Understanding Accommodations in the Workplace
Accommodations in the workplace are changes or adjustments made by an employer to help employees perform their job effectively. In the UK, these are often referred to as “reasonable adjustments” and can include anything from modifying work hours to providing specialised equipment or altering workplace policies. Accommodations are designed to remove barriers that might prevent employees from working to the best of their ability, especially those with disabilities, long-term health conditions, or caring responsibilities.
Under the Equality Act 2010, employers have a legal duty to make reasonable adjustments for employees with disabilities. This could involve changing physical features of the workplace, providing assistive technology, or allowing flexible working patterns. For example, an employee with a mobility impairment may need step-free access, while someone with a mental health condition might benefit from a quieter workspace or flexible start times.
Accommodations are not only for those with disabilities. Employees with caring responsibilities—such as parents or those looking after elderly relatives—may also request changes to their working arrangements. This can include requests for part-time hours, job sharing, or remote working. Employers must consider these requests fairly and cannot dismiss them without a valid business reason.
Providing appropriate accommodations is crucial for fostering an inclusive and supportive work environment. When employees feel supported, they are more likely to be productive, engaged, and loyal to their employer. Accommodations help ensure that everyone has an equal opportunity to contribute, regardless of their personal circumstances.
If you are interested in learning more about your rights or how to request changes to your working arrangement, our section on flexible work provides further guidance. This can help you understand the broader options available and how they relate to workplace accommodations.
Your Rights to Request Accommodations
In the UK, employees have important rights when it comes to requesting changes at work to support their health, wellbeing, or caring responsibilities. These changes—known as workplace accommodations—can help you work more effectively and comfortably. Understanding who is eligible, what the law says, and how to make a request can help you access the support you need.
Any employee can ask for changes to their working arrangements, but certain groups have specific legal protections:
Employees with disabilities: If you have a physical or mental impairment that has a substantial, long-term effect on your ability to carry out normal day-to-day activities, you are protected under the Equality Act 2010. Your employer is legally required to make “reasonable adjustments” to remove or reduce barriers you face at work.
Employees with health conditions: Even if your condition does not qualify as a disability, you may still be able to request accommodations—especially if you need time off for treatment or recovery.
Carers: If you care for a child, partner, or relative, you have the right to request flexible working arrangements to help balance your work and caring responsibilities.
All employees: After 26 weeks of continuous employment, any employee can make a statutory request for flexible working, regardless of the reason.
UK law provides clear rights to request accommodations at work:
Equality Act 2010: Employers must make reasonable adjustments for disabled employees. This could include changes to working hours, duties, or equipment.
Employment Rights Act 1996 (as amended): Gives all employees with at least 26 weeks’ service the right to request flexible working. Employers must consider these requests in a “reasonable manner.”
Parental and Carers’ Rights: Additional protections exist for parents and carers, such as the right to request part-time work or job sharing.
Employers are not required to agree to every request, but they must seriously consider each one and only refuse for valid business reasons.
Workplace accommodations can take many forms, depending on your needs and the nature of your job. Common examples include:
Adjusted working hours: Starting or finishing work earlier or later, compressed hours, or part-time schedules.
Remote or hybrid working: Working from home some or all of the time.
Changes to duties or workload: Modifying tasks that are difficult due to a health condition or disability.
Physical adjustments: Providing specialised equipment such as ergonomic chairs, screen readers, or adjustable desks.
Support with travel: Reserved parking spaces, help with transport, or moving your work location closer to home.
Time off for medical appointments: Allowing flexibility to attend treatment or therapy.
These are just a few examples. The key is that any adjustment should help you overcome challenges you face at work.
To request an accommodation, it’s usually best to follow your employer’s formal process. Here are the typical steps:
Check your employer’s policy: Many organisations have a specific procedure for requesting flexible working or reasonable adjustments. This might be in your staff handbook or on the company intranet.
Put your request in writing: Clearly state what change you are seeking, why you need it, and how it will help you do your job. For statutory flexible working requests, you must include details such as the date of your request and whether you have made a previous request in the last 12 months.
