Rights and Daily Life

How to Request a Reasonable Accommodation at Work

How Do You Request a Reasonable Accommodation at Work?

To request a reasonable accommodation, tell your employer, in plain words and in any form, that you need a change at work because of a medical condition. The EEOC says you don't have to mention the ADA, use the phrase "reasonable accommodation" or put it in writing, though a dated written request gives you a record. Your employer may then ask for reasonable medical documentation and should work with you to find an effective change. If it refuses, you generally have 180 days to file an EEOC charge, or 300 days where a state or local agency enforces a similar law.

Reviewed by Michael Rupe ·October 1, 2026

A man using a wheelchair points across a shared office desk while talking with two coworkers at their computers — Photo: Kampus Production / Pexels

How to Request a Reasonable Accommodation in Plain Words

How to request a reasonable accommodation is simpler than most people expect. You tell your employer that you need a change at work because of a medical condition. That’s the whole legal trigger.

The EEOC, which enforces the job rules of the Americans with Disabilities Act, is clear on three points:

No magic words. You can use plain English. You don’t have to mention the ADA or say “reasonable accommodation.”
No required format. A request doesn’t have to be in writing. You can ask in a conversation, by email or any other way you communicate.
Someone can ask for you. A family member, friend, health professional or other representative may make the request on your behalf.

JAN, the Job Accommodation Network, suggests covering three things: what you’re having trouble doing, that the problem is related to a medical condition, and any ideas you have for a fix. You don’t need to know the exact solution. The EEOC says you don’t have to be able to name the precise accommodation.

The ADA’s job rules apply to employers with 15 or more employees, and to the hiring process as well as the job itself. For the full picture of what accommodations are and who is covered, see workplace accommodations and your rights under the ADA.

Why You Should Still Put It in Writing

Writing isn’t required, but JAN recommends it anyway: a written request gives you a paper trail if there’s ever a dispute about whether or when you asked. That date matters, because your employer is expected to respond promptly, and filing deadlines run from what happens next.

A good written request:

goes to your supervisor, human resources, or whoever your employer names for accommodation requests
says you have a medical condition, without needing to name the diagnosis at this stage
describes the specific tasks or conditions you’re having trouble with
suggests one or more changes that would help
offers to provide medical information if the employer needs it
keeps a copy for you, with the date sent

If you ask in person, follow up with a short email that sums up the conversation. That turns a spoken request into a dated record.

A Short Sample Accommodation Request

Adapt this to your own situation. Keep it short and factual.

Subject: Request for a workplace accommodation

Hi [name],

I’m writing to request an accommodation for a medical condition that affects my work. Lately I’ve had trouble [describe the task, such as concentrating in the open office, standing for full shifts, or reading small print on my screen].

I think the following would help me do my job well: [your idea, such as a quieter workspace or noise-canceling headphones, a stool at my station, or screen magnification software]. I’m open to other options that would work.

I can provide information from my health care provider if you need it. Please let me know the next steps, and I’m happy to meet to discuss this.

Thank you, [Your name] [Date]

You don’t need to attach medical records with the first request. Wait to see what the employer asks for, then give only what’s relevant.

What Happens Next: The Interactive Process

Once you ask, the law expects a back-and-forth. Federal rules call it an informal, interactive process, meant to pin down your exact limitations and the changes that could overcome them. JAN describes the steps the EEOC recommends:

Look at the job and its essential functions.
Talk with you about the specific limitations your condition causes at work.
Identify possible accommodations and how well each would work.
Consider your preference, then choose and put an accommodation in place.

Speed. The EEOC says employers should respond expeditiously, and unnecessary delays can themselves violate the ADA. If weeks pass without an answer, follow up in writing.

Who chooses. Your employer may pick among accommodations that are effective. The EEOC says your preference should get primary consideration, but the employer has the final say, and it doesn’t have to give you the exact one you asked for as long as what it offers works.

Saying no to an offer. You don’t have to accept an accommodation. But if you turn down one you need to do the essential parts of your job, and can’t do them without it, you may no longer count as qualified for that job.

What Medical Documentation an Employer Can Ask for

Your employer may ask for documentation when it needs medical information to support your request. The EEOC limits this to “reasonable documentation”: only what’s needed to show that you have a disability under the ADA and that it calls for an accommodation.

What that means in practice:

Allowed: a letter or form from your doctor, therapist or rehabilitation professional describing your condition, your functional limitations at work and why the change would help.
Not allowed: your complete medical records.
Questions: the employer may ask relevant questions about your disability and functional limitations.

Ask your provider to focus the letter on what you can and can’t do at work, not your full history. Under the ADA, your employer must keep medical information in separate, confidential files. Supervisors may be told only about necessary work restrictions and accommodations.

