What Are Reasonable Adjustments at Work? A Practical Guide

Reasonable adjustments are changes an employer makes to remove or reduce a disadvantage related to disability. They can be considered during recruitment, throughout employment and when someone returns to work following a period of absence.

There is no single list of adjustments that will suit everyone. The right support depends on the individual, their role, the workplace barriers they experience and what is reasonable in the circumstances. Understanding this is an important part of creating a more accessible and inclusive workplace.

 

Why Reasonable Adjustments Matter in the Workplace

What Are Reasonable Adjustments?

Reasonable adjustments are practical changes that help remove or reduce barriers experienced by a disabled applicant or employee. Depending on the person and their circumstances, adjustments might involve:

• Changing part of a recruitment or assessment process
• Making changes to the physical workplace
• Adjusting working hours, breaks or working arrangements
• Providing suitable equipment, software or other support
• Changing how information or instructions are provided
• Adapting aspects of a role or the way particular tasks are carried out
• Supporting a phased or adjusted return to work following absence

The purpose is not to assume what somebody needs based on a diagnosis or condition. It is to understand the barriers they experience and consider what practical support could help.

Reasonable Adjustments and the Equality Act 2010

Under the Equality Act 2010, employers have a legal duty to make reasonable adjustments where a disabled person would otherwise be placed at a substantial disadvantage. This can apply to job applicants as well as people already in work.

What is considered reasonable depends on the individual circumstances. Factors can include whether the adjustment would help remove or reduce the disadvantage, how practical it is to make, its cost and any wider health and safety considerations. Employers should discuss needs with the individual rather than making assumptions about what support they require.

 

Tools and Resources for Managing Reasonable Adjustments

Having a clear approach can make conversations about reasonable adjustments easier and help employers, managers and employees keep useful information organised. Practical resources can include:

• Reasonable Adjustments Planner (Passport) – a practical document for identifying workplace barriers, recording agreed adjustments and keeping useful information available for future conversations and reviews.
• Reasonable Adjustments Guides – condition-specific guidance covering potential workplace barriers and practical support for applicants and employees during recruitment, at work and when returning from absence.
• Reasonable Adjustments Policy – a pre-filled template for setting out a clear and consistent organisational approach to reasonable adjustments.
• Personal Emergency Evacuation Plan (PEEP) – a practical template for planning individual emergency evacuation arrangements where someone may require additional support.

 

Examples of Reasonable Adjustments at Work

Reasonable adjustments can take many different forms. Some may be simple changes to the way work is organised, while others may involve equipment, changes to the workplace or additional support.

Examples could include:

• Providing additional time or an accessible format during recruitment or assessment
• Changing working hours, start and finish times or break arrangements
• Considering home or hybrid working where appropriate
• Changing the layout, lighting or accessibility of a work area
• Providing adapted equipment, assistive technology or suitable software
• Providing information in a more accessible format
• Adjusting particular tasks or finding a different way for them to be completed
• Providing additional structure, supervision or communication where helpful
• Using a phased return or temporarily adjusted duties following absence

These are examples rather than a checklist. Two people with the same condition may experience very different workplace barriers and may benefit from completely different adjustments.

 

How to Approach Reasonable Adjustments at Work

Step 1: Start with the Individual

Begin by listening to the person and understanding the barriers they are experiencing. Avoid assuming that a particular disability, health condition or neurodivergence automatically means somebody needs a specific adjustment.

The individual may already know what would help, particularly if they have used adjustments before. In other situations, the employer and employee may need to explore possible options together.

Step 2: Consider and Agree Practical Support

Think about the person’s role, working environment, tasks and circumstances, and what the proposed adjustment is intended to achieve. Some adjustments may be straightforward, while others may require further discussion, a trial period or additional advice.

Where needs are less clear, occupational health or other appropriate specialist advice may also help inform the conversation.

Step 3: Record, Review and Adapt

Reasonable adjustments should not necessarily be treated as a one-off decision. Roles, workplaces, health conditions and individual circumstances can change, so agreed support may need to be reviewed over time.

Keeping a clear record, for example using a Reasonable Adjustments Planner, can help employees and managers remember what has been agreed and provide a useful starting point when circumstances change or support needs to be reviewed.

 

Building a More Inclusive and Accessible Workplace

A good approach to reasonable adjustments is centred on the individual rather than simply their condition. Creating an environment where people feel able to discuss workplace barriers, ask for support and review existing arrangements can make those conversations easier and more constructive.

Managers also benefit from having clear processes and practical resources available, so they know how to respond when somebody raises a need for support. Consistency is important, but that does not mean giving everybody the same adjustments. It means having a consistent approach to listening, considering individual needs and reviewing what works.

 

Explore Reasonable Adjustments Resources

If you are looking for practical tools to support reasonable adjustments in your workplace, explore our full range of Reasonable Adjustments resources, templates and guides, including condition-specific guides, a Reasonable Adjustments Planner, Policy, PEEP and downloadable bundles.

In the quest for a truly inclusive workplace, understanding and implementing reasonable adjustments stands out as a fundamental strategy for businesses and organisations worldwide. But what exactly does this entail, and how can making these adjustments benefit both employees and employers alike? Let's dive into the concept of reasonable adjustments, exploring the positive impact they have on workplace inclusivity and the practical steps businesses can take to support their diverse workforce.