Provide supporting information: If possible, include evidence such as a medical note, occupational health report, or details about your caring responsibilities.
Attend a meeting: Your employer may invite you to discuss your request in more detail. Be prepared to talk about how the change will work in practice.
Wait for a decision: Your employer must consider your request and respond within a reasonable timeframe. For statutory flexible working, they must reply within three months.
Appeal if necessary: If your request is refused, you have the right to appeal the decision or raise a grievance if you believe your employer has not followed the correct process.
Remember, it is against the law for your employer to treat you unfairly or dismiss you because you have requested an accommodation, especially if you are protected under the Equality Act 2010. If you have any concerns about how your request is handled, you may wish to seek advice from a union representative or an employment adviser.
Understanding your rights and following the correct process can help you access the adjustments you need to work safely and effectively.
Employers’ Legal Duties Regarding Accommodations
When an employee requests accommodations at work—such as changes to working hours, adjustments to duties, or support for a disability—UK law sets out clear responsibilities for employers. Understanding these duties helps ensure both employers and employees know what to expect and how to handle requests fairly.
Employers must handle all accommodation requests in a fair and non-discriminatory way. This means assessing each request on its individual merits and not making assumptions based on stereotypes or personal opinions. Discrimination on the grounds of disability, gender, age, race, religion, or other protected characteristics is unlawful under the Equality Act 2010. Employers must avoid treating employees less favourably because they have asked for an accommodation or because they have a particular need.
A key part of the law is the duty to make “reasonable adjustments” for employees with disabilities. The Equality Act 2010 requires employers to take steps to remove barriers that put disabled employees at a disadvantage compared to non-disabled colleagues. This duty applies to all employers, regardless of size, and covers both physical and non-physical workplace barriers.
Reasonable adjustments can take many forms, depending on the individual’s needs and the nature of the workplace. Examples include:
Providing specialist equipment, such as an ergonomic chair or screen reader
Adjusting working hours or allowing flexible working arrangements
Modifying job duties or reallocating certain tasks
Making physical changes to the workplace, like installing ramps or accessible toilets
Allowing extra breaks or time off for medical appointments
What is “reasonable” depends on factors like the size and resources of the employer, the cost of the adjustment, and how effective it will be in addressing the disadvantage. Employers are not expected to make changes that would be unreasonably expensive or impractical, but they must carefully consider all options and discuss them with the employee.
If an employer fails to meet their legal duties regarding accommodations, there can be serious consequences. Employees may bring a claim for disability discrimination or failure to make reasonable adjustments to an employment tribunal. If the tribunal finds in favour of the employee, the employer may be ordered to pay compensation and to make the necessary adjustments. In addition, failing to deal with accommodation requests fairly can damage workplace morale and reputation.
Employers are encouraged to keep clear records of accommodation requests, their decision-making process, and any actions taken. Open communication with employees and a willingness to explore practical solutions are key to meeting legal obligations and supporting a fair, inclusive workplace.
Types of Accommodations and Flexible Working Arrangements
Workplace accommodations are adjustments or changes made by an employer to support employees’ needs and ensure equal opportunities at work. In the UK, these accommodations can take many forms, depending on an individual’s circumstances and the nature of their job. Employers have a legal duty under the Equality Act 2010 to consider “reasonable adjustments” for employees with disabilities, but accommodations can also benefit those with caring responsibilities, health conditions, or other personal needs.
Common Types of Workplace Accommodations
Flexible Working Arrangements: One of the most common accommodations is flexible working. This can include changing start or finish times, condensing hours into fewer days, or allowing remote work. Flexible arrangements help employees balance work with other commitments, such as childcare or medical appointments.
Adjusted Duties: Sometimes, an employee’s role can be modified to remove or reduce tasks that are difficult due to a health condition or disability. For example, reallocating physically demanding duties or changing how certain tasks are performed.
