Employee Accommodation Policy Template

Creating a workplace where all employees can succeed means removing barriers, both visible and invisible, that may prevent someone from fully participating in their role. A well-defined employee accommodation policy helps ensure that your organization responds promptly and respectfully to accommodation requests, while staying compliant with applicable laws like the Americans with Disabilities Act (ADA) and the Civil Rights Act.

This policy outlines how employees can request accommodations, how requests are evaluated, and what support is available. It's an essential part of building an equitable, inclusive, and legally compliant workplace — where people feel empowered to ask for what they need to do their best work.

What the Employee Accommodation Policy Should Include

A complete and effective accommodation policy should include:

• Purpose and scope: Why the policy exists and who it applies to.
• Definition of reasonable accommodation: What constitutes an accommodation and what the company considers reasonable.
• Examples of accommodations: For disability, religious practices, pregnancy, or medical needs.
• How to request an accommodation: Steps, documentation, and contact information.
• Interactive process: How the company works with the employee to assess and implement accommodations.
• Confidentiality: How requests and medical information are kept private.
• Non-retaliation: Assurance that employees will not be penalized for making a request.
• Legal compliance: References to applicable laws (e.g., ADA, Title VII, FEHA).
• Manager responsibilities: Expectations for supervisors in handling requests and maintaining confidentiality.

Purpose of the Employee Accommodation Policy

The purpose of this policy is to:

• Provide employees with a clear and accessible process for requesting workplace accommodations.
• Comply with all applicable laws and regulations regarding nondiscrimination and accessibility.
• Foster a work environment where employees of all identities, abilities, and backgrounds can thrive.
• Ensure accommodations are implemented in a timely, consistent, and confidential manner.

This policy reflects [Company Name]’s commitment to inclusion, legal compliance, and employee well-being.

Sample Employee Accommodation Policy

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Effective Date: [Insert Date]
Policy Owner: People Team / HR Department
Last Reviewed: [Insert Date]

1. Policy Overview

[Company Name] is committed to fostering an inclusive and accessible workplace. We provide reasonable accommodations to qualified employees and job applicants with disabilities, medical conditions, religious obligations, or other protected needs, in accordance with applicable laws.

This policy outlines the process for requesting accommodations and our responsibilities in responding to those requests fairly and promptly.

2. Scope

This policy applies to:

• All employees (full-time, part-time, and temporary)
• Job applicants seeking employment at [Company Name]
• Requests related to:
  • Disabilities (physical, mental, cognitive)
  • Chronic health conditions
  • Pregnancy and related medical conditions
  • Religious beliefs and practices
  • Temporary injuries or medical needs
  • Gender-affirming care and identity-related accommodations
  • Any other protected status under applicable law

3. What Is a Reasonable Accommodation?

A reasonable accommodation is any change to the work environment, job duties, or workplace policies that enables an individual with a protected need to perform the essential functions of their role or enjoy equal access to employment opportunities.

Examples may include:

• Adjusted work schedules or remote work options
• Ergonomic equipment or workspace modifications
• Interpreters or assistive technologies
• Modified duties or job restructuring
• Private spaces for prayer, lactation, or medical needs
• Extended or flexible leave for medical treatment

Accommodations must not pose an undue hardship to the company or compromise essential job functions.

4. How to Request an Accommodation

Employees may request an accommodation by:

• Speaking directly with their manager or HR partner
• Emailing the People Team at [Insert contact email]
• Submitting a formal Accommodation Request Form (available at [insert link])

Job applicants may make requests through their recruiter or by emailing [Insert email].

Employees do not need to use specific language like “accommodation” or “ADA” to trigger a request — any expression of a need related to a disability, religion, or medical issue will initiate the process.

5. The Interactive Process

After receiving a request, [Company Name] will begin an interactive process, which may include:

1. Clarifying the request and understanding the nature of the need.
2. Requesting supporting documentation, if necessary (e.g., from a healthcare provider).
3. Exploring possible accommodations collaboratively with the employee.
4. Evaluating whether the request is reasonable and whether alternatives exist.
5. Confirming the outcome in writing, including implementation timelines.

We aim to review requests within 10 business days of receiving all necessary information.

6. Confidentiality

All accommodation requests, medical records, and supporting documentation will be kept confidential and stored separately from personnel files. Information will be shared only on a need-to-know basis with those directly involved in evaluating or implementing accommodations.

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7. Non-Retaliation

Employees who request accommodations — or assist others in doing so — are protected from retaliation. This includes protection from:

• Demotion, dismissal, or reassignment
• Harassment or exclusion
• Negative performance evaluations based solely on the request

Anyone who experiences retaliation should report it immediately to HR or their People Partner.

8. Manager Responsibilities

Managers play a key role in ensuring accommodations are implemented smoothly and respectfully. Managers are expected to:

• Treat all requests seriously and confidentially
• Refer requests promptly to HR or the People Team
• Support the implementation of approved accommodations
• Avoid judgment, assumptions, or inappropriate questions about an employee’s condition

The People Team is available to guide managers through this process and answer questions.

9. Legal Framework

This policy complies with all relevant laws, including but not limited to:

• The Americans with Disabilities Act (ADA)
• The Pregnancy Discrimination Act
• Title VII of the Civil Rights Act (for religious accommodations)
• The Family and Medical Leave Act (FMLA)
• Any applicable state or local disability or nondiscrimination laws

Frequently Asked Questions

1. Do I have to disclose my diagnosis to get an accommodation?
Not necessarily. We only need enough information to verify the need and determine an appropriate accommodation. You can share documentation from a healthcare provider without disclosing a diagnosis.

2. What if I’m not sure if I qualify for an accommodation?
Reach out to HR or your People Partner. We’ll guide you through the process and help determine whether and how we can support you.

3. What if my manager ignores my request?
If your manager doesn’t respond or takes inappropriate action, contact HR immediately. All employees have the right to be heard.

4. Can I request accommodations for mental health needs?
Yes. Mental health conditions such as anxiety, depression, PTSD, or neurodivergence are recognized under the ADA and may be supported through accommodations.

5. What happens if my accommodation can't be approved?
We’ll explore alternatives and document why a specific request was not feasible. Our goal is always to find a reasonable path forward.

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