How to Make Reasonable Adjustments for Disabled Employees

Employers in England and Wales have a statutory duty to make reasonable adjustments for disabled job applicants and employees. This requirement is central to preventing disability discrimination under the Equality Act 2010. Reasonable adjustments help ensure that disabled people are not placed at a substantial disadvantage compared with non‑disabled people in the workplace. This article explains what reasonable adjustments are, how the duty arises, practical steps employers should take, and how disputes and claims can arise if this duty is breached.

Understanding the Duty to Make Reasonable Adjustments

What Is a Reasonable Adjustment?

A reasonable adjustment is a workplace change made by an employer to remove or reduce a disadvantage experienced by a disabled person due to their disability. This duty applies to employees, workers, contractors, and job applicants when the employer knows or could reasonably be expected to know that a person is disabled.

Reasonable adjustments are not about treating disabled and non‑disabled people the same. They are about ensuring disabled people have equal opportunities to do their job and participate fully in recruitment, training and work life.

When the Duty Arises

Under UK law, the duty to make reasonable adjustments arises when three conditions are met:

• The individual is disabled within the meaning of the Equality Act 2010;
• The employer knows or ought reasonably to know about the disability;
• A workplace arrangement, process or physical feature puts the disabled person at a substantial disadvantage.

For example, a recruitment test that requires prolonged writing may disadvantage a candidate with arthritis unless adjustments are made.

Practical Examples of Reasonable Adjustments

Reasonable adjustments vary widely depending on the person's disability and job role. Examples include:

Changes to Work Practices

• Flexible start and finish times or part‑time work to accommodate medical appointments.
• Allowing breaks or altered schedules to manage fatigue or pain.
• Changing duties temporarily during recovery or health fluctuations.

Physical Changes

• Installing ramps, accessible doorways or accessible parking.
• Changing the workstation layout or desk location.
• Adjusting lighting or reducing noise that may affect sensory impairments.

Equipment and Support

• Providing specialised equipment such as adapted keyboards, software or seating.
• Offering information in accessible formats (large print, audio).
• Providing one‑to‑one support or interpreters for employees who need them.

Changes to Recruitment

• Allowing additional time for tests during a selection process.
• Holding interviews in accessible rooms.
• Offering alternative assessment methods.

Reasonable adjustments are individual to the needs of the person and should be discussed with them rather than assumed.

Steps for Employers to Implement Reasonable Adjustments

1. Recognise and Respond to Requests

Employers should create an environment where disabled staff feel able to raise adjustment needs. A request can be made:

• In person during discussions with a manager;
• In writing, such as by email; or
• Through a formal process where one exists in organisational policies.

When a request arises, employers should listen, avoid assumptions, and clarify how the disability affects the person's work.

2. Hold a Constructive Dialogue

Once a need is raised, arrange a meeting to:

• Understand the challenges the employee faces;
• Discuss possible adjustments that might reduce disadvantage;
• Explore alternatives if a suggestion is not feasible.

Employers may also seek medical or occupational health advice to help identify appropriate adjustments where needed.

After agreement, confirm the details of any adjustments in writing so both parties are clear about the arrangements and responsibilities.

3. Assess Reasonableness

Whether an adjustment is reasonable depends on:

• Whether it will effectively remove or reduce the disadvantage;
• Whether it is practical and feasible given the employer's size and resources;
• The cost relative to the organisation's means; and
• Any health and safety implications.

An employer does not have to make an unreasonable adjustment - for example, one that fundamentally alters the nature of a job. However, they should still explore alternative ways of support.

4. Continue to Review and Adjust

Reasonable adjustments may need to change over time as a person's disability or job role evolves. Employers should check in periodically and adjust arrangements if necessary.

For example, a phased return to work after long‑term sickness may need updating as the employee's functional capacity changes.

Record‑Keeping and Policies

Employers should have clear policies on disability and reasonable adjustments in their staff handbooks or equality and diversity strategies. Training managers on these policies ensures consistent handling of requests.

Keeping records of conversations, agreed adjustments and reviews helps organisations demonstrate compliance if a dispute arises.

What Happens If Adjustments Are Not Made

Failing to make reasonable adjustments when required is a form of disability discrimination. A disabled person who has been disadvantaged due to an employer's failure to make adjustments can raise a claim in the Employment Tribunal.

Time Limits for Claims

Most disability discrimination claims to a tribunal must be submitted within three months less one day of the discriminatory act or the last in a series of acts. Mandatory Acas Early Conciliation is a pre‑claim step in most employment disputes.

Remedies

If a tribunal finds in favour of the claimant, remedies may include:

• Compensation for financial loss;
• Damages for injury to feelings; and
• Recommendations to change workplace practices.

Compensation for disability discrimination is uncapped, so awards can be significant depending on the circumstances.

Common Questions About Reasonable Adjustments

Do adjustments apply only to employees?
No. They also apply to job applicants and workers who are not in a traditional employment contract.

Does an employer have to pay for the adjustment?
Yes. Costs associated with reasonable adjustments are generally the employer's responsibility. Grants such as Access to Work may assist with some support costs but do not replace the legal duty.

What if a disabled person doesn't disclose their disability?
The duty to make reasonable adjustments arises when the employer knows or could reasonably be expected to know about the disability. Employers should not ignore signs that a person may need support.

Key Takeaways

Making reasonable adjustments is a key legal obligation for employers under the Equality Act 2010. It involves tailored changes to work arrangements, physical environments, processes and support to remove disadvantage for disabled employees and applicants. Employers should:

• Respond promptly to adjustment requests;
• Engage in open dialogue with the individual;
• Assess what adjustments are reasonable in the context of their organisation;
• Document agreements and review regularly.

Failing to make reasonable adjustments can lead to complaints and claims in the Employment Tribunal, so understanding and applying this duty effectively protects both employees and employers.