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Making reasonable adjustments in the workplace
Updated on 11th December 2025
As an employer, from time to time you may be asked by disabled employees to make reasonable adjustments in the workplace. You must consider their requests, not only to support staff but to reduce the risk of disability discrimination claims at an employment tribunal.
Even if you have some knowledge of reasonable adjustments already, it can be all too easy to get caught out, even if your intentions are good. In this expert guide, our team of UK employment law specialists is on hand with key insights on compliance.
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Understanding the Equality Act 2010 and Reasonable Adjustments
Under the Equality Act 2010, you have a legal duty to make reasonable adjustments for disabled employees when they are placed at a substantial disadvantage by:
- An employer’s provision, criterion or practice (in other words, a rule which, when applied to all, puts certain individuals at a disadvantage)
- A physical feature of the employer’s premises
- An employer’s failure to provide an auxiliary aid
Failure to make reasonable adjustments may result in consequences such as unhappy employees underperforming or leaving your business. However, it may also result in more serious consequences such as a damaging employment tribunal for workplace disability discrimination.
What is a reasonable adjustment under the Equality Act 2010?
Whether the duty to make reasonable adjustments arises will depend on whether the employee in question has a physical or mental health condition which amounts to a disability.
Under the Equality Act, a worker will be considered disabled if they can show that they suffer from a physical or mental impairment which:
- Is long-term (i.e. has lasted 12 months or more)
- Has a substantial effect on their ability to carry out day-to-day activities (i.e. it’s more than trivial)
In some cases, it’s relatively easy to determine whether the condition in question meets this criteria. For instance, a person with HIV, cancer, or multiple sclerosis would be classed as disabled.
In other cases, it’s not so clear-cut, and a lot will depend on the facts. Menopause, for instance, has recently been found to be capable of protection, but that doesn’t mean that menopause will always amount to a disability in every case.
There are also conditions which may not in themselves amount to a disability, but which cause other physical or mental impairments which do meet the definition. Alcohol dependency, for example, is not covered by the Equality Act 2010, but resulting depression or a liver condition may be.
As you can imagine, this can leave room for employers to get it wrong. Failing to recognise an employee’s condition as a disability, and act accordingly, can be a costly mistake to make.
What are reasonable adjustments?
It’s a change that must be made to remove or reduce a disadvantage related to an employee’s disability. These are unique to every employee, which means you should talk to each affected employee to reach an agreement that suits their needs.
Examples of reasonable adjustments in the workplace
There are many types of adjustments your business may be required to make. However, below are common examples to consider:
- Adjusting the recruitment process
- Providing a nearby parking space
- Doing things another way, for example changing picking/packing and production rates by adjusting the widget making target from 100 to 75 for an employee with dexterity issues
- Making physical changes, for example installing a ramp for a wheelchair user or widening a doorway
- Letting a disabled person work somewhere else, for example, relocating a wheelchair user from the inaccessible second floor to work on the ground floor
- Changing their equipment, for example providing a larger screen for someone who is visually impaired
- Allowing employees who become disabled to make a phased return to work, such as letting them work flexible hours
Modifying instructions, for example providing the manuals in Braille
Keep in mind that every employee’s situation will be different, so the above are just examples. A confidential meeting with your member of staff will help determine the steps you need to take to support them.
What is considered a reasonable adjustment?
The Statutory Code of Practice states some of the factors that should be considered when determining a reasonable step. These include:
- Whether taking any particular steps would be effective in preventing the substantial disadvantage
- The practicability of the step
- The financial and other costs of making the adjustment and the extent of any disruption caused
- The extent of the employer’s financial or other resources
- The availability to the employer of financial or other assistance to help make an adjustment (such as advice through Access to Work)
- The type and size of the employer
It’s up to your business to cover the cost of the reasonable adjustment. The Code says that, even if an adjustment does have a hefty price tag, it could still be cost-effective. For example, if the cost of the adjustment is lower than the costs of recruiting someone new and having to train them, this is likely to be considered reasonable.
When does the duty to provide reasonable adjustments arise?
The duty to make reasonable adjustments only arises where the employer knows, or ought reasonably to know, that:
- The individual in question is disable
- They are likely to be placed at a substantial disadvantage because of their disability
The requirement to make reasonable adjustments applies to all employers, regardless of your size or the sector you operate in.
The duty extends not just to your employees but job applicants, too. Reasonable adjustments should be considered during the recruitment process, for example making changes to the location of the interview or providing assessments in alternative formats if needed.
See our effective recruitment and onboarding training to upskill your HR and management team. This way, you can make the most of your future hires.
How long does an employer have to make reasonable adjustments?
While there’s no set timeline to meet, it’s good business practice to make them adjustments as soon as possible. That could be on the same day of the request, if necessary, but certainly within three months of the initial request.
Some adjustments, such as moving desks or allowing hybrid working, can be set up quickly. However, others such as building modifications (to include wheelchair ramps) may take longer. So long as you’re proactive in your approach to resolving requests, you can avoid legal pitfalls by discriminating against your employee.
Claim a free consultation for reasonable workplace adjustments
Whether you’re in need of guidance on reasonable adjustments or worried about taking action against an employee who might be protected under employment law, our experienced team of HR, Legal and Occupational Health specialists are here to help you fulfil your legal duties and protect your business against discrimination pitfalls.
For advice and support, call 0345 226 8393 or request your free consultation using the button below.
