Reasonable Adjustment Passport Template
A reasonable adjustment passport template gives employers and employees a consistent way to record access needs, agreed adjustments, ownership and review dates. This guide explains what to include and how to use one effectively.
Template sections
- Employee name, role and department
- Description of access needs or barriers
- Agreed or suggested adjustments
- Responsible person for each adjustment
- Sharing permissions and consent
- Review date and review history
What is a reasonable adjustment passport template?
A reasonable adjustment passport template is a structured document that records an employee's access needs and the adjustments an employer has agreed to make. It provides a consistent format so that information is captured clearly and can be referred to when circumstances change.
Unlike a general HR form, a reasonable adjustment passport is employee-centred. It records what the individual needs to participate fully at work, not just what has been approved by management. This distinction matters because the passport is intended to travel with the employee across role changes, team moves and manager transitions.
Templates vary in format. Some are simple one-page documents. Others are more structured, with separate sections for different types of adjustments. The most effective templates include clear ownership fields and a review date so that adjustments do not become outdated.
What to include in a reasonable adjustment passport template
Employee details
Name, job title, department and line manager. This helps ensure the passport is linked to the right person and the right management chain.
Access needs
A description of the barriers the employee experiences and what support helps them participate fully. This should be written in the employee's own words where possible.
Agreed adjustments
A clear list of the specific adjustments that have been agreed, including what each adjustment involves and how it will be implemented.
Ownership
Who is responsible for each adjustment. This prevents adjustments from being agreed but never actioned because no one has taken ownership.
Sharing permissions
Who the employee has agreed can see the passport. This should be explicit and revisited at each review.
Review date
When the passport will next be reviewed. Reviews should happen at agreed intervals or when circumstances change.
Limitations of static templates
A paper or document-based template is a useful starting point, but it has limitations. Templates can become outdated when roles change, managers move on or the employee's needs evolve. Without a structured review process, adjustments that were agreed months ago may no longer reflect what the employee actually needs.
Templates also rely on individuals to share them proactively. If a new manager does not know a passport exists, or cannot find it, the adjustments recorded in it will not be implemented. This is one of the most common reasons that reasonable adjustments fail in practice.
Organisations that use a digital platform rather than a static template can address these issues by linking the passport to the adjustment management process, setting automatic review reminders and giving employees control over who can access their record.
How AXS Passport helps
AXS Passport replaces a static template with a structured digital process. Employees can record access needs in a structured format. Adjustment requests are tracked with clear ownership and status. Review dates are set and flagged automatically.
Because the passport is digital and linked to the adjustment management process, it does not get lost when managers change. Employees control who can see their record and can update it when their needs change.
AXS Passport vs static template