ADA Accommodation Request Letter Template and Tips

An ADA accommodation request letter tells an employer that you need a change at work because of a disability and explains what adjustment may help. Use the blank template below as a starting point; you do not need special legal wording, but clear information about the work-related barrier and the accommodation you are requesting can help begin a productive discussion.

ADA Accommodation Request Letter Template

What This Letter Is For

This template is designed for an employee or job applicant seeking a workplace accommodation under the Americans with Disabilities Act (ADA). In general terms, a reasonable accommodation is a change to the work environment, the way a job is usually done, or the application process that helps a qualified person with a disability participate or perform essential job functions. Examples may include modified equipment, a schedule adjustment, accessible materials, or a change to a workplace policy.

The letter is a practical way to start or document a conversation. It is not a required federal form, and there is no single phrase that must appear in a request. A person can make a request in ordinary language and may be able to do so verbally. Writing it down can make the request easier to explain and gives both sides a record of what was requested and when.

This is a workplace-focused template. Requests for access to a shop, restaurant, event, or other public-facing service may involve a different process and different ADA provisions. State and local government services and educational settings can also have distinct requirements, so do not assume that a workplace letter is the right form for every setting.

What to Include in Your Request

A useful request connects three things: the work-related limitation, the barrier it creates, and a possible change that could address it. You do not have to include every personal or medical detail. Focus on information that helps the employer understand why a change is needed and how it could help you apply for or perform the job.

• Identify the request. Say plainly that you are asking for a workplace accommodation. You may name the ADA, but you do not have to use legal terminology for the request to be understood.
• Describe the work impact. Explain the relevant difficulty, such as being unable to reach a work area, needing more time to read certain materials, or having a barrier to a particular schedule. Keep the description connected to the job.
• Suggest an accommodation. Be as specific as you reasonably can. For example, identify the equipment, schedule change, communication format, or adjustment you believe would help.
• Explain the connection. Briefly state how the requested change would address the work barrier. A long medical history is usually less useful than a clear explanation of the functional need.
• Invite discussion. Let the employer know you are willing to discuss alternatives. The employer may explore other options that are effective, even if they are not your first choice.
• Give a way to respond. Include contact information and, if helpful, a reasonable date by which you would like an update. Avoid presenting a date as a legal deadline unless you have confirmed that it applies.

For instance, instead of writing only “I need flexibility,” an employee might explain that a treatment schedule makes a fixed early start difficult and request a later start time on certain days. The employer can then discuss whether that schedule would address the need and how essential duties would be covered.

How the Accommodation Process Usually Works

After receiving a request, an employer may ask questions to understand the work limitation and identify an effective accommodation. When the disability or need is not obvious, the employer may seek reasonable supporting information. The exchange is often described as an interactive process: the employee and employer discuss the barrier, possible changes, and practical implementation. The exact steps can differ by workplace and situation.

1. Send the request to an appropriate contact. This may be a human resources representative, a manager, or another person designated by the employer. If you are unsure, ask who handles accommodation requests.
2. Explain the relevant facts. Describe the job-related limitation and the accommodation you believe may help. You can share relevant details in a conversation and then send a brief written summary.
3. Respond to reasonable follow-up questions. If the need is not apparent, the employer may ask for information that helps establish the disability-related limitation and the need for accommodation. You can ask what information is needed and why.
4. Discuss workable options. Consider whether adjustments to the request could still address the barrier. An employer may select an effective accommodation rather than the employee’s preferred option.
5. Confirm the outcome. Once a plan is agreed, clarify when it begins, who will arrange it, and how to report a problem or request a review.

An accommodation request does not necessarily mean every requested change must be granted. The ADA’s workplace provisions address reasonable accommodations and include an undue-hardship limit. Whether a particular request is reasonable or would create undue hardship depends on the circumstances; the letter itself cannot determine that outcome.

Examples of Possible Workplace Accommodations

What may help depends on the person, the job, and the work environment. The following are examples to prompt discussion, not a guaranteed list of accommodations for every role:

• Adjusting a work schedule or allowing time for medical appointments, where job requirements permit.
• Providing accessible formats for written materials or making workplace communication accessible.
• Changing the placement of equipment or adjusting a workstation to address a physical access barrier.
• Allowing breaks or a modified break schedule when that addresses a disability-related limitation.
• Reassigning marginal tasks or changing how a task is performed, while considering the job’s essential functions.
• Providing a particular device or modifying existing equipment when it would help with job duties.

