How Small Employers Should Handle Vague Doctor’s Notes

A brief or unclear doctor’s note does not settle an employee’s accommodation request. It may mention telework, lighter duties, fewer hours or leave without explaining the workplace limitation behind it. Employers should treat the note as a prompt to gather job-related information, not as an automatic approval or rejection.

The relevant questions concern what work the employee cannot perform or finds difficult, how a medical limitation affects specific duties or workplace access, how often an accommodation is needed and how long it may continue. When the connection between the condition and request is not apparent, an employer may seek limited documentation showing an ADA-covered condition and the need for assistance. Medical records, treatment details and unrelated history are beyond that purpose. Collected information must remain confidential and separate from the personnel file.

A useful follow-up should explain the job, working conditions and precisely what the note leaves unresolved. Questions should ask for functional details, such as lifting limits, allowable hours, expected intermittent leave or whether another arrangement could work. The employee and provider should receive a written questionnaire and reasonable time to respond.