Reasonable Accommodation Request Tracking Form (HUD)

This template is used to intake, document, and track a tenant reasonable accommodation request from the first submission through review and final determination. It gives staff a consistent record of who requested the accommodation, what barrier was described, whether verification was needed, and what action was taken. It is especially useful when multiple people need to review the same request and you want a clear audit trail.

The requester or staff member taking the request can complete the submission fields, and housing or property management staff should manage the review and determination fields. In practice, intake may be handled by a leasing office, resident services team, or fair housing coordinator. The assigned reviewer should be someone trained to evaluate requests consistently and to avoid asking for more information than is necessary.

Use it each time a tenant or applicant asks for a reasonable accommodation, including follow-up requests tied to the same barrier or unit. It is not a one-time policy document; it is a case-level tracking form. If the request changes, create a new entry or update the existing record so the history stays clear.

Collect only the fields needed to understand the request, verify what is relevant, and document the decision. The form should avoid unnecessary PII and should not ask for medical details beyond what is needed to support the accommodation review. If supporting documents are requested, use conditional logic so those fields appear only when verification is actually needed.

It creates a structured record of the request date, accommodation category, verification steps, determination, and follow-up actions, which helps staff apply a consistent process. That structure supports better documentation when a request is approved, denied, or needs more information. It also helps reduce missed steps, such as failing to record the reason for a decision or the person assigned to respond.

Common mistakes include making every field required, asking for too much sensitive information, and leaving the determination reason vague. Another frequent issue is skipping the follow-up actions field, which makes it hard to track what happens after approval or denial. The form should also make clear what happens after submission so the requester knows when to expect a response.

Yes. You can rename request categories, adjust the review statuses, add property-specific routing, or include conditional fields for different accommodation types. If your workflow includes legal review, management approval, or a separate verification step, those can be added without changing the core intake structure. Keep the form focused on the minimum necessary fields for the decision.

It can be connected to case management, property management, or document storage workflows so the request record and supporting files stay together. Many teams also route submissions to email or task assignments for review and follow-up. If you integrate it, preserve the audit trail and make sure access is limited to staff who need the information.