Requesting a reasonable accommodation from your employer is a right protected under various laws like the Americans with Disabilities Act (ADA). A well-crafted letter is crucial for clearly outlining your needs and ensuring your request is taken seriously. These sample letters provide a starting point to help you articulate your situation effectively. Remember to tailor each template to reflect your specific circumstances and any supporting documentation you may have.
Before submitting your letter, consider consulting with HR or a legal professional to understand your rights and the best approach for your situation. Clear communication, specific details about the accommodation needed, and a professional tone are essential for a successful outcome. Providing medical documentation can significantly strengthen your request.
These templates offer a variety of scenarios, from requesting modified work schedules to assistive technology or changes to the physical workspace. Adapt them to describe your condition, how it impacts your ability to perform your job, and the specific accommodations you believe will enable you to succeed. Be polite, professional, and focused on your ability to continue contributing to the company.
Remember to keep a copy of your letter and any related documentation for your records. Follow up with your employer to ensure your request is being processed and to discuss any questions or concerns they may have. Proactive communication and a willingness to collaborate will increase the likelihood of a positive resolution.
Sample Accommodation Request Letters:
Sample Letter 1: General Request for Accommodation
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Employer’s Name]
[Employer’s Title]
[Company Name]
[Company Address]
Subject: Request for Reasonable Accommodation
Dear [Employer’s Name],
I am writing to request a reasonable accommodation under the Americans with Disabilities Act (ADA). I have [medical condition] which affects my ability to [specific job function affected].
Specifically, I am requesting [specific accommodation, e.g., a modified work schedule, assistive technology, ergonomic chair]. I believe this accommodation will allow me to perform the essential functions of my job effectively. I am attaching documentation from my doctor supporting this request.
I am confident that with this accommodation, I can continue to be a productive member of the team. I am available to discuss this further at your convenience. Thank you for your consideration.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample Letter 2: Request for Modified Work Schedule
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Employer’s Name]
[Employer’s Title]
[Company Name]
[Company Address]
Subject: Request for Modified Work Schedule as a Reasonable Accommodation
Dear [Employer’s Name],
I am writing to request a modification to my work schedule as a reasonable accommodation due to a medical condition. I have been diagnosed with [medical condition] which requires me to [explain why the modified schedule is needed, e.g., attend regular doctor’s appointments, manage fatigue, etc.].
I am requesting a work schedule of [proposed schedule, e.g., working from 9:00 AM to 4:00 PM Monday through Friday]. I believe this modified schedule will allow me to effectively manage my health while continuing to fulfill my job responsibilities. I am prepared to discuss this further and explore alternative solutions if needed.
I have attached supporting documentation from my physician. Thank you for considering my request. I look forward to hearing from you soon.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample Letter 3: Request for Assistive Technology
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Employer’s Name]
[Employer’s Title]
[Company Name]
[Company Address]
Subject: Request for Assistive Technology as a Reasonable Accommodation
Dear [Employer’s Name],
I am writing to request assistive technology as a reasonable accommodation to assist me in performing my job duties effectively. I have [disability, e.g., a visual impairment, limited mobility] which makes it difficult for me to [specific tasks affected, e.g., read on-screen documents, access certain areas of the office].
I am requesting [specific assistive technology, e.g., screen reader software, voice-activated software, a standing desk]. This technology would significantly improve my ability to [explain how the technology will help, e.g., access information efficiently, reduce pain and discomfort]. I am attaching a recommendation from [professional, e.g., an occupational therapist] outlining my needs and the proposed solution.
I am committed to maintaining my productivity and contributing to the team’s success. Thank you for your prompt attention to this matter.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample Letter 4: Request for Ergonomic Equipment
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Employer’s Name]
[Employer’s Title]
[Company Name]
[Company Address]
Subject: Request for Ergonomic Equipment as a Reasonable Accommodation
Dear [Employer’s Name],
I am writing to request ergonomic equipment as a reasonable accommodation to address a health concern. I am experiencing [medical condition, e.g., carpal tunnel syndrome, back pain] which is exacerbated by my current workstation setup. This impacts my ability to [specific job tasks affected, e.g., type for extended periods, maintain focus].
I am requesting [specific equipment, e.g., an ergonomic keyboard, an adjustable chair, a monitor stand]. I believe this equipment will alleviate my discomfort and allow me to perform my job duties more efficiently and comfortably. I have consulted with [doctor/therapist] who recommends these changes.
