ADA Interactive Process Record Template: Documenting the Good-Faith Discussion (2026)
A practical ADA interactive process record template for documenting the good-faith discussion without turning sensitive accommodation work into scattered notes.
For U.S. employers and small-business HR teams.
ADA interactive process record template
An ADA interactive process record should show how HR moved from request to clarification, discussion, options, decision, and follow-up. It should not be a medical-history file or a one-line approval note.
Template fields to capture
Employee and role
Date HR became aware of the request
Workplace barrier or functional limitation discussed
Information requested from the employee or provider
Options discussed with the employee
Operational input requested from management
Accommodation selected, trial period, or reason for additional review
Next follow-up date and case owner
Sources and review notes
This article is written for U.S. small-business HR teams in 2026 and should be checked against your own policy, state requirements, and counsel guidance before use in a contested employment decision. AI SoloHR provides workflow structure, reviewed drafting support, and educational resources; it does not provide legal advice or make final employment decisions.
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