Accessibility Software & Hardware Request Form

Make Your Workplace More Accessible with This Comprehensive Request Form

Creating an inclusive workplace means ensuring every team member has access to the assistive technology and adaptive equipment they need to perform at their best. This Accessibility Software & Hardware Request Form template streamlines the process of requesting, documenting, and approving accessibility accommodations—all while maintaining compliance with ADA requirements and protecting employee privacy.

Why IT Teams and HR Departments Need This Form

For IT departments and human resources teams managing accessibility requests, juggling emails, informal conversations, and scattered documentation creates gaps in compliance and delays in delivering critical accommodations. This form template brings structure to the entire process by:

• Centralizing all accommodation requests in one secure, organized location
• Documenting ADA compliance with proper authorization and medical verification trails
• Streamlining procurement by capturing specific equipment models, software versions, and technical requirements
• Protecting employee privacy while gathering necessary information for fulfillment
• Creating accountability with clear request tracking and approval workflows

Who Benefits from This Template

This form is designed for organizations that take accessibility seriously, including:

• IT managers and help desk teams processing assistive technology requests
• HR professionals and benefits coordinators managing workplace accommodations
• Healthcare facilities ensuring clinical and administrative staff have necessary adaptive tools
• Educational institutions providing accessibility support for faculty and staff
• Government agencies maintaining ADA compliance requirements
• Enterprise organizations with dedicated accessibility or DEI programs
• Small and medium businesses building inclusive workplace practices

What Makes This Form Work

The template guides requesters through a comprehensive intake process that captures everything your IT and HR teams need to fulfill accommodations efficiently:

Request Details & Accommodation Type: The form begins by identifying the requester, their department, supervisor information, and the specific type of disability accommodation needed—whether visual, hearing, mobility, cognitive, or multiple accommodations.

Assistive Technology Selection: Requesters can specify exactly what they need from curated lists of common assistive technologies including screen readers, magnification software, speech recognition tools, ergonomic keyboards, alternative pointing devices, and specialized communication aids. This ensures your IT team knows precisely what to procure or configure.

Existing Setup & Compatibility: The form captures current computer systems, operating systems, and existing accessibility features to ensure compatibility and avoid conflicts with requested accommodations.

Medical Documentation & Authorization: Built-in fields for healthcare provider information, diagnosis codes, and medical necessity documentation help maintain proper ADA compliance records while keeping sensitive information secure.

Urgency, Justification & Budget Approval: Priority levels, detailed justification fields, and estimated costs help your team triage requests appropriately and route them through necessary approval workflows.

Installation Preferences & Support Needs: Capture preferred installation timing, training requirements, and ongoing support needs to ensure smooth deployment and successful adoption.

Streamline Your Workflow with Paperform + Stepper

Once the form is submitted, Stepper (stepper.io) can automate your entire accommodation fulfillment process. Route requests to appropriate approvers based on cost thresholds, notify IT procurement teams automatically, create tickets in your help desk system, schedule installation appointments, trigger training sessions, and update employee records—all without manual handoffs.

Connect submissions directly to your HRIS, ticketing systems like Jira or ServiceNow, communication tools like Slack or Microsoft Teams, and procurement platforms to keep everyone aligned on request status.

ADA Compliance Made Simple

This form helps document the interactive accommodation process required under the Americans with Disabilities Act by capturing the essential elements: the nature of the limitation, the barrier being addressed, the requested accommodation, medical substantiation when needed, and consideration of alternatives. Having a standardized intake process demonstrates your organization's good-faith effort to provide reasonable accommodations while maintaining appropriate documentation for compliance audits.

Customization for Your Organization

Paperform's document-style editor makes it simple to tailor this template to your specific needs. Add your company's accessibility policy language, include your standard equipment catalog with current inventory, incorporate your budget approval thresholds, add custom fields for your asset management system, or adjust the medical documentation requirements to match your legal team's guidance.

The template works beautifully as an embedded form on your intranet, can be shared directly via link in onboarding materials, or integrated into your HRIS portal for seamless access.

Build a More Inclusive Workplace

Providing timely, appropriate accessibility accommodations isn't just a compliance requirement—it's how you attract and retain talented team members while demonstrating your organization's commitment to inclusion. This form template removes the friction from the request process, speeds up fulfillment, and ensures nothing falls through the cracks.

Trusted by organizations prioritizing accessibility and inclusion, this Paperform template offers SOC 2 Type II compliance, secure data handling, and integration capabilities that enterprise IT teams require. Whether you're processing your first accommodation request or managing dozens per month, this template scales with your needs while maintaining the professional, respectful experience every employee deserves.