What they are

Reasonable adjustments are changes that remove or reduce a disadvantage a disabled person faces at work. The duty is on the employer. It is not enough simply to give disabled people the same working conditions as everyone else.

The duty applies across recruitment, working arrangements, duties, attendance management, performance procedures, premises, equipment, meetings and dismissal processes.

Who is disabled?

A physical or mental impairment with a substantial and long-term adverse effect on the ability to carry out normal day-to-day activities.

“Substantial” means more than minor or trivial. “Long-term” means it has lasted, or is likely to last, at least twelve months, or for the rest of your life.

Cancer, HIV infection and multiple sclerosis are deemed disabilities from diagnosis. Severe sight impairment is certified. Mental health conditions qualify on the same basis as physical ones. The test concerns the effect, not the label.

When the duty arises

Where the employer knows, or could reasonably be expected to know, that you are disabled, and one of three triggers applies:

1. A provision, criterion or practice — a policy, rule, absence trigger, shift pattern, target or requirement that places you at a substantial disadvantage
2. A physical feature of the premises — access, steps, doors, lighting, layout, workstation
3. The absence of an auxiliary aid — equipment, software, or support

You do not have to use the words “reasonable adjustment”. Difficulty with part of the job, a disability-linked absence record, or a delayed return can each put the employer on notice.

Examples

Hours and location. Flexible start and finish times; reduced hours; a phased return; home or hybrid working; avoiding night shifts; additional breaks; reduced travel; paid time off for treatment and appointments.

Duties and performance. Reallocating non-core duties; adjusting targets, quotas or billing requirements; written instructions; additional supervision; extra time; amended performance management; transfer to a suitable vacancy.

Absence management. Extending trigger points; disregarding disability-related absence; recording it separately; changing review periods.

Equipment and premises. Ergonomic furniture; screen-reading or voice-recognition software; accessible formats; improved lighting; a quiet workspace; noise-cancelling equipment; accessible parking; step-free access.

Meetings and processes. Remote attendance; additional preparation time; regular breaks; a different venue; questions in writing in advance; permission for additional support.

Recruitment and assessment. Extra time; assistive technology; alternative assessment formats; interview questions in advance.

Is an adjustment reasonable?

Relevant factors:

• how effective it would be in removing the disadvantage
• practicality
• cost and disruption
• the employer’s size, turnover and resources
• health and safety
• impact on other employees
• the availability of financial or practical assistance, including the government Access to Work grant scheme

That last point matters and is routinely ignored. An employer cannot simply reject an adjustment on cost grounds without investigating whether external funding is available.

The employer need not provide your preferred adjustment if another effective one is reasonable. But it must actually consider the question.

Making a request

Put it in writing and explain:

1. your condition
2. how long it has lasted or is expected to last
3. its effect on day-to-day activities
4. the specific workplace disadvantage
5. the adjustment you are requesting
6. how it would help
7. any medical or occupational health recommendation
8. whether a trial period would assist

Ask for a written decision with reasons.

If it is refused

Ask for the reasons in writing. Provide further medical evidence. Suggest alternatives. Request an occupational health assessment. Investigate Access to Work. Raise a grievance. Then take advice.

Failure to make reasonable adjustments is a standalone form of discrimination. Compensation is uncapped, requires no qualifying service, and includes injury to feelings.