Adjustment Passport Examples
Practical examples showing how access needs and agreed adjustments are recorded in an adjustment passport for different employee situations.
What each example covers
- Access needs in plain language
- Specific adjustments agreed
- Who is responsible for each
- How sharing permissions work
- When to review
How to use these examples
The examples below illustrate how access needs and adjustments might be recorded in an adjustment passport for different employee situations. They are not intended to be copied directly. Every employee's needs are different, and a passport should always reflect the individual's own experience and preferences.
These examples focus on the content of the passport rather than the format. Whether you use a document template, a spreadsheet or a digital platform, the same information should be captured.
Each example includes access needs, agreed adjustments, a note on ownership and a suggested review interval. In practice, the passport should also record sharing permissions and any relevant context the employee wants to include.
Adjustment passport examples
Access needs
- Difficulty sustaining focus in open-plan environments
- Finds back-to-back meetings cognitively draining
- Benefits from written summaries after verbal instructions
Adjustments recorded
- Quiet workspace or noise-cancelling headphones provided
- Maximum two consecutive meetings with a break between
- Line manager sends written summary after key discussions
- Flexible start time within a 7am–10am window
Access needs
- Reading dense text is slow and tiring
- Spelling errors in written output cause anxiety
- Prefers to receive information in structured formats
Adjustments recorded
- Screen reader and text-to-speech software installed
- Spell-check and grammar tools enabled on all devices
- Documents shared in advance of meetings where possible
- Written feedback provided rather than verbal-only critique
Access needs
- Uses a wheelchair and requires step-free access throughout
- Fatigue increases with long periods of sitting without movement
- Requires accessible parking close to the building entrance
Adjustments recorded
- Desk located on ground floor with step-free access confirmed
- Accessible parking bay reserved near main entrance
- Option to take short movement breaks without prior approval
- Remote working available on days when travel is more difficult
Access needs
- Unexpected changes to schedule or workload increase anxiety
- Finds large group settings difficult to manage
- Benefits from regular structured check-ins with line manager
Adjustments recorded
- At least 48 hours notice given for non-urgent changes to schedule
- Option to attend large meetings remotely where possible
- Fortnightly one-to-one check-in with line manager confirmed
- Workload reviewed monthly to avoid sustained overload
What makes a good adjustment passport?
The examples above share several characteristics that make them effective. Access needs are described in plain language, focusing on what the employee experiences rather than on diagnosis. Adjustments are specific enough to be actionable — not just "flexible working" but a defined window or arrangement.
Each adjustment should have a named owner. Without ownership, adjustments can be agreed in a meeting and then never implemented. The passport should also include a review date so that it does not become outdated as the employee's role or needs change.
Finally, the employee should have control over who can see the passport. Sharing should be explicit and revisited at each review. An employee should not feel that agreeing to a passport means their personal information will be shared without their knowledge.
Move beyond static examples
AXS Passport gives employees a structured digital format for recording access needs and adjustments. Adjustment requests are tracked with clear ownership and review dates, so nothing gets lost when managers change.