What Are Reasonable Adjustments?
Reasonable adjustments are changes or adaptations that an employer must make to remove barriers faced by disabled employees or job applicants in the workplace. The aim is to ensure that everyone has a fair chance to work, develop, and contribute, regardless of disability or health condition.
These adjustments are not just good practice – they are a legal requirement under the Equality Act 2010. This law protects people from discrimination and places a duty on employers to take positive steps so that disabled employees are not put at a disadvantage compared to others. For more detail on the legal framework and your rights, you can also read the Equality Act 2010: guidance.
The purpose of reasonable adjustments is to remove obstacles that might otherwise prevent a disabled person from performing their job or accessing the same opportunities as others. This could involve physical changes to the workplace, changes to working arrangements, or providing extra support. By making these changes, employers help ensure that disabled staff can do their jobs effectively and are treated fairly.
Examples of reasonable adjustments include:
- Changing work hours or allowing flexible working patterns.
- Providing special equipment, such as ergonomic chairs, screen readers, or voice recognition software.
- Modifying duties or reallocating some tasks to other team members.
- Adjusting performance targets or deadlines.
- Making physical alterations to the workplace, like installing ramps or accessible toilets.
- Allowing extra time during recruitment tests or interviews.
The adjustments required will depend on the individual’s needs and the specific barriers they face at work. Employers are expected to discuss possible solutions with the employee and consider what is reasonable, taking into account the size and resources of the business.
For practical information on how adjustments might work in real situations, you can find guidance on reasonable adjustments from the UK government. This resource explains what employers should consider and how employees can request changes.
It’s important to note that the duty to make reasonable adjustments applies to all employers, regardless of size. The goal is to create an inclusive workplace where everyone has equal access to employment and career development.
If you’re interested in how reasonable adjustments apply in other areas, such as when accessing goods and services, you can learn more about your rights as a consumer in our section on Reasonable Adjustments for Disabled Consumers.
Who Is Covered by the Duty to Make Reasonable Adjustments?
The duty to make reasonable adjustments applies to employers when an employee or job applicant is considered disabled under the Equality Act 2010. Understanding exactly who is covered is essential, as it determines eligibility for adjustments and protection against discrimination.
Who Counts as Disabled Under the Law?
The Equality Act 2010 defines a person as disabled if they have a physical or mental impairment that has a substantial and long-term negative effect on their ability to carry out normal day-to-day activities. "Substantial" means more than minor or trivial, while "long-term" generally means the condition has lasted, or is likely to last, at least 12 months or for the rest of the person’s life.
Physical impairments can include mobility issues, sensory impairments (such as sight or hearing loss), or chronic illnesses like diabetes or epilepsy. Importantly, mental health conditions – such as depression, anxiety, or bipolar disorder – can also meet the legal definition of disability if they have a significant and lasting impact on daily life.
If you are unsure whether a particular condition qualifies, it’s helpful to consult more detailed guidance on What Counts as a Disability at Work? This resource explains the criteria in depth and provides practical examples.
Why Eligibility Matters
Only those who meet the legal definition of disability are entitled to reasonable adjustments at work. It is crucial for both employers and employees to understand this, as it affects the rights and responsibilities under the law. Not all health conditions or temporary injuries will qualify, so assessing eligibility is often the first step.
Examples of Covered Conditions
- A person with a long-term back problem that limits mobility
- An employee with dyslexia affecting reading and writing tasks
- Someone with severe depression impacting concentration and attendance
- A worker with diabetes requiring regular breaks to manage blood sugar
Mental Health and Hidden Disabilities
Many disabilities are not immediately visible. Mental health conditions, autism spectrum disorders, and learning difficulties are all covered if they meet the Equality Act’s definition. This means employers must consider adjustments for these conditions just as they would for physical impairments.
Broader Legal Protections
While this section focuses on employment, similar duties apply to businesses providing goods and services. To see how reasonable adjustments work outside the workplace, you can read about the Reasonable Adjustments Businesses Must Make in the context of consumer rights.
Understanding exactly who is protected by the duty to make reasonable adjustments helps ensure that everyone who needs support at work can access it. If you think you may be covered, or you’re an employer unsure of your responsibilities, reviewing the legal definition and relevant examples is a vital first step.
When Does the Employer Duty Apply?
The duty for employers to make reasonable adjustments arises under the Equality Act 2010. This legal responsibility is triggered whenever a disabled person – whether a job applicant, employee, or worker – faces substantial disadvantage compared to non-disabled people, due to workplace arrangements, physical features, or lack of support.
When Must Employers Act?
Employers are required to act as soon as they know, or could reasonably be expected to know, that an employee or applicant has a disability. This is known as having “actual or constructive knowledge.” The duty applies even if the employee hasn’t disclosed their disability directly, as long as the employer could reasonably be expected to be aware of it from the circumstances.
