What Is an ADA Reasonable Accommodation? A Plain-English Guide
You have a condition that affects how you work. Maybe it’s a brain injury that makes fluorescent lighting unbearable. Maybe it’s ADHD that requires a quiet workspace to maintain focus. Maybe it’s chronic pain that means you need to stand, sit, and move throughout the day instead of being locked to a desk for eight hours.
The Americans with Disabilities Act says your employer has to work with you on this. But the ADA doesn’t hand you a script. It gives you a right and then leaves you to figure out the process on your own — which is why most people either never ask, ask wrong, or give up after the first awkward conversation with HR.
This guide covers the actual process: who’s covered, what “reasonable” means in practice, how to make the request, what to say and what not to say, and what to do if they say no.
*Who’s Covered
The ADA applies to employers with 15 or more employees. If your employer has fewer than 15, you may still be covered under your state’s disability employment law — many states have lower thresholds or broader protections.
To be covered, you need to have a physical or mental condition that substantially limits one or more major life activities. This includes working, concentrating, sleeping, walking, seeing, hearing, breathing, and thinking — among others. You do not need to be “totally disabled.” You do not need a wheelchair or a visible condition. You need a documented condition that meaningfully affects how you function.
Conditions that commonly qualify: TBI, ADHD, autism, PTSD, anxiety, depression, chronic migraine, fibromyalgia, back/spine disorders, visual processing disorders, epilepsy, MS, chronic pain, and many others. If you’re not sure whether your condition qualifies, it probably does. The ADA’s definition is broad by design.
*What “Reasonable Accommodation” Actually Means
A reasonable accommodation is a change to the work environment or the way a job is performed that enables someone with a disability to do the essential functions of their role.
Key word: essential. The ADA doesn’t require your employer to eliminate core job duties. It requires them to adjust how, when, or where those duties are performed so that your condition doesn’t prevent you from doing them.
Examples of reasonable accommodations (these are real, common requests):
- Flexible start and end times (for conditions with unpredictable mornings — migraine, insomnia, depression)
- Remote or hybrid work (for conditions worsened by commuting or office environments)
- A quiet or low-stimulation workspace (ADHD, autism, PTSD, sensory processing issues)
- Modified lighting (migraine, visual snow syndrome, TBI)
- Voice-to-text software (for conditions that make typing painful — fibromyalgia, carpal tunnel, spinal injuries)
- Frequent short breaks (chronic pain, fatigue-based conditions)
- Written instructions instead of verbal (processing disorders, TBI, ADHD)
- A modified schedule (e.g., four 10-hour days instead of five 8-hour days)
- Job restructuring — reassigning non-essential tasks that your condition makes impossible
How to Make the Request
Step 1: You Don’t Need to Use Magic Words
You do not need to say “I am requesting a reasonable accommodation under the Americans with Disabilities Act.” You do need to communicate that you have a condition and that you need something to change at work because of it. Legally, even saying “I’m having trouble with the lighting because of my migraines — can we do something about that?” counts as initiating the process.
That said, putting it in writing protects you. Verbal requests can be forgotten or denied later. A written request creates a record.
Step 2: Write the Request
Keep it short. Include:
- That you have a medical condition that affects your ability to perform your job
- What limitation the condition creates (not a full medical history — just the functional impact)
- What accommodation you’re requesting
- That you’re willing to provide medical documentation if needed
Step 3: Send It to the Right Person
Send the request to your direct manager and HR simultaneously (email, with both on the thread). This prevents the “I never received it” defense and puts HR on notice that the interactive process has begun.
Step 4: The Interactive Process
Once you’ve made the request, the employer is legally required to engage in an “interactive process” — a back-and-forth conversation to find an effective accommodation. They can’t just say no. They can’t ignore it. They have to engage.
They may ask for medical documentation. Provide it through your doctor — a brief letter confirming you have a condition that creates the stated limitation and that the requested accommodation would address it. Your doctor does not need to disclose your full diagnosis to your employer. The letter just needs to confirm the functional limitation and the medical basis for the accommodation.
*What to Avoid
Don’t overshare your medical history. The employer is entitled to know that you have a condition and what limitation it creates. They are not entitled to your diagnosis, your treatment plan, your medication list, or your prognosis. Give them the minimum they need. Don’t frame it as optional. “It would be nice if I could work from home sometimes” is a preference. “I need to work remotely two days per week to manage a medical condition that is exacerbated by the office environment” is an accommodation request. The language matters. Don’t wait for a crisis. Request accommodations proactively, not after a blowup or a performance review. Asking after you’ve already been put on a PIP makes the process adversarial instead of collaborative. Don’t accept “we don’t do that” as a final answer. The employer is required to engage in the interactive process. If they refuse outright without discussing alternatives, that’s a potential ADA violation. Document the refusal in writing and escalate — to HR leadership, to your state’s employment agency, or to the EEOC. *What If They Say No
An employer can deny a specific accommodation if they can demonstrate that it would cause “undue hardship” — significant difficulty or expense relative to the size and resources of the organization. A Fortune 500 company claiming that a $200 ergonomic keyboard is an undue hardship won’t hold up. A 20-person business arguing that creating a fully remote position would fundamentally change their operations might.
If your specific request is denied, the employer is still obligated to offer an alternative that addresses the same limitation. If they deny the accommodation entirely and refuse alternatives, you have options:
- File a complaint with the EEOC (Equal Employment Opportunity Commission) — this initiates a federal investigation. There’s a 180-day filing deadline (300 days in some states).
- File with your state’s civil rights or employment agency — many states have their own enforcement mechanisms that parallel the federal process.
- Consult a disability employment attorney — many offer free initial consultations and work on contingency.
The Template
We have a free ADA Accommodation Request Template that gives you fill-in-the-blank language for the written request. It’s structured to include everything the employer needs without oversharing your medical information. No email signup required.
*Related Resources
- Condition Library — find your condition and read the accommodations section for specific, condition-relevant requests
- Start Here — not sure what you need? Start with the guided entry page
_Wayfinder Medical provides educational information about disability rights and workplace accommodations. This is not legal advice. If you need legal counsel regarding an ADA violation, contact a disability employment attorney or your state’s employment agency._
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