RELIGIOUS ACCOMMODATION REQUEST

Employee Request and Employer Response Template

LEGAL FRAMEWORK

Title VII Requirement

Title VII of the Civil Rights Act of 1964 requires employers to make reasonable accommodations for an applicant's or employee's sincerely held religious belief, practice, or observance, unless providing the accommodation would create an "undue hardship" for the employer.

The New "Undue Hardship" Standard (Groff v. DeJoy, 2023)

In June 2023, the Supreme Court clarified that "undue hardship" means a substantial burden on the employer's business operations, not merely a "de minimis" (minimal) cost. This significantly strengthens employee rights to religious accommodations.

Key Points from Groff:
- Showing "more than a de minimis cost" is NOT sufficient to establish undue hardship
- Undue hardship is shown when a burden is "substantial in the overall context of an employer's business"
- Courts must consider all relevant factors including the nature, size, and operating cost of the employer
- Coworker complaints or schedule inconvenience alone do not establish undue hardship
- Employer must show it cannot reasonably accommodate without substantial burden

PART A: EMPLOYEE'S REQUEST FOR RELIGIOUS ACCOMMODATION

SECTION 1: EMPLOYEE INFORMATION

Full Legal Name: _____________________________________________________

Employee ID (if applicable): ____________________________________________

Job Title: ____________________________________________________________

Department: __________________________________________________________

Work Location: ________________________________________________________

Manager/Supervisor Name: ______________________________________________

Hire Date: ___________________________________________________________

Date of Request: ______________________________________________________

Contact Phone: _______________________________________________________

Contact Email: ________________________________________________________

SECTION 2: RELIGIOUS BELIEF OR PRACTICE

A. Nature of Religious Belief

Religious Affiliation (if any):

___________________________________________________________________________

☐ I am a member of an organized religion
☐ I hold sincere religious beliefs that are not part of an organized religion
☐ I hold moral or ethical beliefs that function as religion in my life

Description of the Religious Belief, Practice, or Observance:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

How Long Have You Held This Belief/Practice?

___________________________________________________________________________

B. Sincerity Statement

I affirm that the religious belief, practice, or observance described above is sincerely held and is not held merely for secular, social, political, or philosophical reasons.

☐ I affirm that this is a sincerely held religious belief

SECTION 3: CONFLICT WITH EMPLOYMENT REQUIREMENT

A. Work Requirement at Issue

What workplace rule, policy, or requirement conflicts with your religious belief or practice?

☐ Work schedule (days/hours)
☐ Dress code/Appearance standards
☐ Grooming standards
☐ Uniform requirement
☐ Job duty or task
☐ Training requirement
☐ Vaccination or medical requirement
☐ Union membership/dues
☐ Holiday work requirement
☐ Other: ________________________________________________________________

Specific Description of the Conflict:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

B. How Does the Requirement Conflict with Your Beliefs?

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

C. When Did This Conflict Arise?

Date you became aware of the conflict: ___________________________________

Is this an ongoing conflict? ☐ Yes ☐ No

Are there specific dates when accommodation is needed?

___________________________________________________________________________

SECTION 4: ACCOMMODATION REQUESTED

A. Proposed Accommodation(s)

What accommodation are you requesting?

☐ Schedule Modification
☐ Time off for religious observance (specify dates): _________________________
☐ Modified start/end times: _____________________________________________
☐ Day(s) off each week: ________________________________________________
☐ Flexible scheduling
☐ Shift swap with willing coworker
☐ Other schedule change: _______________________________________________

☐ Dress/Grooming Accommodation
☐ Exception to dress code: ______________________________________________
☐ Permission to wear religious attire: _____________________________________
☐ Exception to grooming standards: _______________________________________

☐ Duty/Task Modification
☐ Reassignment of specific duty: _________________________________________
☐ Exchange duties with coworker: ________________________________________

☐ Leave
☐ Unpaid leave for religious observance
☐ Use of vacation/PTO for religious observance
☐ Floating holiday for religious observance

