Requesting reasonable adjustments at work

What are reasonable adjustments?

Work can be more challenging if you're living with a disability or long-term health condition. Reasonable adjustments are changes that help create fair access to:

• opportunities
• performance
• progression.

It's important to note that they're not about giving anyone an unfair advantage.

'Reasonable adjustments are essential because they eliminate or reduce barriers that prevent disabled employees from performing their roles effectively', explains Anna Masefield, candidate and partnerships lead at global disability job board Evenbreak.

What adjustments are considered 'reasonable'?

There isn't a fixed list of adjustments. 'This is a very individual thing. Adjustments are often simple, low-cost changes tailored to the specific barriers faced,' Anna notes.

What's considered reasonable will depend on things like:

• the impact of your condition
• the practicality and cost of the change
• your employer's size/resources
• your needs.

If you need adjustments because of a disability or health condition, an employer can't refuse them simply because they cost money. If the change is affordable and practical for the workplace, it should be put in place.

Adjustments like flexible working hours are rarely seen as unreasonable.

Examples of workplace adjustments

Adjustments should be tailored to your individual needs. 'It's important to consider that every disabled person is unique - ten people with exactly the same condition or diagnosis may need completely different adjustments,' notes Anna. 'There is no limit on the number of adjustments someone can request.'

Generally, reasonable adjustments can support people with:

• long term health conditions
• mental health conditions
• neurodivergence
• physical disabilities or conditions.

Here are examples shared by Anna:

• For a visually impaired colleague - having a dedicated desk in the office so they know where they'll be sitting and can learn the route and where resources are nearby.
• For a neurodivergent individual - having meeting agendas ahead of time rather than at the start of a meeting, so they can read over and understand the focus of the session.
• For a deaf coworker - having colleagues look at them so they could lip read, or having captions on for online team meetings.

Other specific examples include:

Communication management

• clear task breakdowns and deadlines
• flexible targets when symptoms get worse
• regular check-ins
• written instructions instead of verbal.

Equipment and technology

• an adapted keyboard, mouse, or monitor
• ergonomic chairs or desks
• noise-cancelling headphones
• specialist software (e.g., speech-to-text, screen readers).

Recruitment adjustments

• alternative assessment formats
• extra time in interviews or assessments
• providing interview questions in advance.

Work environment

• accessible entrances or facilities
• adapted lighting or seating
• quiet workspaces.

Working arrangements

• adjusted shift patterns
• flexible start and finish times
• hybrid or remote working
• reduced hours or phased return after illness.

Who is entitled to reasonable adjustments?

Under the Equality Act 2010, you're protected if you have a physical or mental impairment that has a substantial and long term impact on your everyday activities. Long-term usually means the condition has lasted, or is expected to last, 12 months or more.

This protection applies to:

• contracted employees
• casual, temporary or zero-hours staff
• job applicants.

You do not need a formal diagnosis to request reasonable adjustments. The law focuses on how your condition affects your day-to-day life and ability to work, not whether you've been given a specific diagnosis.

'Disabled job seekers sometimes believe that adjustments can only be requested during recruitment or at the very start of employment, but candidates are entitled to request them from the moment they learn about a vacancy and at any point thereafter,' Anna emphasises.

You also don't need to use the phrase 'reasonable adjustments' when speaking to your employer. Their duty begins as soon as they know, or could reasonably be expected to know, that a health condition or disability is affecting your work.

Some people worry that requesting adjustments early affects job security. As Anna acknowledges, 'it's entirely understandable. However, under UK equality law, it's illegal for an employer to unfairly treat someone for requesting reasonable adjustments. Feeling able to ask for what you need is a vital part of a healthy working environment.'

Melanie adds that in reality, 'asking for accommodations demonstrates self‑awareness and a commitment to performing well.'

What is Access to Work?

Financial and practical support is available through the government's Access to Work scheme for disabled people who are starting a job or already in work. The scheme can help cover costs that go beyond what an employer is normally expected to provide, up to a maximum grant of £69,260 per person per year.

Support may include:

• communication support during interviews
• mental health support services
• specialist equipment or software
• support workers, such as a job coach or interpreter
• travel to work if public transport isn't possible.

'You don't have to apply to Access to Work to request adjustments, however, it can help cover additional support costs. 'Involve your employer early so you can work together,' notes Melanie.

If you do apply, Access to Work may arrange a workplace assessment to better understand your needs and recommend suitable support. Even if you already know what adjustments would help, an assessment is often used to confirm what's most appropriate for your role.

Importantly, Access to Work does not replace your employer's legal duty to make reasonable adjustments. Instead, it provides additional support - particularly for:

• new starters
• self-employed people
• people working for small employers.

If you've been in your job for more than six weeks, your employer may need to contribute towards the cost of certain equipment or adaptations. For example, employers with more than 250 staff must pay the first £1,000 and 20% of costs between £1,000 and £10,000, with Access to Work covering the rest up to the annual grant limit.

How do I request reasonable adjustments?

