Sample reasonable accommodation letter from doctor to employer

From the desk of Jose Gonzalez Lopez, MPH, Employment Specialist

The first step in requesting an accommodation in the workplace is to decide how to make the request. I often suggest employees consider making a written request so they can decide what to say and how to say it without the stress of a face-to-face meeting with their employer. However, writing such an initial request can feel intimidating and employees can get nervous about what to include in the letter and how to word it. At JAN, I often discuss options with employees about what might be useful to include and how to clearly explain what accommodation is needed.

Table of Contents Show

How do you write a letter requesting accommodation?
How do you write an email for accommodation?
What are the most common reasonable accommodations?
What is an accommodation letter?

As a starting point, JAN offers general guidance about writing an accommodation request letter, which lays out possible elements to include in the body of the letter. But for employees who need more ideas, the following examples offer additional guidance about how to communicate the need for an accommodation for various types of medical conditions. As you consider these examples, you may find it helpful to review How to Disclose a Disability and Request Accommodations in the Workplace on JAN’s page for Individuals, which also provides more information about the Americans with Disabilities Act (ADA). For accommodation ideas by disability or limitation, visit JAN’s A to Z page.

Sample Accommodation Request Letter: Back Condition

Date of Letter
Your name
Your address
Employer's name
Employer's address

Dear [Insert employer’s name here]:

I am writing this letter to submit a request for accommodations in the workplace. I have pain in my lower back. Sitting or standing for long periods of time in the same position is causing increased pain and is decreasing my mobility. I would like to request for accommodations to help decrease the pain caused by my back condition. Below I have included some possible ideas that could help at my workstation. If there are any other ideas or options that you could provide it would be greatly appreciated.

Sit-stand desk
Ergonomic chair
Modified break schedule
Telework

Please let me know if you need additional information or would like to discuss additional ideas. Would you please let me know in the next week? Thank you for considering my request.

Sincerely,
Your signature
Your printed name

CC: to appropriate individuals

Sample Accommodation Request Letter: Allergies

Date of Letter
Your name
Your address
Employer's name
Employer's address

Dear [Insert employer’s name here]:

Given ongoing construction in our building and increased dust from it, my allergy symptoms have greatly increased. It has become more difficult to breathe while in the office, even in my own personal office. I have experienced an increase in fatigue, as well as eye irritation. I would like to suggest the following accommodations to address this issue:

Personal air purifier (for my office) and air filters (for HVAC), or
Telework

Please let me know if you need additional information or would like to discuss additional ideas. Would you please let me know in the next week? T hank you for considering my request.

Sincerely,
Your signature
Your printed name

CC: to appropriate individuals

Sample Accommodation Request Letter: Mental Health

Date of Letter
Your name
Your address
Employer's name
Employer's address

Dear [Insert employer’s name here]:

I have been having medical issues that have affected my mood, sleep schedule, concentration, and focus. I would like to request accommodations so that I might be able to perform my job effectively before my performance starts to suffer.

Workplace distractions interfere with my concentration and focus so I would like to try noise cancelling headphones to minimize sound distractions. In addition, having a list of what I might need to do for the workday/week could also help me keep track of my work.

Please let me know if you need additional information or would like to discuss additional ideas. Would you please let me know in the next week? Thank you for considering my request.

Sincerely,
Your signature
Your printed name

CC: to appropriate individuals

Art: Robin Mead

Sample Letters for Workplace

If you are requesting a disability accommodation in your workplace, here’s where you can find sample letters for you and your doctor: Accommodations Letters for Your Employer

Sample Letters for Housing

This page is about employment accommodations. If you are looking for accommodations in housing, look here instead: Accommodation Letters for Housing

Am I Disabled? Do I Qualify?

To request an accommodation from your employer, you must be disabled. However, you do not need to be approved by Social Security to be considered disabled and offered protections under the ADA. You also do not need to prove to that your illness is legitimate.

Many of our readers with invisible illnesses struggle with feeling they need to prove that they are “really sick.” How Do I Prove That I Am “Really Disabled”?

How Do I Make the Request?

Learn all about accommodations in this guide for a Win Win Approach to Reasonable Accommodations and this guide to Requesting a Reasonable Accommodation Under the ADA.

The Magic Rules

Magic Rule # 1 – Submit your request in writing. If you ask verbally, you may be told “no” or “not possible.” After you submit the request in writing, sometimes “no” magically turns into a “yes.”

