Reasonable Accommodation

A reasonable accommodation is a change to the work environment or to how a job is normally done that allows an employee with a disability, or a sincerely held religious belief, to perform their job.

The obligation to accommodate comes primarily from the Americans with Disabilities Act and Title VII of the Civil Rights Act, each covering a different basis for the request.

SHRM tracks accommodation requests as one of the fastest-growing categories of HR-related legal questions, driven largely by remote and hybrid work arrangements.

What Are Common Examples of Reasonable Accommodation?

• Modified work schedules or the ability to work remotely part of the time
• Assistive technology or specialized equipment
• Physical workspace modifications, like accessible furniture or an accessible entrance
• Adjusted break schedules for medical needs
• Schedule changes to observe a religious practice or holiday

What Is the Interactive Process?

Once an employee requests an accommodation, or an employer becomes aware one may be needed, the law expects an interactive process: a good-faith, back-and-forth conversation to identify an effective accommodation.

This isn't a one-time meeting. It can involve trying an accommodation, checking whether it's working, and adjusting if it isn't, all documented along the way, ideally with the manager looped in through normal onboarding and management workflows.

What Is Undue Hardship, and When Does It Apply?

How Should HR Handle an Accommodation Request Well?

The EEOC has repeatedly found that employers who deny a request outright, without exploring alternatives, are far more likely to face a failure-to-accommodate claim than those who engage genuinely, even if they ultimately can't grant the exact request made.

Tracking accommodation requests and outcomes inside a single HRIS keeps the interactive process organized and shows a clear, good-faith record if it's ever reviewed.

• Respond promptly once a request is made through employee self-service or informally
• Focus on the functional limitation, not the underlying diagnosis, which the employee isn't required to disclose in detail
• Explore multiple options rather than denying the specific one requested without considering alternatives
• Document the interactive process at each step

How Does Reasonable Accommodation Differ From General Flexibility Policies?

General flexibility, like a company-wide remote work option, applies broadly and isn't tied to a legal obligation. Reasonable accommodation is a specific legal response to a specific, individual need.

An employer can offer broad flexibility through tools like time-off tracking while still needing a separate, documented accommodation process for requests tied to disability or religion.

It's worth reviewing this alongside related terms in HR Cloud's HR glossary, especially disability discrimination and religious accommodation.

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Frequently Asked Questions

Q: Does an employee have to use the words "reasonable accommodation" to request one?

A: No. An employee just needs to communicate that they need a change at work because of a medical condition or religious practice; they don't need to use specific legal language.

Q: Can an employer ask for medical documentation?

A: Yes, when the disability or need isn't obvious, an employer can typically request reasonable documentation supporting the need for accommodation, though not necessarily a specific diagnosis.

Q: Can an employer deny an accommodation request?

A: Yes, if it would cause undue hardship or if the employee doesn't otherwise qualify, but the employer should still document why and consider alternatives first.

Q: Does reasonable accommodation apply to job applicants, not just current employees?

A: Yes, the obligation extends to the application and interview process, not only to employees who are already hired.

Q: Is remote work always a required accommodation?

A: Not automatically. It depends on whether the essential functions of the role can reasonably be performed remotely, which varies significantly by job.