Your Right to Be Heard: How to Ask for Workplace Accommodations Without Fear
Needing an adjustment or support at work because of a disability, medical condition, or other functional limitation can feel sensitive, especially when you worry about how your employer will respond. The good news: you have a right to ask for a workplace accommodation under federal law and many state laws. The challenge is asking for it confidently and without fear.
This article explains what a “reasonable accommodation” is, what the law requires, how you can ask for one in a way that protects your rights, and what steps to take if you face pushback or retaliation.
Understanding Reasonable Accommodations
What is a reasonable accommodation?
Under Americans with Disabilities Act of 1990 (ADA) Title I, a “reasonable accommodation” is a change or adjustment to a job, work environment, or the way things are done that allows a qualified individual with a disability to perform the essential functions of the job, or to enjoy equal access to employment benefits.
For example: modified work schedules, assistive technology, a quiet workspace, remote work, modified leave policies.
Who is covered, and when?
- The ADA applies to employers with 15 or more employees. ADA.gov+1
- The person must be “qualified”, meaning they can perform the essential functions of the job with or without accommodation. EEOC+1
- The employer must provide a reasonable accommodation unless doing so would impose an undue hardship (significant difficulty or expense). EEOC+1
Why you don’t have to ask with legal language
When making your request, you don’t have to cite the ADA or use specific technical terms. The key is to communicate: (1) you have a limitation, and (2) you need a change or adjustment at work because of that limitation. AskJAN+1
This means the barrier to asking is lower than many think.
Why Asking Can Feel Scary
Many employees delay or avoid asking because:
- They fear being seen as weak, less capable, or “a problem.”
- They worry their request will lead to stigma, demotion, or job loss.
- They aren’t sure how to ask, or what to ask for.
- They don’t know whether their employer has a formal process.
- They worry documentation or medical records will expose private health information.
These fears are real—but the law recognizes them. And by being informed and strategic, you can ask in a way that minimizes risk and maximizes protection.
How to Ask for a Workplace Accommodation, Step by Step
Step 1: Prepare before you ask
- Reflect on what limitation you have and how it affects your job.
- Consider what change(s) would help you perform. Some examples: adjusting schedule, remote work, ergonomic equipment, moving your workstation, modifying how success is measured.
- Review your employment handbook or company policy to see if there’s a stated accommodation process.
- Decide if you want to ask orally (in person/phone) or in writing. While writing is not always required, it helps create a record.
Step 2: Make the request
- Use plain, clear language. For example: “I have a medical condition that limits me at work. I would like to discuss a possible change so I can perform my job successfully.”
- You do not need to mention “ADA” or “reasonable accommodation” explicitly. AskJAN+1
- Provide enough information to let your employer understand you need help because of your health or limitation.
- You can request directly to your supervisor, HR, or accommodation coordinator, depending on your workplace.
Step 3: Engage in the interactive process
Once you make a request, your employer is obligated to engage in what’s called the “interactive process”, a give-and-take to figure out what accommodation is possible.
- Be open to discussing options. Your first suggestion may not be the one the employer chooses, they can propose an alternate accommodation that also works.
- Provide medical documentation if requested, but only to the extent required (the employer can ask for documentation when the disability or need isn’t obvious).
- Keep records of all communications.
Step 4: If your request is granted
- Work with your employer to implement the accommodation.
- Monitor how it’s working and provide feedback if it isn’t effective.
- Keep notes if adjustments are made.
Step 5: If your request is denied (or you face retaliation)
- Ask for a clear written explanation of why the accommodation was denied or what “undue hardship” your employer is relying on.
- Document everything: request date, communications, outcome.
- Consider consulting an employment lawyer if you believe the denial was not legitimate or if you face negative consequences for having asked.
- You may have a claim under the ADA or state law for discrimination or failure to accommodate.
Legal Protections and What They Mean for You
Covered by the ADA and other laws
The ADA makes it unlawful for covered employers to fail to provide reasonable accommodations to qualified individuals with disabilities.
Even if your limitation is not traditionally a disability, many state laws or other federal laws (such as the Pregnant Workers Fairness Act) provide accommodations for pregnancy-related conditions or other situations similar to disability.
Retaliation protection
You are protected from retaliation for asking for or using a workplace accommodation. It is unlawful for an employer to punish you (e.g., termination, demotion, harassment) because you asked for an accommodation.
Deadlines & claims
If the employer violates your rights, you may file a charge with the Equal Employment Opportunity Commission (EEOC) or your state agency. The deadlines can be tight (typically 180–300 days for federal claims). ADA.gov
What to Do If You Face a Denial or Retaliation
- Review the reason your employer gave for denying the accommodation or taking adverse action. Request the reason in writing if possible.
- Gather documentation: your original accommodation request, communications, supervisor responses, performance records, any comparators (co-workers without limitation).
- Consult an employment lawyer who specializes in disability law or workplace accommodations. They can help you assess your case, advise on whether you’ve been unlawfully denied, or whether your employer has retaliated.
- Consider filing with the EEOC or state agency. Some employers negotiate settlements before that step.
- Continue to monitor your situation and protect your rights.
Conclusion
Asking for a workplace accommodation can feel daunting, but it shouldn’t be feared. The law recognizes your right to perform your job with dignity and fairness. By preparing thoughtfully, communicating clearly, and documenting carefully, you can ask for what you need and protect your career.
If you feel nervous about how your employer will respond, or if you believe you’ve been unfairly denied a request or faced retaliation, don’t go it alone. Contact Smith & Reback Law for a confidential discussion about your rights and how to proceed.
Smith & Reback Law
- Email: Intake1818@smithrebacklaw.com
- Phone: (213) 433-1818
- Address: 16255 Ventura Boulevard, Suite 600, Encino, California 91436
We’re here to help you be heard, and to help you get the accommodation you deserve.