I am dedicated to my work and believe these accommodations will significantly improve my well-being and productivity. Thank you for your consideration.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample Letter 5: Request for Workplace Modification (e.g., relocation of workspace)
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Employer’s Name]
[Employer’s Title]
[Company Name]
[Company Address]
Subject: Request for Workplace Modification as a Reasonable Accommodation
Dear [Employer’s Name],
I am writing to request a modification to my workspace as a reasonable accommodation due to [reason, e.g., sensitivity to certain chemicals, mobility limitations, need for a quiet workspace]. My current workspace [explain the issues with your current workspace, e.g., is located near a source of allergens, is difficult to access due to stairs, is too noisy for concentration]. This impacts my ability to [specific job tasks affected, e.g., concentrate, breathe easily, access necessary materials].
I am requesting [specific modification, e.g., relocation to a different office, installation of an air purifier, provision of a ramp]. I believe this modification would significantly improve my working conditions and allow me to perform my duties effectively. I am open to discussing alternative solutions that achieve the same result.
Thank you for considering my request. I have attached supporting documentation from [relevant professional, e.g., doctor, allergist].
Sincerely,
[Your Signature]
[Your Typed Name]
Sample Letter 6: Request for Break Time Accommodation
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Employer’s Name]
[Employer’s Title]
[Company Name]
[Company Address]
Subject: Request for Break Time Accommodation
Dear [Employer’s Name],
I am writing to request a reasonable accommodation regarding break times, due to a medical condition. I have [medical condition], which necessitates more frequent or longer breaks to manage symptoms effectively. Specifically, I need to [explain the reason for the break, e.g., take medication, manage pain, rest due to fatigue].
I am requesting [specific accommodation, e.g., an additional 15-minute break in the morning and afternoon, the ability to take short breaks as needed]. I believe this accommodation will allow me to maintain my productivity and overall health while fulfilling my job responsibilities. I am happy to discuss how these breaks can be incorporated into my schedule without disrupting workflow.
I have included documentation from my doctor confirming the need for this accommodation. Thank you for your understanding and consideration.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample Letter 7: Request for Leave as a Reasonable Accommodation
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Employer’s Name]
[Employer’s Title]
[Company Name]
[Company Address]
Subject: Request for Leave as a Reasonable Accommodation
Dear [Employer’s Name],
I am writing to request leave as a reasonable accommodation under the Americans with Disabilities Act (ADA). I require a period of absence from work due to [medical condition or reason for leave]. This leave is necessary for [explain the purpose of the leave, e.g., treatment, recovery, managing a flare-up of a chronic condition].
I am requesting [specify the duration of leave, e.g., two weeks of leave, intermittent leave for doctor’s appointments]. I anticipate returning to work on [anticipated return date, if known]. I will keep you informed of my progress and any changes to my return date. I am happy to discuss how to best manage my workload during my absence.
My doctor has provided documentation supporting the need for this leave, which I have attached to this letter. Thank you for considering my request. I appreciate your support.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample Letter 8: Request for a Service Animal Accommodation
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Employer’s Name]
[Employer’s Title]
[Company Name]
[Company Address]
Subject: Request for Service Animal Accommodation
Dear [Employer’s Name],
I am writing to request a reasonable accommodation to allow me to bring my service animal, [animal’s name], to work with me. [Animal’s name] is a [breed] and is trained to assist me with [specific tasks the animal performs, e.g., alerting to low blood sugar, mitigating anxiety, providing stability] due to my [disability].
[Animal’s name] is well-behaved and trained not to disrupt the workplace. I understand my responsibilities for maintaining [animal’s name]’s hygiene and ensuring it does not pose a safety risk to others. I am prepared to provide documentation of [animal’s name]’s training and vaccinations, if requested. I am available to discuss any concerns you may have regarding this accommodation.
Having my service animal with me at work will significantly improve my ability to perform my job effectively. Thank you for your consideration.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample Letter 9: Request for Training Materials in an Accessible Format
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Employer’s Name]
[Employer’s Title]
[Company Name]
[Company Address]
Subject: Request for Training Materials in an Accessible Format
Dear [Employer’s Name],
I am writing to request that training materials be provided to me in an accessible format as a reasonable accommodation. I have [disability, e.g., a visual impairment, a learning disability], which makes it difficult for me to access and process information presented in [current format, e.g., standard print, video without captions].
I am requesting that the training materials be provided in [accessible format, e.g., large print, Braille, electronic format compatible with screen readers, captioned videos]. This will allow me to fully participate in the training and retain the information effectively. I am happy to discuss the specific format that best meets my needs. I have attached documentation from my doctor supporting this request.
Ensuring that I have access to the training materials in an accessible format will enable me to learn new skills and contribute effectively to the company. Thank you for your cooperation.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample Letter 10: Request for Permission to Work from Home
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Employer’s Name]
[Employer’s Title]
[Company Name]
[Company Address]
Subject: Request for Permission to Work from Home as a Reasonable Accommodation
Dear [Employer’s Name],
I am writing to request permission to work from home as a reasonable accommodation due to [medical condition, disability, or other relevant reason]. I have [describe the condition and its impact on your ability to work in the office]. Working from home would allow me to [explain the benefits of working from home, e.g., manage symptoms, avoid exposure to allergens, reduce commuting stress].
