California Reasonable Accommodation and Interactive Process Kit: Forms, Letters and Log

You get a PDF kit with 18 forms, an Excel tracker and 13 letters to run a timely, documented interactive process in California, from the first request to the follow-up.

Who it is for

California employers and HR leads who get requests for changes at work.

Managers who hear a need and are not sure what to say or write down.

Small teams with no written accommodation process.

What is inside

• 18 forms: intake, job analysis, provider information, medical request review, meeting guide, meeting notes, options, undue hardship, leave, reassignment, decision record, follow-up, pregnancy, religion, confidentiality and a handbook policy statement
• 13 letters as copy-and-paste text in LETTERS.md: acknowledgment, medical request, meeting, approval, alternative, denial, check-ins, pregnancy, religion, return and supervisor note
• Excel tracker with 10 sheets: requests, process log, options, hardship, reviews and pregnancy, with working formulas and due dates
• 8 worked example situations, plainly fictional, including a support dog and a Sabbath conflict
• 1 page supervisor quick card on what to say and what never to do
• 32 pages in the PDF, with a records and deadlines table
• Every legal point carries its official source and the date it was checked

What it is not

Not legal advice and not a substitute for an attorney. It does not decide whether an accommodation is required, whether a hardship exists or whether anyone broke the law. The response targets in the tracker are working targets you can change, not legal deadlines, except where the kit names a statute or regulation. The kit tells you when to bring in a licensed attorney before a denial. Rules differ by employer and change.

About the author

By McKinley Malbrough III, J.D., MS-HRM. Founder of Urban Human Resources and Online Facilitation Skills. Certified WNBA player agent. Former certified NBA agent. McKinley holds a J.D. but is not a licensed attorney.

Important notice: this is educational material, not legal, tax or financial advice. Forms and letters are starting points to adapt to your policies. Involve a licensed attorney before you deny a request. No outcome is promised. Created with AI assistance and reviewed by the author. Not affiliated with any organization named.

These are general HR tools, not legal advice. For a situation with legal stakes, talk with an employment attorney.