Once you’ve identified potential accommodations, the next step is making an effective request. How you approach this process can significantly impact your chances of success.

When to Request Accommodations

You can request accommodations at various points throughout employment:

During the application process if you need accommodations for interviews or assessments. Employers can’t reject you because you need reasonable accommodations during hiring.

When starting a new position if you’ll need accommodations from day one. Consider requesting accommodations after receiving a job offer but before starting work.

When disability-related needs arise due to a new condition, changes in an existing condition, or job changes that create new barriers.

After performance issues emerge if disability-related limitations are affecting your performance. When making a post-performance request, explain the connection between your disability and the performance challenges.

We generally advise clients to request accommodations proactively as soon as needs become apparent. Waiting until performance problems develop often creates unnecessary complications and may make the process more adversarial.

Crafting an Effective Accommodation Request

While there’s no legally required format for accommodation requests, following these guidelines can increase your chances of success:

Put it in writing whenever possible. Written requests create clear documentation and reduce misunderstandings. An email or letter provides a record of what you requested and when, which can be crucial if disputes arise later.

Direct your request appropriately. In most organizations, Human Resources is the best starting point for accommodation requests. This approach ensures your request is handled by those familiar with accommodation procedures and legal requirements.

Disclose your disability generally without oversharing. You need to disclose that you have a disability, but you don’t necessarily need to share your specific diagnosis. For example, you might say, “I have a medical condition that affects my ability to stand for long periods” rather than providing detailed medical information.

Connect your limitations to specific job functions. Clearly explain how your disability affects your work: “Because of my condition, I experience difficulty with [specific job task] when [specific circumstances].”

Make specific, solution-oriented requests. Rather than vague statements like “I need help,” make specific accommodation requests: “I am requesting [specific accommodation] to help me [perform specific job function].” This clarity helps your employer understand and evaluate your needs.

Maintain a professional, collaborative tone. Frame your request as a way to enhance your productivity and job performance, not as a demand or entitlement. A solution-focused approach typically yields better results than an adversarial one.

We find that requests following these guidelines typically receive more positive responses and encounter fewer obstacles during the evaluation process.

Sample Accommodation Request Letter

While every situation is unique, this sample email template illustrates an effective approach:

Subject: Request for Reasonable Accommodation

Dear [HR Manager/Supervisor],

I am writing to request reasonable accommodation for a disability under the Americans with Disabilities Act. I have [general description of condition] that affects my ability to [description of limitation as it relates to job functions].

Specifically, I experience difficulty with [explain how limitation affects specific job duties]. To address this limitation and enable me to perform my job effectively, I am requesting [specific accommodation request].

My [doctor/healthcare provider] has recommended this accommodation based on my specific limitations. I believe this accommodation will allow me to successfully perform all essential functions of my position while addressing the limitations caused by my disability.

I’m happy to provide additional information or discuss alternative accommodations that might effectively address these limitations. Please let me know what additional information you need to process this request.

Thank you for your assistance with this matter.

Sincerely,

[Your Name]

This template provides a professional framework that includes all essential elements while maintaining an appropriate level of disclosure and a collaborative tone.

Handling Medical Documentation Requests

Employers can request reasonable documentation when the disability or need for accommodation isn’t obvious. Understanding documentation requirements helps you prepare for this step.

Employers may request documentation when your disability isn’t visible or apparent, when the connection between your disability and requested accommodation isn’t clear, or when they need more information to evaluate accommodation options.

Effective documentation typically includes confirmation that you have a disability covered by the ADA, a description of your functional limitations related to job duties, an explanation of how the requested accommodation addresses these limitations, and the expected duration of the need for accommodation.

Documentation should come from qualified healthcare providers familiar with your condition and its effects. Work with your provider to develop documentation that supports your request without unnecessarily disclosing sensitive medical details beyond what’s needed to establish the accommodation’s necessity.

Remember that your medical information must be kept confidential, stored separately from your personnel file, and accessed only by those involved in the accommodation process. You generally don’t need to share your complete medical history or highly personal details unrelated to your accommodation needs.