Documentation

Keep Copies of Your Requests. If you submitted a written request for reasonable accommodation, keep a copy of the original form or email by saving it in a file, forwarding it to your personal email, or printing it but be sure to follow your agency’s rules.

Medical Documentation. Before you provide medical documentation for your reasonable accommodation, make a copy for your records.

Employment Records. Keep copies of your performance reviews and other employment records by printing them, saving them in a file, or forwarding them to your personal email but be sure to follow your agency’s rules.

Confirm Receipt of Documents. Ask your agency's Reasonable Accommodation Coordinator or management to confirm by email or in writing that they received your documents.

Document Verbal Conversations and Meetings. Keep personal notes after any discussions about your requests. Make sure to include the following:

• Date, time, and location of the conversation
• Names and titles of those present
• Summary of what was discussed and any next steps

Follow Up in Writing. Send follow-up emails to the appropriate staff at your agency summarizing key points from conversations about your reasonable accommodation requests so that you have a record. Keep a copy of these emails by printing it, saving it in a file, or forwarding it to your personal email consistent with your agency’s rules

DIG-DE Federal Employee Toolkit-Documentation.pdf