Workplace Modifications: Physical changes to the workplace may be needed, such as installing ramps, providing accessible toilets, or adapting equipment and technology to support employees with disabilities.
Supportive Policies: Employers might also offer additional breaks, provide quiet workspaces, or allow time off for medical treatment as part of their accommodation strategy.
Flexible Working as a Form of Accommodation
Flexible working is not just a benefit—it’s a right for many employees. In the UK, most employees have the legal right to request flexible working after 26 weeks of continuous employment. Employers must consider these requests fairly and can only refuse them for specific business reasons, such as the burden of additional costs or an inability to reorganise work among existing staff.
Flexible working can include:
Part-time hours
Job sharing
Working from home
Staggered hours
Compressed workweeks
These arrangements can make a significant difference for employees managing health conditions, disabilities, or family responsibilities. They can reduce stress, improve work-life balance, and support overall wellbeing.
How Flexible Work Hours Support Employees
Flexible work hours allow employees to tailor their working day to fit their personal needs. For example, someone with a long commute or school-age children may prefer to start earlier and finish earlier, while others may need to attend regular medical appointments during standard working hours. By offering flexibility, employers can foster a more inclusive and supportive workplace.
If you’d like to learn more about how flexible work hours can be arranged and what your rights are, visit our page on flexible work hours.
How to Request Accommodations: Step-by-Step Guide
Requesting workplace accommodations in the UK can feel daunting, but understanding the process helps ensure your needs are clearly communicated and fairly considered. Whether you need flexible working hours, adjustments to your workstation, or other support, following these steps can make the process smoother and more effective.
Before making a formal request, take time to gather the necessary information. This preparation helps your employer understand your needs and consider your request properly.
What to include in your request:
The type of accommodation you need: Be specific. For example, “I would like to work from home two days a week” or “I need a height-adjustable desk due to a back condition.”
The reason for your request: Explain why you need the accommodation. If it relates to a disability, you are protected under the Equality Act 2010, which requires employers to make ‘reasonable adjustments’ to remove barriers you face at work.
How the accommodation will help you: Describe how the change will enable you to perform your job more effectively or support your health and wellbeing.
Any supporting evidence: This could include a doctor’s note, occupational health report, or other relevant documentation. While not always required, it can strengthen your case, especially for disability-related adjustments.
For flexible working requests (such as changing your hours or working pattern), you have a legal right to make a statutory request if you are an employee. Since April 2024, you can make two requests per year from your first day of employment under the Flexible Working Regulations.
Your company’s policies will usually outline who to approach. In most workplaces, you should contact:
Your line manager or supervisor: They are often the first point of contact for accommodation requests.
Human Resources (HR): If your company has an HR department, they handle formal requests and ensure the process follows legal requirements.
Occupational health or wellbeing teams: For adjustments related to health or disability, these teams can provide guidance and assessments.
If you are unsure, check your staff handbook or ask your manager who handles accommodation or flexible working requests.
Once you submit your request, your employer should respond in a timely and fair manner.
For reasonable adjustments (Equality Act 2010):
Your employer has a legal duty to consider your request and make reasonable adjustments if you are disabled under the law.
They may ask for more information or arrange a meeting to discuss your needs in detail.
Employers must respond without unreasonable delay, though there is no set time limit in the law.
For flexible working requests (Flexible Working Regulations):
Your employer must consult with you before making a decision.
They must make a decision within two months of receiving your request, unless you both agree to extend this period.
If your request is refused, your employer must give a valid business reason (such as impact on service or costs).
Possible outcomes:
Your request may be accepted as proposed.
Your employer may suggest alternative adjustments or compromise solutions.
In some cases, requests can be refused, but employers must provide clear reasons and demonstrate they have considered your needs.
Be clear and specific: Clearly outline what you need and why. Avoid vague language.
Keep a record: Save copies of your request and any responses. This can be useful if you need to refer back or escalate your request.
Be open to discussion: Your employer may have questions or suggest alternatives. Approach conversations with a collaborative mindset.
