The Americans with Disabilities Act requires covered employers to provide reasonable accommodations for qualified employees with disabilities. The key procedural protection is the "interactive process" — a back-and-forth conversation between you and the employer to identify accommodations that allow you to perform the essential functions of your job.
Most accommodation denials are procedural, not substantive. The employee asked verbally without invoking the interactive process; the employer responded informally; the documentation never captured the request properly. Putting the request in writing — and using the right terminology — fixes most of the procedural defects.
Federal baseline
- Who is covered: Employers with 15+ employees. Smaller employers may be covered by state or local law.
- Who qualifies: An individual with a "disability" — a physical or mental impairment that substantially limits a major life activity — who can perform the essential functions of the job with or without reasonable accommodation.
- What "reasonable accommodation" means: Modifications to job duties, schedule, equipment, workplace, or policies that allow the employee to perform the essential job functions. Examples: ergonomic equipment, modified schedule, remote work, reassignment to a vacant position, reduced workload, time off for medical treatment.
- The interactive process: A required, good-faith conversation between employer and employee to identify accommodations. Failure to engage in good faith can itself be an ADA violation.
- Undue hardship: The employer's defense if the accommodation imposes significant difficulty or expense. The burden is on the employer to prove undue hardship; "we don't want to" is not enough.
Step-by-step: how to request
1. Identify the disability and the job barrier in your mind
Before approaching HR, be clear with yourself:
- 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 do not need to be a doctor or an HR expert. You need to articulate the gap and a reasonable bridge.
2. Get medical support before you ask
Have your healthcare provider ready to provide documentation that:
- Identifies the impairment (does NOT have to disclose specific diagnosis in most cases)
- Confirms it substantially limits one or more major life activities
- Suggests reasonable accommodations
ADA does not require you to provide a diagnosis. The medical documentation focuses on functional limitations and accommodation recommendations.
3. Put the request in writing
Send an email to HR (cc'ing your manager if appropriate) using the magic words: "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 paper trail that protects you procedurally.
4. Engage in the interactive process
HR should respond within a reasonable time (typically 5-10 business days). The conversation should focus on:
- Whether the accommodation as requested is feasible
- Whether alternative accommodations would also work
- Any medical documentation needed
- Any temporary accommodations during the evaluation
Respond promptly and document each exchange.
5. Confirm the outcome in writing
Whether the accommodation is granted, denied, or modified, get the decision in writing. If denied, request the specific reason — undue hardship, essential function impact, 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 to 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 to escalate
If the employer:
- Refuses to engage in the interactive process. This is itself an ADA violation. Document the refusal and consult an attorney.
- Denies the accommodation without explanation. Request a written explanation; the lack of explanation supports a failure-to-accommodate claim.
- Retaliates after the request. Adverse employment actions following an accommodation request are evidence of retaliation. Document timing.
- Demands disclosure of your specific diagnosis. The ADA generally does not require diagnosis disclosure — functional limitations are sufficient.
- Treats you differently after disclosure. Demotion, schedule change, removal of responsibilities, exclusion from meetings — all can be evidence of disability discrimination.
EEOC charges must be filed within 300 days (180 days in some states) of the adverse action. Many states have parallel statutes with longer limitations periods (CA FEHA: 3 years; NY: 3 years). Consult an employment attorney before the deadline approaches.
Educational content only — not legal advice. Employment law varies by jurisdiction and situation. Consult a qualified employment attorney for advice specific to your circumstances.