How to Request a Disability Accommodation at Work by Email
You have a right to reasonable accommodations at work. Putting your request in writing starts the formal process and creates a record. Here is how to do it professionally.
A note on this topic: This message is general guidance for everyday communication. For situations involving legal rights, medical decisions, workplace disputes, or financial obligations, consider consulting a qualified professional for advice specific to your situation.
Formal Accommodation Request
RecommendedDear [HR Contact / Manager Name], I am writing to formally request a reasonable accommodation under [the ADA / relevant policy] for [general nature of your condition -- e.g., a medical condition / a disability that affects my mobility / a chronic health condition]. The accommodation I am requesting is: [specific request -- e.g., an ergonomic workstation setup / permission to take short breaks every 90 minutes / a modified schedule of 10 AM to 6 PM / ability to work remotely two days per week]. This accommodation would allow me to perform my essential job functions effectively while managing my condition. I am happy to provide documentation from my healthcare provider if needed. I would appreciate the opportunity to discuss this and explore options that work for both me and the team. I am available to meet at your convenience. Thank you for your support, [Your Name] [Job Title / Department]
Subject Line
Request for Reasonable Accommodation
Alternative Versions
Concise Request
Shorter VersionDear [Name], I am requesting a reasonable accommodation for a medical condition: [specific accommodation]. I am happy to provide documentation and discuss options. Could we schedule a time to talk? Thank you.
With Medical Support
With Doctor DocumentationDear [Name], I am writing to formally request a reasonable accommodation. My healthcare provider, Dr. [Name], has recommended [specific accommodation] to help me perform my job effectively while managing [general condition]. I have attached their letter of support. I would appreciate the opportunity to discuss implementation and am flexible on the specifics. Thank you.
Follow-Up Request
Follow-Up After Initial RequestDear [Name], I am following up on my accommodation request from [date]. I want to make sure the interactive process moves forward and that we can implement something soon. I remain flexible on the specifics and am happy to explore different options that work for the team. Could we schedule a meeting this week? Thank you.
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When to Use This
Use this when: - You have a disability or medical condition that affects your work - You need a change to your workspace, schedule, or duties - You want to start the formal interactive process - You want a paper trail of your request
What Not to Say
Avoid: - Disclosing more medical detail than necessary in the initial email - Framing it as optional or "just a preference" - Waiting until your performance is already affected to request it - Being confrontational -- most employers want to help - Skipping the written request and relying only on verbal conversations
Follow-Up Message
If You Need to Follow Up
If you do not get a response within a week: "I am following up on my accommodation request sent on [date]. I want to make sure we can start the conversation and get the process moving. Could we schedule a time to discuss the options? I am happy to provide any documentation that would be helpful."