How to Request Reasonable Adjustments as a Disabled Employee

Disabled employees in England and Wales are legally entitled to request changes at work known as “reasonable adjustments” where a workplace practice, physical feature, or lack of support places them at a substantial disadvantage compared with non-disabled colleagues.

This duty arises under the Equality Act 2010 and applies to employers, recruitment processes, and ongoing employment. The purpose is to remove or reduce barriers so that disabled employees can work effectively and on equal terms.

Requesting reasonable adjustments is a structured process that involves identifying barriers, communicating needs, and engaging with the employer to agree suitable changes.

Legal Basis for Reasonable Adjustments

The duty to make reasonable adjustments is set out in the Equality Act 2010. It applies where:

• A person is considered disabled under the Act (a physical or mental impairment with a substantial and long-term adverse effect on normal day-to-day activities)
• A workplace provision, criterion, practice, or physical feature places them at a disadvantage
• The disadvantage is substantial compared with non-disabled employees

Employers are required to take reasonable steps to avoid or reduce the disadvantage.

The duty applies to:

• Job applicants
• Employees
• Workers and some contractors
• Training and promotion processes

Failure to comply may result in a discrimination claim in the employment tribunal.

What Counts as a Reasonable Adjustment

Reasonable adjustments vary depending on individual circumstances and the workplace. Common examples include:

Changes to working arrangements

• Flexible working hours
• Hybrid or remote working
• Adjusted start or finish times
• Additional breaks

Physical workplace changes

• Ergonomic equipment (chairs, desks, keyboards)
• Accessible entrances or lifts
• Relocation of workspace

Role or task adjustments

• Redistribution of certain duties
• Modified performance targets
• Alternative tasks where appropriate

Support measures

• Provision of assistive technology
• Sign language interpreters
• Job coaching or mentoring
• Adjustments to recruitment or interview processes

The law does not require employers to make adjustments that are unreasonable, but cost, practicality, and business impact must be objectively assessed.

Step 1: Identifying the Need for Adjustments

The first stage is identifying how a disability creates barriers at work. This may involve:

• Difficulties performing specific tasks
• Challenges with working hours or environment
• Impact of symptoms on attendance or performance
• Barriers during recruitment or assessment stages

Medical evidence, occupational health assessments, or personal documentation may support the request, although formal evidence is not always required.

Step 2: Reviewing Workplace Policies

Many employers have internal procedures covering disability support or workplace adjustments. These may include:

• HR adjustment request processes
• Occupational health referral systems
• Equality and diversity policies
• Access to Work support schemes

The government-backed Access to Work programme may also provide funding or practical support for workplace adjustments.

Step 3: Making a Formal Request

A reasonable adjustments request should ideally be made in writing. This creates a clear record of the request and ensures the employer can respond appropriately.

What to include in a request

• Confirmation of disability (if appropriate to disclose)
• Explanation of barriers experienced at work
• Specific adjustments being requested
• How the adjustments would help reduce disadvantage
• Any supporting medical or occupational health information

Requests should focus on practical solutions rather than legal arguments.

Step 4: Employer's Duty to Respond

Employers are legally required to consider requests in good faith. This typically involves:

• Assessing the nature of the disability
• Consulting with the employee
• Seeking occupational health advice if necessary
• Evaluating feasibility and cost
• Exploring alternative solutions if the original request cannot be met

Employers are expected to act promptly and avoid unnecessary delay.

Step 5: Occupational Health and Evidence Gathering

Employers often rely on occupational health assessments to determine appropriate adjustments. These assessments may:

• Confirm the nature and impact of the disability
• Recommend workplace changes
• Suggest phased return-to-work plans
• Identify long-term support needs

While useful, occupational health advice is not binding, and employers must still independently assess what is reasonable.

Step 6: Agreeing and Implementing Adjustments

Once agreed, reasonable adjustments should be implemented promptly. Employers should ensure:

• Adjustments are documented
• Line managers are informed
• Equipment or support is provided without delay
• Adjustments are reviewed periodically

Adjustments may need modification over time as circumstances change.

Step 7: What to Do If Adjustments Are Refused

If an employer refuses a request, they should provide clear reasons. Common justifications include:

• Disproportionate cost
• Practical difficulty
• Health and safety concerns
• Lack of suitability for the role

If a refusal appears unreasonable, further steps may include:

Internal grievance

Raising a formal complaint under workplace procedures.

Acas early conciliation

Before legal action, most disputes must go through the Acas early conciliation process.

Employment tribunal claim

Claims may be brought for disability discrimination, including failure to make reasonable adjustments under the Equality Act 2010.

Legal Consequences of Failing to Make Adjustments

Failure to make reasonable adjustments can amount to unlawful discrimination. Employment tribunals may award:

• Compensation for financial loss
• Injury to feelings
• Interest on awards
• Recommendations for workplace changes

There is no upper limit on compensation in discrimination claims.

Common Issues in Reasonable Adjustment Requests

Lack of awareness

Some employers fail to recognise that the duty arises automatically when a disadvantage exists.

Delays in implementation

Even agreed adjustments may be implemented too slowly, causing continued disadvantage.

Insufficient consultation

Failure to properly discuss options with the employee can lead to unsuitable decisions.

Misunderstanding “reasonableness”

Employers may incorrectly assume cost alone justifies refusal without balancing legal obligations.

Practical Considerations

• Keep written records of all communications
• Be specific about barriers and solutions
• Engage constructively with alternative proposals
• Seek clarity on reasons for refusal
• Monitor whether adjustments are effective

Common Questions from our Readers

Do I need a formal medical diagnosis to request adjustments?

No, but evidence such as medical notes may help support the request.

Can my employer refuse all adjustments?

Only if they are not reasonable. Employers must still consider alternatives.

Are adjustments permanent?

Not always. Some may be temporary, particularly during recovery or adjustment periods.

Can I be treated unfairly for requesting adjustments?

No. Disadvantaging someone for requesting adjustments may amount to victimisation under discrimination law.

Final Thoughts

Requesting reasonable adjustments as a disabled employee involves identifying workplace barriers, formally communicating needs, and engaging with the employer to agree practical solutions. Employers are legally required under the Equality Act 2010 to consider and implement adjustments where reasonable, and failure to do so may result in discrimination claims.

Effective requests are clear, evidence-based, and focused on reducing workplace disadvantage while maintaining constructive engagement with the employer.