How to Request Reasonable Adjustments at Work

Reasonable adjustments are changes an employer makes to remove or reduce disadvantages faced by disabled employees or job applicants. They are a legal requirement under the Equality Act 2010 and apply where a workplace provision, criterion, or practice places a disabled person at a substantial disadvantage compared to non-disabled people.

Understanding how to request reasonable adjustments is important because the process can affect workplace access, performance management, disciplinary procedures, recruitment decisions, and long-term employment rights.

Legal Framework for Reasonable Adjustments

Under the Equality Act 2010, employers have a legal duty to make reasonable adjustments where:

• A person is disabled under the legal definition (a physical or mental impairment with a substantial and long-term adverse effect on day-to-day activities)
• A workplace arrangement, rule, or physical feature places them at a disadvantage
• The adjustment is reasonable in the circumstances

The duty applies to:

• Job applicants during recruitment
• Employees during employment
• Workers and contractors in some work-related contexts

Failure to comply can result in claims at an Employment Tribunal and potential compensation.

What Counts as a Reasonable Adjustment

Reasonable adjustments depend on the individual and the workplace. Common examples include:

Changes to working arrangements

• Flexible working hours
• Hybrid or remote working
• Reduced or adjusted duties
• Additional breaks

Physical workplace changes

• Adjustable desks or seating
• Improved lighting
• Accessible entry routes
• Adapted equipment

Support and communication changes

• Providing information in accessible formats
• Allowing extra time for tasks or assessments
• Use of assistive technology or software
• Support workers or mentors

The law does not require employers to make every requested change, only those considered “reasonable” in context.

When to Request Reasonable Adjustments

A request can be made at any stage, including:

• During the job application process
• After a diagnosis or change in health condition
• When starting a new role
• When workplace difficulties arise

There is no formal requirement for how soon a request must be made, but earlier communication typically allows more effective implementation.

How to Request Reasonable Adjustments at Work

1. Identify the Barriers at Work

Before making a request, it is important to identify:

• Which tasks are difficult
• What workplace features create barriers
• How the condition affects daily work activities

This helps ensure the request is specific and evidence-based.

2. Make the Request Clearly

There is no legal requirement to use a specific format, but requests are commonly made:

• In writing (email or letter)
• Through HR departments
• Via line managers
• Through occupational health services

A clear request typically includes:

• A description of the condition (without unnecessary detail)
• The workplace difficulties experienced
• The adjustment being requested
• The reason the adjustment is needed

3. Provide Supporting Evidence (if available)

Employers may ask for evidence such as:

• Medical reports or GP letters
• Occupational health assessments
• Evidence of diagnosis or treatment
• Workplace risk assessments

However, the legal duty to make adjustments is based on disability, not solely on medical documentation.

4. Engage in Employer Assessment Process

Employers often assess requests by:

• Consulting occupational health professionals
• Reviewing job requirements
• Assessing workplace impact
• Considering cost and practicality

The assessment must be individual and not based on assumptions.

5. Discuss Alternatives if Needed

If a requested adjustment is not feasible, employers should consider:

• Alternative adjustments achieving the same outcome
• Partial implementation
• Trial periods for adjustments

A refusal should be justified with clear reasoning related to reasonableness.

What Makes an Adjustment “Reasonable”

Tribunals consider several factors when assessing reasonableness:

• Effectiveness of the adjustment
• Cost and financial resources of the employer
• Size and nature of the organisation
• Practicality of implementation
• Disruption to business operations
• Availability of external funding or support schemes

Larger employers are generally expected to make more extensive adjustments than smaller businesses.

Employer Duties During the Process

Employers must:

• Take requests seriously and act promptly
• Avoid discrimination during the assessment process
• Consider all reasonable options
• Document decisions and reasoning
• Implement agreed adjustments without unnecessary delay

Failure to engage properly can itself give rise to legal claims.

If a Request Is Refused

If reasonable adjustments are refused, employees may:

• Ask for written reasons
• Request a review or appeal
• Raise a formal grievance
• Seek advice on potential Employment Tribunal claims

A refusal must be based on objective reasoning, not assumptions or convenience alone.

Common Types of Workplace Evidence

Evidence relevant to reasonable adjustment disputes may include:

• Emails requesting adjustments
• Occupational health reports
• HR meeting notes
• Risk assessments
• Records of performance impact
• Correspondence showing refusal or delay

A consistent paper trail is often important in disputes.

Time Limits for Legal Claims

Claims relating to failure to make reasonable adjustments are usually brought in an Employment Tribunal within:

• Three months less one day from the act complained of

In ongoing situations, time limits may relate to the last incident in a continuing course of conduct.

Early awareness of time limits is important due to strict tribunal rules.

Common Issues in Reasonable Adjustment Cases

Lack of awareness of disability

Employers are only required to act when they know, or reasonably should know, about the disability.

Disputes over what is “reasonable”

Employers may argue that requested changes are too costly or impractical.

Delays in implementation

Even agreed adjustments can give rise to claims if not implemented promptly.

Insufficient consultation

Failure to properly engage with the employee's needs can undermine the employer's position.

Practical Steps When Making a Request

A structured approach often includes:

• Identifying specific workplace barriers
• Setting out clear adjustment requests
• Providing supporting medical or occupational evidence
• Engaging in employer consultation processes
• Keeping written records of all communication
• Monitoring implementation once agreed

Final Thoughts

Requesting reasonable adjustments at work involves identifying barriers, communicating needs clearly, and engaging with the employer's assessment process under the Equality Act 2010. Employers must consider requests individually and implement adjustments that are reasonable in the circumstances.

Where adjustments are refused or delayed, legal and procedural remedies may be available through internal grievance processes and Employment Tribunal claims. Clear documentation and structured communication are central to how such requests are assessed and resolved.