Email Templates
******I am not a lawyer but I am trying to put together template that may be helpful during the process of advocating for your rights. Feel free to modify, update, amend them to your particular situation
Sample Email for Follow Up Accommodation Request
Subject: New Accommodation Request - [Your Name]
"I am writing to submit a new accommodation request following the denial of my previous request on [date].
I continue to need workplace accommodations due to my [medical condition/disability] to perform my essential job functions. Based on our previous discussions, I would like to request [alternative accommodation or provide additional medical documentation].
[Include any new medical information or alternative accommodation suggestions]
I request that Amazon continue the interactive process to identify effective accommodations. I am committed to working collaboratively to find a solution that meets both my needs and Amazon's operational requirements.
Thank you, [Your name]"
Sample Email for a Follow Up Accommodation request when they either close out your current case or give you an ultimatum to accept subpar accommodations
Subject: Response Regarding Accommodations and Next Steps
Dear [HR Contact Name],
Thank you for your message. I want to clarify that I am not rejecting any accommodation offer. However, I have concerns regarding the process and the adequacy of the accommodations provided. I do not believe that I have been provided a true interactive process, and I feel pressured by the accommodations team to accept arrangements that I consider subpar and insufficient for my medical needs.
To address this, I have submitted a new accommodation request and would like to be connected with a different accommodation coordinator to ensure a more collaborative and effective interactive process. In the meantime, I am working with my medical providers to gather additional documentation that clearly outlines the accommodations I require and the reasons behind them.
Please confirm receipt of this message and my new accommodation request as my ongoing engagement with the interactive accommodation process. I would also appreciate information on the next steps in the appeal process and how we will proceed as we work toward identifying an adequate accommodation that meets my medical needs.
Thank you for your understanding and support.
Sincerely,
YOUR NAME
Sample Email for Requesting all accommodations or discrimination or retaliation discussions in writing
I recommend you put everything in writing.: Amazon's tactic is to try to schedule a call with you and on said call they use sales tactics to try to pressure and force you into agreeing to subpar accommodations.
To prevent this and to have a paper trail that is helpful to your lawyer, you can write something like this to Amazon. I am not a lawyer but I believe the below statement offers some protection.
I think you can use this if they try to schedule calls for accommodations with you.
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Subject - Request for Written Communication as a Reasonable Accommodation Under the ADA
Dear HR rep Name,
I hope this message finds you well.
I am writing to formally request that all communications, discussions and documentation related to my disability, accommodations, performance and any employment related matters be conducted in writing via email rather than by phone or verbal conversation.
This request is made pursuant to my rights under the Americans with Disabilities Act (ADA), 42 U.S.C. 12101 et seq, as well as under applicable state disability rights laws. As part of my disability-related needs, having a written record ensures clarity, accessibility and allows me adequate time to process and respond appropriately. This method also supports my ability to engage meaningfully in the interactive process as required by law.
To ensure full compliance with legal requirements under:
---ADA Title |, which mandates that employers engage in a timely, good faith interactive process
--29 C.F.R. 1630.2(o)(3), regarding effective communication and the duty to consider reasonable accommodations.
--and the rehabilitation Act of 1973 (Section 504) if applicable,
I respectfully request that all discussions, determinations, reviews, assessments, and notices concerning my employment, accommodations, or any disciplinary or performance maters be made in writing. This written format will help ensure transparency and compliance with recordkeeping obligations under 29 C.F.R 1602.14, and is in line with the best practices that protect both employee and employer interests.
Please confirm in writing that this reasonable accommodation has been granted, and kindly refrain from using phone or verbal discussions for matters related to these issues unless specifically initiated by me in writing.
Thank you for your understanding and cooperation.
Sincerely
Your name
Your job title and department
Employee ID
Your email
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Sample Email for stating in writing that you have been discriminated against based on disability or that they did not follow the ADA or have an interactive process
It's important to write a statement about how you have been discriminated against, retaliated against or that Amazon isn't providing an interactive process in writing to HR, management or via slack, this will give you extra protection. meaning that if they retaliate after said message its easier to show the direct retaliation. Further filing with the EEOC and letting Amazon know you filed or finding a lawyer and letting Amazon know you got a lawyer will give you extra protections. All of these create a paper trail which can show the correlation in timing from when you advocated for yourself and any adverse action.
