Unlike some other federal laws, the Americans with Disabilities Act (ADA) does not require employers to use standardized forms for ADA-related employment actions. However employers sometimes find it helpful to develop forms for consistency and efficiency. The problem with using standardized forms under the ADA is that in some cases the improper use of those forms can lead to ADA violations. The main problem occurs when employers use forms to request medical information because the ADA limits how much medical information can be gathered from employees in various situations. Also, employers are prohibited from asking for medical information they already have. For example, when an employee requests an accommodation, the employer is not supposed to ask for proof of disability when the disability is obvious or has already been documented.
In light of this issue, employers should customize the sample forms below each time they are used. Here are some examples of how employers might customize a form:
1. Highlight the sections the healthcare provider is to complete.
2. Completely remove sections as needed before sending the form to the healthcare provider.
3. Pull out the questions to be answered and send them in a customized letter to the healthcare provider.
4. Add specific questions for a unique situation.
- Sample Reasonable Accommodation Request Form for Employers
- Sample Medical Inquiry in Response to an Accommodation Request Form
- Sample Medical Inquiry Form in Response to a Request for Leave as an Accommodation
- Sample Form for Monitoring Accommodations
- Sample Temporary/Trial Accommodation Approval Form
- Practical Guidance for Medical Professionals: Providing Sufficient Medical Documentation in Support of a Patient's Accommodation Request
- Sample Accommodation Approval Form
- Sample Accommodation Denial Form
- Sample Appeal of a Reasonable Accommodation Determination Form
- Sample Onboarding Form
- Sample Plan of Action
- Kaiser Permanente Return to Work Functional Assessment Form - For use by physicians to return employees back to work at full duty or provide work restrictions/capacities for employees returning via a transitional work program - and Physical Capacities Assessment Form (.doc)
- Reed Group Sample Forms