How to Request a Disability Accommodation at Work
If you have a disability or medical condition that affects your ability to perform your job, you have the right to request a reasonable accommodation from your employer under the Americans with Disabilities Act (ADA) and the Pennsylvania Human Relations Act (PHRA). The request triggers an “interactive process” where you and your employer work together to identify an effective accommodation. This guide explains how to make the request, what to expect, and what to do if your employer refuses.
What Counts as a Reasonable Accommodation
A reasonable accommodation is any modification to the work environment or job duties that enables a qualified employee with a disability to perform the essential functions of their position. Common accommodations include modified work schedules or flexible hours, ergonomic furniture or equipment, telecommuting or hybrid work arrangements, reassignment to a vacant position, additional break time, modified job duties that remove non-essential functions, leave of absence beyond FMLA entitlements, assistive technology, accessible parking, and modified workplace policies (such as allowing a service animal).
Your employer is required to provide a reasonable accommodation unless it would cause “undue hardship” — a significant difficulty or expense relative to the employer’s size and resources. Most accommodations cost little or nothing to implement, and courts set a high bar for undue hardship claims by large employers.
How to Make the Request
Step 1: Put It in Writing
While the ADA does not require your request to be in writing, a written request creates a clear record that protects you. You do not need to use the words “reasonable accommodation” or cite the ADA. A simple statement is sufficient: “Due to my medical condition, I need [specific modification] to perform my job.”
Send your request by email to your supervisor and HR department so there is a timestamped record. Keep a copy in your personal (non-work) email account.
Step 2: Provide Medical Documentation
Your employer can request medical documentation supporting your need for accommodation, but they cannot demand your full medical history or a specific diagnosis. Provide a letter from your healthcare provider stating that you have a condition that substantially limits a major life activity, the functional limitations that affect your work, and the recommended accommodation. Your employer is entitled to know enough to understand the nature of your limitations and how the accommodation addresses them — nothing more.
Step 3: Engage in the Interactive Process
Once you make a request, your employer is legally required to engage in a good-faith interactive process — a back-and-forth discussion to identify an effective accommodation. If your preferred accommodation is not feasible, the employer must explore alternatives. The employer cannot simply deny your request without discussion or exploration of options.
What to Do If Your Employer Refuses
If your employer denies your accommodation request without engaging in the interactive process, ignores your request entirely, retaliates against you for requesting an accommodation, or provides an accommodation that does not address your limitations, you may have a disability discrimination claim. Document the refusal, save all communications, and contact an employment lawyer to evaluate your options.
Filing deadlines for disability discrimination claims in Pennsylvania are 300 days for EEOC charges, 180 days for PHRC complaints (extended to 300 with cross-filing), and 2 years for direct PHRA court filings.
The Lacy Employment Law Firm represents employees in disability accommodation disputes across Philadelphia, Pittsburgh, and New Jersey. Call (215) 515-5924 for a free consultation.
