ADA Reasonable Accommodation Requests
At a glance
ADA Reasonable Accommodation Requests: key takeaways
A visual summary of this post's main points. Read the article for context and limits.
Key point 1
You do not need special words to ask for an accommodation; telling your employer you need a change at work because of a medical condition is enough to start the process
Key point 2
The ADA expects the employer and the employee to work through options in a good-faith exchange known as the interactive process
Key point 3
An employer can turn down a request that would cause undue hardship, but it should still look at other options that would work
Many workers with a health condition can keep doing their job well with a small change: a different schedule, a modified workstation, time off for treatment or permission to work from home. The Americans with Disabilities Act (ADA) calls these changes reasonable accommodations. Employers with 15 or more employees must provide them when they are needed because of a disability, unless doing so would cause undue hardship. This guide explains how to ask, what to expect and what to do if the answer is no.
In this article
Key takeaways
You do not need special words to ask for an accommodation; telling your employer you need a change at work because of a medical condition is enough to start the process
The ADA expects the employer and the employee to work through options in a good-faith exchange known as the interactive process
An employer can turn down a request that would cause undue hardship, but it should still look at other options that would work
Put your request in writing, keep copies of every reply, and note dates, because delay and refusal can support a later claim
How to Start the Request
There is no required form or magic phrase. The EEOC explains in its guidance on reasonable accommodation that an employee can make a request in plain language. Saying that you need a change at work because of a medical condition is enough, and a family member, friend or health care provider can make the request for you. Your employer may then ask for reasonable documentation if the disability or the need for the change is not obvious.
What the Interactive Process Is
After a request, the employer and the employee are expected to discuss what the job requires, which limits the condition causes, and which changes could help. This back-and-forth is called the interactive process. It is not a one-time form. If the first idea does not work, both sides should keep looking. An employer that ignores the request, drags it out or refuses to discuss any options can create legal risk for itself, even if it later claims it could not have helped.
Examples of Accommodations
Schedule changes
Adjusted start times, a part-time schedule for a period, or time off for treatment and recovery.
Workplace changes
A different desk, seating, lighting, noise reduction or better access to the building or restroom.
Job changes
Reassigning minor tasks you cannot do, or moving to an open position you qualify for when you can no longer do your current one.
Equipment and support
Screen readers, voice software, written instructions in place of verbal ones or a job coach.
Remote work
Working from home when it removes a barrier and the essential duties can still be done.
When an Employer Can Say No
An employer does not have to remove an essential duty of the job or provide a change that would cause undue hardship, meaning significant difficulty or expense judged against the size and resources of the business. A refusal should not end the discussion. The employer is expected to consider whether another change would work, and the employee is expected to take part and describe what would help. The EEOC explains how these rules apply on its disability discrimination page.
Steps to Protect Yourself
Ask in writing
Send an email that names the change you need and says it is because of a medical condition. Keep a copy.
Keep a record
Write down the date of each discussion, who attended, what was offered and what was refused.
Provide documentation
If your employer asks, give a note from your health care provider that explains the limits, not your full medical history.
Follow up
If you hear nothing, ask again in writing. A long unexplained delay can be treated as a denial.
Keep doing your job
Keep meeting the standards you can while the request is open, and avoid resigning before you have spoken to a lawyer.
If You Are Refused, Ignored or Punished
Refusing a needed accommodation can be disability discrimination, and punishing someone for asking can be retaliation. Our guide to disability rights under the ADA explains the law in more detail, and our article on workplace retaliation covers what to do if you are disciplined after asking. If your leave is part of the request, read how medical leave and firing interact. A charge with the EEOC has a deadline, so check our filing deadlines guide soon.
Frequently Asked Questions
Do I have to tell my employer my diagnosis?
Not always. If the disability and the need for the change are not obvious, the employer may ask for reasonable documentation of the limits, but not your whole medical file.
Does my request have to be in writing?
No, but putting it in writing makes it much easier to prove the date and what you asked for.
Can my employer pick a different accommodation than the one I asked for?
Yes, if the one it offers is effective. You are not guaranteed your first choice, only a change that lets you do the job.
Can I be fired for asking for an accommodation?
Asking for one is protected. Firing or disciplining someone because they asked can be retaliation under the ADA.
Does the ADA apply to small employers?
The federal law covers employers with 15 or more employees. Some state laws cover smaller businesses.
Primary Sources
- EEOC: Enforcement Guidance on Reasonable Accommodation and Undue Hardship under the ADAAccessed November 11, 2026
- EEOC: Disability-Related ResourcesAccessed November 11, 2026
- U.S. Department of Labor: Employment Law GuideAccessed November 11, 2026
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