Navigating workplace accommodations can feel intimidating, but it doesn’t have to be. If you have a disability that affects your work, you have legal rights to certain adjustments that can help you succeed. Understanding how to request these accommodations effectively makes all the difference in getting what you need.
In this guide, we’ll explain what qualifies as a reasonable accommodation, walk through the request process step-by-step, and provide practical strategies for working with your employer to find effective solutions. You’ll learn what documentation to prepare, how to handle pushback, and when to seek legal help if necessary.
Disclaimer: This article provides general information for informational purposes only and should not be considered a substitute for legal advice. It is essential to consult with an experienced employment lawyer at our law firm to discuss the specific facts of your case and understand your legal rights and options. This information does not create an attorney-client relationship.
Understanding Reasonable Accommodations
The Americans with Disabilities Act (ADA) requires employers with 15 or more employees to provide “reasonable accommodations” for qualified individuals with disabilities. But what exactly does this mean?
A reasonable accommodation is any change to the job application process, work environment, or job duties that enables a qualified person with a disability to:
- Apply for a job
- Perform essential job functions
- Enjoy equal benefits and privileges of employment
These accommodations help level the playing field by removing workplace barriers that might otherwise prevent you from doing your job effectively. They’re not special treatment – they’re adjustments that give you equal access to work opportunities.
The law applies to all types of disabilities, including physical, mental, and even temporary conditions that substantially limit major life activities. For example, accommodations might help employees with mobility impairments, chronic health conditions, mental health disabilities, learning disabilities, or sensory impairments.
However, not every requested change qualifies as “reasonable.” An accommodation becomes unreasonable if it would:
- Create an “undue hardship” for the employer (significant difficulty or expense)
- Remove essential job functions
- Lower production or performance standards
- Pose a direct threat to health or safety
This framework balances your right to workplace adjustments against legitimate business needs. Most accommodations cost little or nothing, making the “undue hardship” defense rarely applicable to larger employers.
Common Types of Reasonable Accommodations
Reasonable accommodations vary widely depending on your specific disability and job requirements. Here are some common examples that might help you identify what to request:
Physical Workplace Modifications
- Adjustable desks or ergonomic chairs
- Closer parking spaces
- Wheelchair ramps or accessible restrooms
- Reduced glare lighting or sound dampening panels
- Relocation to a more accessible work area
Schedule and Leave Adjustments
- Modified work schedules or flexible hours
- Part-time work arrangements
- Periodic breaks to rest, take medication, or check blood sugar
- Telework options for some or all workdays
- Leave for medical treatment or recovery
Job Duty Modifications
- Redistribution of marginal (non-essential) job functions
- Modified methods of communication (email instead of phone calls)
- Assistance with heavy lifting or other physical tasks
- Reassignment to a vacant position when no other accommodations work
Equipment and Technology
- Screen reading software for visual impairments
- Text-to-speech or speech-to-text technology
- Modified keyboards or alternative input devices
- Noise-canceling headphones for sensory sensitivities
- Specialized chairs or standing desks for physical conditions
Policy Modifications
- Exception to a dress code policy
- Permission to eat at workstation for diabetes management
- Modified attendance policy for chronic conditions
- Allowing service animals in a no-pets workplace
- Adjustments to workplace testing procedures
The key is identifying which accommodations would most effectively address your specific limitations while allowing you to perform your job successfully. Think about where you encounter barriers in your work and what changes would help remove those obstacles.
Preparing to Request an Accommodation
Before making a formal accommodation request, take some time to prepare. This preparation increases your chances of a smooth, successful process.
First, identify your specific workplace limitations. What aspects of your job are difficult because of your disability? Be as specific as possible about the tasks, environments, or schedules that create challenges for you.
Next, research potential accommodations that would effectively address these limitations. The Job Accommodation Network (JAN) offers an extensive database of accommodation ideas for various disabilities. Your healthcare provider might also suggest effective accommodations based on your condition.