Key Circumstances Triggering the Duty
- During Recruitment: Employers must consider reasonable adjustments throughout the recruitment process. This includes job adverts, application forms, interviews, and assessments. For example, providing application forms in accessible formats or allowing extra time during tests.
- While Employed: The duty continues throughout employment. If a disabled employee is disadvantaged by workplace policies, practices, or the physical environment, adjustments may be required. This could involve flexible working hours, modified equipment, or changes to duties.
- Returning After Absence: When an employee returns to work after sickness or disability-related absence, employers must review whether new or additional adjustments are needed to support their return and ongoing performance.
Ongoing Support and Changing Needs
The duty to make reasonable adjustments is not a one-off obligation. Employers must keep arrangements under review, especially if the employee’s condition changes or if workplace practices are updated. Regular discussions can help identify when further support is needed, ensuring that adjustments remain effective over time.
Practical Examples
- Installing ramps or lifts for wheelchair users
- Providing screen-reading software for visually impaired staff
- Allowing flexible start and finish times for those with fluctuating health conditions
- Adjusting performance targets for employees whose disability affects their work pace
Employers should approach these situations proactively, seeking to understand each individual’s needs and consulting with them on suitable adjustments.
Related Considerations
Understanding the duty to make reasonable adjustments is part of fostering a supportive workplace. For more on how employers can provide support and manage challenging situations, see Providing Support and Reasonable Adjustments.
By recognising when the duty applies and responding appropriately, employers can create an inclusive environment that benefits everyone and complies with the law.
Examples of Reasonable Adjustments Employers Can Make
When considering what counts as a “reasonable adjustment” under the Equality Act 2010, employers have a legal duty to take steps that remove barriers faced by employees with disabilities. The aim is to ensure that disabled staff have the same opportunities and working conditions as everyone else. Here are some common examples of reasonable adjustments that employers in the UK can make:
Adjusting Working Hours or Patterns
Some employees may find standard working hours challenging due to their disability. Reasonable adjustments can include flexible start and finish times, part-time hours, job sharing, or working from home. For example, someone with a chronic health condition might need to start later to accommodate medical appointments or fatigue.
Providing Special Equipment or Assistive Technology
Employers may need to supply specialist equipment to help an employee carry out their role. This could include ergonomic chairs, voice recognition software, adapted keyboards, or screen readers. The type of equipment will depend on the individual’s needs and the nature of their work.
Modifying Training or Instructions
Training sessions and workplace instructions should be accessible to all employees. Adjustments might involve providing written materials in alternative formats (such as large print or audio), offering one-to-one training, or allowing extra time to complete training tasks. These changes help ensure everyone can understand and benefit from workplace learning opportunities.
Changing Physical Workplace Features
Physical barriers in the workplace can prevent disabled employees from accessing their work environment. Reasonable adjustments might include installing ramps, widening doorways, providing accessible toilets, or rearranging office layouts to accommodate mobility aids. These changes are particularly important for employees with mobility impairments.
Allowing Additional Breaks or Time Off
Some disabilities or health conditions require regular breaks or time off for medical appointments, treatment, or recovery. Employers can make reasonable adjustments by allowing extra breaks during the day, flexible scheduling for appointments, or permitting a phased return to work after illness.
Mental Health Adjustments
Reasonable adjustments are not limited to physical disabilities – they also apply to mental health conditions. Adjustments for mental health might include changes to workload, offering quiet spaces to work, providing regular supervision, or allowing time off for therapy sessions. For more detailed information about your rights in this area, see Mental Health and Work: Your Rights.
Employers must consider each situation individually, as what is “reasonable” depends on factors such as the size of the business, the cost of adjustments, and the impact on other staff. If you’re interested in how providing support and reasonable adjustments fits into broader workplace management, you can learn more in our section on Providing Support and Reasonable Adjustments within the context of managing employees.
If you think you might need a reasonable adjustment, it’s a good idea to discuss your needs with your employer as early as possible. Employers are required by law to consider your request and cannot treat you unfairly for asking.
How Failing to Make Reasonable Adjustments Can Be Discrimination
When an employer fails to make reasonable adjustments for an employee with a disability, this can amount to a form of disability discrimination under UK law. Reasonable adjustments are changes or accommodations that help remove barriers in the workplace, ensuring disabled employees have the same opportunities and access as others. If these adjustments are not made when needed, it can leave disabled employees at a disadvantage, affecting their ability to do their job, access workplace facilities, or progress in their careers.
The law is clear on this point. The duty to make reasonable adjustments is set out in the Equality Act 2010, but its roots can be traced back to the Disability Discrimination Act 1995. These laws make it unlawful for employers to treat disabled employees less favourably or to fail to take steps that would enable them to overcome substantial disadvantages caused by workplace arrangements or physical features.
