What is a reasonable adjustment?

A change an employer makes so a disabled worker or job applicant is not put at a substantial disadvantage compared with non-disabled people — for example changed duties, adjusted premises, assistive technology, or home working.

Do employers have to make reasonable adjustments?

Yes. Under the Equality Act 2010 employers are under a positive legal duty to make reasonable adjustments for disabled workers and job applicants. It is a day-one duty with no qualifying period.

Who counts as "disabled" for this duty?

Someone with a physical or mental impairment that has a substantial and long-term adverse effect on their ability to carry out normal day-to-day activities (Equality Act 2010, s.6). Some conditions are treated as a disability from diagnosis.

Does the employee have to pay for the adjustment?

No. The disabled person cannot be required to bear the cost. Many adjustments are low-cost or free, and Access to Work can help fund workplace support.

Can an employer refuse a reasonable adjustment?

You must make adjustments that are reasonable. You can decline a specific step if it is not reasonable — considering how effective it would be, cost, practicality, disruption, and your size and resources — but you should then consider whether a different adjustment would remove the disadvantage, and record your reasons.

What if I didn't know the person was disabled?

The duty applies where you knew, or could reasonably have been expected to know, both that the person was disabled and that they were likely to be placed at a substantial disadvantage. You cannot rely on "not knowing" if you should reasonably have realised — so ask and follow up.

Do employers always need an occupational health report?

No — not always. Occupational health advice can be very helpful, especially in complex cases, but the duty does not require a report in every case. In many cases the disabled person is the best source of what would help, and many adjustments are straightforward.

Do I have to give the exact adjustment the employee asks for?

Not necessarily — the duty is to make reasonable adjustments, and a different step that removes the disadvantage can be enough. But you should genuinely consider the person's own suggestion, as they often know best what helps.

Can adjustments be temporary or trialled?

Yes. Adjustments can be temporary, and a trial period is often a sensible way to see whether a change works before making it permanent. Review adjustments periodically — and after any significant change in duties, workplace or health condition.

Are reasonable adjustments the same as flexible working?

No. Flexible working is a general statutory right for any employee. A reasonable adjustment is a stronger, separate duty owed to a disabled person. If a change is needed because of a disability, treat it as a reasonable adjustment — not just a flexible working request.

What happens if I get it wrong?

An unjustified failure to make a reasonable adjustment is disability discrimination under the Equality Act 2010, where compensation is uncapped and can include injury to feelings. Handling adjustments properly protects your people and your organisation.

Where can I get help or funding?

Access to Work (a government scheme) can provide grants and support for workplace adjustments, and occupational health can advise on suitable adjustments. Check GOV.UK for the current Access to Work position.

England & WalesProcess pack

Reasonable Adjustments Process Pack (England & Wales)

Reasonable adjustments follow a specific sequence: the worker requests an adjustment, the employer confirms what's agreed in writing, and both sides review it regularly. Each document below is a faithful, diff-verified reproduction of the corresponding ACAS reasonable adjustments templates. Read the step-by-step guide for how these fit together.

Document sequence

1
Reasonable Adjustment Request Letter (England & Wales)Diff-verified against the ACAS source
2
Reasonable Adjustment Confirmation Letter (England & Wales)Diff-verified against the ACAS source
3
Reasonable Adjustments Review Template (England & Wales)Diff-verified against the ACAS source

This information is a general guide for employers in England & Wales. It is not legal advice, and it applies to England & Wales only — the law differs in Scotland and Northern Ireland. This material does not create a solicitor–client relationship. Laws change over time — always verify the current position before relying on this information. For advice on your specific situation, consult a qualified professional.

Overview

A reasonable adjustment is a change an employer makes so that a disabled worker or job applicant is not put at a substantial disadvantage compared with people who are not disabled — for example changing how a task is done, adjusting the workplace, or providing equipment or support. Under the Equality Act 2010, employers are under a positive legal duty to make reasonable adjustments. It is a day-one duty (there is no qualifying period), it applies to job applicants as well as employees, and — importantly — the disabled person cannot be required to bear the cost of the adjustments. You do not have to wait for a formal request: once you know, or could reasonably be expected to know, that a worker is disabled and likely to be disadvantaged, the duty is engaged and you should act. The Reasonable Adjustments Process Pack (England & Wales) gives employers the documents to handle an adjustment properly and fairly — from identifying the need and discussing it with the person, to assessing what is reasonable, agreeing and recording the adjustments, and reviewing them.

