Guidance for veterans and claimants who are scheduled for a VA‑approved vocational evaluation.
1. Why the Assessment Matters
A vocational assessment (often called a Vocational Expert (VE) report) is a cornerstone of many disability claims, especially Total Disability based on Individual Unemployability (TDIU) and claims involving “unable to work” determinations. The VE translates medical limitations into real‑world labor‑market outcomes, showing whether you can obtain substantially gainful employment (SGE). A well‑prepared assessment can dramatically strengthen your claim.
2. What the Evaluator Will Look At
| Category | Typical Questions | What You Should Provide |
|---|---|---|
| Medical Functional Limits | What activities can you perform? What can you NOT do? | Recent physician statements, functional capacity evaluations, PT/OT notes that detail strength, range of motion, endurance, cognitive stamina, pain levels, etc. |
| Education & Training | What is your highest level of education? Do you hold any certifications? | Transcripts, diplomas, certificates, licensing documentation, any recent vocational training records. |
| Work History | What jobs have you held? When did you stop working and why? | Pay stubs, W‑2s, SSA earnings statements (Form 7050‑1), employer letters, termination notices, dates of employment, job titles, duties. |
| Job‑Search Efforts | Have you tried to find work since your disability began? | Copies of job applications, interview invitations/declines, correspondence with staffing agencies, screenshots of online job postings you applied to. |
| Geographic Constraints | Where are you willing/able to work? | Proof of residence, statements about transportation limitations, relocation willingness (or lack thereof). |
| Personal Factors | Are there non‑medical barriers (e.g., caregiving responsibilities)? | Affidavits from family members, court orders, or other documentation that explains additional constraints. |
3. Gather Your Documents – A Practical Checklist
- Medical Records (last 12‑24 months)
- Physician notes describing each service‑connected condition.
- Functional Capacity Evaluation (FCE) or Physical/Occupational Therapy reports.
- Imaging reports, lab results, and specialist opinions that support functional limits.
- Employment & Income Proof
- Most recent three years of SSA earnings statements (Form 7050‑1).
- Pay stubs/W‑2s for the same period.
- Employer letters confirming dates of employment, duties, and reason for separation (if applicable).
- Education & Training
- High‑school diploma or GED.
- College transcripts, associate’s/bachelor’s degrees.
- Certifications (e.g., CDL, IT certifications, trade licenses).
- Job‑Search Log(start now if you haven’t already)
- Date, employer, position applied for, method of application, outcome.
- Screenshots or PDFs of online applications.
- Geographic / Transportation Evidence
- Driver’s license, vehicle registration, or public‑transport pass.
- Statements about distance you can reasonably travel (e.g., “no more than 30 minutes commute”).
- Personal / Caregiver Statements (optional)
- Affidavits from spouses, adult children, or caregivers describing daily routines and limitations.
- Any Prior Vocational Reports (if you’ve had a VE before)
- Bring the original report and any supplemental material the evaluator used.
4. Organize for the Evaluator
- Create a binder or digital folder labeled “Vocational Assessment – [Your Name]”.
- Section 1: Medical Functional Limits – place all recent medical documents together.
- Section 2: Education & Training – certificates, transcripts, licenses.
- Section 3: Employment History – chronological list of jobs with supporting pay records.
- Section 4: Job‑Search Log – a printed table or spreadsheet.
- Section 5: Geographic/Transportation – maps, statements, transport passes.
- Section 6: Personal Statements – any affidavits or caregiver notes.
Give the binder to the evaluator before the interview (or upload digitally if the assessment is virtual). A clean, logical layout saves time and reduces the chance of missing evidence.
5. What to Expect During the Assessment
| Phase | What Happens | Tips for You |
|---|---|---|
| Intake | The VE reviews your paperwork, asks clarifying questions. | Be concise, refer to the exact document (e.g., “My PT note dated 03/12/2024 says I can lift only 10 lb”). |
| Interview | You discuss daily activities, work history, and any attempts to re‑enter the workforce. | Speak truthfully, emphasize functional limitations, and avoid exaggeration. |
| Analysis | The VE compares your functional limits to the local labor market (using O*NET, BLS, etc.). | No direct involvement here; just ensure they have accurate location data. |
| Report Draft | The VE writes a draft report; you may be asked to review for factual errors. | Check that dates, job titles, and medical limits are correct; do not edit conclusions. |
| Final Report | Delivered to you and/or your attorney; submitted to the VA. | Keep a copy for your records and forward it promptly to your legal representative. |
6. Common Mistakes & How to Avoid Them
| Mistake | Consequence | Prevention |
|---|---|---|
| Leaving out recent medical updates | VE may base conclusions on outdated functional limits. | Provide the most current functional assessments (within the last 6‑12 months). |
| No documented job‑search attempts | VA may argue you have not tried to work. | Start a job‑search log now; bring it to the assessment. |
| Unclear geographic scope | VE might assume you’re willing to relocate, inflating employment options. | Clearly state any travel or relocation restrictions and back them with evidence. |
| Providing vague or incomplete employment history | Gaps can be interpreted as “unexplained,” weakening credibility. | Supply complete SSA earnings statements and employer letters for every job. |
| Over‑relying on generic “light work” statements | VA often dismisses generic language. | Ensure the VE ties each limitation to specific job tasks and local wage data. |
7. After the Assessment – Next Steps
- Review the Draft – Verify factual accuracy (dates, job titles, medical limits).
- Submit the Final VE Report – Attach it to your VA claim (Form 21‑526EZ) or to your attorney’s filing.
- Add Supplemental Evidence – If the VE identified any gaps, gather the missing pieces quickly.
- Prepare for Potential Follow‑Up – The VA may request clarification; keep all original documents handy.
8. Quick Reference Sheet (Print & Keep Handy)
| Item | Where to Find | Last Updated |
|---|---|---|
| Functional Capacity Evaluation | Physical Therapy clinic | 03/12/2024 |
| SSA Earnings Statement | myVA.gov > Benefits > Earnings | 09/2025 |
| Job‑Search Log | Spreadsheet “JobSearch_JohnDoe.xlsx” | Ongoing |
| Local Wage Data (BLS) | https://www.bls.gov/oes/current/oes_nat.htm | 08/2025 |
| Transportation Limitation Letter | Doctor’s note, 02/2025 | 02/2025 |
9. Need More Help?
- Legal Assistance: Contact a Veterans Service Organization (VSO) or an accredited attorney for a review of your VE report before submission.
- VA Resources: Visit the VA’s “Vocational Rehabilitation & Employment” (VR&E) portal for additional guidance.
- Questions About the Process: Feel free to ask me for clarification on any of the steps above or for a sample job‑search log template.
Takeaway: The stronger and more organized your documentation, the clearer the VE’s picture of your employability—or lack thereof. Investing time now to prepare thoroughly can save weeks or months of claim processing later. Good luck!