☐ Workplace Modification
☐ Private space for prayer: ______________________________________________
☐ Break time modification for prayer: _____________________________________
☐ Dietary accommodation: _______________________________________________

☐ Other Accommodation:

___________________________________________________________________________

___________________________________________________________________________

B. Explanation of How This Accommodation Resolves the Conflict

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

C. Alternative Accommodations

Are there alternative accommodations that would also resolve the conflict?
☐ Yes ☐ No

If yes, describe:

___________________________________________________________________________

___________________________________________________________________________

SECTION 5: IMPACT ON JOB DUTIES

Can you continue to perform all essential functions of your job with this accommodation?
☐ Yes ☐ No

If no, explain:

___________________________________________________________________________

How will you ensure your job responsibilities are covered during any time off?

___________________________________________________________________________

___________________________________________________________________________

Are you willing to make up time, swap shifts, or adjust your schedule to minimize impact?
☐ Yes ☐ No

If yes, describe: _________________________________________________________

SECTION 6: SUPPORTING DOCUMENTATION (OPTIONAL)

While not required, you may provide documentation supporting your request:

☐ Letter from religious leader
☐ Religious organization materials
☐ Religious calendar showing observances
☐ Other documentation: ___________________________________________________

Note: Employers cannot require documentation for every request but may ask for verification when the need is not apparent or is questioned.

SECTION 7: EMPLOYEE CERTIFICATION

I certify that:

1. The information provided in this request is true and accurate to the best of my knowledge.

2. The religious belief, practice, or observance described is sincerely held.

3. I am requesting this accommodation in good faith to resolve a conflict between my religious beliefs and a work requirement.

4. I am willing to engage in an interactive process with my employer to find an effective accommodation.

5. I understand that the employer may ask follow-up questions to better understand my request.

Employee Signature: ___________________________________________________

Date: ________________________________________________________________

PART B: EMPLOYER'S RESPONSE TO RELIGIOUS ACCOMMODATION REQUEST

SECTION 8: EMPLOYER ACKNOWLEDGMENT

Date Request Received: _________________________________________________

Received By (Name/Title): ______________________________________________

Employee Name: _______________________________________________________

Request Tracking Number (if applicable): __________________________________

SECTION 9: INTERACTIVE PROCESS

The employer should engage in a good-faith interactive process with the employee.

A. Interactive Discussion(s)

Date of Discussion: ____________________________________________________

Participants: __________________________________________________________

Topics Discussed:

___________________________________________________________________________

___________________________________________________________________________

Additional Information Requested from Employee:

___________________________________________________________________________

Additional Information Provided by Employee:

___________________________________________________________________________

B. Accommodation Options Considered

SECTION 10: EMPLOYER'S DECISION

Date of Decision: _____________________________________________________

A. Accommodation Decision

☐ APPROVED - Accommodation Granted as Requested

☐ APPROVED WITH MODIFICATION - Alternative Accommodation Offered

☐ DENIED - Accommodation Would Cause Undue Hardship

B. If Approved as Requested

Description of Accommodation Granted:

___________________________________________________________________________

___________________________________________________________________________

Effective Date: ________________________________________________________

Duration: ☐ Ongoing ☐ Temporary (until: _________________________________)

Conditions (if any):

___________________________________________________________________________

C. If Approved with Alternative Accommodation

Original Request:

___________________________________________________________________________

Alternative Accommodation Offered:

___________________________________________________________________________

___________________________________________________________________________

Reason Alternative Was Offered Instead of Original Request:

___________________________________________________________________________

Does Employee Accept Alternative? ☐ Yes ☐ No ☐ Pending

D. If Denied

Reason for Denial (Undue Hardship Analysis):

The requested accommodation would cause undue hardship because:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

Factors Considered:

☐ Nature and cost of the accommodation
☐ Overall financial resources of the facility and employer
☐ Number of employees
☐ Type of employer operations
☐ Impact on business operations
☐ Effect on other employees' ability to perform their jobs
☐ Collective bargaining agreement constraints
☐ Safety concerns
☐ Other: ________________________________________________________________

Alternative Accommodations Considered and Rejected:

Note: Under Groff v. DeJoy, the burden must be "substantial" - not merely "more than de minimis."

