How to Request an ADA Accommodation (Letter and Form Templates)

To request a reasonable accommodation under the Americans with Disabilities Act (ADA), you simply have to let your employer know that you need a change at work because of a medical condition or disability. You do not have to use the words "ADA" or "reasonable accommodation," and there is no official government form you must fill out. But putting your request in writing is one of the smartest moves you can make: a dated, written request creates a record, triggers your legal protections, and starts what the law calls the "interactive process."

This guide walks you through exactly what to say, gives you letter and form templates you can copy, and explains what happens after you hit send. This is general information, not legal advice for your specific situation.

The Federal Baseline: What the ADA Actually Requires

The ADA is a federal civil rights law enforced by the U.S. Equal Employment Opportunity Commission (EEOC). It applies to private employers with 15 or more employees, as well as state and local governments. (Federal executive-branch workers are covered by a parallel law, the Rehabilitation Act, which works much the same way.)

Under the ADA, a covered employer must provide a reasonable accommodation to a qualified employee or applicant with a disability, unless doing so would cause the employer "undue hardship" — meaning significant difficulty or expense. A reasonable accommodation is a change to the job, the workplace, or the way things are usually done that lets you perform your essential job duties or enjoy equal benefits of employment.

Common examples include:

• A modified or part-time schedule, or adjusted start and end times
• Telework or remote work for some or all of the week
• Ergonomic equipment, assistive technology, or a different chair or desk
• Leave for treatment or recovery (paid or unpaid)
• Reassignment to a vacant position you are qualified for
• Modified break schedules (for example, to eat, rest, or take medication)
• A quieter workspace, a sign-language interpreter, or materials in an accessible format

Importantly, the request can come from you, a family member, a friend, a health professional, or another representative acting on your behalf. And it can be made at any time — when you are hired, or years into the job.

Why a Written Request Matters

The law does not require your request to be in writing. A verbal request is legally valid. But once you ask — in any form — the employer generally has a duty to engage with you in good faith to figure out an accommodation. A written request protects you in three concrete ways:

• It proves the date. If a dispute arises later about whether or when you asked, a dated email or letter is hard to argue with.
• It triggers the interactive process. Your written notice that you need a change "because of a medical condition" is usually enough to legally put the employer on notice and obligate them to respond.
• It creates a paper trail against retaliation. The ADA makes it illegal for an employer to fire, demote, or punish you for requesting an accommodation. Documentation makes retaliation easier to spot and prove.

Send your request to someone with authority to act on it — typically your direct supervisor, a Human Resources representative, or a designated ADA or disability coordinator. Keep a copy for yourself, and if you send an email, consider requesting a read receipt or saving the sent message.

What to Include in Your Request

You do not need to over-explain or share your full medical history. A strong request is short and clear. Include:

• That you have a medical condition or disability. You do not have to name a diagnosis. "I have a medical condition" is enough to start.
• The specific barrier or limitation. Connect the condition to a work problem — for example, "my condition makes it difficult to sit for long periods" or "my treatment requires weekly morning appointments."
• The accommodation you are requesting. Be specific if you can, but you can also ask the employer to help identify an effective solution.
• An invitation to discuss. Signal that you are open to the interactive process and willing to provide reasonable documentation.

Email or Letter Template

Copy and adapt the following:

Subject: Request for Reasonable Accommodation

Dear [Supervisor/HR Name],

I am writing to request a reasonable accommodation under the Americans with Disabilities Act. Because of a medical condition, I am experiencing [describe the limitation, e.g., "difficulty standing for my full shift"]. To help me continue performing my job effectively, I am requesting [describe the accommodation, e.g., "a stool at my workstation and two additional short breaks per shift"].

I am happy to discuss this further and to provide supporting documentation from my health care provider if needed. Please let me know a good time to talk about next steps. Thank you for your consideration.

