Reasonable adjustments at work

Reasonable adjustments are changes an employer makes so a disabled worker or job applicant is not put at a substantial disadvantage. Under section 20 of the Equality Act 2010, UK employers must make them when they know, or could reasonably be expected to know, that someone is disabled. The employer pays; the disabled person cannot be charged for the adjustment.

What does the law require?

The Equality Act 2010 sets out three types of adjustment:

1. Changing a way of doing things (a "provision, criterion or practice"), such as working hours or a sickness absence policy
2. Changing a physical feature, such as a step, door or workstation
3. Providing an extra aid or service, such as software, equipment or a support worker

Failing to make a reasonable adjustment is a form of disability discrimination. You can read more on the Equalities Act here

What counts as "reasonable"?

There is no fixed list. Tribunals and the Equality and Human Rights Commission's Employment Code look at how effective the change would be, how practical it is, the cost, the employer's resources and size, and whether outside funding such as Access to Work is available. Check if a new employee could get funding for any adjustments here

How should a manager handle an adjustment request?

1. Acknowledge the request promptly and in writing
2. Meet the employee and ask what would help; they are usually the expert
3. Get further advice if needed, such as occupational health, an access assessment or Access to Work
4. Agree what will change, who will do it and by when
5. Put interim measures in place while you wait for equipment or funding
6. Record the decision, including the reasons if a request is declined
7. Review the adjustment at an agreed date

What are common examples?

1. Mobility: Ground-floor desk, accessible parking space, ramp, adjusted start and end times.
2. Sight loss: Screen reader, larger monitor, documents in accessible formats
3. Hearing loss: Hearing loop, captioned meetings, written follow-ups
4. Neurodivergence: Quiet workspace, written instructions, flexible task order
5. Mental Health: Flexible hours, phased return, regular check-ins
6. Long term conditions: Adjusted absence triggers, home working, rest breaks

Where can I get help?

Access For All UK helps employers in Bristol, the South West and across England & Wales with workplace access assessments, manager training on adjustments, and 1-2-1 inclusion mentoring. Free official guidance is also available from Acas and the Equality and Human Rights Commission.

Frequently asked questions

• Does an employee have to tell us they are disabled? No, but the duty applies once you know or could reasonably be expected to know. Ask sensitively if you notice someone struggling.
• Can we refuse an adjustment because of cost? Only if it is genuinely not reasonable, considering your resources and any available funding. Record your reasoning.
• Do job applicants have a right to adjustments? Yes, including at interview and assessment stages.
• Who pays for reasonable adjustments? The employer, though Access to Work may fund support that goes beyond what is reasonable for the employer.

Reviewed by Carron Croker, Access For All UK, November 2026.