When to use this pack

A disabled worker or job applicant faces a barrier at work (or in recruitment) that may need an adjustment — or has asked for one.
You want to handle it fairly, in line with the Equality Act 2010 and the EHRC Employment Statutory Code of Practice, and keep a clear written record.
You need the letters and forms to acknowledge the request, arrange an assessment (including any occupational health referral), agree an adjustments record ("passport"), and review it.

When NOT to use this pack (read this first)

The request is an ordinary flexible working request not connected to a disability — for example changing hours purely for convenience or childcare with no disability in play. That is a statutory flexible working request — use the Flexible Working Process Pack. (Note: if the person is disabled and the change is needed because of the disability, treat it as a reasonable adjustment — a stronger, separate duty.)
You are simply proposing to vary someone's contract — that is a contract variation, not an adjustment duty.
The situation is complex or high-risk — for example a possible dismissal, a grievance about discrimination, or a dispute about whether the person is "disabled" within the meaning of the Act. Use this pack for the ordinary process, but take advice on the disputed points.

The process this pack covers

1
Recognise that the duty may apply
A request, an occupational health report, sickness absence, or something said at a meeting can all put you on notice that a worker may be disadvantaged. You do not need to wait for a formal request.
2
Consult the worker meaningfully
Talk about the barrier they face and the changes that might help; the best evidence usually comes from the person themselves.
3
Get advice where helpful
For example an occupational health assessment (not always required), or support and funding through Access to Work.
4
Assess what is reasonable
Weigh how effective the step would be, its practicality, cost and disruption, and your organisation's size and resources. A trial or temporary adjustment is often a sensible way to test what works.
5
Agree and record the adjustments
Set them out in writing (an adjustments record or "passport"), handling any health information confidentially.
6
Implement and review
Put the adjustments in place, and review them periodically and whenever the job or the person's needs change.

Key figures

A positive, day-one duty: The duty to make reasonable adjustments applies from day one, to job applicants as well as employees. There is no qualifying period of service.
The three-limb duty (Equality Act 2010, s.20): The duty can require you to change: (1) a provision, criterion or practice (a "PCP" — how things are usually done, such as an attendance or shift policy); (2) a physical feature of the premises; and (3) to provide an auxiliary aid (such as equipment or support, including assistive technology such as speech-recognition or screen-reading software). Home or hybrid working may itself be a reasonable adjustment, depending on the circumstances. Each limb applies where it would avoid a substantial disadvantage to a disabled person; the EHRC Employment Statutory Code of Practice gives detailed examples for each.
"Substantial" means more than minor or trivial: (Equality Act 2010, s.212(1)) — a lower bar than the word might suggest.
Failing to comply is discrimination: An unjustified failure to make a reasonable adjustment is a form of disability discrimination under the Equality Act 2010 (s.21), and can overlap with discrimination arising from disability (s.15). Compensation for disability discrimination is uncapped and can include injury to feelings — so handling adjustments properly is both the right thing to do and lower-risk.
The worker never pays: You cannot require the disabled person to bear the cost of the adjustments (Equality Act 2010, s.20(7)). Many adjustments cost little or nothing, and Access to Work (a government scheme) can help fund workplace support — check GOV.UK for the current position.
Knowledge matters — and it has two parts: The duty applies where you know, or could reasonably be expected to know, both that the person is disabled and that they are likely to be put at a substantial disadvantage (Equality Act 2010, Schedule 8). This is why it is good practice to ask, listen, and follow up — you cannot rely on "not knowing" if you should have realised.
Handle health information carefully: Information about a person's health or disability is special category data under the UK GDPR and the Data Protection Act 2018 — process it lawfully, keep it confidential, and share it only with those who need it. (See ICO guidance.)
No fixed statutory deadline — but don't delay: The Equality Act sets no fixed statutory deadline. However, unnecessary delay may itself contribute to a failure to comply with the duty, so deal with adjustments promptly.