Not making reasonable adjustments doesn’t just impact an employee’s day-to-day experience – it can also limit their rights and opportunities at work. For example, if an employer refuses to provide specialist equipment or flexible working arrangements, a disabled employee may struggle to perform their role effectively or may even be excluded from certain tasks or promotions. This can lead to feelings of isolation, stress, or unfair treatment, and may force some employees to leave their jobs.
Such failures are not just poor practice – they may be unlawful. According to guidance from ACAS, failing to make reasonable adjustments is recognised as a specific type of disability discrimination. For more detailed scenarios and advice on what this can look like in practice, see Disability discrimination examples and our guide on Disability Discrimination at Work: What It Looks Like.
Employers have a legal and ethical responsibility to understand and fulfil their duties, helping to build an inclusive and supportive workplace. To avoid discrimination claims and promote fairness, it’s important for employers to know when adjustments are needed and to act promptly. For a broader overview of the relevant laws and your rights as an employee, visit Disability Discrimination in the Workplace. Understanding these responsibilities not only helps prevent discrimination but also ensures all employees have the opportunity to thrive at work.
How Employees Can Request Reasonable Adjustments
Requesting reasonable adjustments at work is an important step in ensuring you have the support you need to perform your job effectively and comfortably. Here’s how you can approach this process:
1. Identify Your Needs Early
If you have a disability that affects your work, it’s best to communicate your needs to your employer as soon as possible. The Equality Act 2010 protects your right to reasonable adjustments, but your employer can only help if they know what you need. Early communication helps prevent misunderstandings and allows adjustments to be put in place quickly.
2. Speak to the Right Person
Start by talking to your line manager, HR department, or occupational health team. Explain how your disability affects your work and suggest adjustments that might help. This could include changes to your working hours, equipment, or workspace. For more detailed advice on this process, see How to Ask for Reasonable Adjustments at Work.
3. Make Your Request Clear and Specific
Be as clear as possible about what adjustments you need and why. You don’t have to use legal language – just explain your situation and how certain changes could help. You may find it helpful to put your request in writing, so there’s a record of what you’ve asked for and when.
4. Keep Records
It’s a good idea to keep copies of any emails, letters, or notes from meetings about your request. This documentation can be useful if you need to follow up or if there is any disagreement later on.
5. Follow Up and Review
If you don’t hear back from your employer within a reasonable time, follow up to check on progress. Once adjustments are made, review them with your employer to make sure they’re working as intended. If your needs change, you can request further adjustments.
6. Consider Registering as Disabled
Although you don’t have to register as disabled to request adjustments, doing so can help support your case and ensure you receive all the rights and support you’re entitled to. Learn more about How to Register as Disabled at Work or see How to register as disabled for a government overview on your rights and available support.
7. Know Your Rights
Your employer has a legal duty under the Equality Act 2010 to make reasonable adjustments if you’re disabled and at a substantial disadvantage at work. If you need more information about the process, see How to request reasonable adjustments, which explains your rights and gives practical tips for making a request.
8. Explore Related Protections
Understanding your rights at work can also help you in other areas of life. For example, businesses are also required to make reasonable adjustments for disabled customers. To learn more about your broader legal protections, see the section on Reasonable Adjustments Businesses Must Make.
By taking these steps and communicating openly, you can help ensure your workplace is accessible and supportive. Remember, you have legal protections, and there are resources available to help you through the process.
Further Information and Support
Understanding your employer’s duty to make reasonable adjustments is just one part of your broader rights as a disabled person in the workplace. UK law, particularly the Equality Act 2010, protects employees from discrimination and ensures fair treatment at every stage of employment – from recruitment and training to redundancy and dismissal.
If you want to explore the full range of protections available, it’s helpful to look at the wider context of Disability Rights at Work. This covers not only reasonable adjustments, but also your rights regarding recruitment processes, redundancy, and protection from unfair treatment due to disability. For a deeper dive into how the law safeguards you from unfair practices, you may also wish to read about Disability Discrimination in the Workplace, which explains what counts as discrimination and what to do if you believe your rights have been breached.
It’s important to know that if your employer refuses to make reasonable adjustments, or if you feel you have been discriminated against because of your disability, you have several options for support:
- Speak to your employer first: Raise your concerns informally with your manager or HR department. Sometimes, misunderstandings can be resolved quickly at this stage.
- Seek advice: If the issue isn’t resolved, you can get advice from organisations such as ACAS (Advisory, Conciliation and Arbitration Service), trade unions, or disability advocacy groups.
- Formal complaints and legal action: You may be able to make a formal complaint within your organisation, and if necessary, take your case to an employment tribunal.
To understand your rights in more detail and find practical guidance on what steps to take, you can visit Disability rights: Employment – GOV.UK. This resource provides up-to-date information on legal protections, what questions employers can ask during recruitment, and what to do if you face discrimination or your rights are not respected.
Remember, employers are legally required to make reasonable adjustments to help ensure you are not disadvantaged at work because of your disability. If you need further information or support, exploring the resources above can help you understand your options and take the next steps with confidence.
