How to write a reasonable accommodation request

What to say

Describe the barrier, not the label: which parts of the job are harder, and what happens in practice.

Say what change you're asking for — hours, remote or hybrid work, equipment, breaks, reassigning a task, time off for appointments.

Explain how the change would help you do the job. Offering a trial period often helps a manager say yes.

The back-and-forth

EEOC guidance describes an informal interactive process between employee and employer to identify the difficulty and what change might address it. Expect questions, and possibly an alternative suggestion.

Whether a person or a request is covered, and whether a change would be an undue hardship, are decisions for the employer, the EEOC or a court. RightWords does not decide any of that.

Documentation

Employers often ask for supporting documentation. A short letter from a treating clinician describing the limitation and the suggested change is usually more useful than full medical records.

If leave is what you need

Time away from work can be handled under a separate leave process. The Department of Labor publishes general information about the Family and Medical Leave Act, including current eligibility tests.

Common questions

Do I have to use the words 'reasonable accommodation'?

EEOC guidance says a request doesn't have to use particular words or a specific form. Putting it in writing gives both sides a clear record of what was asked and when.

Do I have to disclose my diagnosis?

You can describe the limitation and the change you're asking for. Employers may ask for supporting documentation, and what they can request is a matter for them, the EEOC or a court.

Sources

• U.S. Equal Employment Opportunity Commission
• U.S. Department of Labor, Wage and Hour Division
• U.S. Equal Employment Opportunity Commission