Work Restriction Letters for Alberta Employers
When an employee presents a work restriction letter from their physician, it triggers your duty to accommodate under the Alberta Human Rights Act. Understanding how to properly respond to restriction documentation protects your organization from liability while supporting employee health and productivity.
This guide covers how to interpret restriction letters, create accommodation plans, and manage the process from initial receipt through full return to duties.
Understanding Work Restriction Letters
A work restriction letter specifies activities or conditions that the employee should avoid due to a medical condition. Unlike a sick note (which says 'cannot work at all'), a restriction letter says 'can work, but with these limitations.'
Common restrictions include: weight limits for lifting, standing/sitting duration limits, schedule limitations (no nights, reduced hours), environmental restrictions (no extreme temperatures, no dust), cognitive restrictions (reduced screen time, quiet environment), and activity restrictions (no driving, no climbing).
Your Immediate Obligations
Upon receiving a restriction letter, you must: acknowledge receipt, schedule a meeting with the employee to discuss accommodations, explore all reasonable accommodation options, implement accommodations within a reasonable timeframe, and document the process.
You cannot: ignore the letter, terminate the employee, reduce their pay without consent, or tell them to 'just deal with it.' Any of these responses can trigger a human rights complaint.
The Accommodation Process
Accommodation is a collaborative process between you, the employee, and (if applicable) their union. Steps include: review the restrictions, identify which job duties are affected, explore modifications to the current role, consider temporary reassignment if modification isn't possible, implement the chosen accommodation, monitor and adjust as needed, and review at the physician's specified date.
Documenting Your Efforts
Documentation is your best protection. Keep records of: the restriction letter received, meeting notes with the employee, accommodation options explored, reasons any options were rejected, the final accommodation plan (signed by both parties), regular check-in notes, and any updated medical documentation.
Frequently Asked Questions
What if we can't accommodate the restrictions?
You must demonstrate that you explored all reasonable options and that accommodation would cause undue hardship (significant cost, disruption, or safety risk). This is a high legal bar. Consult an employment lawyer before concluding undue hardship.
Can I ask for more details about the restrictions?
You can ask for clarification about the functional limitations (e.g., 'What does no heavy lifting mean — what weight limit?'), but you cannot ask for the diagnosis or reason behind the restrictions.
Who pays for accommodations?
The employer bears the cost of workplace accommodations (ergonomic equipment, schedule changes, etc.). The employee may bear costs of their own medical treatment or documentation.
What if the employee doesn't cooperate?
Accommodation is a two-way obligation. The employee must participate in the process, provide necessary documentation, and accept reasonable accommodations. If they refuse reasonable options without justification, your duty may be reduced.
This page provides general information about Alberta human rights obligations. It is not legal advice. For specific accommodation situations, consult with an employment lawyer.
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