I am confident that I can effectively perform my job duties from home. I have a dedicated workspace and reliable internet access. I am committed to maintaining open communication and meeting all deadlines. I propose [specific arrangement for working from home, e.g., working from home three days a week, working from home full-time]. I am happy to discuss this further and address any concerns you may have.
I have attached documentation from my doctor supporting this request. Thank you for considering my request. I am eager to continue contributing to the team’s success.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample Letter 11: Request for Flexible Start and End Times
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Employer’s Name]
[Employer’s Title]
[Company Name]
[Company Address]
Subject: Request for Flexible Start and End Times
Dear [Employer’s Name],
I am writing to request a reasonable accommodation of flexible start and end times due to [medical condition, such as sleep disorder, migraine, or other health concern impacting optimal work hours]. This condition makes it challenging to consistently adhere to a fixed schedule, specifically [describe the challenge, e.g., unpredictable sleep patterns, need for morning medical appointments, sensitivity to early morning light].
I propose adjusting my workday to begin between [start time range, e.g., 9:00 AM and 10:00 AM] and end [corresponding end time range to maintain the same number of working hours]. This flexibility would enable me to perform my duties more effectively and minimize disruptions caused by my condition. I am committed to ensuring that all responsibilities are met, regardless of the precise start and end times each day.
Documentation from my physician is attached, confirming the need for this accommodation. Thank you for your time and consideration.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample Letter 12: Request for a Quiet Workspace
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Employer’s Name]
[Employer’s Title]
[Company Name]
[Company Address]
Subject: Request for a Quiet Workspace Accommodation
Dear [Employer’s Name],
I am writing to request a reasonable accommodation for a quiet workspace, as my current work environment significantly impacts my productivity and well-being. I have [condition, e.g., ADHD, anxiety disorder, auditory processing sensitivity], which makes me highly susceptible to distractions and sensory overload. Constant noise and interruptions in my current open-plan office impede my ability to concentrate and perform my job duties effectively.
I am requesting to be relocated to a quieter area of the office or provided with measures to reduce noise levels, such as [suggest specific solutions, e.g., an enclosed office, noise-canceling headphones, a white noise machine]. This will allow me to focus more effectively on my tasks and minimize the stress associated with auditory distractions. I am confident that this accommodation will lead to improved performance and a more comfortable work environment.
I have included a note from my doctor corroborating the medical need for this request. Thank you for considering my accommodation request.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample Letter 13: Request to Attend Training Sessions Online
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Employer’s Name]
[Employer’s Title]
[Company Name]
[Company Address]
Subject: Request to Attend Training Sessions Online
Dear [Employer’s Name],
I am writing to request a reasonable accommodation that would allow me to attend training sessions online instead of in person, whenever possible. Due to [medical condition, such as mobility issues, compromised immune system, anxiety disorder, or other condition making in-person attendance difficult or risky], attending in-person training presents significant challenges for me. [Explain the specific challenges posed by in-person training, e.g., difficulty with transportation, increased risk of infection, exacerbated anxiety in group settings].
Attending training sessions online would enable me to participate fully in professional development opportunities while mitigating the risks and challenges associated with in-person attendance. I am confident that I can actively engage in online training sessions and learn effectively in a virtual environment. I am happy to discuss the technical requirements and ensure that I have the necessary equipment and internet access to participate fully.
I have attached documentation from my physician supporting my request. Thank you for considering my accommodation.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample Letter 14: Request for Alternative Lighting
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Employer’s Name]
[Employer’s Title]
[Company Name]
[Company Address]
Subject: Request for Alternative Lighting Accommodation
Dear [Employer’s Name],
I am writing to request a reasonable accommodation regarding the lighting in my workspace. Due to [medical condition, such as light sensitivity, migraines, or eye strain], the current fluorescent lighting in my work area causes significant discomfort and impacts my ability to perform my job effectively. [Explain the specific symptoms caused by the lighting, e.g., headaches, blurred vision, nausea].
I am requesting alternative lighting options, such as [suggest specific solutions, e.g., a desk lamp with adjustable brightness and color temperature, permission to use natural light from a window, replacement of overhead fluorescent lights with LED lights]. This would help reduce the strain on my eyes and minimize the symptoms caused by the current lighting. I am happy to research suitable lighting options and discuss the best solution for my workspace.
