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Practical guideBest option
Reasonable adjustments at work: your rights
A practical, step-by-step guide with AI support
Guide summary
A practical, step-by-step guide with AI support
- Understand what reasonable adjustments are
- Identify the workplace barriers affecting you
- Match each barrier to practical support
- Write a clear request without oversharing
- Track your employer's response
- Know what to do if your request is delayed or refused
Practical next steps
Visible actions you can take now — no accordion required.
Use a template
Download wording you can adapt for letters, emails, or conversations.
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Start here
Three immediate actions before you work through the full guide.
- 1Name the work barrier.
- 2Explain how it disadvantages you compared with colleagues.
- 3Suggest one or two realistic adjustments.
Quick answer
Do not write a long medical life story. Write a clear access request that names the barrier, explains the impact, proposes adjustments, and asks for a written decision and review date.
Use this guide if…
- Disabled employees and workers in England, Scotland, and Wales (Northern Ireland has different equality law — check local advice).
- People returning after sickness, starting a new role, or whose needs have changed.
- Self-employed people dealing with clients — different duties, but access barriers still matter.
Common questions
Practical answers you can use straight away — expand any question for next steps, example wording, and related help.
No. You do not need a formal diagnosis to request reasonable adjustments. What matters is that you face a substantial disadvantage at work because of a long-term condition, mental health need, neurodivergence, sensory difference, pain, fatigue, or mobility barrier.
What to do next
- Describe the barrier in plain language — what task or environment is difficult.
- Explain the impact on your ability to do your job on equal terms.
- Propose one or two practical adjustments that would reduce the disadvantage.
- Ask for a meeting and follow up in writing with the same points.
Example wording
Because of how noise and interruptions affect my concentration, I cannot complete focused work reliably in an open-plan area. A quieter workspace or agreed focus blocks would reduce the disadvantage I face compared with colleagues.
Evidence checklist
- Short written summary of barriers and impact
- Occupational health report if your employer offers one
- GP or specialist letter describing functional impact at work (optional)
Employers must consider requests seriously. A delay without a timeline, or a blanket refusal without reasons, is not the end of the process. Ask for written reasons and keep records of meetings, emails, and what was agreed.
What to do next
- Send a polite follow-up email summarising your request and asking for a decision date.
- Ask which adjustment was considered unreasonable and why.
- Request an alternative if the first option is not possible.
- Raise a formal grievance if internal discussion fails — check your employer policy.
- Contact ACAS early conciliation if you are considering an employment tribunal — time limits are strict.
Example wording
I am following up on my adjustment request sent on [date]. Could you confirm the decision, any alternative being considered, and a date for implementation? If the request is refused, please share the reasons in writing so I can understand the employer's position.
Evidence checklist
- Copy of original request email
- Meeting notes or calendar invites
- Follow-up emails with dates
- Diary of impact at work after refusal
Reasonable adjustments remove or reduce disadvantage. They can change policies, practices, physical environments, or provide auxiliary aids. Examples include flexible hours, hybrid working, quieter workspace, equipment, meeting adjustments, or changed communication formats.
What to do next
- Link each barrier to a specific work task.
- Suggest adjustments that are practical for your role.
- Offer alternatives if your first choice is not feasible.
- Review after 4–6 weeks and say what is working.
Example wording
Barrier: I cannot attend back-to-back meetings without recovery time. Adjustment: 10-minute gaps between meetings and agendas sent 24 hours in advance.
Evidence checklist
- List of tasks affected
- Examples of good days and bad days
- Quotes for equipment if relevant
No. Access to Work may fund extra disability-related work costs, but it does not replace your employer's duty to make reasonable adjustments. Many people use both — employer adjustments for workplace changes, Access to Work for funded support where eligible.
What to do next
- Raise reasonable adjustments with your employer first.
- Check GOV.UK Access to Work eligibility if costs are a barrier.
- Keep employer requests separate from AtW applications — both should describe work barriers clearly.
Step-by-step
Your progress
Step 2 of 6
Think about the barriers you face and what could make work more accessible. Strong requests link a specific barrier to a practical change that would reduce disadvantage.
