VCAT Hearing What to Expect: Preparation Guide for Self-Represented Applicants

How the Hearing Works

VCAT civil claims hearings are less formal than a court trial, but they follow a set structure. The tribunal member controls the process and may ask questions directly — something that doesn't happen in a courtroom.

The hearing runs by telephone, video conference (Microsoft Teams), or in person at a VCAT venue. If you're in regional Victoria, you can request a video or phone hearing to avoid travelling to Melbourne. Make the request early, when you first receive your directions order.

Here's the typical sequence:

Opening statements. The applicant goes first. You give a short oral summary of your claim — who you are, what the dispute is about, what you're seeking. Keep it under five minutes. Don't read your entire Points of Claim aloud; the member has already read them.

Applicant's evidence. You present your evidence, walking the member through your hearing bundle page by page. If you have witnesses, they give their evidence and can be cross-examined by the respondent.

Respondent's case. The respondent presents their side, including their own documents and witnesses. You get to cross-examine them.

Questions from the member. Under section 98 of the VCAT Act, the member can ask either party questions to clarify facts or test evidence. This is normal — it means the member is engaged, not that you're losing.

Closing submissions. Each party gives a brief summary — one or two minutes — highlighting how the evidence supports their position.

The member may give their decision orally on the day, or reserve it for a written decision delivered later. You can request written reasons under section 117 of the VCAT Act, either at the hearing or within 14 days afterwards.

How to Prepare Your Evidence Bundle

Your evidence bundle is the single most important thing you bring to the hearing. A well-organised bundle makes the member's job easier and your case stronger. A disorganised pile of loose papers does the opposite.

Create an index. List every document with a number and a short description. Example: "Tab 1 — Contract dated 15 March 2026. Tab 2 — Tax Invoice #1042 dated 28 January 2026. Tab 3 — Letter of Demand dated 1 March 2026."

Paginate continuously. Number every page of every document in the bottom corner, starting from 1 and running straight through. When you say "page 47," everyone can find it instantly.

Include a chronology. A one-page timeline of key events: when the contract was made, when work was done (or not done), when payment was due, when you sent the demand letter, when you filed.

Include a financial summary. Show the principal amount, any credits or partial payments, statutory interest at 10% per annum (if you're claiming it), and the total. Show the calculation — don't just state the number.

Prepare three copies. One for you, one for the respondent, and one for the tribunal member. If you're appearing by phone or video, upload your bundle to myVCAT in advance and confirm the other side has a copy.

What Not to Do

Don't argue the law. VCAT is not bound by the strict rules of evidence. You don't need to cite case law or quote statutes. Stick to the facts — what was agreed, what happened, what you lost.

Don't get personal. The member is evaluating evidence, not personalities. Calling the respondent dishonest is less effective than showing the tribunal an unpaid invoice and an unanswered demand letter.

Don't surprise the other side. Everything in your hearing bundle should have been served on the respondent by the evidence exchange deadline. New documents produced on the day can be excluded.

Don't be late. If you're appearing in person, arrive early. If by phone or video, test your connection before the scheduled time. Missing a hearing can result in your case being struck out.

If the Respondent Doesn't Show Up

When the respondent fails to appear, VCAT conducts an ex parte hearing. You still have to present your evidence and prove your case on the balance of probabilities — the member does not simply grant your claim by default. But without a respondent to challenge your evidence, the hearing is usually shorter and more straightforward.

Our VCAT Civil Claim Filing Guide includes a hearing bundle index template, a chronology worksheet, and an interest calculation sheet so you walk in organised and ready.

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