I have attached documentation from my eye doctor supporting the need for this accommodation. Thank you for your consideration.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample Letter 15: Request for a Standing Desk
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Employer’s Name]
[Employer’s Title]
[Company Name]
[Company Address]
Subject: Request for a Standing Desk as a Reasonable Accommodation
Dear [Employer’s Name],
I am writing to request a standing desk as a reasonable accommodation for a medical condition. I have [medical condition, such as back pain, sciatica, or other musculoskeletal issue] that makes prolonged sitting painful and impacts my ability to concentrate and perform my job duties effectively. [Explain the specific symptoms and how prolonged sitting exacerbates them].
A standing desk would allow me to alternate between sitting and standing throughout the day, which would alleviate my pain and improve my overall comfort and well-being. I have researched standing desks and am willing to work with the company to find a suitable model. I am confident that a standing desk will enable me to be more productive and focused at work.
I am providing a recommendation from my doctor. Thank you for your time and consideration.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample Letter 16: Request for Scent-Free Workplace
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Employer’s Name]
[Employer’s Title]
[Company Name]
[Company Address]
Subject: Request for a Scent-Free Workplace Accommodation
Dear [Employer’s Name],
I am writing to request a reasonable accommodation to create a scent-free work environment in my immediate vicinity. I have [medical condition, such as Multiple Chemical Sensitivity (MCS), asthma, or allergies] that is severely aggravated by exposure to fragrances and other scented products. [Describe the symptoms you experience when exposed to scents, such as headaches, respiratory distress, nausea, or cognitive impairment].
I request that the company implement a policy asking employees in my work area to refrain from wearing scented products, such as perfumes, colognes, and heavily scented lotions. Additionally, I request that only unscented cleaning products be used in my workspace. I understand that implementing a completely scent-free environment may not be possible, but I believe these measures would significantly improve my ability to work comfortably and effectively. A enclosed workspace will also assist in reducing scent trigger.
I have documentation from my physician supporting this request. Thank you for understanding and considering this important matter.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample Letter 17: Request for Sign Language Interpreter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Employer’s Name]
[Employer’s Title]
[Company Name]
[Company Address]
Subject: Request for Sign Language Interpreter
Dear [Employer’s Name],
I am writing to formally request the provision of a qualified sign language interpreter as a reasonable accommodation for my employment. I am deaf and rely on American Sign Language (ASL) for effective communication. In order to fully participate in [specific activities, e.g., staff meetings, training sessions, team projects, client interactions], I require the services of a professional interpreter.
The interpreter will ensure I can clearly understand the information presented and effectively communicate my ideas and concerns. I understand that providing an interpreter incurs a cost, and I am willing to work with the company to find a cost-effective solution. I can provide a list of qualified interpreters in the area if helpful. Ensuring full communication access improves not only my experience as an employee, but also contributes to productivity in the workplace.
Thank you for considering my request to create a accessible and inclusive workplace. I look forward to your prompt and positive response.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample Letter 18: Request for a Reserved Parking Space
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Employer’s Name]
[Employer’s Title]
[Company Name]
[Company Address]
Subject: Request for a Reserved Parking Space as a Reasonable Accommodation
Dear [Employer’s Name],
I am writing to request a reserved parking space closer to the building entrance as a reasonable accommodation. I have [medical condition, such as mobility issues, respiratory problems, or chronic pain] that makes it difficult and painful to walk long distances from the parking lot to my workstation. [Describe the challenges you face with the current parking situation, such as increased pain, shortness of breath, or difficulty navigating uneven surfaces].
A reserved parking space near the entrance would significantly reduce the physical strain of commuting to and from work. This in turn, would improve my attendance, productivity, and overall well-being. This would also help reduce strain and ensure I am able to work without worrying about access to my workplace due to pain. It is essential to maintaining my role as an employee at this workplace.
I have included documentation from my doctor detailing my medical needs. Thank you for considering my request for reserved parking space.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample Letter 19: Request to Adjust the Temperature of Work Area
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Employer’s Name]
[Employer’s Title]
[Company Name]
[Company Address]
Subject: Request to Adjust the Temperature of My Work Area
Dear [Employer’s Name],
I am writing to request a reasonable accommodation to adjust the temperature in my work area. I have [medical condition, such as Raynaud’s phenomenon, temperature sensitivity due to medication, or a condition that affects thermoregulation], which makes me highly sensitive to temperature fluctuations. [Explain the symptoms you experience when the temperature is too hot or too cold, such as pain, numbness, fatigue, or difficulty concentrating].
I request the ability to control the thermostat in my office or cubicle, or be relocated to an area where the temperature is more consistent and comfortable for me. If direct control is not feasible, I would appreciate the opportunity to use a small personal heater or fan to regulate the temperature in my immediate workspace. Maintaining a comfortable temperature allows me to concentrate on my role, ensuring it is done well and efficiently.
I have attached documentation from my doctor outlining my diagnosis and medical needs. Thank you for consideration and helping create a accessible working environment for employee like me.
Sincerely,
[Your Signature]
[Your Typed Name]