Then, consider timing your request thoughtfully. While you can request accommodations at any time, requesting before performance issues arise often leads to better outcomes. For new employees, you might request accommodations either during the hiring process (after a job offer) or shortly after starting work.
Finally, gather supporting documentation if needed. While not always required, having documentation from your healthcare provider ready can streamline the process. This documentation should explain your condition, workplace limitations, and recommended accommodations.
Remember that you don’t need to share your complete medical history or detailed diagnosis. The focus should remain on your functional limitations and the accommodations that would address them.
Making Your Accommodation Request
The ADA doesn’t require a specific format for accommodation requests. While written requests create a better record, verbal requests are equally valid under the law. Here’s how to approach either option:
Verbal Requests
For verbal requests, ask for a private meeting with your supervisor or HR representative. During the meeting:
- Clearly state that you have a medical condition that affects your work
- Explain the specific workplace limitations you’re experiencing
- Request specific accommodations that would help
- Ask about next steps in the process
Follow up with an email summarizing the conversation to create a written record. For example: “Thank you for meeting with me today to discuss accommodations for my back condition. As we discussed, I’m requesting an ergonomic chair and the ability to stand and stretch for five minutes every hour to manage my pain.”
Written Requests
If you prefer to start with a written request, address it to your supervisor, HR department, or disability services coordinator. A simple, clear email or letter works well. Include:
- A statement that you’re requesting accommodations under the ADA
- Brief mention of your disability (without detailed medical information)
- Specific accommodations you’re requesting
- How these accommodations would help you perform your job
- Offer to provide medical documentation if needed
- Express willingness to discuss alternatives
Keep your request focused on solutions rather than lengthy explanations of your condition. For example, rather than detailing your anxiety diagnosis, focus on how a flexible schedule would help you manage your symptoms while meeting job expectations.
Remember that once you make this request, you’ve legally triggered the “interactive process” – the collaborative dialogue between you and your employer to identify effective accommodations.
The Interactive Process: Working with Your Employer
After you request an accommodation, your employer must engage in the “interactive process” – a collaborative dialogue to identify effective accommodations. This process works best when both sides participate in good faith.
During this process, the employer may:
- Ask for reasonable documentation about your disability and limitations
- Discuss why the specific accommodation is needed
- Explore alternative accommodations that might work equally well
- Assess whether requested accommodations would cause undue hardship
Your active participation helps ensure the best outcome. Be prepared to:
Respond promptly to requests for information. Delays might postpone implementation of your accommodations.
Consider alternative solutions. While you can certainly advocate for your preferred accommodation, being open to alternatives often leads to faster resolution.
Focus on the goal, not the specific method. For example, if your goal is reducing workplace noise that triggers migraines, solutions might include noise-canceling headphones, a quieter workspace, or permission to work remotely during noisy periods.
Document all communications. Keep records of emails, meeting notes, and other interactions related to your accommodation request.
If your employer seems unfamiliar with the interactive process, you might tactfully provide information about ADA requirements or suggest consulting resources like the Job Accommodation Network. Most employers want to comply with the law and support their employees, but they may need guidance on proper procedures.
Documentation Requirements: What's Actually Needed
Many employees worry about the documentation employers might require for accommodation requests. Understanding what’s appropriate can help you protect your privacy while still providing necessary information.
What Employers Can Request
When your disability isn’t obvious, employers may request reasonable documentation to confirm your disability and need for accommodation. This typically includes:
- Confirmation that you have a disability as defined by the ADA
- Description of your functional limitations related to the job
- Explanation of how requested accommodations would help
- Clarification of expected duration (temporary or permanent)
The documentation should come from an appropriate healthcare provider familiar with your condition and its effects. This might be a doctor, psychologist, psychiatrist, or other qualified professional depending on your disability.
