Legal
Reasonable Adjustments: A Complete Guide for Employers
What are reasonable adjustments?
Reasonable adjustments are changes an employer makes to remove or reduce a disadvantage experienced by an employee or job applicant with a disability. Under the Equality Act 2010, employers have a legal duty to consider and implement adjustments where they are reasonable and necessary to support the individual.
Reasonable adjustments ensure people with disabilities can work safely, productively, and without discrimination. They apply across the entire employment lifecycle — from recruitment and onboarding to day‑to‑day work, performance management, and return‑to‑work processes.
Why reasonable adjustments matter
Making adjustments is not only a legal requirement — it also supports:
Employee wellbeing
Retention and productivity
Reduced sickness absence
Lower risk of discrimination claims
A more inclusive workplace culture
For employers, a proactive approach to adjustments strengthens compliance and reduces the likelihood of costly disputes or tribunal claims.
Who is eligible for reasonable adjustments?
An employee or applicant may be entitled to adjustments if they meet the Equality Act definition of disability:
A physical or mental impairment that has a substantial and long‑term adverse effect on their ability to carry out normal day‑to‑day activities.
This can include conditions such as:
• Long‑term physical health conditions
• Mental health conditions (e.g., anxiety, depression)
• Neurodivergent conditions (e.g., autism, ADHD, dyslexia)
• Sensory impairments
• Long COVID
• Progressive conditions such as MS or Parkinson’s
Employers should avoid making assumptions — if an employee discloses a condition or presents difficulties at work, it’s important to explore whether adjustments may help.
Support your employees with expert guidance — speak to our wellbeing specialists today.
Examples of reasonable adjustments
Adjustments vary depending on the individual’s needs and the nature of their role. Common examples include:
Changes to working arrangements
• Flexible or hybrid working
• Adjusted start/finish times
• Reduced hours or phased return to work
• Modified duties or workload adjustments
Changes to the physical environment
• Accessible workstations
• Specialist equipment (e.g., ergonomic chairs, keyboards)
• Quiet spaces or low‑stimulus environments
• Improved lighting or reduced noise
Support for mental health and neurodiversity
• Clearer instructions or written task lists
• Regular check‑ins with managers
• Additional breaks
• Access to wellbeing or counselling support
Recruitment and onboarding adjustments
• Extra time during assessments
• Alternative interview formats
• Accessible application materials
How to assess a reasonable adjustment request
A fair and consistent process helps employers meet their legal duties and support staff effectively. A typical approach includes:
Receive the request
Encourage open conversations and ensure employees know how to raise concerns.
Gather information
This may include medical evidence, occupational health advice, or a wellbeing assessment.
Identify potential adjustments
Explore options collaboratively with the employee.
Assess reasonableness
Consider cost, practicality, impact on the organisation, and effectiveness.
Implement and document
Record what has been agreed and communicate clearly with the employee.
Review regularly
Adjustments may need to evolve over time.
Get fast, confidential support for your workforce with our Employee Assistance Programme.
What makes an adjustment “reasonable”?
An adjustment is generally considered reasonable if it:
• Effectively reduces or removes the disadvantage
• Is practical to implement
• Does not significantly disrupt business operations
• Is proportionate in cost (grants may be available through Access to Work)
• Supports the employee to perform their role safely and effectively
Employers should always document their decision‑making process to demonstrate compliance.
Reasonable adjustments for mental health
Mental health conditions can fluctuate, so adjustments may need to be flexible. Examples include:
• Adjusted deadlines or workload
• Quiet working spaces
• Regular wellbeing check‑ins
• Temporary changes to duties
• Access to counselling or an Employee Assistance Programme (EAP)
Reasonable adjustments for long COVID
Long COVID symptoms vary widely. Helpful adjustments may include:
• Phased return to work
• Reduced hours or flexible working
• Adjusted duties during fatigue or breathlessness
• Regular review meetings
• Access to occupational health support
Reasonable adjustments for neurodivergent employees
Neurodivergent employees may benefit from:
• Clear, structured communication
• Noise‑cancelling equipment
• Predictable routines
• Visual aids or written instructions
• Adjusted sensory environments
• Extra time for tasks or assessments
How Wisdom Wellbeing can help
Our specialists support employers with:
• Guidance on Equality Act compliance
• Occupational health assessments
• Manager advice on handling adjustment requests
• Mental health and neurodiversity support
• 24/7 Employee Assistance Programme
• Return‑to‑work planning
• Mediation and conflict resolution
If you’re unsure how to approach a request or need expert advice, we’re here to help.
Frequently asked questions
When does an employer have to make reasonable adjustments?
Employers must make reasonable adjustments when an employee or job applicant has a disability that puts them at a substantial disadvantage compared with people who aren't disabled. The duty applies when the employer knows, or could reasonably be expected to know, about the disability.
Does an employee have to ask for a reasonable adjustment?
No. An employee doesn't need to make a formal request or use the words "reasonable adjustment". If you're aware that someone is struggling because of a health condition or disability, you should explore whether adjustments could help, even if they haven't asked.
Do employees need medical evidence to get reasonable adjustments?
Not necessarily. Medical evidence or occupational health advice can help you understand what support is needed, but it isn't a legal requirement. Don't delay putting reasonable support in place while you wait for documentation.
Do employers have to pay for reasonable adjustments?
Yes. Employers are responsible for the cost of reasonable adjustments, and can't pass that cost on to the employee. The government's Access to Work scheme may help with the costs of some support, such as specialist equipment, travel to work or a support worker.
Can an employer refuse a reasonable adjustment?
Yes, but only if the adjustment isn't reasonable. When deciding, consider how effective the adjustment would be, how practical it is, the cost, your organisation's resources and any disruption it would cause. If you refuse, explore alternatives with the employee, explain your decision and keep a record.
What happens if an employer fails to make reasonable adjustments?
Failing to make reasonable adjustments is a form of disability discrimination under the Equality Act 2010. An employee can bring a claim to an employment tribunal, which can award compensation. It can also damage trust, morale and your reputation as an employer.
Which conditions automatically count as a disability?
Under the Equality Act 2010, cancer, HIV and multiple sclerosis (MS) count as disabilities from the point of diagnosis. People certified as blind or sight impaired are also automatically covered. Other conditions count as a disability if they meet the legal test of a substantial and long-term effect on day-to-day activities.
Is long COVID a disability?
It can be. Long COVID isn't automatically a disability, but it will be if it has a substantial and long-term adverse effect on someone's ability to carry out normal day-to-day activities. Because symptoms can fluctuate, it's good practice to consider adjustments whether or not the legal test is met.
Are reasonable adjustments permanent?
Not always. Some adjustments are temporary, such as a phased return to work, while others may be needed long-term. Review adjustments regularly with the employee and adapt them as their needs or role change.
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Wisdom Wellbeing
Wisdom Wellbeing provides clinically led Employee Assistance Programmes to organisations across the UK and Ireland. Specialising in mental health and wellbeing, we publish practical guidance for employees, employers and business owners, including articles written by our counsellors to offer expertise from a clinical perspective. We also write for students at college and university who want to improve and maintain their mental wellbeing.
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