Reasonable Adjustments Planner Template

Plan, Record and Review Workplace Reasonable Adjustments

What Is a Reasonable Adjustments Planner?

This Reasonable Adjustments Planner, sometimes also referred to as a Reasonable Adjustments Passport, is an editable template for identifying workplace barriers, discussing support, recording agreed adjustments and reviewing them over time.

It is designed to be completed by the individual, with support from their manager where needed, helping keep the focus on their particular circumstances and workplace needs.

What Are Reasonable Adjustments?

Reasonable adjustments are changes that help remove or reduce workplace barriers. They may involve the physical workplace, working arrangements, equipment, communication, tasks or other forms of support.

If you are new to the subject, our practical guide to reasonable adjustments at work explains the principles and gives practical examples.

Who Can Use the Reasonable Adjustments Planner?

The Planner can be used by people with health conditions, impairments, disabilities or neurodivergence who experience workplace barriers that may benefit from reasonable adjustments, together with their manager or another appropriate person supporting the discussion.

What the Reasonable Adjustments Planner Helps You Do 

Understand Workplace Barriers

The Planner helps the individual consider how their condition, impairment, disability or neurodivergence may affect them at work. It includes prompts covering areas such as travelling to work, moving around the workplace, equipment and technology, communication, reading and writing, organisation, concentration, sensory stimuli and mental wellbeing.

Record Previous Support and Useful Information

There is space to record previous assessments, written advice and adjustments that have already been tried, helping the individual and their manager understand what support has previously been recommended or found helpful.

The Planner also prompts consideration of whether a Personal Emergency Evacuation Plan (PEEP) may be needed where someone could have difficulty evacuating in an emergency.

Consider Fluctuating Conditions and Changing Needs

A dedicated section helps record how a condition may affect someone differently over time, including good days and more difficult days, recurring appointments, temporary adjustments that may help and preferred ways of communicating when the individual is unwell or absent from work.

Record Agreed Reasonable Adjustments

The individual and their manager can use the information recorded in the Planner to discuss possible support and then document each agreed reasonable adjustment together with the date it was agreed.

Support Consistency When Things Change

Keeping a written record can provide useful continuity if an employee changes role, workplace or manager, reducing the need to start conversations about existing adjustments from scratch.

Review and Update Support

Reasonable adjustments may need to change over time. The Planner includes a dedicated review section covering changes in health, new job roles and changes of manager, along with space for signatures and a future review date.

How to Use the Planner: 4 Simple Steps

1. Complete Sections 1, 2 and 3: The individual records information about themselves, how they are affected at work, previous support and, where relevant, how their needs may fluctuate. A manager or colleague can provide assistance if completing the form is difficult.

2. Manager review: Once the initial sections are complete, the Planner is shared with the individual’s manager so they can review the information provided.

3. Discuss and record adjustments: The individual and manager discuss potential reasonable adjustments and use Section 4 to record the support that has been agreed.

4. Keep the Planner available: The completed document can be retained for future conversations and reviews, and can help provide continuity if the individual changes role or manager.

If additional ideas for condition-specific support would be useful during the conversation, a relevant Reasonable Adjustments Guide can provide practical examples of workplace barriers and adjustments to consider.

Complete Digitally or by Hand

The Reasonable Adjustments Planner is an editable PDF, so you can fill it in on a computer or mobile device, save completed copies for future reference, or print it and complete it by hand.

A pre-filled example is also included to show how the Planner can be completed, together with clear step-by-step instructions.

Use the Planner Alongside Other Reasonable Adjustments Resources

The Planner can be used on its own or alongside other resources where additional support would be helpful:

• Reasonable Adjustments Guides provide condition-specific information on potential workplace barriers and practical adjustments that could be considered around the individual.

• A Personal Emergency Evacuation Plan (PEEP) can be used where someone may need individual arrangements or assistance to evacuate safely in an emergency.

• A Reasonable Adjustments Policy can help organisations set out a clear and consistent approach to reasonable adjustments across the workplace.

Keep Individual Workplace Support Clear and Easy to Review

The Reasonable Adjustments Planner gives employees and managers one practical place to record workplace barriers, previous support, fluctuating needs, agreed adjustments, communication preferences and future reviews, helping keep important information organised as circumstances change.

If you need a broader set of workplace resources, our Reasonable Adjustments Bundles combine the Planner with other practical reasonable adjustments templates and guidance at better value than purchasing the included products separately.