How to Request a Reasonable Accommodation: What to Say and How to Say It
You need an accommodation for your disability — a modified schedule, a different workspace, an assistive device, remote work. The request is what triggers the employer’s obligation to engage. But the request does not need to be formal, does not need to use the word “accommodation,” and does not need to identify the specific solution. Here is how to make it.
The reasonable accommodation process begins with a request. The request is the trigger — the moment the employer’s obligation to engage in the interactive process activates. Before the request, the employer may not know the employee needs accommodation. After the request, the employer must respond.
Many employees do not make the request because they do not know how. They assume the request must be formal — a written petition, a medical certification, a specific proposal. It does not. The law requires far less than employees think.
What the request must contain
The request must communicate two things: that the employee has a medical condition, and that the employee needs some adjustment to perform the job.
That is all. The employee does not need to use the word “accommodation.” The employee does not need to use the word “disability.” The employee does not need to cite FEHA or the ADA. The employee does not need to identify the specific accommodation they need.
A statement as simple as “I have a back condition and I need help with the lifting requirements of my job” is a request for reasonable accommodation. “My medication makes it hard to concentrate in the mornings — can I adjust my schedule?” is a request. “I’m having surgery next month and I’ll need some modifications when I come back” is a request.
The employer’s obligation is triggered by the communication — not by its form. An oral statement to a supervisor is sufficient. An email to HR is sufficient. A doctor’s note that identifies restrictions is sufficient.
Why writing matters anyway
Although the request does not need to be in writing, writing it down is strongly advisable — because the request is evidence. An employer that later claims “we didn’t know they needed accommodation” is contradicted by the written request. An employer that claims “they never told us about their condition” is contradicted by the email.
A written request also creates a timestamp — establishing when the employer’s obligation began. If the employer fails to engage in the interactive process, the date of the written request is the date the failure started.
What the request should say
A well-crafted accommodation request includes:
A description of the condition (in general terms). You do not need to disclose your diagnosis. You need to communicate that you have a medical condition that affects your ability to perform certain functions. “I have a condition that limits my ability to stand for extended periods” is sufficient. The employer can later request medical documentation through the interactive process — but the initial request does not need to include it.
The functional limitation. What specifically is affected? Standing, lifting, concentrating, commuting, working certain hours, interacting with certain stimuli? The limitation — not the diagnosis — is what the employer needs to know to explore accommodations.
A request for discussion. “I would like to discuss possible accommodations that would allow me to continue performing my job.” This language invites the interactive process — the dialogue the law requires.
Openness to options. You do not need to propose a specific accommodation. You can — “I believe a modified schedule would help” — but you can also leave the solution open: “I am open to discussing whatever options might work.” The interactive process is a collaboration, not a demand.
What happens after the request
The employer must respond. The response must be timely and must initiate the interactive process — a good-faith dialogue to identify potential accommodations.
The employer may ask for medical documentation — a note from the employee’s healthcare provider describing the condition and the functional limitations. This is a reasonable request, and the employee should comply. The documentation should describe the limitations and the recommended accommodations without disclosing unnecessary medical details.
The employer must then explore options — modified schedule, reassignment, equipment, remote work, leave, or other adjustments — and must engage with the employee’s input. The employer is not required to provide the employee’s preferred accommodation, but it must provide an effective one — or demonstrate that no reasonable accommodation exists without imposing an undue hardship.
Common mistakes employees make
Waiting too long. The accommodation right exists now — not after the performance has deteriorated, not after the employer has documented the problems the accommodation would have prevented. Request the accommodation as soon as you need it.
Not putting it in writing. An oral request is legally sufficient but evidentiarily vulnerable. Write it down. Send the email. Create the record.
Disclosing too much. The request should describe the functional limitation, not the complete medical history. “I have a condition that affects my mobility” is enough to start the process. The employer can request documentation later.
Assuming the employer will say no. Many employees do not request accommodation because they assume the employer will refuse. The assumption may be wrong — and even if the employer does refuse, the refusal may be unlawful. The request creates the obligation. Without the request, the obligation does not exist.
A reasonable accommodation request does not need to be formal, does not need to use specific legal language, and does not need to propose a specific solution. It needs to communicate that you have a medical condition and that you need some adjustment to do your job. That communication — in any form — triggers the employer’s obligation to engage. Make the request. Put it in writing. The process starts when you speak.
This article is general information about California law and is not legal advice. Every situation turns on its particular facts.