An employee asked for medical leave. What should you do next?

Start with a calm, neutral response

An employee may say they need surgery, cannot maintain their normal schedule, are experiencing pregnancy-related limitations, need treatment, or must care for a family member. They do not need to use legal terms for the conversation to deserve a closer review.

The first five actions

1. Listen for the underlying need. Note whether the employee is asking for time away, a schedule change, a work adjustment, or help returning safely.
2. Avoid promises or conclusions. Do not approve, deny, diagnose, or guarantee pay during the initial conversation.
3. Protect privacy. Record only the operational facts needed for the handoff. Route medical documents to the designated confidential process.
4. Notify the case owner promptly. HR, a leave administrator, or another trained owner should screen the request for all potentially applicable processes.
5. Confirm the handoff in writing. Tell the employee who will contact them, what happens next, and whom they should contact with questions.

Review more than one possible process

A single request may involve FMLA, the ADA accommodation process, the Pregnant Workers Fairness Act, state or local leave, paid sick leave, short-term disability, workers’ compensation, military leave, or the employer’s own policies. These programs can overlap without using the same eligibility rules, documentation, pay, or job-protection standards.

Use a consistent intake process so the person who first hears the request does not have to choose the answer from memory.

What managers should not do

• Ask the employee to disclose a diagnosis to the team or supervisor
• Tell the employee they are ineligible before the designated review occurs
• Require the employee to find their own coverage before requesting leave
• Discourage a request because the timing is inconvenient
• Promise that leave will be paid or job protected
• Leave the request sitting in an inbox without a named owner and due date

Build the process before the next request arrives

The Employer Leave and Accommodation Starter Toolkit gives small employers an editable intake form, initial case review, seven-stage workflow, tracking fields, accommodation worksheets, return-to-work checklist, manager guidance, communication language, and a 30-day implementation plan.

Use current official guidance

Confirm current requirements through the U.S. Department of Labor, the U.S. Equal Employment Opportunity Commission, and your state and local agencies. This page provides educational and operational information, not legal advice or a case-specific determination.