How to ask your employer for reasonable adjustments (with email template)
The Equality Act 2010 does not specify a particular process for requesting reasonable adjustments. There is no form. There is no required phrase. You do not have to use the words "reasonable adjustment" at all.
What matters is that you tell your employer that you are at a disadvantage because of a disability or health condition, and that a change would help. Once they know - or could reasonably be expected to know - they have a legal duty to act.
That said, how you make the request affects what happens next. Here is a process that creates a paper trail and protects you if the conversation goes badly.
Step 1: Work out what you actually need
Before you approach anyone, be specific.
"I am struggling" gives your employer nowhere to go. "I find it very difficult to process verbal instructions in real time - having key points written in an email before or after a meeting would help me significantly" gives them something concrete to respond to.
Ask yourself:
- What specifically makes the job harder than it needs to be?
- What change would reduce that barrier?
- Is that change something your employer could reasonably make?
You do not have to have all the answers. But the more specific you are, the harder it is for an employer to claim they did not understand what was needed.
Step 2: Request in writing
You can have a conversation first - and sometimes that is enough. But follow any verbal conversation with something in writing, even if it is just a brief email summarising what was discussed.
A written record protects you if:
- Your employer later claims they did not know about your condition
- They say they did not understand what you needed
- The adjustment is refused and you want to escalate
Write to your line manager and, if relevant, HR. Some organisations have a specific occupational health process - follow it if yours does, but keep your own written record regardless.
Email template
Adapt this to your situation. You do not need to match the wording exactly.
Subject: Request for reasonable adjustment - [Your name]
Hi [Manager's name],
I wanted to put in writing something I would like to discuss with you.
I have [condition, or "a health condition that affects my day-to-day activities"], which affects [describe the specific impact at work - e.g. "my ability to process verbal instructions quickly" or "my concentration in open-plan environments"].
Under the Equality Act 2010, I would like to request the following adjustment: [describe the adjustment clearly - e.g. "receiving meeting agendas and action points in writing" or "permission to wear noise-cancelling headphones while working"].
I believe this would [describe the effect - e.g. "significantly reduce the disadvantage I currently face and allow me to do my job more effectively"].
I am happy to discuss this further and to provide any supporting information you need. Could we arrange a time to talk?
Thank you, [Your name]
You do not have to mention the Equality Act - but including it signals that you know your rights and makes it harder for the request to be dismissed informally.
Step 3: What happens next
Your employer should:
- Acknowledge your request, ideally in writing
- Discuss it with you - they cannot decide unilaterally what is "reasonable" without understanding what you actually need
- Come back with a decision in a reasonable timeframe - most straightforward adjustments should be decided within a few weeks
They may ask for supporting evidence - a GP letter, an occupational health report, or details from a specialist. This is normal. You do not need a formal diagnosis, but evidence of how the condition affects your work helps.
Step 4: If they say no
An employer can legally refuse an adjustment if they can demonstrate it would be genuinely disproportionate - given cost, practicability, and the size of the organisation. They cannot refuse simply because it is inconvenient.
If your request is refused:
- Ask for the reason in writing
- Check whether the refusal is legally sound: Can My Employer Refuse Reasonable Adjustments?
- Consider whether a modified version of the adjustment would address their concern
- If it cannot be resolved internally, contact ACAS
Further reading
- ACAS - Reasonable adjustments for workers with disabilities or health conditions
- Equality and Human Rights Commission - Employment Code of Practice
- Our full guide: Reasonable adjustments at work in the UK: what you can ask for (and how)
- If your request is refused: Can My Employer Refuse Reasonable Adjustments?
