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Reasonable adjustments at work: your rights

This guide explains what reasonable adjustments are, how to identify workplace barriers, how to ask for support in writing, and what to do if your employer delays or refuses.

Disclaimer: This is general information, not legal advice. Time limits and processes can change. Check official guidance or get specialist advice for your situation.

What reasonable adjustments are

Under the Equality Act 2010, employers must make reasonable adjustments where a disabled worker or job applicant faces a substantial disadvantage compared with non-disabled people.

“Reasonable” depends on factors such as:

  • how effective the adjustment would be
  • how practical it is to put in place
  • the size and resources of the employer
  • cost (though many adjustments are low-cost or free)
  • health and safety requirements

Reasonable adjustments are not a favour or optional extra. They are a legal duty for many employers in England, Scotland and Wales. Northern Ireland has different equality law — check local advice if that applies to you.

You do not need a formal diagnosis to ask for adjustments, but you do need to explain the barrier and the disadvantage it creates at work.

Who this applies to

This guide is for:

  • disabled employees and workers in England, Scotland and Wales
  • people returning after sickness, starting a new role, or whose needs have changed
  • anyone facing a workplace barrier linked to a long-term condition, mental health condition, neurodivergence, chronic illness, sensory difference, or mobility need

Self-employed people have different legal duties in some situations, but access barriers still matter when dealing with clients, platforms, or agencies.

Common examples of adjustments

| Area | Examples | | --- | --- | | Work patterns | Flexible start/finish times, hybrid working, rest breaks, phased return | | Environment | Quiet workspace, desk setup, lighting changes, accessible parking | | Communication | Meeting agendas in advance, captions, written follow-ups, shorter meetings | | Equipment | Ergonomic chair, specialist software, noise-cancelling headset | | Policy | Changes to attendance monitoring, performance targets, or training access |

Access to Work may fund some equipment or support, but it does not remove your employer’s duty to make reasonable adjustments.

Step 1: Identify the barriers affecting you

Before you write to your employer, name the barrier clearly. A barrier is anything about work that stops you doing your job safely, reliably, or on equal terms.

Use the Workplace barriers checklist (download below) to review:

  • physical environment
  • communication
  • workload and work patterns
  • sensory and cognitive load
  • policy and process barriers

For each barrier, ask:

  1. What task or situation is difficult?
  2. What happens on a typical day?
  3. What is the risk or disadvantage if nothing changes?

Step 2: Match each barrier to practical support

Strong requests link barrier → impact → adjustment → reason.

Example:

  • Barrier: Open-plan noise makes concentration impossible for more than 20 minutes.
  • Impact: Deadlines are missed and errors increase after lunchtime.
  • Adjustment: Quiet workspace or regular remote days with agreed focus blocks.
  • Reason: Low-cost change that restores reliable output.

Avoid vague requests such as “I need to work from home more” without explaining the disadvantage and what would change.

Step 3: Write a clear request without oversharing

You do not need to share full medical records. Focus on functional impact at work.

Use the Reasonable adjustment request template (download below). Your email or letter should include:

  1. the barrier
  2. the impact on your work
  3. one or two specific adjustments
  4. a request for next steps and a review date

Helpful evidence may include:

  • occupational health report (if offered)
  • GP or specialist letter describing functional impact
  • a short diary of how barriers affect tasks
  • emails showing earlier informal requests

Step 4: Track your employer’s response

After you send a request, record:

  • date sent and who received it
  • any meeting dates and outcomes
  • what was agreed, refused, or left unclear
  • implementation dates and named owners

If the response is slow or vague, use the Follow-up email template to chase politely but firmly.

Ask for written confirmation. Verbal promises are hard to rely on later.

Step 5: If your request is agreed

When adjustments are agreed:

  1. Confirm the agreement in writing.
  2. Check what will happen and by when.
  3. Review after 4–6 weeks using the Adjustment review notes template.
  4. Say what is working and what still needs changing.

If equipment or software is needed, ask who orders it and whether Access to Work is being considered.

Step 6: If things go wrong

If your employer delays, refuses, or ignores your request:

  1. Ask for written reasons why an adjustment is considered unreasonable.
  2. Check your employer’s grievance policy.
  3. Keep a diary of ongoing impact at work.
  4. Contact ACAS for early conciliation if you are considering an employment tribunal — strict time limits apply.
  5. Consider welfare rights or employment advice through Citizens Advice or a law centre.

Refusal does not always mean the end of the process. Sometimes a different adjustment can achieve the same outcome.

Common mistakes to avoid

  • Only describing a diagnosis without explaining impact at work
  • Proposing no workable adjustment — only describing the problem
  • Accepting “we’ll think about it” with no date or owner
  • Letting occupational health or HR summarise your needs without checking the written record
  • Assuming Access to Work replaces the employer’s legal duty

Template wording example

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 functional impact].

Disadvantage: [e.g. cannot use a standard workstation for more than 30 minutes without pain and fatigue affecting concentration.]

Adjustments requested:

  1. [Specific adjustment and how it helps]
  2. [Alternative if the first option is not possible]

I am happy to discuss occupational health involvement or Access to Work if helpful. Please could we agree next steps and a date to review?

Thank you,
[Name]

Sources and official guidance

Related Access Stamp guides

Last updated: May 2024 · Access Stamp practical guide

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This guide is general information, not legal advice. Check official guidance or get specialist advice for your situation.