Follow up if needed: If you haven’t received a response within a reasonable time, politely follow up with your manager or HR.
Know your rights: If you feel your request has not been handled fairly, you can raise a grievance within your organisation or seek advice from an external body such as Acas.
By preparing thoroughly, communicating clearly, and understanding your legal rights, you can help ensure your accommodation request is given the consideration it deserves.
What to Do if Your Accommodation Request Is Denied
If your request for a workplace accommodation—such as flexible working or reasonable adjustments—has been denied, it’s important to know that you still have options. UK law provides protections and clear steps you can take if you believe your employer has not handled your request fairly.
Employers must consider requests for reasonable adjustments under the Equality Act 2010, especially if you have a disability. They are also required to handle flexible working requests in a “reasonable manner” under the Employment Rights Act 1996 and the Flexible Working Regulations 2014. If your request is refused, your employer should give you a valid business reason in writing. Common reasons include cost, impact on performance, or inability to reorganise work.
If you feel the decision was unfair, discriminatory, or not properly explained, you have a right to challenge it.
It’s often best to start by discussing the decision with your employer. You can:
Request a meeting: Ask for a meeting to talk through the reasons for refusal and see if there’s an alternative solution.
Submit a formal grievance: If informal discussions don’t resolve the issue, you can raise a formal complaint using your employer’s grievance procedure. This is a structured way to have your concerns reviewed, and your employer is legally required to follow a fair process.
Be sure to keep records of all correspondence and meetings, as this may be important if you need to take further action.
If internal processes do not resolve your complaint, you may have the right to escalate the matter:
Employment Tribunals: If you believe your employer has breached the law—such as by failing to make reasonable adjustments for a disability, or by not following the correct procedure for flexible working requests—you can make a claim to an employment tribunal. There are strict time limits, usually three months less one day from the date of the refusal.
Legal Advice: It’s a good idea to seek advice from an employment law specialist or a legal adviser before making a tribunal claim. They can help you understand your rights, assess the strength of your case, and guide you through the process.
You don’t have to face this situation alone. There are organisations that can offer support, advice, and advocacy, including trade unions, citizens’ advice services, and charities specialising in disability or workplace rights. These groups can help you understand your options, prepare documents, and even represent you in meetings or hearings.
Remember, the law is there to protect you from unfair treatment. If your accommodation request is denied, taking informed and timely action can help ensure your rights are respected.
Additional Resources and Support
If you’re looking for more information or support regarding workplace accommodations and flexible working in the UK, several trusted organisations and resources can help you understand your rights and options.
GOV.UK: The official government website provides detailed guidance on [reasonable adjustments for disabled workers](https://www.gov.uk/reasonable-adjustments-for-disabled-workers) under the Equality Act 2010, as well as how to request [flexible working arrangements](https://www.gov.uk/flexible-working).
Acas (Advisory, Conciliation and Arbitration Service): Acas offers practical advice for both employees and employers on making and responding to requests for adjustments or flexible working. Their website includes step-by-step guides and template letters.
Citizens Advice: Citizens Advice can offer free, confidential guidance on your rights to workplace accommodations and what to do if your employer refuses your request.
Equality and Human Rights Commission (EHRC): The EHRC provides information on discrimination law, including how the Equality Act 2010 protects employees seeking reasonable adjustments.
Disability Rights UK: This charity provides resources and advice specifically for disabled people in the workplace.
If you’re unsure how to start your request, many organisations offer sample letters or checklists to help you explain your needs clearly.
Remember, under the Equality Act 2010, employers must make reasonable adjustments for employees with disabilities, and all employees with at least 26 weeks’ service have the legal right to request flexible working.
If your request is refused, you can ask your employer for a written explanation or seek advice from Acas or Citizens Advice about your next steps.
If you’d like to explore the wider context of workplace flexibility and your rights, see our main guide to flexible work, which covers different types of arrangements and how to approach your employer.
By making use of these resources, you can better understand your rights, find practical support, and take confident steps towards securing the accommodations you need at work.