Magic Rule # 2 – Get an answer in writing. Never ever ever ever (under any circumstances ever) accept a verbal denial. State that you need a written decision. Once again, many times the decision will magically turns into a “yes.”

Free Consultations

You can request a free consultation from the Job Accommodation Network. They may be able to advise you on your request.

Key Ingredients

Please make sure your request includes:

Your request is written
The request states you are disabled
The request states that this is a reasonable accommodation request
Doctor’s letter is not required but helps a lot
Doctor’s letter identifies you as disabled
You have proof you submitted the request (receipt, email, certified mail, etc)

The “Nexus”

Your letters do not have to include any private medical details or medical history, but they should include a clear explanation of how your request relates to your disability. This may be called the “nexus” between your disability and your accommodation request.

Leaving this out is a common reason why accommodations may be denied. This page is for housing, but it will give you an idea of how to show the connection: How to Show That Your Disability Accommodation is Disability-Related

Need a Different Schedule? More Sick Days? More Time Off?

In some situations, instead of using the letters above, it would be better to request a different schedule or more time off through the Family Medical Leave Act (FMLA). Not everyone is covered under FMLA. Learn more The Employees Guide to FMLA.

What If I’m Not Covered by FMLA?

If you are not covered under FMLA, you can still make similar requests. Do not call them FMLA requests. Make it clear you are requesting a reasonable accommodation for a person with disabilities under the ADA. For example, you can request a different or flexible schedule. You can also request unpaid time off (for your own disabilities, not for other family members).

While there is no guarantee that all requests will be approved, your employer will have to consider your request using the same ADA laws that apply to any other disability accommodation request.

Does My Employer Have to Say Yes?

An employer does not have to grant all accommodations. It depends on the circumstances and what you are requesting. More information on this topic can be found in this fact sheet on: Reasonable Accommodation and Undue Hardship

Can I Ask For More Time? More Hours? More Pay?

Your employer does not have to grant you more pay or more paid hours. They also don’t have to grant you permission to be less productive or get less work done than other employees. Some employers might be nice and decide to allow this, but they are not legally required to.

On the other hand, your employer does have to consider granting any requests that will help remove obstacles or barriers so you can get your work done. For example: Switching some job tasks with someone else, relocating your work space, providing additional training, or purchasing special equipment that helps you.

Need Help?

If you run into problems or need assistance the Disability Rights Agency in your state may be able to help. You can also try contacting your local Center for Independent Living.

Be Careful

The people who work at Human Resources are hired to protect your employer, not you. Readers kind enough to share their stories to help others: Human Resources is Not Your Friend

Get Protected

If you submit a Reasonable Accommodation request, you have some legal protections from being fired if this would be retaliation. If you do not submit a Reasonable Accommodation request, then you have no protection. Learn more: EEOC fact sheet on retaliation.

Considering Applying for Disability?

If you think you may apply for disability at some point, keep copies of all Human Resources files and all doctor’s letters related to your accommodation request. Also, please take a look here: If There is Any Chance You Will Ever Apply for Disability…

If your employer offers disability insurance and there is any chance you might some day apply, please also read this How to Protect Yourself if Your Employer Offers LTD

Definitely Applying for Disability?

It is possible to apply for Social Security disability while working, as long as you are earning under a certain amount. You may find it more difficult to get approved, or it may take longer, but it is possible. Learn more: Applying for Disability While Working

Already on Disability?

If you are already on disability, check out: How to Work Without (Too Much) Trouble

Learn More

Good news! You might be eligible for Medicaid (even if you think you’re not). How to Get or Keep Medicaid While Working with Disabilities

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How do you write a letter requesting accommodation?

I work at ________(Company Name) as a ________(Your Job Title) and have been in this position since ____ (Date). I am writing to request that you provide __________________(list accommodation needed here) as a reasonable accommodation under the ADA.

How do you write an email for accommodation?

I would like to request accommodations for your class. I have copied my access consultant (name) and have attached my verification letter. I would like to set up a time to discuss this information with you to determine how we can implement accommodations. Please let me know your convenient time.

What are the most common reasonable accommodations?

What types of accommodations are generally considered reasonable?.

Change job tasks..

Provide reserved parking..

Improve accessibility in a work area..

Change the presentation of tests and training materials..

Provide or adjust a product, equipment, or software..

Allow a flexible work schedule..

What is an accommodation letter?

What is a Letter of Accommodations? A Letter of Accommodations (LOA) is a document provided by the Office of Disability Services that explains to faculty the reasonable accommodations to be provided to a student.