Your back problem flared up in September. Sitting through an eight-hour shift at the front desk is now genuinely painful, and by Thursday you can barely get out of the car. A sit-stand desk and a short break every two hours would make the job doable again. You just aren’t sure how to ask without it sounding like you’re complaining.
You don’t need special legal wording. But a clear, written reasonable accommodation request letter helps your employer understand what you need and starts a formal process that protects you. Here’s how it works, with three templates.
Quick note: This guide is general information, not legal or medical advice. It’s based on the federal Americans with Disabilities Act (ADA). Many states have similar or broader laws.
Who’s Covered
The ADA generally applies to employers with 15 or more employees. It covers people with a disability, meaning a physical or mental impairment that substantially limits a major life activity. That definition is broader than many people assume, and it can include conditions that come and go, like migraines, diabetes, anxiety, or back problems.
Pregnancy-related limitations are also covered under the federal Pregnant Workers Fairness Act, which has a similar accommodation process.
What Counts as a Reasonable Accommodation?
Any change that helps you do your job and doesn’t cause the employer “undue hardship.” Common examples:
- ergonomic equipment (a sit-stand desk, a special chair, a larger monitor)
- a modified schedule or extra breaks
- remote work for some or all days
- moving your workspace
- screen-reading or speech-to-text software
- leave for treatment
- reassignment to an open position you’re qualified for
Many accommodations cost little or nothing.
The “Interactive Process”
Once you ask, your employer is expected to talk with you about what you need and what might work. They can ask for reasonable medical documentation to confirm the condition and why you need the accommodation. They don’t need your full medical history, and they may offer a different accommodation than the one you asked for, as long as it’s effective.
What to Include in a Reasonable Accommodation Request Letter
- That you’re requesting an accommodation.
- Your limitation, in general terms (you don’t have to name your diagnosis in the first letter).
- What job tasks are affected.
- The specific accommodation(s) you’re asking for.
- That you’re willing to provide documentation and discuss options.
A Worked Example
Aisha works the front desk at a clinic with 40 employees. After a back injury, her doctor recommends alternating sitting and standing. She sends a reasonable accommodation request letter (Template 1) to HR, asking for a sit-stand desk and a five-minute stretch break every two hours. HR asks for a note from her doctor, which she provides. Two weeks later, the desk arrives, and her manager adjusts the break schedule.
Template 1: General Accommodation Request
[Your Full Name]
[Job Title, Department][Date]
[HR Manager or Supervisor Name]
[Company Name]Re: Request for reasonable accommodation
Dear [Name],
I am writing to request a reasonable accommodation under the Americans with Disabilities Act.
I have a medical condition that [limits my ability to sit for long periods / affects my vision / requires regular treatment]. This makes it difficult to [describe job tasks affected].
I am requesting the following accommodation(s):
- [A sit-stand desk]
- [A five-minute break every two hours]
I believe these changes will allow me to continue performing my job well. I’m happy to provide medical documentation and to discuss other options that might work.
Thank you,
[Name]
Template 2: Request for Schedule Change or Remote Work
Re: Request for reasonable accommodation, schedule adjustment
Dear [Name],
I am requesting a reasonable accommodation due to a medical condition that [requires treatment appointments / causes fatigue that is worse in the mornings].
I’m asking to [work from home on (days) / start at (time) instead of (time) / take leave on (days) for treatment]. I can continue to [meet my deadlines / attend meetings by video / cover my core duties].
I can provide supporting documentation from my healthcare provider. I’d welcome a conversation about how to make this work for the team.
Sincerely,
[Name]
Template 3: Follow-Up When You Haven’t Heard Back
Re: Follow-up on accommodation request dated [date]
Dear [Name],
On [date], I submitted a request for a reasonable accommodation [a copy is attached]. [I provided medical documentation on (date).] I have not yet received a response.
Could we schedule a time this week to discuss my request? I’m open to alternatives that would meet my needs.
Thank you,
[Name]
Tips
- Put it in writing, even if you’ve already asked verbally.
- Be specific about what would help.
- Keep copies of every letter, email, and note from meetings.
- Use free resources. The Job Accommodation Network (JAN) gives free, confidential guidance on accommodation ideas for specific conditions.
Frequently Asked Questions
Do I have to tell my employer my diagnosis?
Not necessarily in your first request, but your employer can ask for documentation that shows you have a disability and need the accommodation.
Can my employer retaliate against me for asking?
The ADA prohibits retaliation for requesting an accommodation. If you think you’ve been punished for asking, you can contact the Equal Employment Opportunity Commission (EEOC). Strict deadlines apply for filing a charge.
What if they offer something different?
Employers can choose among effective options. If their offer doesn’t actually solve the problem, explain why in writing.
Related Guides
Official Resources
Last reviewed: November 5, 2026 by the PerfectWordNow Editorial Team.
Disclaimer: This article is for general information only and is not legal or medical advice.