Reasonable Adjustments Request Letter: Free Template and What to Include

If you need to formally request workplace adjustments from your employer, a written letter is the recommended first step — it creates a clear record and shows you're pursuing the matter formally. Below is what a strong reasonable adjustments request should include.

What this letter needs to cover

• State it is a formal request under the Equality Act 2010
• Briefly describe the disability or health condition
• Set out the specific adjustments being requested
• Explain how each adjustment would remove the disadvantage
• Offer to discuss further

Your general right to reasonable adjustments

Under the Equality Act 2010, your employer has a proactive duty to make reasonable adjustments once aware, or reasonably expected to be aware, of a disability that puts you at a substantial disadvantage compared to non-disabled colleagues — this duty exists regardless of whether you've formally requested anything, though putting a request in writing helps ensure it's properly considered.

What to include before you send it

• Confirmation of your disability and how it affects you at work
• The specific barrier or disadvantage you're experiencing
• The adjustment you believe would help
• A request for this to be considered and responded to within a reasonable timeframe

What genuinely makes an adjustment "reasonable"

Factors include the adjustment's likely effectiveness, its cost relative to the size and resources of the organisation, and practicality — a large employer with significant resources is generally expected to do more than a very small business, but cost alone rarely justifies an outright refusal without proper consideration.

Frequently Asked Questions

What if I don't have a formal diagnosis yet?
The legal definition of disability focuses on impact and duration rather than requiring a specific diagnosis — a supportive letter from a GP describing symptoms and their effect can still support your request.

Can my employer refuse my specific suggested adjustment?
They can propose an alternative if it achieves a similar result more practically, but should engage properly and explain their reasoning rather than simply refusing outright.

[Your Name]
[Your Address]
[Your Postcode]
[Your Phone Number]
[Your Email Address]
[Name of Line Manager / HR Manager]
[Company Name]
[Address]
[Postcode]
[Date]

Dear [Name],

Subject: Request for reasonable adjustments

This is a formal request for reasonable adjustments under the Equality Act 2010 [Northern Ireland: the Disability Discrimination Act 1995].

I have [condition, e.g. dyslexia / osteoarthritis]. It has a substantial and long-term effect on my day-to-day activities. At work, it puts me at a disadvantage because [e.g. reading long documents takes me much longer / I cannot walk far from the car park].

I am asking for these adjustments:
• [e.g. Speech-to-text software on my laptop] – this would [e.g. let me produce reports in the same time as colleagues].
• [e.g. A parking space near the entrance] – this would [e.g. stop the pain from walking that leaves me unable to work in the mornings].
• [e.g. Working 10am to 6pm] – this would [e.g. avoid rush-hour travel, which triggers my anxiety].

I believe these are reasonable. I am happy to discuss them, or other options, at a meeting.

Yours sincerely,

[Your Signature]
[Your Printed Name]