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Subject: Formal Notification of Discrimination Concerns and Protected Activity
Dear HR name,
I am writing to formally notify you of my serious concerns regarding potential discrimination and/or retaliation that I have experienced in the workplace, which I believe may be in violation of my rights under the Americans with Disabilities Act (ADA), Title VII of the Civil Rights Act, and/or applicable state and federal anti-discrimination laws.
Specifically, I have observed and/or experienced [insert brief description if desired, e.g., being treated differently after disclosing a disability, being denied equal access to resources, or being subjected to disparate treatment or scrutiny after raising concerns, not given a interactive individualized accommodation process]. I believe these actions may constitute unlawful discrimination and/or retaliation for my protected activity under federal law.
Out of an abundance of caution, and to preserve my legal rights, I want to document that I have consulted with legal counsel and/or have filed or am preparing to file a formal charge with the Equal Employment Opportunity Commission (EEOC) This communication should therefore be treated as protected activity under:
• ADA Title V (42 U.S.C. § 12203) – prohibiting retaliation for asserting disability rights,
• Title VII of the Civil Rights Act (42 U.S.C. § 2000e-3) – protecting against retaliation for reporting discrimination,
• And any applicable state civil rights statutes.
Please ensure that this notice is preserved in my employment file, and that all future actions or decisions regarding my employment are taken in compliance with all relevant anti-discrimination and anti-retaliation laws.
This message is not intended to escalate, but to ensure transparency, legal clarity, and mutual accountability as this matter proceeds. I remain committed to resolving these concerns in good faith and through appropriate, protected channels.
Thank you for your attention to this matter.
Sincerely,
[Your Full Name]
[Your Position]
[Employee ID if applicable]
[Your Contact Information]
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Optional Add-On: If retaliation has already occurred
Furthermore, I have observed what I believe may be retaliatory actions that have occurred after I began raising these concerns, including [brief, specific examples — e.g., being excluded from meetings, sudden negative performance reviews, reassignment, etc.]. These actions are being documented in case they are needed for any ongoing or future legal review.
Sample Email for Following up about a previous complaint of discrimination or lack of interactive accommodation process
Escalation email in the case that your complaints of discrimination and retaliation went unanswered or unresolved:
• Documents that no meaningful action was taken after your prior complaint,
• Reinforces your prior protected activity (e.g., ADA complaint, EEOC involvement),
• Reasserts that the company has had sufficient time and opportunity to investigate and respond,
• Signals a serious potential liability if retaliation or discrimination continues,
• And creates a clear paper trail for use in any legal proceedings (EEOC, state agency, litigation, etc.).
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Subject: Escalation: Unresolved Disability Discrimination and Lack of Response to Protected Activity
Dear HR Representative’s Name and CC: Relevant Manager or HR Leadership,
I am following up regarding my prior written communications on [insert original date(s)], in which I raised serious concerns regarding disability-related discrimination, retaliation, and failure to engage in the interactive process as required by law. Despite having submitted these concerns in good faith and allowing a reasonable period of time for resolution, I have received no meaningful response, investigation, or corrective action.
At this point, it has been approximately [X] months since my initial report, during which:
• My request(s) for accommodation have not been granted or addressed in accordance with ADA regulations (29 C.F.R. § 1630.2(o)),
• The issues I raised have not been investigated or acknowledged sufficiently per the company's own internal procedures and required compliance with Title I of the ADA,
• I have continued to experience or observe adverse treatment that I believe is retaliatory in nature, in violation of ADA Title V (42 U.S.C. § 12203) and relevant EEOC enforcement guidance.
I must reiterate that I have engaged in protected activity, including formally raising concerns internally and consulting external counsel and/or contacting the EEOC to preserve my rights. At this time, I am documenting that the company has had ample time and notice to take lawful and corrective action but has not done so.
To comply with federal and state legal obligations, I request:
• A formal, written response to the concerns raised in my prior emails,
• A clear explanation of the status of any investigation, and
• Confirmation of steps the company is taking to remedy any past or ongoing discrimination or retaliation.
Please consider this email part of the official record of my ongoing attempt to resolve this internally and cooperatively, in accordance with federal and state anti-discrimination laws.
If no response is received by [insert date, typically 5–10 business days], I will proceed accordingly and ensure that this correspondence is included in any review by external legal counsel or regulatory bodies.
I remain willing to engage in a good-faith discussion and resolution process, but I expect my rights and concerns to be treated with the seriousness and timeliness the law requires.
Sincerely,
[Your Full Name]
[Your Job Title or Department]
[Employee ID if applicable]
[Your Contact Information]
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Notes:
• Use specific dates where appropriate (e.g., "my original complaint dated March 5, 2025").
