What are reasonable adjustments at work?
Reasonable adjustments are workplace changes designed to reduce disadvantages experienced by disabled employees or candidates. These adjustments can involve equipment, modified working arrangements or measures that improve accessibility. Examples sometimes include:
- Access features such as a lift or ramps
- Assistive technology for dyslexic or visually impaired individuals
- Avoiding flashing or flickering lights for people who are photosensitive
- Remote-working arrangements for people with certain long-term conditions
- Phased return-to-work arrangements after injury or illness
- Equipment for hearing-aid users
- Additional break flexibility for diabetic employees
- Audiovisual alarm systems for hearing-impaired individuals
Some organisations ask employees or candidates whether any adjustments would be helpful, recognising that many conditions are not visible.
What is considered “reasonable” can vary, and organisations sometimes take into account factors such as operational context and available resources when exploring potential adjustments.
Communicating with employees about reasonable adjustments
To support clarity and avoid misunderstandings, some organisations maintain open communication with disabled employees. These conversations can help identify what adjustments may be useful and how an individual’s needs might change over time.
The law surrounding reasonable adjustments
UK government guidance describes circumstances in which reasonable adjustments may be required and outlines the types of workers covered, such as trainees, apprentices, contract workers and business partners. More detail is available on the UK government website.
The Equality Act 2010 provides information on what constitutes a disability. According to the Act, the general definition of a disability is “a physical or mental impairment which has a substantial and long-term adverse effect on a person’s ability to carry out normal day-to-day activities.”
For the purposes of the Act, people with long-term health conditions such as cancer, HIV and multiple sclerosis are protected from the point of diagnosis. The UK Government Equalities Office provides additional guidance on reasonable adjustments.
What happens if organisations are not compliant with the UK law on reasonable adjustments?
UK guidance notes that issues related to reasonable adjustments can connect to discrimination claims. Public guidance notes that, in situations where an adjustment is not possible, employers sometimes provide an explanation for the factors they considered. Public resources outline factors that employers sometimes consider when evaluating their options.
Public resources, such as Citizens Advice, outline the processes available for individuals who want to understand how discrimination concerns are addressed under UK frameworks. Their website provides more detail on available processes and what they involve.
Organisations sometimes review their reasonable-adjustments policies to understand whether current arrangements still meet employees’ needs. Needs can change over time, particularly if someone develops a new health condition or experiences a change in an existing one.
How to practise reasonable adjustments compliance
Organisations sometimes keep records of workplace adjustments so they can monitor what changes have been introduced and how those adjustments are maintained over time. Keeping information current can support clear and consistent internal processes.
Some employers also review their existing policies to understand whether any aspects of those policies could present challenges for disabled employees—for example, how sick leave or phased-return-to-work arrangements operate in practice.
Some organisations also explore flexible-working options that may support disabled employees. Approaches like these may signal an inclusive working environment to potential candidates.
How to ask candidates about reasonable adjustments
It might be necessary to make arrangements for a candidate before they attend an interview. The UK Government Equalities Office notes that organisations “can ask questions about disability at an early stage in the application process, so that organisations can establish whether an applicant will be able to comply with a requirement to undergo an assessment test, or whether organisations must make reasonable adjustments for an applicant in relation to an assessment.
However, the same guide states that organisations cannot ask questions about an applicant’s health before making a job offer. A candidate’s health status is a protected characteristic under UK legislation.
When might it not be necessary to make reasonable adjustments?
Public guidance describes circumstances in which certain adjustments may not be possible. These sources note that employers sometimes consider factors such as practicality, operational context and available resources when exploring potential options. Official websites provide more detail on how these considerations are framed.
UK legislation includes provisions related to reasonable adjustments, and government websites offer further detail on how these provisions are framed.
Public resources also describe the routes individuals may use to raise concerns about discrimination, including formal processes.