SECTION 11: STATE-SPECIFIC CONSIDERATIONS

California

• State Law: California FEHA, Government Code § 12940(l)
• Broader Protection: California law may provide broader religious accommodation rights
• Undue Hardship: California uses the more protective ADA standard (significant difficulty or expense)
• DFEH/CRD Filing: Employees may file with California Civil Rights Department

Texas

• State Law: Texas Labor Code Chapter 21
• Texas RFRA: Texas Religious Freedom Restoration Act may provide additional protections
• Filing: TWC-CRD handles state discrimination claims

Florida

• State Law: Florida Civil Rights Act
• Filing: FCHR handles state discrimination claims

New York

• State Law: New York State Human Rights Law, Executive Law § 296(10)
• Broader Protection: New York provides strong religious accommodation protections
• NYC: NYC Human Rights Law provides additional protections
• Employer Requirement: Must accommodate unless "undue hardship"

SECTION 12: COMMON RELIGIOUS ACCOMMODATIONS

Examples of accommodations that may be reasonable depending on circumstances:

Schedule Accommodations

• Flexible scheduling to accommodate prayer times
• Shift swaps or voluntary substitutions
• Use of floating holidays for religious observances
• Modified start/end times
• Unpaid leave for religious observances

Dress and Grooming

• Exception to wear religious head covering (hijab, yarmulke, turban)
• Exception to facial hair policy for religious reasons
• Permission to wear religious jewelry or symbols
• Modification of uniform requirements

Workplace Modifications

• Private space for prayer
• Prayer breaks during the workday
• Dietary accommodations for religious dietary requirements
• Exception from certain job duties that conflict with beliefs

Schedule Swaps

• Allowing employees to swap shifts voluntarily
• Creating a bulletin board for shift exchanges
• Using an electronic shift-swap system

SECTION 13: EMPLOYER CERTIFICATION

I certify that:

1. This decision was made after engaging in a good-faith interactive process with the employee.

2. All reasonable accommodation options were considered.

3. If denied, the accommodation would cause undue hardship as a substantial burden on business operations under the Groff v. DeJoy standard.

4. The decision was made without regard to any factor other than the religious accommodation request and its impact on business operations.

Authorized Representative Signature: ______________________________________

Name: ________________________________________________________________

Title: ________________________________________________________________

Date: ________________________________________________________________

SECTION 14: APPEAL PROCESS (IF APPLICABLE)

If the employee disagrees with this decision:

☐ Internal appeal process available - Contact: _______________________________

☐ HR review available - Contact: __________________________________________

☐ Employee may file with EEOC within 180/300 days of adverse decision

☐ Employee may file with state agency (see state-specific notes)

SECTION 15: RECORD-KEEPING

This request and response should be maintained in:
☐ Confidential HR file
☐ Accommodation tracking system
☐ Other: ________________________________________________________________

Do not place in general personnel file if it contains medical information.

EMPLOYEE ACKNOWLEDGMENT OF DECISION

I acknowledge receipt of the employer's decision regarding my religious accommodation request.

☐ I accept the accommodation as granted/offered

☐ I do not accept the accommodation and wish to discuss further

☐ I wish to appeal this decision (if appeal process available)

Employee Signature: ___________________________________________________

Date: ________________________________________________________________

ATTACHMENT CHECKLIST

For Employee

☐ Description of religious belief/practice
☐ Supporting documentation (if provided voluntarily)
☐ Proposed accommodation details
☐ Availability for alternative scheduling (if applicable)

For Employer

☐ Copy of religious accommodation policy
☐ Interactive process documentation
☐ Undue hardship analysis (if denied)
☐ Alternative accommodations considered
☐ Final decision documentation

Religious accommodation is a required interactive process. Both employers and employees should approach the process in good faith to find workable solutions that respect religious beliefs while addressing legitimate business needs.