailed functional report, the NDIA may underestimate the level of support required, or delay access while requesting more evidence.
For participants with Down syndrome, a well-prepared functional capacity report gives the NDIA a clear picture: what the person can do on their own, what they struggle with, and how NDIS-funded support would make a difference. It removes guesswork and allows the access decision to be based on real, practical needs.
Who Can Write a Functional Capacity Report?
A functional capacity report must be written by a qualified allied health professional who understands both the participant and the NDIS reporting requirements. For people with Down syndrome, the most common report writers include:
- Occupational Therapists (OTs) – assess daily living skills, personal care, routines, and participation
- Speech Pathologists – assess communication, language understanding, and expressive abilities
- Physiotherapists – assess mobility, coordination, posture, and physical capacity
- Psychologists – assess cognitive function, emotional regulation, and behaviour
In many cases, multiple professionals contribute their own reports, giving a broader picture across different areas of need. This is especially useful for complex applications, or when Down syndrome is paired with other diagnoses like autism or hearing loss.
Each report must be current—usually written within the past 12 months—and based on real interaction with the participant. Professionals will often conduct formal assessments, observe daily routines, speak with carers or teachers, and review previous records before writing their report.
It’s important that the person writing the report understands how the NDIS works. A general therapy progress update won’t meet the NDIA’s expectations. The report must clearly explain:
- What the participant can do without help
- Where support is needed
- How the support improves safety, independence, or participation
Families should always ask the therapist: “Is this report suitable for NDIS access or planning?” If the answer is unclear, the report may need to be revised or expanded before submission.
What Should a Good Report Include?
A strong functional capacity report doesn’t just list test scores or general statements. It paints a clear picture of how the person with Down syndrome functions in real life—and what support is required to keep them safe, independent, and engaged.
Here’s what a good report should include:
1. Practical, Real-World Examples
Instead of broad phrases like “needs help with daily tasks,” a quality report includes specifics:
- “Requires verbal prompts and physical assistance to complete dressing.”
- “Uses a limited vocabulary and often gestures instead of words to communicate basic needs.”
The NDIA values these concrete details over clinical jargon.
2. Clear Links to Support Needs
Each challenge should be connected to a support need. For example:
- Difficulty following instructions → support worker required during transitions
- Limited road safety awareness → transport funding required for safe travel
3. Standardised Assessments
If appropriate, the therapist may include results from tools like the Vineland Adaptive Behavior Scales, PEDI-CAT, or other recognised measures. These strengthen the report by offering objective data to support observations.
4. Functional Domains Covered by NDIS
The report should comment on how the person functions in each of the six key NDIS domains:
- Communication
- Social interaction
- Learning
- Mobility
- Self-care
- Self-management
It doesn’t have to be one therapist writing about all domains, but the full set should be addressed across all submitted reports.
5. Clear, Direct Language
The NDIA prefers reports written in simple, everyday language. Phrases should avoid clinical ambiguity and clearly state what the person can or cannot do without support.
A report that’s too vague, too technical, or too focused on therapy outcomes (instead of function) can lead to delays or rejections. Clarity is everything.
Common Mistakes That Delay Access
Even when a participant clearly needs support, NDIS access can be delayed or rejected if the functional capacity reports don’t meet expectations. Many families assume that having a Down syndrome diagnosis is enough—but without strong supporting evidence, the application may stall.
Here are the most common mistakes that cause delays:
1. Reports That Only List the Diagnosis
A diagnosis confirms the condition, but it doesn’t explain what support is needed. The NDIA wants to know how Down syndrome affects the person’s everyday life. A report that only says “has a confirmed diagnosis of Down syndrome” won’t be enough.
2. Vague or General Language
Phrases like “needs assistance” or “struggles with tasks” are too broad. The NDIA looks for specific examples. For instance:
- “Cannot safely cross the road without supervision”
- “Requires assistance to prepare simple meals and clean up afterwards”
3. Missing Key Areas of Functioning
If a report only covers one or two domains—like communication or mobility—but leaves out others such as self-care or social interaction, it may give an incomplete picture. The NDIA assesses needs across multiple areas, so gaps can lead to underfunding or rejection.
