Reasonable Adjustments: A Complete Guide for Employers

What are reasonable adjustments?

Reasonable adjustments are changes an employer makes to remove or reduce a disadvantage experienced by an employee or job applicant with a disability. Under the Equality Act 2010, employers have a legal duty to consider and implement adjustments where they are reasonable and necessary to support the individual.

Reasonable adjustments ensure people with disabilities can work safely, productively, and without discrimination. They apply across the entire employment lifecycle — from recruitment and onboarding to day‑to‑day work, performance management, and return‑to‑work processes.

Why reasonable adjustments matter

Making adjustments is not only a legal requirement — it also supports:

• Employee wellbeing

• Retention and productivity

• Reduced sickness absence

• Lower risk of discrimination claims

• A more inclusive workplace culture

For employers, a proactive approach to adjustments strengthens compliance and reduces the likelihood of costly disputes or tribunal claims.

Who is eligible for reasonable adjustments?

An employee or applicant may be entitled to adjustments if they meet the Equality Act definition of disability:

A physical or mental impairment that has a substantial and long‑term adverse effect on their ability to carry out normal day‑to‑day activities.

This can include conditions such as:

• Long‑term physical health conditions

• Mental health conditions (e.g., anxiety, depression)

• Neurodivergent conditions (e.g., autism, ADHD, dyslexia)

• Sensory impairments

• Long COVID

• Progressive conditions such as MS or Parkinson’s

Employers should avoid making assumptions — if an employee discloses a condition or presents difficulties at work, it’s important to explore whether adjustments may help.

Examples of reasonable adjustments

Adjustments vary depending on the individual’s needs and the nature of their role. Common examples include:

Changes to working arrangements

• Flexible or hybrid working

• Adjusted start/finish times

• Reduced hours or phased return to work

• Modified duties or workload adjustments

Changes to the physical environment

• Accessible workstations

• Specialist equipment (e.g., ergonomic chairs, keyboards)

• Quiet spaces or low‑stimulus environments

• Improved lighting or reduced noise

Support for mental health and neurodiversity

• Clearer instructions or written task lists

• Regular check‑ins with managers

• Additional breaks

• Access to wellbeing or counselling support

Recruitment and onboarding adjustments

• Extra time during assessments

• Alternative interview formats

• Accessible application materials

How to assess a reasonable adjustment request

A fair and consistent process helps employers meet their legal duties and support staff effectively. A typical approach includes:

Receive the request

Encourage open conversations and ensure employees know how to raise concerns.

Gather information

This may include medical evidence, occupational health advice, or a wellbeing assessment.

Identify potential adjustments

Explore options collaboratively with the employee.

Assess reasonableness

Consider cost, practicality, impact on the organisation, and effectiveness.

Implement and document

Record what has been agreed and communicate clearly with the employee.

Review regularly

Adjustments may need to evolve over time.

What makes an adjustment “reasonable”?

An adjustment is generally considered reasonable if it:

• Effectively reduces or removes the disadvantage

• Is practical to implement

• Does not significantly disrupt business operations

• Is proportionate in cost (grants may be available through Access to Work)

• Supports the employee to perform their role safely and effectively

Employers should always document their decision‑making process to demonstrate compliance.

Reasonable adjustments for mental health

Mental health conditions can fluctuate, so adjustments may need to be flexible. Examples include:

• Adjusted deadlines or workload

• Quiet working spaces

• Regular wellbeing check‑ins

• Temporary changes to duties

• Access to counselling or an Employee Assistance Programme (EAP)

Reasonable adjustments for long COVID

Long COVID symptoms vary widely. Helpful adjustments may include:

• Phased return to work

• Reduced hours or flexible working

• Adjusted duties during fatigue or breathlessness

• Regular review meetings

• Access to occupational health support

Reasonable adjustments for neurodivergent employees

Neurodivergent employees may benefit from:

• Clear, structured communication

• Noise‑cancelling equipment

• Predictable routines

• Visual aids or written instructions

• Adjusted sensory environments

• Extra time for tasks or assessments

How HA | Wisdom Wellbeing can help

Our specialists support employers with:

• Guidance on Equality Act compliance

• Occupational health assessments

• Manager advice on handling adjustment requests

• Mental health and neurodiversity support

• 24/7 Employee Assistance Programme

• Return‑to‑work planning

• Mediation and conflict resolution

If you’re unsure how to approach a request or need expert advice, we’re here to help.

FAQs

Do employers have to pay for reasonable adjustments?

Yes — employers are responsible for covering the cost of reasonable adjustments. Access to Work may provide funding for certain specialist equipment or support.

Can an employer refuse a reasonable adjustment?

Yes, but only if the adjustment is not reasonable. Employers must show they considered the request fairly and explored alternatives.

Do employees need medical evidence?

Medical evidence can help inform decisions, but employers should not delay support while waiting for documentation.

Are reasonable adjustments permanent?

Not always. Adjustments should be reviewed regularly and adapted as needed.