Reasonable adjustments at work

If you are disabled, your employer must make reasonable adjustments to remove or reduce the disadvantages you face at work because of your disability. An adjustment can be a change to how the job is done, a physical change to the workplace, or extra equipment or support. The duty comes from the Equality Act 2010 and also applies when you apply for a job. Failing to make a reasonable adjustment is a form of disability discrimination.

Who the duty covers

It applies if you meet the Equality Act definition of disability: a physical or mental impairment with a substantial and long-term adverse effect on your ability to carry out normal day-to-day activities. The gov.uk definition page gives the time test for “long-term”. Some conditions, including cancer, HIV and multiple sclerosis, count from diagnosis.

Many people who do not think of themselves as disabled are covered, among them people with diabetes, depression, anxiety, dyslexia, autism, long COVID or the effects of menopause, where the effect is substantial and long-term. A formal diagnosis is not required, though medical evidence helps.

The duty only applies once your employer knows, or could reasonably be expected to know, about the disability and the disadvantage.

What a reasonable adjustment can be

The law sets out three requirements: changing a provision, criterion or practice; changing physical features; and providing auxiliary aids or services. In public sector jobs, common adjustments include:

• changes to hours, start times or shift patterns, such as no night shifts or no 12-hour shifts
• a phased return after sickness absence
• adjusting sickness absence triggers so disability-related absence does not lead to warnings
• moving duties to colleagues, or redeployment to a suitable vacancy
• working from home some of the time
• specialist software, chairs, desks, hearing loops or screen readers
• a quiet workspace, or a set desk instead of hot-desking
• extra time or written instructions for training and appraisals
• time off for treatment or appointments

What makes an adjustment reasonable

There is no fixed list. Tribunals look at how effective the change would be, how practical it is, what it costs, the employer’s resources, and whether outside funding is available. Large public employers such as NHS trusts, councils and government departments are expected to do more than a small business, since they have bigger budgets and more room to move work around.

An adjustment does not have to remove the disadvantage completely to count. If a change would help, and its cost and disruption are reasonable, the employer should make it.

How to ask

You can ask your manager or HR at any time. Put the request in writing and explain:

1. the condition, in as much detail as you are comfortable sharing
2. what you find difficult at work because of it
3. what changes you think would help

Your employer will often refer you to occupational health, who can recommend adjustments. The occupational health check guide explains what to expect. Many public sector employers use an adjustments passport (in the NHS and Civil Service it is often called a health or workplace adjustment passport). It records what has been agreed so you do not have to explain it all again to a new manager.

For a change to hours or working pattern, you can also make a flexible working request. The reasonable adjustments duty is stronger, because the employer must make the change if it is reasonable.

Adjustments and sickness absence

Sickness absence policies are where disabled staff in the public sector most often run into trouble. NHS trusts, councils and schools use trigger points, such as a set number of absences in a rolling period, that start formal stages and can end in dismissal.

A reasonable adjustment can mean raising the trigger for you, discounting disability-related absence, or recording it separately. Whether that is reasonable depends on the facts, including how much absence there is and the effect on the service. Tribunals have accepted that an employer does not have to ignore absence indefinitely, but they expect it to consider adjustments before moving to warnings.

A phased return after a long absence, with reduced hours or duties for a set period, is another common adjustment, and your fit note may recommend one. Agree the plan in writing, including what happens to your pay during the phased return, since policies differ on whether you are paid for full hours. The fit notes guide explains the options a doctor can tick.

Access to Work

Access to Work is a Department for Work and Pensions grant that pays for practical support beyond what the employer has to provide as a reasonable adjustment. It can help with equipment, support workers, travel to work and mental health support. The Access to Work guide covers who can apply and what it pays for.

In recruitment

Employers must make adjustments for applicants too, such as extra time in tests, an accessible interview room, questions in advance or an interview by video. Many public employers are Disability Confident and offer an interview to disabled applicants who meet the minimum criteria. See the reasonable adjustments in recruitment guide.

If adjustments are refused

Ask for the reasons in writing and suggest alternatives. If the refusal stands, raise a grievance. A failure to make reasonable adjustments can be brought as a tribunal claim after ACAS early conciliation, and since 1 October 2026 the time limit for most claims is six months. Your union, ACAS and the Equality Advisory and Support Service can advise. The discrimination guide covers the other forms of disability discrimination.