Is an adjustment passport legally required?
The passport itself is not the legal duty. It is a practical way to record and review reasonable adjustments.
AXS PASSPORT GUIDE
Adjustment Request Process for HR Teams
HR teams need a clear, kind and consistent process for adjustment requests. The process should help people ask for support, help managers respond well and help the organisation keep useful records.
This guide gives practical, plain-language guidance. It explains the topic, shows what good support can look like, and links to the CAM services and AXS products that can help turn guidance into action.
Make support visible
A clear record helps people explain support needs without starting again in every conversation.
Keep ownership clear
Managers, HR and employees can see what has been agreed, what is being reviewed and what still needs action.
Review over time
Adjustments work best when they can change as roles, health, technology and working patterns change.
Plain guide
What this means in practice
HR teams need a clear, kind and consistent process for adjustment requests. The process should help people ask for support, help managers respond well and help the organisation keep useful records.
The aim is not to collect sensitive information for its own sake. The aim is to record useful work-related support in a way that is proportionate, respectful and easy to review.
A tool such as AXS Passport can help organisations move from informal notes and repeated conversations to a clearer adjustment workflow.
Practical checks
- Use clear language about barriers, support and review dates.
- Avoid asking for more personal information than is needed for the workplace decision.
- Connect requests to workplace needs assessments, Access to Work or coaching where helpful.
Process
A simple adjustment workflow
A strong adjustment process usually follows a clear route: request, acknowledge, explore, decide, implement and review. Each step should be calm and transparent.
Good records help reduce the risk of support being lost when a manager changes, a role changes or a person moves team.
The process should sit alongside the Equality Act reasonable adjustments guide and any funding or support routes such as Access to Work.
| Step | What good practice looks like |
|---|---|
| Request | The person can explain the barrier and the support that may help. |
| Acknowledge | The organisation responds clearly and does not leave the person waiting in silence. |
| Implement | Agreed support is put in place and ownership is clear. |
| Review | The adjustment is checked and updated when needed. |
Product role
Where AXS Passport fits
AXS Passport supports the practical administration of adjustment passports and workplace adjustment workflows.
It can help employees share access needs, help managers understand agreed support and help organisations evidence progress without relying on memory or scattered documents.
It works best when it sits inside a wider workplace support system that includes HR guidance, manager confidence, needs assessments and respectful conversations.
Adjustment workflow support
Want a clearer adjustment process?
AXS Passport helps organisations move from informal adjustment conversations to a structured, reviewable and more trusted process.
Useful connected guidance
These pages give more context and connect this guide to practical support.
AXS PassportStructure reasonable adjustment requests, records, ownership and review points.Open guidanceReasonable Adjustments GuideUnderstand the legal and practical basis for reasonable adjustments.Open guidanceWorkplace supportConnect reasonable adjustments to practical workplace services.Open guidanceWorkplace Needs AssessmentsIdentify role-specific barriers, support and adjustment options.Open guidanceAccess to Work resourcesUnderstand possible funding and support routes for work-related needs.Open guidanceNeurodiversity CoachingSupport routines, confidence, communication and sustainable working patterns.Open guidance
Related insight articles
Further reading from Calling All Minds on this topic.
Questions people often ask
Short answers, written in plain language.
Does AXS Passport replace good conversations?
No. It supports good conversations by giving people a clearer structure and record.
Can it support non-visible disabilities?
Yes. It can help people share work-related support needs without repeatedly retelling personal information.
External references
Last checked: May 2026.