How do I start a request?

Complete the GR 33 form with a clear description of the limitation and the accommodation you seek, attach supporting documentation, and submit to the designated HR or disability services contact as specified in employer policy.

What supporting documentation is required?

Provide documentation that links the functional limitation to the requested accommodation; a brief provider statement is usually sufficient. Avoid sending unrelated medical records to minimize disclosure of sensitive details.

Can I sign electronically?

Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and most state UETA laws when the recipient accepts e-signatures and the system preserves an audit trail.

How long will a decision take?

Employers should promptly begin the interactive process. Many organizations aim for an initial decision within 30 calendar days, but complexity or need for additional documentation can extend timelines.

How is my medical information protected?

Medical details should be handled as confidential. When information qualifies as PHI, HIPAA rules apply and a BAA is required with vendors who store or transmit PHI (45 CFR §164.502 and §164.530(j)).

What if my request is denied?

Request a written explanation and explore alternatives. Follow the employer's appeal or grievance process and consider external remedies such as filing with the EEOC if you believe discrimination occurred.

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GR 33 Request for Reasonable Accommodation

GR 33 Request for Reasonable Accommodation

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

What the GR 33 Request for Reasonable Accommodation is

The GR 33 Request for Reasonable Accommodation is a written request used by employees, applicants, students, or service recipients to ask an employer or covered entity to modify policies, provide equipment, or adjust workplace conditions because of a disability. The form documents the accommodation sought, supporting facts and medical information where required, and creates a record for the interactive process under federal disability law such as the Americans with Disabilities Act (42 U.S.C. §12101 et seq.) and Section 504 of the Rehabilitation Act. The form may be adapted for agency or institutional procedures while preserving core elements: requester identity, functional limitations, and the accommodation requested.

Why documenting accommodation requests matters

A clear GR 33 request creates a durable record to support the interactive process, helps employers evaluate reasonable options, and reduces dispute risk by documenting dates, proposed solutions, and supporting evidence under ADA and Section 504.

Who typically completes and reviews this form

Several roles interact with a GR 33 request from submission through resolution.

Employees and applicants: Individuals with disabilities or their representatives who need workplace or academic adjustments.
HR and disability coordinators: Human resources, benefits, or disability services staff who assess requests and coordinate solutions.
Supervisors and managers: Operational reviewers who provide job-essential information and implement practical accommodations.

Clear role separation and timely communication among these parties support a lawful and effective accommodation process.

Key sections every professional GR 33 should include

A well-structured GR 33 captures requester data, the specific limitation, the accommodation sought, supporting documentation, an interactive-process log, and a decision or implementation plan.

Requester Info

Full legal name, job title or program, employer or institution name, contact information, and preferred method for follow-up and notices.

Nature of Disability

Concise description of the functional limitation(s) that affect essential duties or access; avoid unnecessary medical detail while explaining the limitation.

Accommodation Requested

Specific accommodations requested (equipment, schedule changes, leave, modified duties) with rationale linking the request to the functional limitation.

Supporting Documentation

Provider statements, medical records, or assessments that clarify functional limits and the need or expected duration of the accommodation.

Interactive Process Notes

Log of communications, alternative options considered, and decisions made to show a good-faith, individualized assessment by the employer.

Decision & Implementation

Outcome, effective date, responsible implementer, review date, and any monitoring or modification plan to track effectiveness.

Essential data elements to capture securely

Full name: Legal name of requester

Contact: Phone and email

Employer: Organization or department

Requested change: Brief accommodation summary

Documentation: Type and provider

Decision date: Implementation date

Step-by-step: submitting a GR 33 request

Use these sequential steps to prepare, submit, and track a GR 33 request.

01

Gather information: Collect job description, limitation summary, and supporting medical documentation.
02

Complete form: Fill all required fields and attach documents in specified formats.
03

Submit to HR: Send to designated HR/disability contact or upload per policy.
04

Engage interactive process: Participate in follow-up discussions and agree next steps in writing.

Configuring an online GR 33 workflow

When moving this form online, configure authentication, attachments, notifications, and retention to match policy and privacy rules.

Field	Configuration
Authentication method	Email + SMS code
Attachment types allowed	PDF, DOCX; max 10 MB
Notifications	Notify HR and supervisor
Audit trail	Enable timestamps and IP logging

Where to send the completed GR 33

Routing depends on employer or institution structure; use the official submission channels to ensure timely review.

HR or Benefits: Primary recipient for workplace accommodations
Disability Services: Campus or agency unit for student requests
EEO Office: For complaints or complex cases
Third-party reviewer: Use only when policy specifies external medical review

Digital submission and e-signature requirements

Electronic handling should preserve security, access, and legal validity while meeting privacy obligations.

File formats: PDF and DOCX preferred
Authentication: Email + SMS or stronger
Audit and retention: Maintain tamper-evident audit trail

Ensure any eSignature vendor supports required protections (BAA when PHI is involved) and provides access for records requests.

Typical timelines and response expectations

Timelines vary by employer but the interactive process should proceed without undue delay; record key target dates for accountability.

Acknowledgement:

Acknowledge receipt within 5 business days

Initial review:

Begin interactive discussion within 15 calendar days

Decision timeframe:

Aim to decide within 30 calendar days

Implementation window:

Implement accommodation as agreed or mutually extended

Appeal period:

Follow employer policy, often 30 days

Common pitfalls to avoid

Incomplete requests that omit the functional limitation or the specific accommodation leave reviewers unable to evaluate feasibility.
Overly broad medical disclosures may violate privacy; supply only information necessary to establish functional limitations and need.
Failure to participate in the interactive process or to respond to follow-up questions can lead to delays or denial.
Using unsigned or undated forms, or mismatched names, risks administrative rejection and procedural delays.

Risks and legal consequences of mishandled requests

Discrimination claim: Potential ADA litigation

Regulatory fines: Agency enforcement actions

HIPAA exposure: Unauthorized PHI disclosure

Operational disruption: Delayed accommodations impacting performance

Recordkeeping gaps: Lost audit trail and defensibility

Denial appeal: Costs and time for reconsideration

Typical eSignature vendor comparison for processing GR 33 requests

Vendor selection should prioritize secure storage, audit trails, HIPAA support where applicable, and reasonable pricing; signNow appears first for comparison.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day trial	Check vendor	Check vendor	Check vendor	Check vendor
Bulk Send	Yes	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA)	Check vendor	Check vendor	Check vendor	Check vendor

Frequently asked questions about the GR 33 Request for Reasonable Accommodation

Answers to common questions cover documentation, timing, e-signatures, privacy, and next steps after a decision.

Need help? Contact support

How do I start a request?
Complete the GR 33 form with a clear description of the limitation and the accommodation you seek, attach supporting documentation, and submit to the designated HR or disability services contact as specified in employer policy.
What supporting documentation is required?
Provide documentation that links the functional limitation to the requested accommodation; a brief provider statement is usually sufficient. Avoid sending unrelated medical records to minimize disclosure of sensitive details.
Can I sign electronically?
Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and most state UETA laws when the recipient accepts e-signatures and the system preserves an audit trail.
How long will a decision take?
Employers should promptly begin the interactive process. Many organizations aim for an initial decision within 30 calendar days, but complexity or need for additional documentation can extend timelines.
How is my medical information protected?
Medical details should be handled as confidential. When information qualifies as PHI, HIPAA rules apply and a BAA is required with vendors who store or transmit PHI (45 CFR §164.502 and §164.530(j)).
What if my request is denied?
Request a written explanation and explore alternatives. Follow the employer's appeal or grievance process and consider external remedies such as filing with the EEOC if you believe discrimination occurred.

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