.svg)
HR's Hardest 1:1s
Workplace Accommodation Requests
A practical template for thoughtful, well-documented accommodation conversations.
Use this template to prepare before you walk into the room.
What's at stake
Accommodation conversations should answer three questions:
•
What is the employee experiencing?
•
What support might they need?
•
What happens next?
If any of these are unclear, the conversation isn't finished.
The context
Phase 01
Before you walk into the room
Understand the context
Relevant company policies
Previous conversations or requests
Any documentation already shared
Prepare to listen
Before the meeting, be able to answer:
•
Go in with questions, not solutions.
•
Your job is to understand before deciding.
Check yourself
Ask:
•
Am I making assumptions?
•
Am I listening for facts instead of filling in gaps?
•
Am I clear on what I can, and can't, commit to today?
Phase 02
During the conversation
Open with facts
Create space. Start by explaining why you're meeting and what the conversation will cover. Thank the employee for raising the issue and give them time to explain their situation without interruption.
Ask
•
Can you tell me more about what's been happening?
•
How is this affecting your work?
•
What support would help you do your best work?
•
Is there anything else you'd like me to understand?
Phase 03
Before you finish
Confirm:
What you've understood
Any information still needed
Next steps
When you'll follow up
Phase 04
After the conversation
Document
•
The employee's concerns
•
Workplace barriers discussed
•
Support requested
•
Commitments made
•
Next steps
•
Follow-up timeline
Your notes should reflect what the employee shared, and not your interpretation of it.
What to avoid
Reflect what the employee shared — not your interpretation of it.
Workspace
Prep checklist
Tick as you go. Add notes you'll want in the room.
Policies reviewed
Previous conversations checked
Open-ended questions prepared
No assumptions made
Follow-up process understood
Documentation ready
New
Meet Haven
Don't let your notes become another task.
You've prepared for the conversation. Haven takes care of what comes after.
Leave every conversation with:
Conversation summary
A structured summary of what was discussed.
Action items
Clear next steps, owners, and follow-ups.
Confidential record
A secure record you can revisit whenever you need it.
See Haven in action
Related templates
Continue exploring
Workplace Investigation Interviews
A practical template for fair, objective workplace investigations.
EXPLORE TEMPLATE
Career & Retention Conversations
A practical template for conversations that help employees grow, and help you understand when they're at risk of leaving.
EXPLORE TEMPLATE
Coaching Managers Through Difficult Conversations
A practical template for preparing managers for difficult conversations without replacing them.
EXPLORE TEMPLATE
.svg)
.svg)