What’s Too Intrusive
Employers cannot demand your complete medical records, information about conditions unrelated to your accommodation request, or unnecessarily detailed diagnostic information. If your employer’s requests seem excessive, you can:
- Ask why they need such detailed information
- Offer more limited documentation that still addresses the legitimate need
- Suggest the employer submit specific questions to your healthcare provider
- Consult with an employment attorney if the requests seem truly unreasonable
Sample Documentation Letter
A well-written documentation letter from your healthcare provider should focus on functional limitations rather than medical details. For example:
“Ms. Johnson has a medical condition that causes chronic fatigue and difficulty concentrating for extended periods. This substantially limits her ability to maintain focus during long meetings. I recommend:
- Breaking meetings longer than 30 minutes into smaller segments
- Providing written agendas and materials in advance
- Allowing brief breaks every 30 minutes during longer meetings
These accommodations would enable Ms. Johnson to participate fully in workplace meetings while managing her medical condition.”
Notice how this sample focuses on workplace limitations and solutions rather than detailed medical information. This approach generally satisfies legitimate employer needs while protecting your medical privacy.
When Employers Push Back: Addressing Common Objections
Sometimes employers resist accommodation requests despite their legal obligations. Understanding common objections helps you respond effectively.
“That Would Be Too Expensive”
If your employer claims an accommodation would cost too much, consider these approaches:
- Provide information about low-cost alternatives
- Suggest a trial period to demonstrate effectiveness
- Mention tax incentives for accommodation expenses
- Note that most accommodations cost under $500, and many cost nothing
- Ask for specific cost concerns so you can address them
Remember that “undue hardship” is a high standard for employers to meet, particularly for larger companies with substantial resources.
“We Don’t Make Exceptions to Our Policies”
When facing policy-based objections:
- Explain that the ADA may require exceptions to workplace policies as reasonable accommodations
- Clarify that accommodations don’t change performance standards – just how the work gets done
- Offer examples of how the accommodation would help you meet the same standards as others
- Suggest a temporary trial period to demonstrate effectiveness
Remember that the ADA typically overrides general workplace policies when reasonable accommodations are needed.
“Your Job Can’t Be Done With Those Limitations”
If your employer questions your ability to perform essential functions:
- Review the job description together to clarify essential versus marginal functions
- Explain specifically how the accommodation would enable you to perform essential functions
- Offer examples of how other employees with similar disabilities have succeeded with accommodations
- Consider requesting a limited trial period to demonstrate your ability
The focus should remain on your ability to perform essential job functions with reasonable accommodation, not on limitations.
“We Need More Information About Your Medical Condition”
When facing requests for excessive medical information:
- Clarify what specific information they need and why
- Offer to have your doctor provide focused information about your limitations and accommodation needs
- Remind them that the ADA limits medical inquiries to information necessary to verify disability and evaluate accommodation requests
- Consider involving HR if your direct supervisor seems to be overstepping
Maintaining the right balance between providing necessary information and protecting your medical privacy remains important throughout this process.
Legal Remedies When the Process Breaks Down
If you’ve made reasonable efforts to work with your employer but continue facing resistance, several legal options exist.
Internal Complaint Procedures
Start with your company’s internal grievance process:
- File a formal complaint with HR
- Escalate to higher management if necessary
- Document all communications and responses
Many issues are resolved at this level once higher-level management or HR specialists get involved and understand the legal requirements.
External Complaints and Lawsuits
If the internal resolution fails, external options include:
Equal Employment Opportunity Commission (EEOC) Complaint: You must generally file within 180 days of the alleged discrimination (extended to 300 days in some states). The EEOC investigates and may help resolve the matter through mediation or other means.
State Agency Complaints: Many states have their own anti-discrimination agencies with similar processes to the EEOC, sometimes with longer filing deadlines or additional protections.
Private Lawsuit: After receiving a “right to sue” letter from the EEOC, you can file a lawsuit against your employer. Potential remedies include:
- Back pay if you lost your job
- Reinstatement or front pay
- Compensatory damages for emotional distress
- Punitive damages in cases of intentional discrimination
- Attorney’s fees and costs
- Court orders requiring specific accommodations
In a recent case, a federal court awarded over $250,000 to an employee with anxiety and depression whose employer refused to allow a service animal as a reasonable accommodation, despite evidence that it would effectively address workplace limitations without disrupting operations.
