Find the contact handling the request
Ask which workplace office handles accommodation discussions and whether it has a specific documentation request. Record the recipient, submission method and any requested response date. A conversation about ordinary scheduling may become a formal request; ask the responsible contact which process you are using.
Write down what remains unanswered. For example: “Are you asking for confirmation of an appointment, or a statement about how a requested work change relates to a health condition?” That distinction helps you take a usable request to the practice instead of asking for an unspecified “work letter.”
Sources: EEOC: Mental health provider role in workplace accommodation requests
Bring a short description of the actual work task
Prepare a factual note with the duty involved, the difficulty you want to discuss and the proposed change. Include relevant work conditions without confidential information about customers or coworkers. If you do not yet know which change would help, say so rather than presenting a guess as settled.
The EEOC guidance connects supporting documentation to functional limitations, relevant job duties and how a proposed accommodation may help. Use your note to give the clinician context; leave professional conclusions to the clinician. The employer evaluates the request and may discuss alternatives.
Sources: EEOC: Mental health provider role in workplace accommodation requests
Discuss a focused statement with the clinician
Give the clinician the actual employer request and ask whether the practice can provide a suitable statement. Ask about any appointment, assessment or records needed before it can answer. A previous diagnosis or a booked visit does not itself answer what can be documented for this request.
The EEOC cautions against simply sending an entire medical record, which may contain unnecessary information. Discuss what is relevant to the stated request and how the practice handles authorization for direct communication. Do not draft a clinical opinion for someone else to sign.
Sources: EEOC: Mental health provider role in workplace accommodation requests
Keep transmission and follow-up clear
Before a document is sent, confirm its intended recipient and purpose with the office handling it. Save a dated note showing what was requested, what was provided and any question still open. Keep administrative tracking separate from the private details discussed in treatment.
If the employer asks about an alternative arrangement or needs clarification, take the precise question back to the clinician. After the workplace discussion, record any confirmed start date, review date and contact for changes. If you believe the process raises a legal issue, use a qualified source of individual advice rather than treating this checklist as an assessment of your rights.
Sources: EEOC: Mental health provider role in workplace accommodation requests
Your next-step checklist
- Identify the employer contact and exact documentation request.
- Describe the work task and proposed change in plain language.
- Ask the clinician what can be assessed or documented.
- Review the recipient and authorization process before transmission.
- Track clarification requests and any agreed review date.
Keep personal, insurance and medical information in the appropriate organization’s approved secure channel.
Common questions
Should I ask the practice to send my whole treatment file?
Discuss the specific employer request first. EEOC guidance favors relevant supporting information rather than automatically providing an entire medical record.
Sources: EEOC: Mental health provider role in workplace accommodation requests
Will a clinician’s recommended change automatically be approved?
No particular result can be promised. The clinician can explain relevant clinical information; the employer evaluates the workplace request and may discuss other arrangements.
Sources: EEOC: Mental health provider role in workplace accommodation requests
Sources and verification
The sources below support the administrative information in this guide. Follow the responsible organization’s current instructions when requirements, forms or contact routes change.