Pre-Employment Physical Form Template
Document the physical assessment required for new hires before they start work.
Pre-employment physicals protect workers and employers by ensuring candidates can safely perform the essential functions of a role before they begin. This form gives occupational health providers a structured template to document the assessment and communicate results to employers.
The template covers the candidate's identifying information, the position being assessed for, medical history relevant to the role's physical demands, vital signs, vision and hearing screening results, strength and mobility assessment, functional capacity observations, and the physician's clearance determination with any noted restrictions.
Clear documentation of the pre-employment physical protects the employer from ADA compliance risk and protects the worker's long-term health. Both parties benefit from clarity about physical requirements before day one.
Under the ADA, post-offer physical exams must be required of all candidates for the same position. They can assess ability to perform essential job functions, but cannot ask about disability diagnosis. Job offers must be made before the physical is conducted.
After a conditional job offer has been made and accepted, before the start date. Conducting physicals before making a job offer may violate the ADA.
If the physical reveals an inability to perform the essential functions of the job even with reasonable accommodation, the offer may be withdrawn. This determination must be based on objective medical criteria. Consult your HR team and legal counsel.
Drug testing is a separate process from a physical exam and is subject to its own laws. It can be conducted around the same time as the physical, but should be documented separately.
For DOT-regulated positions, federal guidelines specify the examination requirements. For other safety-sensitive roles, the physical should be tailored to the specific hazards of the job — lifting requirements, respiratory demands, or exposure to chemicals.
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