Another case resulted in a $150,000 settlement for an employee with multiple sclerosis who was denied a flexible schedule accommodation that would have allowed medical treatments while maintaining full productivity.
These legal remedies exist as a last resort. Most accommodation issues are resolved through good-faith dialogue between employees and employers when both sides understand their rights and responsibilities.
Accommodations for Specific Disabilities
Different disabilities may require specific types of accommodations. Here are some examples that might help guide your thinking:
Physical Disabilities
For mobility impairments or chronic pain conditions:
- Accessible workspaces with wider doorways or lowered counters
- Ergonomic furniture and equipment
- Modified work schedules to accommodate fatigue
- Reduced travel requirements
- Assistance with physical tasks like filing or lifting
Mental Health Conditions
For anxiety, depression, PTSD, or similar conditions:
- Flexible scheduling or work-from-home options
- Private workspace with reduced stimulation
- Permission to use noise-canceling headphones
- More frequent breaks
- Written instructions for complex tasks
- Support animals at work
Sensory Disabilities
For vision or hearing impairments:
- Screen reading software or magnification technology
- Braille materials or tactile markers
- Sign language interpreters for meetings
- Captioning for videos and presentations
- Written rather than verbal instructions
- Strategic seating in meetings
Neurological Differences
For ADHD, autism spectrum conditions, or learning disabilities:
- Distraction-reduced workspace
- Noise-canceling headphones
- Written instructions and checklists
- Extended time for training or testing
- Permission to record meetings
- Structured schedules and clear expectations
Chronic Health Conditions
For diabetes, MS, lupus, or similar conditions:
- Flexible scheduling for medical appointments
- Permission to take breaks for medication or monitoring
- Ability to keep food/drink at workstation
- Telework during flare-ups
- Modified attendance policies
- Relocation away from environmental triggers
Remember that these examples serve only as starting points. The best accommodations address your specific limitations and job requirements, which may differ from these general suggestions.
Conclusion: Keys to Successful Accommodation Requests
Requesting and securing reasonable accommodations works best when approached strategically. Remember these key principles:
Focus on solutions, not problems. Emphasize how accommodations will help you perform your job effectively rather than dwelling on limitations.
Be specific about what you need. Vague requests like “more flexibility” are harder to evaluate than specific requests like “permission to start work at 10 am instead of 8 am to accommodate my medical treatments.”
Maintain a collaborative attitude. The interactive process works best when approached as a joint problem-solving exercise rather than an adversarial proceeding.
Document everything. Keep records of all accommodation requests, medical documentation, and related communications. This documentation proves invaluable if disputes arise later.
Know your rights, but focus on mutual benefits. While understanding your legal protections matters, emphasizing how accommodations benefit both you and your employer often proves more persuasive than legal arguments.
Consider privacy carefully. Share only the information necessary to support your accommodation request. You control how much medical information to disclose beyond the minimum required.
Reasonable accommodations help create workplaces where everyone can contribute their talents fully. By understanding your rights and approaching the process thoughtfully, you increase your chances of a positive outcome.
At Nisar Law Group, we regularly help employees navigate the accommodation process, from crafting effective initial requests to addressing complications that arise. If you’re facing challenges securing reasonable accommodations or believe your rights have been violated, contact us for a consultation about your specific situation.
Related Resources
- What Qualifies as a Disability Under the ADA
- Medical Examinations and Inquiries: Employee Rights
- Mental Health Disabilities: Special Considerations
- Invisible Disabilities in the Workplace
- Proving Disability Discrimination: Building Your Case
- Workplace Disability Discrimination: Your Complete Legal Guide
- When Employers Can Claim “Undue Hardship”
- Disability Discrimination in Remote Work Environments
- Long COVID as a Disability: Emerging Legal Considerations
