workplace-rights

ADA Reasonable Accommodation: Your Right to Ask for Changes at Work

Difficulty Medium Risk Low Applies To All Potential Savings Job retention, avoided income loss; legal remedies if denied Last Verified 2026-04-04

ADA Reasonable Accommodation: Your Right to Ask for Changes at Work

What Is It?

The Americans with Disabilities Act (ADA), 42 U.S.C. § 12101 et seq., requires most employers to provide reasonable accommodations to employees and applicants with disabilities — unless doing so would cause the employer undue hardship. An accommodation is any modification to a job, work environment, or the way work is done that lets a person with a disability perform the essential functions of the job.

Since the ADA Amendments Act of 2008 (ADAAA), “disability” is interpreted very broadly. Most physical and mental conditions that substantially limit a major life activity qualify — including many conditions people don’t think of as disabilities.

Do I Qualify?

Your employer must accommodate you if all three are true:

  • Your employer has 15 or more employees. Smaller employers are exempt from the ADA (though some state laws cover smaller employers).
  • You have a disability. Post-ADAAA, this means a physical or mental impairment that substantially limits one or more major life activities. Examples: anxiety disorders, ADHD, depression, diabetes, cancer, epilepsy, HIV, mobility impairments, chronic migraines, Crohn’s disease, PTSD. You don’t need to be severely disabled — episodic conditions and conditions in remission count.
  • You can perform the essential functions of your job with or without accommodation.

You don’t need to use the word “disability” in your request. Simply telling your employer that you have a medical condition that requires a change to how you work is enough to trigger their legal obligations.

How To Request an Accommodation

Step 1: Make the request in writing. While you can make an oral request, written requests create a paper trail. Email your supervisor and HR together. State: (1) that you have a medical condition affecting your work, (2) what limitation you’re experiencing, and (3) what accommodation you’re requesting (or that you’d like to discuss options).

Step 2: Provide supporting medical documentation. Your employer can ask for documentation from your healthcare provider confirming the condition and its functional limitations. They cannot demand your entire medical history or diagnosis details beyond what’s needed to evaluate the accommodation.

Step 3: Engage in the interactive process. The ADA requires both sides to have a good-faith dialogue to find an effective accommodation. Your employer can propose alternatives to what you requested — as long as the alternative is effective. Document every conversation.

Step 4: If denied, escalate. If your employer refuses, file a charge with the EEOC within 180 days of the denial (or 300 days if your state has its own anti-discrimination agency). Filing with the EEOC is required before you can sue in federal court.

What Counts as a Reasonable Accommodation

Common accommodations include:

  • Modified work schedules or flexible hours
  • Remote work or hybrid arrangements
  • Physical modifications to the workspace (ergonomic chair, standing desk, accessible parking)
  • Software or assistive technology
  • Leave of absence beyond what FMLA provides
  • Reassignment to a vacant position
  • Modified performance standards for non-essential tasks
  • Breaks for medication or medical appointments

What “Undue Hardship” Means

An employer can deny an accommodation only if it would cause significant difficulty or expense — the “undue hardship” standard. This is a high bar. The EEOC looks at: the cost of the accommodation, the employer’s overall financial resources, and the nature of the business. Courts rarely find undue hardship for small, low-cost adjustments. If the specific accommodation you requested is too burdensome, the employer must offer an alternative that’s effective.

What Most People Don’t Know

  • The ADAAA dramatically expanded coverage. Before 2008, courts regularly rejected ADA claims because conditions weren’t “severe enough.” The 2008 amendments corrected this. Conditions like ADHD, migraines, and anxiety that were once routinely excluded now frequently qualify.
  • You don’t need a formal diagnosis. While your employer can request medical documentation, you don’t need to have a named diagnosis to request accommodation. Functional limitations are what matter.
  • Employers cannot retaliate. Firing, demoting, or harassing an employee for requesting an accommodation is illegal retaliation under the ADA — a separate violation from denying the accommodation itself.
  • State laws often go further. Many states (California, New York, New Jersey, Washington) cover smaller employers, have broader definitions of disability, and impose stricter duties on employers than federal law does.
  • Mental health is explicitly covered. Depression, anxiety, PTSD, OCD, and bipolar disorder are among the most litigated ADA conditions. Employers who dismiss mental health accommodation requests are frequently found to have violated the ADA.

Frequently Asked Questions

Do I have to tell my employer my specific diagnosis?

No. You must inform your employer that you have a medical condition and need an accommodation. Your employer can request documentation from your doctor about the functional limitations, but you generally don’t have to hand over your complete medical records or reveal your diagnosis by name.

Can my employer deny my first-choice accommodation and offer something else?

Yes, as long as the alternative is effective. The ADA doesn’t require the employer to grant the exact accommodation you requested — it requires an effective one. If your employer’s proposed alternative doesn’t actually address your limitation, push back in writing and document that the proposed accommodation is inadequate.

Can I be fired while my accommodation request is pending?

Firing someone while their accommodation request is under review raises a serious retaliation flag. Unless you are terminated for a legitimate, documented, pre-existing reason entirely unrelated to the accommodation request, this could be an ADA violation. Document the timeline carefully.

What if I can’t afford a lawyer to file an EEOC charge?

Filing an EEOC charge is free and you don’t need a lawyer to do it. You can file online at eeoc.gov, by mail, or in person at a local EEOC office. If your charge results in a “right to sue” letter, many employment attorneys then take ADA cases on contingency.

Does the ADA protect job applicants, not just current employees?

Yes. Employers cannot discriminate against applicants with disabilities during hiring, and they must provide reasonable accommodations during the interview process (such as accessible interview locations or extra time on pre-employment tests).

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