Which employers are covered by the ADA's employment rules?

Title I of the ADA applies to private employers with 15 or more employees, as well as state and local governments, employment agencies, and labor unions. Smaller employers may still be covered by comparable state disability laws. Coverage counts employees across a defined period.

What is a reasonable accommodation?

A reasonable accommodation is a change to the job, workplace, or process that enables a qualified individual with a disability to perform essential functions, such as modified schedules, assistive technology, or reassignment. Employers must provide it unless doing so causes undue hardship. The need is identified through an interactive dialogue.

Can employers ask about disabilities during hiring?

Before a job offer, employers generally cannot ask about the existence or nature of a disability, though they may ask whether a candidate can perform essential functions. Medical inquiries and exams are permitted after a conditional offer if applied consistently. Any medical information gathered must be kept confidential.

Free ADA (Americans with Disabilities Act) Compliance Checklist Checklist

Progress

0%

x

0 of 26 steps done

ADA (Americans with Disabilities Act) Compliance Checklist

Employer Name:

ADA Coordinator:

Policy Review Date:

Work Location:

Policy Foundation and Coverage

Confirm the employer is covered under ADA Title IMaintain a written ADA non-discrimination and accommodation policyDesignate an ADA coordinator or point of contactPost required disability non-discrimination noticesInclude ADA obligations in manager and supervisor training

Interactive Process and Accommodations

Initiate the interactive process promptly upon receiving an accommodation requestIdentify the essential functions of the positionExplore possible reasonable accommodations collaborativelyAssess whether the accommodation creates an undue hardshipRequest supporting medical documentation when the disability or need is not obviousProvide the accommodation and follow up on effectivenessDocument every step of the interactive process

Hiring and Medical Inquiries

Ensure job postings and applications do not include disability-related inquiriesProvide reasonable accommodations during the application and interview processLimit pre-offer inquiries to the ability to perform job-related functionsConduct post-offer medical examinations uniformlyApply qualification standards that are job-related and consistent with business necessity

Accessibility and Confidentiality

Audit facilities for architectural accessibility under ADA StandardsEnsure digital accessibility of internal systems and communicationsMaintain accessible emergency evacuation proceduresProvide accessible formats for company materials and communicationsStore all disability-related medical information in confidential filesLimit disclosure of accommodation arrangements to those with a need to know

Compliance and Anti-Retaliation

Comply with ADA Amendments Act (ADAAA) broadened definition of disabilityProhibit retaliation against employees who request accommodations or file complaintsConduct periodic ADA compliance self-assessments

The complete guide

Everything you need to know

01What Is the ADA Compliance Checklist?

The Americans with Disabilities Act prohibits discrimination against qualified individuals with disabilities and requires reasonable accommodation. This employment-focused checklist covers non-discriminatory hiring practices, the interactive accommodation process, permissible medical inquiries, accessibility of facilities and communications, and confidentiality of medical information. It helps HR build fair processes that support employees with disabilities while meeting federal legal obligations.

02Why Use an ADA Compliance Checklist

ADA claims often arise from process failures: rejecting an accommodation without discussion, asking improper medical questions, or applying policies that screen out qualified candidates. Because Title I applies to employers with 15 or more employees, most organizations are covered. This checklist standardizes the interactive process, keeps medical information properly segregated, and documents good-faith efforts, which is exactly what regulators and courts look for.

03How to Use This ADA Compliance Checklist

Audit job descriptions to separate essential from marginal functions, and review hiring steps for accessibility. When an accommodation is requested, follow the interactive process: discuss needs, evaluate options, and document decisions and any undue hardship analysis. Confirm medical records are stored separately and confidentially, and check physical and digital accessibility. Tick each control and keep dated notes for every accommodation case.

ADA (Americans with Disabilities Act) Compliance Checklist

ADA (Americans with Disabilities Act) Compliance Checklist

Policy Foundation and Coverage

Interactive Process and Accommodations

Hiring and Medical Inquiries

Accessibility and Confidentiality

Compliance and Anti-Retaliation

Everything you need to know

01What Is the ADA Compliance Checklist?

02Why Use an ADA Compliance Checklist

03How to Use This ADA Compliance Checklist

Keep your hiring moving

Ready to interview your shortlist?

Frequently asked questions