For example, a worker who cannot reliably use a standard printed checklist might request an accessible electronic version or another format that works with their needs. The central question is not whether a specific example appears on a list; it is whether a change addresses the person’s limitation and can be implemented in the particular job.

Medical Information and Privacy

A request letter can usually begin with a concise description of the functional limitation rather than a full medical history. If the disability or need is not obvious, an employer may request reasonable documentation related to the disability and the need for accommodation. What is appropriate depends on the facts. Ask the employer to specify what information is needed, and provide information relevant to the request rather than unrelated records.

Medical information should be handled as confidential information under applicable rules, with limited exceptions. Consider sending sensitive documentation through the employer’s designated confidential process instead of placing it in a general email thread or sharing it with coworkers. A request to keep information private does not mean an employer can never share information needed to arrange an accommodation, but it should not be treated as ordinary workplace gossip.

How to Send the Letter and Keep a Record

Use the channel the employer identifies for accommodation requests if one exists. Otherwise, send the letter to a manager or human resources contact who can route it to the right person. A clear email can work; a signed paper letter may be useful if that is the established process or you prefer a physical record. Keep a copy of what you sent and note the date and recipient.

Use a neutral subject line such as “Accommodation request” and avoid including detailed medical information in the subject. If you discuss the request in person or by phone, follow up with a short message summarizing the request and any agreed next steps. Keep the tone factual and courteous. A request is more useful when it states what change is needed than when it focuses on blame or assumptions about the employer’s response.

Sample Filled-In Letter

Sample only: the names and workplace below are fictional. This short example shows how a request can connect a limitation with a possible accommodation without giving unnecessary medical detail.

Jordan Lee
May 6, 20XX
To: Human Resources, Example Office
Subject: Request for a reasonable accommodation

Dear Human Resources,

I am requesting an accommodation related to a medical condition. Bright overhead lighting in my current work area causes difficulty concentrating on screen-based tasks. I would like to discuss moving to a workstation with less direct overhead light or using an adjustable desk lamp, if either option is workable.

I can provide relevant information if needed and am open to discussing another effective option. Please let me know the next steps.

Thank you,
Jordan Lee

Common Problems and How to Address Them

The request is too vague. A note that says only “I need help” may not explain what work barrier needs attention. Add a short description of the affected task and one possible change. You do not need to disclose every detail to make the request understandable.

The request names a diagnosis but not a work need. A diagnosis alone may not show what adjustment would help. Describe the functional impact at work and connect it to the request. If medical information is requested, ask what specific information is relevant.

The employer suggests a different option. The employer may offer an alternative to the one requested. Discuss whether it would effectively address the limitation. If it would not, explain the practical reason and, if possible, suggest another option.

There is no response. Follow up politely in writing, refer to the date of your original request, and ask who is handling it and what information is still needed. Keep records of follow-up messages and conversations. If the matter remains unresolved or you need advice about your rights in a specific situation, ask a qualified professional or an appropriate government agency.

The change works at first but later stops working. Job duties and needs can change. Explain what has changed, what is no longer effective, and what adjustment may help now. A follow-up discussion can clarify whether the existing plan needs to be reviewed.

Frequently Asked Questions

Do I have to use the words “ADA accommodation”?
No. You can describe the change you need and explain that it relates to a medical condition or disability. There is no required magic phrase, though clearly identifying the request can reduce confusion.

Can I request an accommodation verbally?
A request may be made in ordinary language and does not always have to be a formal letter. Writing it down is often helpful because it records what you asked for and gives the employer a clear point of reference.

Do I have to disclose my diagnosis in the letter?
Not necessarily. Start with the work-related limitation and the accommodation you need. If the disability or need is not obvious, the employer may ask for reasonable supporting information relevant to the request.

Can my employer choose a different accommodation?
An employer may consider an effective alternative rather than provide the employee’s preferred option. Explain whether the alternative addresses the limitation; if it does not, describe why and discuss other possibilities.

What if my job is not covered by the ADA?
Coverage depends on the law and the circumstances, including the type of employer and the setting. Other federal, state, or local requirements may apply. For a situation that needs legal advice, ask a qualified professional.

Choosing the Right Version

Use the template as written if you are making a straightforward request and know what change may help. If you are not sure which adjustment would work, say that you are requesting an accommodation and ask to discuss options. If you already spoke with a supervisor, adapt the letter to confirm the conversation rather than starting over. Keep the request focused, factual, and specific enough to begin a useful exchange.

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