Frequently asked questions

What is a reasonable adjustment?: A change an employer makes so a disabled worker or job applicant is not put at a substantial disadvantage compared with non-disabled people — for example changed duties, adjusted premises, assistive technology, or home working.
Do employers have to make reasonable adjustments?: Yes. Under the Equality Act 2010 employers are under a positive legal duty to make reasonable adjustments for disabled workers and job applicants. It is a day-one duty with no qualifying period.
Who counts as "disabled" for this duty?: Someone with a physical or mental impairment that has a substantial and long-term adverse effect on their ability to carry out normal day-to-day activities (Equality Act 2010, s.6). Some conditions are treated as a disability from diagnosis.
Does the employee have to pay for the adjustment?: No. The disabled person cannot be required to bear the cost. Many adjustments are low-cost or free, and Access to Work can help fund workplace support.
Can an employer refuse a reasonable adjustment?: You must make adjustments that are reasonable. You can decline a specific step if it is not reasonable — considering how effective it would be, cost, practicality, disruption, and your size and resources — but you should then consider whether a different adjustment would remove the disadvantage, and record your reasons.
What if I didn't know the person was disabled?: The duty applies where you knew, or could reasonably have been expected to know, both that the person was disabled and that they were likely to be placed at a substantial disadvantage. You cannot rely on "not knowing" if you should reasonably have realised — so ask and follow up.
Do employers always need an occupational health report?: No — not always. Occupational health advice can be very helpful, especially in complex cases, but the duty does not require a report in every case. In many cases the disabled person is the best source of what would help, and many adjustments are straightforward.
Do I have to give the exact adjustment the employee asks for?: Not necessarily — the duty is to make reasonable adjustments, and a different step that removes the disadvantage can be enough. But you should genuinely consider the person's own suggestion, as they often know best what helps.
Can adjustments be temporary or trialled?: Yes. Adjustments can be temporary, and a trial period is often a sensible way to see whether a change works before making it permanent. Review adjustments periodically — and after any significant change in duties, workplace or health condition.
Are reasonable adjustments the same as flexible working?: No. Flexible working is a general statutory right for any employee. A reasonable adjustment is a stronger, separate duty owed to a disabled person. If a change is needed because of a disability, treat it as a reasonable adjustment — not just a flexible working request.
What happens if I get it wrong?: An unjustified failure to make a reasonable adjustment is disability discrimination under the Equality Act 2010, where compensation is uncapped and can include injury to feelings. Handling adjustments properly protects your people and your organisation.
Where can I get help or funding?: Access to Work (a government scheme) can provide grants and support for workplace adjustments, and occupational health can advise on suitable adjustments. Check GOV.UK for the current Access to Work position.

Legislation & regulations

Equality Act 2010, s.6 (definition of disability), s.15 (discrimination arising from disability), s.20 (duty to make adjustments), s.21 (failure to comply is discrimination), s.39 (employment), s.212(1) ("substantial" = more than minor or trivial), and Schedule 8 (work: adjustments and the knowledge requirement)
EHRC — Employment Statutory Code of Practice, the statutory code on the reasonable adjustments duty
UK GDPR and the Data Protection Act 2018, health/disability data is "special category" data

Case law

Archibald v Fife Council [2004] UKHL 32 — Redeployment to an existing vacancy (potentially without a competitive interview) can be a reasonable adjustment (decided under the Disability Discrimination Act 1995, but still cited under the Equality Act 2010)
Griffiths v Secretary of State for Work and Pensions [2015] EWCA Civ 1265 — A sickness/absence management policy is a PCP that can engage the duty to make adjustments
Environment Agency v Rowan [2008] ICR 218 (EAT) — A tribunal must identify the PCP, the comparator and the nature of the substantial disadvantage before assessing adjustments
Royal Bank of Scotland v Ashton (UKEAT/0542/09/LA) — The focus is on the practical effect of the step (would it remove the disadvantage?), not on the employer's decision-making process
G4S Cash Solutions (UK) Ltd v Powell [2016] IRLR 820 (EAT) — Pay protection can, in the right circumstances, be a reasonable adjustment

Regulator / official guidance

This information is for informational purposes only and does not constitute legal advice. For advice on a specific situation, consult a qualified adviser or Acas (acas.org.uk).