How to Ask for a Workplace Accommodation: A Guide for Employees With Disabilities

Better Steps | Better Steps Career Employment

October 30, 2026•5 min read

Sometimes a small change at work makes a big difference. A different schedule, written instructions, a quieter workspace, or a piece of equipment can help a person with a disability do their best work. These changes are called workplace accommodations, and you have the right to ask for one.

This guide explains what an accommodation is, how to ask for one, and what to expect after you do. It's written for employees and job seekers in Miami-Dade and across Florida, and for the families who support them.

This guide is general information, not legal advice.

What is a workplace accommodation?

A reasonable accommodation is a change to the job, the workplace, or the way things are usually done that helps a person with a disability do their job. Under the Americans with Disabilities Act (ADA), employers with 15 or more employees generally must provide one unless it would cause significant difficulty or expense.

Common examples include:

A flexible or adjusted work schedule
Written or picture-based instructions instead of only spoken ones
A quieter workspace or noise-canceling headphones
Extra training time or a job coach while learning new tasks
Equipment or software, like screen readers or a sit-stand desk
More frequent short breaks
An accessible parking space or workstation

Many accommodations are simple. The key is finding what actually helps the person do the job.

Step 1: Figure out what you need

Before you ask, think about what's hard at work and what would help. Try finishing these sentences:

"The part of my job that's hardest for me is…"
"It would be easier if…"
"Something that has helped me before is…"

You don't have to have the perfect answer. But a clear idea makes the conversation easier. The free Job Accommodation Network offers confidential guidance and accommodation ideas for many situations. It's funded by the U.S. Department of Labor.

Step 2: Decide who to ask

Most people ask their supervisor or someone in human resources (HR). Some workplaces have a form or a specific person who handles accommodation requests. Check your employee handbook or ask HR how the process works.

A family member, job coach, or other representative can also help make the request.

Step 3: Make the request

You don't need special words. According to the ADA National Network, you don't have to mention the ADA or say "reasonable accommodation." You just need to explain that you need a change at work because of a medical condition or disability.

A request can be spoken. Still, putting it in writing is a good idea because it creates a record of what you asked for and when. Here's a simple example:

"Hi [Manager's name], I'd like to request an accommodation because of a disability. I work best with written instructions for new tasks. Could I get a short written checklist when I'm assigned something new? I'm happy to talk about other options too. Thank you!"

Keep it short, clear, and focused on what will help you do the job.

Two women at a café table working together on a laptop with a notebook nearby — Writing your request down, with help from someone you trust, can make asking easier.

Step 4: Talk it through

After you ask, your employer should work with you to figure out what will help. This back-and-forth is often called the interactive process. Your employer may:

Ask questions about what's hard and what would help
Ask for information from a doctor or other provider if your need isn't obvious
Suggest a different accommodation that also works

Your employer can choose among options that are effective. If an option won't work for you, explain why, and suggest another idea.

Step 5: Follow up

Once an accommodation is in place, check how it's going. If it's not working, or your job changes, you can ask again. Accommodations aren't one-and-done. They can be adjusted as needs change.

Keep notes of conversations, emails, and dates. They help if questions come up later.

Tips for a smooth conversation

Focus on the job. Talk about what will help you do the work well.
Stay calm and confident. Asking is a normal part of working, not a favor.
Practice first. Role-play the conversation with a family member, mentor, or job coach.
Bring ideas. Suggest one or two options, but stay open to others.

Speaking up for yourself is a skill that grows with practice. Strong soft skills, like clear communication and problem-solving, make these conversations easier.

What if my request is denied?

Ask why, and ask whether a different accommodation might work. If you believe you were treated unfairly because of a disability, you can contact the U.S. Equal Employment Opportunity Commission (EEOC). There are time limits for filing, so don't wait too long.

Frequently asked questions

Do I have to put my request in writing? Not always, but it's a good idea. Some employers have their own form.

Do I have to share my diagnosis? You need to connect the request to a medical condition or disability. If your need isn't obvious, your employer may ask for some documentation.

Can I ask for an accommodation during hiring? Yes. Learn more in our guide on what employers can and can't ask about a disability.

Where can I get free help? The Job Accommodation Network offers free, confidential guidance.

How Better Steps can help

At Better Steps, we help people with disabilities across Florida build the skills and confidence to succeed at work. Learn how a job coach can help in our guide to supported employment, or explore our services.

Have questions? Contact our team.

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