Handle a workplace accommodation request step by step
Guides you through an accommodation request with an interactive-process plan, questions to ask, options, and a written response.
The prompt
Help me handle an employee's request for a workplace accommodation (e.g. disability, medical, religious, or pregnancy-related).
What the employee asked for: [THEIR WORDS]
Their role and essential job functions: [LIST - be specific]
What we know so far: [any documentation received - describe at a high level, no diagnosis details needed]
Constraints: [operational, safety, cost, team coverage]
Country/state: [LOCATION]
Give me:
1. Process outline - the steps for a good-faith interactive process, with suggested timelines, and what to document at each step.
2. Questions to ask the employee - focused on functional limitations and what would help, not diagnosis.
3. What documentation we may and may not request under typical rules [CONFIRM LOCAL LAW], and how to keep medical information confidential and separate from the personnel file.
4. Options to consider - the requested accommodation plus 3-5 alternatives (schedule, equipment, duties, location, leave), with pros and cons.
5. How to assess hardship honestly, and what doesn't count as a valid reason to deny.
6. Draft written response - for approval, partial approval with alternative, or request for more information (pick the one I specify: [APPROVE / ALTERNATIVE / MORE INFO]).
This is general guidance, not legal advice. Confirm obligations with an employment lawyer for my location, especially before any denial.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore HR & Hiring prompts
What to fill in
- THEIR WORDS
- LIST - be specific
- operational, safety, cost, team coverage
- LOCATION
- CONFIRM LOCAL LAW
- APPROVE / ALTERNATIVE / MORE INFO
How this prompt is built
This prompt follows the RTF structure (Role, Task, Format). RTF tells the model who to be, what to do and what shape the answer should take. It is the quickest structure that still gives noticeably better results than a bare request.
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