Asking for a reasonable accommodation at work: how to put the request in writing and keep the dates

To ask for a reasonable accommodation, tell your employer you need a change at work for a reason related to a medical condition. You don't need special words or a form, and the request doesn't have to be in writing. But the EEOC notes that people may find it useful to document a request in case there is later a dispute about whether or when they asked. A short dated email, plus a running list of replies, covers that. This guide is for people working in the United States.

You do not need magic words — but a dated note helps

EEOC guidance says you can ask in “plain English” without mentioning the ADA or the phrase “reasonable accommodation.” Your employer may ask you to fill in its own form, but it cannot ignore the first request. The Job Accommodation Network (JAN), funded by the U.S. Department of Labor, suggests using your employer's form if there is one. The ADA's employment rules apply to employers with 15 or more employees; federal employees are covered by the Rehabilitation Act instead. The EEOC guidance dates from 2002, before the ADA Amendments Act broadened the definition of disability, so read it with that in mind.

What to put in the written request

JAN's sample letter lists what to consider: that you are requesting an accommodation under the ADA, which job tasks are a problem, your ideas for an accommodation, a request for your employer's ideas, any medical documentation attached, and a request for a response within a reasonable time. You don't have to name a diagnosis in the request itself. A fictional example:

“Subject: Accommodation request — September 14, 2026. Hi Dana, I'm requesting an accommodation under the ADA for a medical condition. Standing at the scanning station for a full shift causes pain that makes it hard to finish my shift. I'm asking for a stool at the station and a short seated break every two hours. I'm open to other options. Could you reply by September 21 and tell me if you need more information?”

The interactive process: who said what, and when

The EEOC calls the request the first step in an informal, interactive process. Your employer may ask what you need and why, suggest alternatives, and choose among accommodations that work. EEOC guidance says employers should respond expeditiously, and lists the reasons for a delay, its length, and how much each side contributed to it among the factors in whether a delay was unnecessary. That is why dates matter. A fictional timeline:

Medical information: what you can be asked for

When the disability or the need for an accommodation isn't obvious, the EEOC says an employer may ask for reasonable documentation about the disability and your functional limitations, and may require it from an appropriate health care professional. It can ask only for what is needed for that purpose, so in most situations it cannot request your complete medical records. It cannot ask for documentation when both the disability and the need are obvious, or when you have already given enough information. Employers must keep medical information collected in this process confidential. In your own notes, you can write “gave HR my doctor's note” without copying a diagnosis.

If the answer is no, slow, or changes later

JAN points out that the ADA doesn't require a written explanation for a denial, but nothing stops you from asking for one, and an email request gives you a dated reply. JAN also suggests asking about alternatives, checking whether your employer has an internal appeal process, and asking a union representative for support if you have one. Federal employees can ask their agency's EEO counselor about internal options. If you later want to file with the EEOC, a charge generally must be filed within 180 days, a limit state laws may extend. Requesting an accommodation is a protected activity, so if things change at work after you ask, see how to document retaliation.

Keeping it all in one place

Keep the request, each reply, meeting notes, and any documents together in date order, and mark approximate dates as approximate. For the habit of writing on the same day, see how to document workplace incidents. Kirokune keeps notes and photos (for example, a picture of your doctor's note) in one case on your iPhone, in time order. Kirokune doesn't sync or keep its own cloud copy; if iPhone backup (iCloud or a computer) is on, your records are included in it. The free version includes one case with unlimited records and needs no account. It does not judge your request, give medical advice, or give legal advice.

Frequently asked questions

Does a reasonable accommodation request have to be in writing?

No. The EEOC says you can ask in conversation or any other way, and your employer cannot ignore the first request even if it later asks you to use a form. A short dated email is still useful because it shows when you asked and what you asked for.

Can my employer ask for my medical records?

When the disability or the need is not obvious, your employer may ask for reasonable documentation about the disability and your functional limitations. The EEOC says this means only what is needed, so in most situations it cannot request your complete medical records.

What if my employer offers a different accommodation?

The EEOC says your preference should be given primary consideration, but when more than one accommodation would be effective, the employer has the final choice. Write down what was offered, when, and whether it works in practice, and tell your employer in writing if it does not.

Kirokune helps you keep a record. It does not diagnose, decide what happened, or give legal advice.