How Do I Request Accommodations at Work?

Requesting an accommodation doesn't require special language, formal procedures, or perfect phrasing. If your request connects a need to a medical condition or disability, it counts. That said, how you make your request can affect how smoothly the process goes.

This article walks you through the practical steps to request accommodations effectively.

You Don't Need Magic Words

Let's start with what you don't need to do. You don't need to:

• Say 'ADA' or 'reasonable accommodation'
• Use formal or legal language
• Fill out a specific form (unless your company requires one)
• Disclose your specific diagnosis
• Have all the answers about what accommodation you need

What you do need is to make clear that you need a change at work because of a medical condition or disability. That's it. The request can be as simple as: 'I'm having trouble with [barrier] because of a medical condition. Can we talk about adjustments that might help?'

Step-by-Step: Making Your Request

Step 1: Identify Your Barriers

Before you make your request, get clear on what's actually causing problems. Ask yourself:

• What tasks or situations am I struggling with because of my disability?
• What about my work environment exacerbates my symptoms?
• When do I succeed at work, and what's different about those situations?
• The clearer you are about the barrier, the easier it is to identify solutions.

Step 2: Think About Solutions

You're not required to know exactly what accommodation you need, but if you have ideas, share them. Consider:

• What has helped in past jobs or other settings?
• What do you do on your own to manage your disability?
• What would make the barrier go away or become manageable?
• The Job Accommodation Network(definition available) (askjan.org) is a free resource with accommodation ideas organized by disability and by limitation.

Step 3: Decide Who to Tell

You can make your request to anyone in a supervisory or HR role. Options include:

• Your direct supervisor
• Human Resources
• Your supervisor's supervisor
• A designated accommodation coordinator (if your company has one)

Choose whoever you're most comfortable with and trust to handle it appropriately. If your company has a formal accommodation process, you may need to involve HR eventually; but your initial request to any supervisor is still valid and should trigger the interactive process.

Step 4: Make the Request (Preferably in Writing)

While verbal requests are valid, putting your request in writing has significant advantages:

• It creates documentation of when you made the request
• It's less likely to be confused or forgotten
• It gives you time to phrase things carefully
• It provides evidence if disputes arise later

If you prefer to make the request in conversation, follow up with an email summarizing what you discussed: 'As we talked about today, I'm requesting [accommodation] due to [limitation]. Thank you for your support in working through this.'

What to Include in Your Request

A strong request includes:

• The barrier you're facing: What specific limitation are you experiencing at work? Be clear and concise.
• Connection to a medical condition: You don't need to name your diagnosis, but connect the barrier to a health condition or disability.
• The accommodation you're requesting: If you know what would help, say so. If you're not sure, that's okay; you can still request that your employer work with you to find a solution.
• How it will help: Briefly explain how the accommodation addresses the barrier.

Example Request Language

Here are examples of clear, effective accommodation requests:

• Simple and direct: 'I need to leave every Tuesday at 2pm for a recurring medical appointment.'
• Connecting barrier to solution: 'The noise level in the open office is exacerbating my sensory sensitivity. Could I move to a quieter workspace or use noise-canceling headphones?'
• When you don't know the solution: 'I'm having difficulty meeting deadlines due to a medical condition that affects my concentration. Can we discuss possible adjustments?'
• More formal: 'I have a disability that substantially limits [major life activity]. Due to this limitation, I'm experiencing [barrier] at work. I am requesting [specific accommodation] as a reasonable accommodation. This would help me [how it addresses the barrier].'

What NOT to Do

Don't apologize. You don't need to feel bad for asking for your needs to be met. Requesting accommodation is exercising a legal right, not asking for a favor.

Don't be overly grateful or deferential. You're not begging; you're making a legitimate request. A simple 'thank you for your help with this' is sufficient.

Don't use deficit-focused language. Instead of 'I can't retain information delivered verbally,' try 'I retain information better when it's written.' Frame the solution as fixing the environment, not fixing you.

Don't over-explain or over-justify. Keep it clear and concise. You don't need to prove you deserve accommodation; you just need to establish that you have a disability-related barrier.

After You Make the Request

• If they don't respond: Follow up. Sometimes requests get lost or recipients don't realize it was a formal accommodation request. If needed, clarify: 'I want to make sure my request for reasonable accommodation was received.'
• If they ask for documentation: Provide it, as long as the request is reasonable. They can ask for confirmation of your disability and explanation of why you need the accommodation; but not your complete medical records.
• If they propose alternatives: Consider them genuinely. If an alternative would work, great. If it wouldn't, explain why and continue the dialogue.
• If they deny: Ask for the reason in writing. A denial isn't necessarily the end; it's often the beginning of negotiation.

Preparing Documentation in Advance

If you have a non-apparent disability(definition available), expect that you may be asked for documentation. You can prepare in advance by getting a letter from your healthcare provider that includes:

• Confirmation that you have a condition that qualifies as a disability
• The major life activity or activities that are affected
• How the condition creates work-related limitations
• Recommended accommodations (or types of accommodations)
• The letter doesn't need to include your specific diagnosis unless you want it to.

What This Means for You

Requesting accommodation is simpler than most people think. You don't need perfect language or complete documentation upfront. You just need to connect your need to your disability and ask for help.

Approach the conversation with confidence. You're exercising a right, not asking for a favor. Be clear, be direct, and be prepared to engage in dialogue. Most accommodation requests are resolved through straightforward conversations between reasonable people.

Next Steps

Continue learning about the accommodation process:

What Is the Interactive Process for ADA Accommodations?: Understanding the dialogue that follows

How to Talk to Your Doctor About Workplace Accommodations: Getting effective documentation

Can My Employer Deny My Accommodation Request?: Know when denial is and isn't legitimate

Do I Have to Disclose My Disability to Get Accommodations?: Understanding disclosure requirements

• Disclaimer: This article provides general information about requesting workplace accommodations and is not intended as legal advice. If you have questions about your specific situation or believe your rights have been violated, consult with a qualified employment attorney or contact the Equal Employment Opportunity Commission (EEOC).