4. Outdated Reports
Reports must be current, typically less than 12 months old. An old assessment may no longer reflect the person’s true support needs, especially if their situation has changed.
5. No Link Between Needs and Support
The NDIA expects reports to connect each functional difficulty with a specific support. If the report lists challenges without saying how NDIS funding would help, the application may be declined or delayed for clarification.
Avoiding these mistakes can save time, reduce stress, and ensure the application reflects the participant’s real needs—right from the start.
6. How Families Can Prepare for the Assessment
Functional capacity reports are stronger when they reflect real, everyday life—not just what a therapist sees in a single session. Families and carers play an important role in helping therapists understand what support is needed and why.
Here’s how to prepare:
1. Keep Notes About Daily Challenges
Write down what tasks are difficult without support. This could include:
- Needing constant reminders to complete routines
- Struggling to use speech to ask for help
- Meltdowns during changes in routine or loud environments
- Needing supervision for safety when walking near roads or cooking
Even small details help build a clearer picture.
2. Talk Openly With Therapists
Before the assessment, explain what support looks like day-to-day. Let them know what’s working and what still needs help. Be honest—this isn’t the time to downplay difficulties.
3. Ask If the Report Will Meet NDIS Standards
Some therapists may be unfamiliar with what the NDIA expects in an access or planning report. Don’t assume. Ask directly: “Is this report written for NDIS access?” If the answer isn’t clear, ask for clarification or request a revised version.
4. Request to See a Draft
If possible, review the report before it’s submitted. Make sure it reflects what happens at home, school, or in the community. If something is missing or feels too general, ask for it to be updated.
5. Make Sure All Functional Domains Are Covered
The report should mention multiple areas of function—not just speech or learning. If needed, ask other professionals (e.g. an OT or psychologist) to contribute their own report so the NDIA sees a complete picture.
The more clearly the report reflects the participant’s day-to-day life, the easier it is for the NDIA to make the right decision—without delays or requests for more information.
Using the Report in Your NDIS Application
Once the functional capacity report is complete, it needs to be included with the NDIS Access Request Form. This form can be submitted directly to the NDIA, either online, by email, or through a Local Area Coordinator (LAC). For participants under 7, the process goes through an Early Childhood Partner, but the same principles apply—clear evidence still matters.
The report should be submitted alongside:
- A letter or report confirming diagnosis (usually from a paediatrician, GP, or specialist)
- Any other supporting documents that explain daily support needs—such as school reports, behavioural summaries, or progress notes from support workers
Make sure the functional capacity report is labelled clearly and attached in full. If sending by email, use a descriptive filename like “Functional Report – John Smith – Occupational Therapy.pdf” so it doesn’t get lost or overlooked.
Once submitted, the NDIA will assess the documents and decide whether the person meets the access requirements. If the evidence is clear and complete, the process can move quickly. If it’s missing information—or doesn’t show the impact of the disability across enough functional areas—the NDIA may ask for more documentation, delaying the outcome.
If the application is approved, the next step will be a planning meeting where funded supports are discussed in more detail. At this stage, the functional report can also be used again to justify the types of supports being requested.
A strong report not only helps with access—it sets the foundation for a better, more tailored NDIS plan.
Conclusion
A diagnosis of Down syndrome may open the door to NDIS funding, but access depends on more than just a label. The NDIA needs clear, practical evidence of how support is needed in daily life—and that’s exactly what a functional capacity report is for.
When these reports are done well, they do more than tick boxes. They help families secure the right support, avoid delays, and build plans that actually match the participant’s real-world needs. But when the evidence is too vague, outdated, or incomplete, the process can become slow, stressful, and uncertain.
Taking the time to work with the right professionals, prepare accurate examples, and ensure each domain of function is clearly documented can make all the difference.