Examples of Reasonable Accommodations

Federal rules and the EEOC list common accommodations, and JAN collects ideas by condition. Matching the change to the specific limitation is what makes a request strong.

What you’re dealing with	Accommodations to ask about	Source
Treatment, flare-ups or recovery	Paid or unpaid leave; a modified or part-time schedule	EEOC
Trouble focusing or getting organized, as with ADHD	A quiet workspace; noise cancellation or white noise; written instructions; to-do lists and timers; uninterrupted work time; working from home	JAN
Getting around the workplace	Making the workplace accessible for wheelchair users	EEOC
Seeing or hearing	A reader or interpreter; modified equipment or devices	EEOC and 29 CFR 1630.2
Tasks you can’t do because of your condition	Restructuring the job by trading marginal tasks	EEOC
Rules that clash with your condition	Changing a workplace policy; adjusting tests or training materials	EEOC and 29 CFR 1630.2
Commuting or office conditions	Telework	EEOC
None of these work in your current job	Reassignment to a vacant position, the accommodation of last resort	EEOC

Many accommodations cost little. In JAN’s survey of employers, 61% said the accommodation their employee needed cost nothing, and 33% reported a one-time cost, with a median of $300.

When an Employer Can Say No: Undue Hardship

An employer doesn’t have to provide an accommodation that would cause undue hardship, meaning significant difficulty or expense. The EEOC also counts changes that are unduly extensive or disruptive, or that would fundamentally change how the business operates.

It’s judged case by case. Federal rules weigh the net cost of the accommodation after tax credits and outside funding, the size and resources of the employer and the worksite, the type of operation and the impact on other employees and the business. So the same request can be reasonable for one employer and an undue hardship for another.

Reassignment to a vacant job comes into play only when nothing would work in your current one.

If Your Request Is Ignored or Denied

Ask why. JAN suggests finding out the reason so you know what to do next. A denial sometimes comes from missing information you can supply.

Go up the chain. Ask a higher manager or HR to review it. If you have a union, you can file a grievance.

Get free technical help. JAN gives free, confidential advice on accommodations and the ADA at (800) 526-7234. Your state’s vocational rehabilitation agency may also help with job supports.

File an EEOC charge if needed. Deadlines are strict:

Situation	Deadline to act
Private, state or local employer	180 calendar days from the discrimination
Where a state or local agency enforces a law against disability discrimination at work	300 calendar days
Federal employee or applicant	Contact your agency’s EEO counselor within 45 days
Deadline lands on a weekend or holiday	The next business day

You can start a charge through the EEOC Public Portal online, by visiting a field office, or by mail. You can call 1-800-669-4000 to talk it through, though the EEOC doesn’t take charges over the phone. Retaliation is also illegal: the EEOC lists requesting an accommodation as protected activity.

If you can’t keep working. If your condition stops you from working even with accommodations, read about SSDI and working on disability, which explains how earnings affect benefits.

Accommodations at School and in Housing

The same idea, changing a rule or adding support because of a disability, applies outside work under different laws and processes:

School. Students get accommodations through a 504 plan or an IEP. See what a 504 plan is, the IEP process and IEP vs 504.
Housing. Tenants ask landlords and housing agencies for reasonable accommodations under the Fair Housing Act. See disability housing rights and Section 8 for people with disabilities.
Service animals. At work, a service dog is requested as an accommodation; in stores and on flights, different rules apply. See service animal rights.

Frequently Asked Questions

Can I Ask for an Accommodation During a Job Interview?

Yes. The ADA covers the hiring process too, and JAN says you can request an accommodation at any point while applying or while employed. For example, you might ask for an accessible interview location, an interpreter or extra time on a test.

Can My Employer Pick a Different Accommodation Than the One I Asked For?

Yes, if it works. The EEOC says your preference should get primary consideration, but the employer has the final say among accommodations that are effective.

Can I Be Fired for Asking for an Accommodation?

No. The EEOC lists requesting accommodation of a disability as protected activity, and the employment discrimination laws forbid punishing you for it. Retaliation can be its own EEOC charge.

Does the ADA Apply to Small Employers?

The ADA's employment rules cover employers with 15 or more employees. If your employer is smaller, look at your state's own disability discrimination law and agency through the state guides.

Can a Family Member Ask for Me?

Yes. The EEOC says a family member, friend, health professional or other representative may request a reasonable accommodation on your behalf.

Do I Have to Accept an Accommodation I Don't Want?

No. Federal rules say you don't have to accept an accommodation. But if you turn down one you need to do the essential functions of your job, and you can't do them without it, you may no longer be considered qualified for the position.

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