Review physical environment, work patterns, communication, sensory load, and policy barriers before you write to your employer.
What this means
- A barrier might affect one task or your whole working day.
- Adjustments should be connected to how you actually work.
- You do not need the perfect solution — describe the problem clearly first.
- Several small changes may work better than one large request.
Practical checklist
- What part of the physical workspace is difficult (noise, lighting, desk setup, temperature)?
- What work patterns are difficult (hours, breaks, commute, hybrid working, workload)?
- What communication formats are difficult (meetings, calls, written instructions, last-minute changes)?
- What happens on typical days and on harder days?
- What have I already tried informally?
- What would make the task safer, easier or more reliable?
Common barrier areas
- Work environment — physical workspace, noise, lighting, equipment, accessible facilities.
- Work patterns — hours, breaks, fatigue, flexibility, hybrid working, phased return.
- Communication — meetings, shared information, format of instructions, response times.
Example wording
“The barrier is that I cannot use a standard workstation for more than 30 minutes without pain and fatigue affecting concentration. A height-adjustable desk, regular breaks, and two hybrid days would reduce the disadvantage.”
Ask the AI: Help me identify reasonable adjustments that could help with my work barriers
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Read the full guide
Prefer the full explanation? Open the complete Access Stamp guide with examples, template wording, common mistakes and next steps if your employer delays or refuses.
Evidence checklist
Keep or gather these before you contact an organisation or submit a form.
- Occupational health report (if your employer offers OH).
- GP or specialist letter describing functional impact at work — not just diagnosis.
- A short written summary of tasks you cannot do safely or reliably without adjustment.
- Emails showing prior informal requests and outcomes.
Copy-and-adapt templates
Wording you can paste into email, letters, or conversation notes.
Email template to request adjustments
Subject: Request for reasonable adjustments Dear [Manager/HR], I am writing to request reasonable adjustments under the Equality Act because I face a substantial disadvantage at work due to [brief condition/impact — functional, not clinical detail]. Disadvantage: [e.g. cannot use standard workstation for more than X minutes without pain/fatigue risk] Adjustments requested: 1. [Specific adjustment + how it helps] 2. [Alternative if first option not possible] I am happy to discuss OH involvement or Access to Work if helpful. Please could we agree next steps and a date to review? Thank you, [Name]
Common mistakes
- Only complaining without proposing workable adjustments.
- Accepting “we’ll think about it” with no date or owner.
- Letting OH or HR speak for you without checking the written summary.
- Assuming Access to Work removes the employer’s legal duty.
If they refuse, delay, or ignore you
- Ask for written reasons why an adjustment is considered unreasonable.
- Raise a formal grievance if internal discussion fails (check employer policy).
- Contact ACAS early conciliation if you are considering an employment tribunal claim — strict time limits apply.
- Keep diaries of impact at work after refusal.
Access Stamp AI
Need help applying this guide to your situation? Ask about your rights, how to describe workplace barriers, what adjustments to request, or what to do if your employer delays or refuses.
Guide summary
- Understand what reasonable adjustments are
- Identify the workplace barriers affecting you
- Match each barrier to practical support
- Write a clear request without oversharing
- Track your employer's response
- Know what to do if your request is delayed or refused
Helpful templates
Reasonable adjustment request template
A simple email structure using barrier, impact, adjustment and reason.
DOCXWorkplace barriers checklist
Identify physical, communication, workload, sensory and policy barriers.
DOCXFollow-up email template
Chase delayed or unclear responses without sounding aggressive.
DOCXAdjustment review notes
Record whether agreed adjustments are working and what needs to happen next.
DOCX
At a glance
- You have the right to equal treatment at work under the Equality Act 2010.
- Employers must make reasonable adjustments where you face a substantial disadvantage.
- You do not need a formal diagnosis to ask for adjustments.
- Explain the barrier, the impact, and a practical adjustment that would help.
- Keep written records of requests, meetings and outcomes.
- Access to Work may help with extra costs but does not replace the employer's duty.
Official guidance
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