ADA forms for employers: the paperwork you actually need (and how to use it correctly)
If you’re searching for ADA forms for employers, you’re likely trying to document a disability-related workplace request, collect medical information appropriately, and keep your company compliant. This guide explains the most common ADA paperwork for employer workflows—what to request, what to avoid, how to store it, and how ADA documentation fits alongside other federal and state compliance requirements.
For broader context on federal requirements beyond the ADA, see SwiftSDS’s employment legislation list.
What the ADA requires employers to document (and what it doesn’t)
The Americans with Disabilities Act (ADA)—primarily Title I—applies to most private employers with 15+ employees, as well as state and local government employers. The ADA is enforced by the EEOC and requires employers to provide reasonable accommodations to qualified individuals with disabilities unless doing so would impose an undue hardship.
Key point: The ADA does not mandate a single government-issued “official ADA form.” Instead, employers use internal forms and letters to create a clear, consistent record of:
- the accommodation request and interactive process,
- any medical documentation requested and received (when lawful),
- the accommodation decision and implementation,
- confidentiality and recordkeeping steps.
SwiftSDS covers ADA documentation practices for HR teams in ada hr.
Core ADA paperwork for employer workflows (recommended set)
Below is a practical “suite” of ADA forms for employers. You can tailor these templates to your organization, but the structure should stay consistent.
1) ADA accommodation request form (employee or applicant)
Use this to capture the request in writing (even if the request is made verbally). The ADA does not require “magic words”—an employee can simply indicate they need help at work due to a medical condition.
Include fields such as:
- Employee/applicant name, job title, department, and contact details
- Description of the workplace limitation (in the employee’s words)
- Accommodation requested (if known)
- Job tasks affected and when the issue occurs
- Acknowledgment that medical documentation may be requested if needed
- Signature/date
Actionable tip: Train managers to route any accommodation-related statements to HR immediately. If your managers need a refresher on workplace rights frameworks, link training materials to 5 rights of workers as a simple primer.
2) ADA medical inquiry / healthcare provider certification (when necessary)
You may request medical documentation only when the disability and/or need for accommodation is not obvious. The ADA limits disability-related inquiries; your form should request functional limitations, not full medical histories.
What to ask (generally appropriate):
- Confirmation that the employee has a condition that may qualify as a disability under the ADA (without demanding diagnosis details unless essential)
- Functional limitations related to essential job functions
- Suggested restrictions or accommodations
- Expected duration (temporary vs. ongoing)
- Provider contact info and signature
What to avoid:
- Blanket authorizations for “all medical records”
- Questions unrelated to the job limitation (e.g., unrelated medications, unrelated conditions)
- Overbroad requests that could appear retaliatory or intrusive
Compliance note: This aligns with ADA confidentiality and medical inquiry rules under 42 U.S.C. § 12112(d) (medical examinations and inquiries). Keep the request narrowly tailored to the workplace limitation.
3) ADA interactive process meeting notes (HR internal form)
The ADA’s “interactive process” is not a single event; it’s an ongoing dialogue. Documenting it is one of the strongest risk-reduction practices you can adopt.
Capture:
- Dates of meetings and attendees
- Essential functions discussed
- Accommodation options evaluated (including alternatives)
- Operational impacts and feasibility
- Follow-ups and trial periods
- Any employee input or preferences
Actionable tip: Use a consistent “next steps” section with a deadline (e.g., “HR to confirm equipment quote by Friday; manager to identify modified schedule coverage options”).
4) Reasonable accommodation determination letter (approval or denial)
Create standardized letters for:
- Approval (what will be provided, start date, who to contact, review date)
- Partial approval / alternative (what you can provide instead, why)
- Denial (clear, respectful rationale—e.g., not medically supported, removes essential function, or undue hardship—with invitation to discuss alternatives)
When the employer believes an accommodation may be an undue hardship, document the analysis (cost, business size, operational impact, alternatives considered). This is critical evidence if the decision is later challenged.
5) ADA accommodation implementation plan (manager-facing)
This bridges HR’s decision to day-to-day operations.
Include:
- Specific steps for implementation (equipment, schedule, workspace changes)
- Responsible owners (IT, facilities, manager, HR)
- Timing and check-in cadence
- Any confidentiality reminders (what managers may/may not share)
Recordkeeping and confidentiality: how to store ADA forms correctly
The ADA requires that medical information be kept confidential and stored separately from personnel files. Best practice is a dedicated medical/accommodation file with access limited to HR and those with a legitimate need to know.
Maintain separate files for:
- Accommodation requests and interactive process notes
- Medical documentation and provider forms
- Determination letters and implementation records
Who can know what? Managers may receive information about work restrictions and needed accommodations, but not underlying diagnoses. Safety personnel may be informed if necessary for emergency treatment or evacuation planning.
For a broader view of how ADA paperwork fits into a full compliance program, see compliance in the workplace.
ADA forms vs. labor law posters: don’t miss posting obligations
ADA paperwork is internal documentation; it’s different from mandatory labor law postings. Many employers mix these up when building their compliance checklist.
For example, most covered employers must post federal wage and hour notices like Employee Rights Under the Fair Labor Standards Act. SwiftSDS hosts the official poster here: Employee Rights Under the Fair Labor Standards Act. If you operate in agriculture or public-sector environments, different versions apply, such as the Employee Rights Under the Fair Labor Standards Act – Agriculture.
Multi-site or remote teams: Consider whether electronic posters are appropriate for your workforce configuration and posting rules.
Location-specific considerations (example: Massachusetts)
The ADA is federal, but state civil rights laws and leave laws can create additional documentation and posting requirements.
If you have employees in Massachusetts, ensure you’re also meeting state notice obligations such as:
These notices don’t replace ADA forms for employers, but they often come up in the same HR compliance audit—especially when accommodations overlap with leave, pregnancy-related limitations, or discrimination prevention.
Practical compliance checklist for ADA paperwork for employer use
Use this as a repeatable process:
- Intake the request (written form or HR memo documenting a verbal request)
- Acknowledge receipt and outline next steps and timelines
- Confirm essential job functions (job description review)
- Request medical documentation only if necessary (narrow, job-related)
- Engage in the interactive process (document meetings and options)
- Decide and communicate (approval/alternative/denial letter)
- Implement and train managers on what to do (and what not to disclose)
- Revisit (set a follow-up date; adjust if job duties change)
If your HR team manages multiple overlapping federal obligations, SwiftSDS’s hr compliance companies resource can help you evaluate tools and services that streamline documentation and posting workflows.
FAQ: ADA forms for employers
Do employers have to use a specific ADA form issued by the government?
No. The ADA does not require a single official form. What matters is that your ADA paperwork for employer use is consistent, job-related, and supports a documented interactive process while maintaining confidentiality.
Can an employer require medical documentation for every accommodation request?
Not automatically. Under the ADA, you generally request medical documentation only when the disability and/or need for accommodation isn’t obvious. Requests must be limited to information necessary to evaluate the accommodation.
How long should ADA accommodation records be kept?
There isn’t one universal retention rule for all ADA documents, but many employers align retention with EEOC-related recordkeeping practices and internal legal guidance. Maintain accommodation and medical files securely and consistently, and consult counsel for retention periods based on your workforce and risk profile.
If you’d like, I can also draft a simple ADA accommodation request form, healthcare provider certification, and determination letter set that matches the workflow above (and is easy to standardize across locations).