Sincerely,
[Your Name] — [Job Title] — [Date]

Fill-In Form Template

If you prefer a structured form (or your employer asks for one), use these fields:

• Employee name / job title / date
• Work-related limitation: ______________
• Accommodation requested: ______________
• How it would help me do my job: ______________
• Preferred follow-up method (email/phone/meeting): ______________
• Documentation attached? Yes / No / Available on request

Note: Many employers have their own accommodation request form. Using theirs is perfectly fine — just keep a dated copy of what you submit.

The Interactive Process: What Happens Next

Once you request an accommodation, the ADA expects both sides to work together in good faith to find a workable solution. This back-and-forth is the "interactive process." Here is what to expect:

• The employer may ask for documentation. If your disability or need for accommodation is not obvious, the employer can request reasonable medical documentation confirming that you have a condition and need an adjustment. They generally cannot demand your entire medical record, and any medical information must be kept confidential and stored separately from your regular personnel file.
• You and the employer discuss options. If your first request is not feasible, the employer can propose an alternative that is also effective. You are entitled to an effective accommodation — not necessarily the exact one you asked for or your first choice.
• The employer decides. They can deny a request only if it would cause undue hardship or if no reasonable accommodation exists that lets you perform essential functions. "It's inconvenient" or "no one else gets that" are not valid reasons by themselves.

The EEOC has made clear that unreasonable delay or simply ignoring a request can itself be a violation. There is no fixed federal deadline that says "the employer must respond within X days," but employers are expected to act promptly, and stalling can be treated as a failure to accommodate.

How the ADA Connects to FMLA and Other Laws

Accommodations sometimes overlap with other rights. If you need extended leave, the federal Family and Medical Leave Act (FMLA), enforced by the U.S. Department of Labor's Wage and Hour Division, may provide up to 12 weeks of job-protected unpaid leave for eligible employees at covered employers — separate from, and in addition to, any leave provided as an ADA accommodation. Pregnancy-related accommodations may also be covered by the Pregnant Workers Fairness Act, enforced by the EEOC. It is often worth requesting under every law that may apply.

Where State Law Adds Stronger Protections

The ADA is a floor, not a ceiling. Many states and cities have their own disability and accommodation laws that are broader than the ADA — and this varies significantly by state. State law commonly adds protections such as:

• Covering smaller employers. Some state laws apply to employers with fewer than 15 employees, even just one.
• A broader definition of disability, reaching conditions the ADA might exclude.
• Stronger or more specific procedural duties, such as required response timelines or written-decision requirements.
• Dedicated state agencies (often a state civil rights division or fair employment agency) that may offer an easier or faster complaint route than the EEOC.

Because the details differ from state to state, check your state labor department or civil rights agency — or talk to a local employment attorney — to learn which rules give you the most protection.

If Your Request Is Ignored or Denied

If the employer refuses to engage, denies your request without exploring alternatives, or retaliates against you, you have options:

• Document everything. Keep copies of your request, all responses, dates, and the names of everyone involved.
• Use internal channels. Escalate to HR or follow your employer's internal grievance or appeal procedure.
• File a charge with the EEOC. For ADA claims, you generally must file a charge of discrimination with the EEOC before you can sue. Deadlines to file are strict and limited — often as short as 180 days from the discriminatory act, though this period is extended in states that have their own anti-discrimination agency. Because the exact deadline depends on your state, do not wait — check with the EEOC promptly.
• Consider state filing. Your state civil rights agency may accept a parallel or separate complaint, sometimes with different deadlines.

Acting quickly protects your rights. Even if you are unsure whether your situation qualifies, a short consultation with an employment lawyer or a call to the EEOC can help you understand your options before any deadline runs.

The law behind your rights at work

The ADA requires reasonable accommodation and an interactive process; the EEOC enforces it.

Key federal laws:

• Americans with Disabilities Act (ADA), 42 U.S.C. § 12101 et seq.

Where to get help or file a complaint:

• U.S. Equal Employment Opportunity Commission (EEOC) — file a charge

Your state and city matter. Federal law is the floor — many states and cities require higher pay, more leave, and broader protections. Always check your state’s rules (and any local ordinances) in addition to the federal laws above. This is general legal information, not legal advice.