Reasonable adjustments: the correct process step by step (England & Wales)

Under the Equality Act 2010, a person has a disability if they have a physical or mental impairment with a substantial and long-term adverse effect on their ability to carry out normal day-to-day activities (s.6). Where a workplace policy, practice, or physical feature puts a disabled person at a substantial disadvantage, the employer has a legal duty to take reasonable steps to remove that disadvantage (s.20) — depending on the circumstances, failing to do so can amount to disability discrimination (s.21). Treating a disabled person unfavourably because of something arising from their disability, without justification, is separately unlawful (s.15).

A worker does not have to disclose a diagnosis or formal disability status to ask for an adjustment — describing how their health affects their work (or their work affects their health) is enough, though sharing more can help the employer understand what's needed. There's no fixed list of adjustments: what's reasonable depends on factors like cost, practicality, and the size and resources of the organisation.

Use the reasonable adjustment request letter to put the request in writing.

Meet to discuss the request and agree what will be put in place. Confirming the agreed adjustments in writing — what they are, and when they'll be reviewed — protects both sides and gives the worker a clear record to refer back to.

Use the reasonable adjustment confirmation letter to confirm what was agreed.

An adjustment that works today may not always be the right one — a worker's needs, role, or workplace can all change. Reviewing on the schedule agreed in the confirmation letter keeps the adjustment genuinely effective rather than a one-off box-ticking exercise, and gives either side a clear point to raise a change.

Use the reasonable adjustments review template to record each review.

The Access to Work scheme is a government grant that can help cover the cost of some adjustments — specialist equipment, a support worker, transport, workplace adaptations, or mental health support. It does not affect other benefits and does not have to be paid back. This guide doesn't calculate what you might be entitled to — check the scheme directly for current eligibility and amounts.