• You can CC legal, a union rep (if applicable), or a senior HR executive to escalate visibility.
•If you filed with the EEOC by this point or brought on a lawyer you can mention that and state that they will be reaching out by x date. Not always applicable but optional
Sample Message to write on slack when collaborating on behalf of the Disability Union Organizing activties
Organizing activities statement When posting via slack about discrimination, about union group activities, or assisting others with legal resources or advocating for better workplace conditions for those with disabilities
At the end of your message on Slack or via email to management with issues and complaints you can write something similar to the below (Again not a lawyer here but from my understanding this may be helpful)
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Additionally, please be advised that this communication is part of legally protected concerted activity under Section 7 of the National Labor Relations Act (29 U.S.C. § 157). I am engaging in advocacy related to workplace conditions, employee rights, and/or potential collective actions in coordination with or on behalf of fellow employees. Any attempt to interfere with, restrain, or retaliate against this activity would constitute a violation of Section 8(a)(1) , 8(a)(2) , 8(a)(3) , 8(a)(5) of the NLRA.
To the extent that this communication includes advocacy related to disability rights, accommodations, or discriminatory practices impacting myself or others, it is also protected activity under ADA Title V (42 U.S.C. § 12203) and EEOC guidelines as protected opposition to practices made unlawful under the ADA.
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Optional Below but not necessary
This message is therefore submitted as part of my rights to protected concerted activity, . I respectfully request that it be treated as such and retained in the appropriate legal and HR record.
Sample Email Template when Amazon has not followed a proper accommodation Process
Below is possible text to use in a new email or insert to some of the above email templates when Amazon has not followed a proper accommodation process or individualized process.
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Subject: Urgent ADA Accommodation Process Concerns – Request for Immediate Review
Dear HR Representative's Name / Manager’s Name,
I am writing to formally raise concerns regarding the handling of my request for reasonable accommodations under the Americans with Disabilities Act (ADA). While I have engaged in the process in good faith, I am encountering repeated issues that reflect a lack of adherence to the required individualized and interactive approach.
Some recurring issues I’ve experienced include:
--Delays in communication or resolution, often leaving me in limbo without a clear path forward.
--Lack of interactive dialogue, with decisions being made without collaborative discussion or exploration of alternatives.
--Early case closures or arbitrary timelines that do not account for the complexity or permanence of my condition.
--Conflicting instructions, such as being told to return without accommodations or risk termination, needing to open a new case unnecessarily, or being asked for clarification after documentation has already been provided. (This is optional and insert whichever issues you are facing)
--Inconsistent or inadequate accommodations, including offers that do not address my documented needs and do not reflect the individualized nature of the process required under the ADA.
--High pressure tactics to get me to accept subpar accommodations that do not address my medically necessary needs
It’s important to clarify that my condition is permanent and qualifies for long-term or indefinite accommodations. While I understand updates may occasionally be needed, there should not be a need to continuously “re-prove” my disability unless circumstances significantly change. I am prepared to provide any additional supporting documentation as requested, but I respectfully ask that the burden not be placed on me to reinitiate or restart the process repeatedly.
Under ADA guidelines, the interactive process should involve timely, good-faith communication between the employer and employee to determine appropriate, reasonable accommodations. At this time, that process appears to be breaking down.
To resolve this, I am requesting the following:
1. A in writing response with a designated HR representative and/or accommodations team member.
2. Written clarification of the process steps moving forward, including timelines, responsibilities, and required documentation (if any).
3. A review of my accommodation request with the understanding that it is for a permanent disability, and should be considered for indefinite or long-term implementation.
4. A commitment that no retaliatory or punitive language (e.g., “return or be terminated”) will be used when matters remain under review.
5. Only a interactive and individualized process tailored specifically toward my unique needs
6. Any gap in understanding or confusion that you wish to have clarified. If additional medical documentation is required to prove my condition please state A. Why my existing documentation is not sufficient, B. What confusion exists and C. Which medical documentation I should provide that I have not already provided to clear up any confusion
((Note you can edit or add other points or rearrange, this is a template)
Please confirm receipt of this message and your availability to engage in this process in accordance with ADA requirements. I am hopeful we can work collaboratively and in good faith to reach a resolution that supports both my medical necessity and the organization's values.
Sincerely,
[Your Full Name]
[Job Title / Department]
[Phone Number]
[Email Address]
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I am not an attorney however, these seem to be information that may be useful in responding or writing complaints regarding the accommodation process