Requesting reasonable adjustments is usually a structured process. You can start by speaking to your employer directly, and if needed, Access to Work can later complement the support already in place.

Who to speak to

'Be clear about the difficulties you're experiencing, then reach out to your line manager or HR for an initial conversation,' says Melanie. It's helpful to follow up in writing to keep a record.

When explaining your request, focus on:

• how your condition affects your work
• the practical changes that could help.

'There's no single correct approach, and you should share only what you feel comfortable disclosing. Focusing on what you need, rather than labels or diagnoses, can be a helpful starting point,' Anna advises. There's no need to disclose your full medical history.

For example, you could say:

'My condition affects my concentration in busy environments, making detailed tasks harder. Access to a quiet space or noise-cancelling headphones would help.'

Your employer may ask for medical evidence or refer you to occupational health for advice. Any information you share, including occupational health reports, must be kept confidential and only shared with people who genuinely need to know.

If you're considering applying to Access to Work, you can mention this when raising your request. It may also be worth asking whether your organisation has experience supporting Access to Work applications.

Preparing for the meeting

You'll usually be invited to a meeting with HR or your line manager to discuss your needs. Preparing in advance can help keep the conversation focused and productive.

Before the meeting, try to:

• list the challenges you face at work
• note when and how they affect you
• identify adjustments that could help
• bring any relevant medical evidence.

As Anna explains, 'it's often helpful to make a few notes beforehand, especially if you are nervous or worried about being put on the spot.' This might include:

• the adjustments you're requesting
• how they would help
• whether you've seen similar adjustments work elsewhere.

It can help to give specific examples rather than general statements. For instance, instead of saying 'I struggle at work,' you could explain:

'Sitting for long periods can worsen my back pain, which makes it difficult to stay comfortable and concentrate throughout the day. Access to an ergonomic chair or a sit/stand desk would help me manage this and work more effectively.'

'Be open to suggestions and propose a trial period for adjustments to see what works best. Emphasise that the goal is to improve your effectiveness and contribute to the team's success, creating a collaborative and constructive dialogue' adds Melanie.

If you're already using Access to Work - or planning to apply - it can help to bring:

• any assessment reports you have
• details of equipment or support discussed
• recommendations you've received.

When discussing your needs, focus on the impact on your role and practical ways to reduce those challenges. For example:

• how your condition affects your work
• which parts of your job are most difficult
• what changes could make those tasks easier.

You could say something like:

'I'm also applying for Access to Work to explore funding for specialist support, but I wanted to discuss adjustments we can put in place internally as well.'

'You might also want to consider who will be present at the meeting and their roles, such as a line manager, HR, or occupational health, and whether having someone with you for support would be beneficial,' Anna adds.

Why request adjustments early?

Requesting adjustments early can make a big difference to both your wellbeing and performance at work. Access to Work applications can take time, so starting the process early can help avoid delays in getting the support you need.

Beginning the conversation sooner can:

• ensure funding is in place before challenges escalate
• prevent performance issues developing
• reduce stress and sickness absence
• support a smoother transition into a new role.

There isn't a strict legal deadline, but employers are expected to put reasonable adjustments in place without unreasonable delay.

If you haven't received a response after two to four weeks, it's sensible to follow up in writing.

Can adjustments be reviewed?

Yes. Reasonable adjustments aren't fixed and should be reviewed regularly to make sure they continue to meet your needs.

The adjustments your employer provides and any support arranged through Access to Work may need to be reviewed if:

• your Access to Work recommendations are updated
• your condition changes
• you move teams
• your role or responsibilities change.

A review might lead to:

• additional support being introduced
• adjustments being removed if they're no longer needed
• existing adjustments being updated or replaced.

Can I request temporary adjustments?

Yes. You can ask for temporary adjustments if you're dealing with a short term health condition, recovering from illness, or need support during a specific period.

Examples might include:

• adjusted working hours while recovering from surgery
• extra time for assignments or assessments during illness
• modified duties after an injury.

These short term changes aren't usually a legal entitlement in the same way as reasonable adjustments for a disability. However, many employers are willing to provide them through their wellbeing or sickness policies.

If you think temporary support would help, speak to your manager or HR department and explain what you need and how long it might be required.

What if my request is refused?

If an employer believes an adjustment isn't reasonable, they should explain their decision and discuss whether any alternative support could be put in place.

If you still feel the decision is unfair, there are steps you can take, such as:

• ask for the reasons in writing
• discuss possible alternative adjustments
• provide additional medical evidence if relevant
• use your organisation's grievance procedure if needed.

If you believe you've experienced disability discrimination under the Equality Act 2010, you can seek advice from:

• ACAS
• an employment solicitor
• your trade union (if you're a member)
• an employment tribunal (as a last resort).

Before making a claim to an employment tribunal, you must first contact ACAS for Early Conciliation. This process aims to help resolve the issue without going to court.

Find out more

• See our example of how to disclose a disability in a cover letter.
• Explore our advice on neurodiversity at work.
• For support at university, see our guidance on Disabled Students' Allowances.