Under the Americans with Disabilities Act (ADA), covered employers are generally required to provide reasonable accommodations for qualified employees with disabilities — and the most reliable way to request one is a written request that uses the terminology the EEOC's framework recognizes. The EEOC, which enforces the ADA, describes a key procedural protection as the "interactive process" — a back-and-forth conversation between the employee and the employer to identify accommodations that allow the employee to perform the essential functions of the job. Many accommodation denials turn out to be procedural rather than substantive: the employee asked verbally without invoking the interactive process, the employer responded informally, and the documentation never captured the request properly. Putting the request in writing resolves most of those procedural defects. The specifics depend on your situation, and these rules can change.
What does federal law say?
How these play out depends on your situation, and the figures below can change:
- Who is covered: The ADA generally applies to employers with 15 or more employees. Smaller employers may be covered by state or local law instead.
- Who qualifies: The EEOC describes a person with a "disability" as someone with a physical or mental impairment that substantially limits a major life activity — and, for accommodation purposes, who can perform the essential functions of the job with or without reasonable accommodation.
- What "reasonable accommodation" means: The EEOC generally treats this as modifications to job duties, schedule, equipment, workplace, or policies that allow the employee to perform the essential job functions. Examples it cites include ergonomic equipment, a modified schedule, remote work, reassignment to a vacant position, a reduced workload, and time off for medical treatment.
- The interactive process: The EEOC's guidance generally calls for a good-faith conversation between employer and employee to identify accommodations. It treats an employer's failure to engage in good faith as something that can itself be an ADA violation.
- Undue hardship: Under the ADA, an employer may raise undue hardship — significant difficulty or expense — as a defense. The EEOC generally places the burden on the employer to prove undue hardship; "we don't want to" is typically not enough.
How do you request an ADA accommodation, step by step?
1. Identify the disability and the job barrier
Before approaching HR, many people find it helps to get clear with themselves:
- What is the specific limitation? (Cannot lift over 25 lbs, cannot maintain prolonged screen focus, cannot stand for more than 2 hours, etc.)
- Which essential job function does it affect?
- What accommodation would allow you to perform the function?
You don't need to be a doctor or an HR expert to start. It often helps simply to be able to articulate the gap and a reasonable bridge.
2. Many people line up medical support before they ask
A common step is to have a healthcare provider ready to supply documentation that:
- Identifies the impairment (in most cases the EEOC's framework does not require disclosing a specific diagnosis)
- Confirms it substantially limits one or more major life activities
- Suggests reasonable accommodations
The ADA generally does not require an employee to provide a diagnosis; under the EEOC's approach, medical documentation typically focuses on functional limitations and accommodation recommendations. What your specific employer or plan asks for may differ.
3. A common step is to put the request in writing
Many people send an email to HR (cc'ing a manager if appropriate) using the terms the EEOC's framework recognizes: "reasonable accommodation under the ADA" and "interactive process."
"I am writing to request a reasonable accommodation under the Americans with Disabilities Act. I have a disability that substantially limits [major life activity]. Specifically, I am limited in [functional limitation]. To perform the essential functions of my job, I am requesting the following accommodation(s): [specific request]. I would like to engage in the interactive process to explore options. My healthcare provider can provide supporting documentation upon request. Please respond by [date]."
This single email creates the kind of paper trail that many people rely on for procedural protection.
4. Engage in the interactive process
HR often responds within a reasonable time (commonly 5-10 business days, though this varies). People generally find the conversation focuses on:
- Whether the accommodation as requested is feasible
- Whether alternative accommodations would also work
- Any medical documentation needed
- Any temporary accommodations during the evaluation
It often helps to respond promptly and document each exchange.
5. Confirm the outcome in writing
Whether the accommodation is granted, denied, or modified, many people ask to get the decision in writing. If it's denied, a common step is to request the specific reason — undue hardship, essential-function impact, an alternative accommodation offered, or another basis.
Scripts to use
Initial request:
"I am writing to request a reasonable accommodation under the Americans with Disabilities Act. I have a condition that substantially limits [activity]. I am requesting [specific accommodation] to enable me to perform the essential functions of my role. I would like to engage in the interactive process and can provide medical documentation upon request. Please respond by [date]."
Engaging the interactive process:
"Thank you for the response. I'd like to understand the options for accommodation. Specifically, can we discuss: (a) the requested accommodation as described, (b) alternative accommodations that would also work, and (c) any temporary accommodations during the evaluation process?"
When the employer claims undue hardship:
"Thank you for the response. Could you help me understand the specific basis for the undue hardship determination — the cost, operational impact, or specific business reason? I'd also like to discuss whether a modified version of the accommodation would address those concerns."
When the employer suggests an alternative you don't want:
"I appreciate the alternative suggestion. Before deciding, I'd like to understand whether the original requested accommodation could be implemented with adjustments. My specific concern with the alternative is [specific concern]. Could we discuss?"
What should you document?
- Your initial written accommodation request
- The medical documentation supporting the request (keep a personal copy)
- All written communications with HR or the accommodation administrator
- Notes from any verbal conversations (sent as follow-up emails)
- Performance reviews before and after the accommodation request
- Any negative employment actions following the request
- The final decision in writing
When should you escalate?
Many people consider escalating, and sometimes consulting an attorney, when an employer:
- Refuses to engage in the interactive process. The EEOC's guidance generally treats this as itself an ADA violation. A common step is to document the refusal and consult an attorney.
- Denies the accommodation without explanation. People often request a written explanation; under a failure-to-accommodate theory, the absence of an explanation can support the claim.
- Retaliates after the request. The EEOC generally treats adverse employment actions following an accommodation request as potential evidence of retaliation. Many people document the timing carefully.
- Demands disclosure of your specific diagnosis. The ADA generally does not require diagnosis disclosure — under the EEOC's framework, functional limitations are typically sufficient.
- Treats you differently after disclosure. Demotion, schedule change, removal of responsibilities, exclusion from meetings — the EEOC generally treats these as potential evidence of disability discrimination. Whether any of this applies depends on your situation.
The EEOC generally requires that a charge be filed within 300 days (180 days in some states) of the adverse action. Many states have parallel statutes with longer limitations periods (for example, California's FEHA: 3 years; New York: 3 years), and these deadlines can change. Many people consult an employment attorney well before the deadline approaches, since your state's rules may differ.
Official sources
- U.S. Equal Employment Opportunity Commission — Enforcement Guidance on Reasonable Accommodation and Undue Hardship under the ADA
- U.S. Equal Employment Opportunity Commission — Disability Discrimination resources
- U.S. Equal Employment Opportunity Commission — Filing a Charge of Discrimination