When requesting an accommodation in the workplace, it is crucial to communicate your needs effectively. A well-written accommodation request letter can help you initiate the process and facilitate a productive dialogue with your employer. Here are some key points to consider when drafting your letter:
Key Facts
- Start with a professional salutation: Begin the letter with a formal salutation, addressing the appropriate person or department. For example, “Dear Human Resources Department” or “Dear [Supervisor’s Name].”
- Introduce yourself and your position: Provide a brief introduction, stating your name, job title, and the length of time you have been in your current position. This helps establish your identity and connection to the organization.
- Clearly state the purpose of the letter: In the opening paragraph, clearly state that you are requesting a reasonable accommodation under the applicable laws (such as the Americans with Disabilities Act – ADA). This helps set the context for the rest of the letter.
- Describe your disability or medical condition: Provide a concise and factual description of your disability or medical condition. You can mention the impact it has on your ability to perform certain tasks or functions in the workplace. However, be mindful of sharing only the necessary information and avoid disclosing sensitive medical details.
- Specify the accommodation requested: Clearly state the specific accommodation(s) you are requesting. Be specific and provide details about how the accommodation will enable you to perform your job duties effectively. If you are unsure about the exact accommodation, you can mention that you are open to discussing alternatives through the interactive process.
- Offer supporting documentation if necessary: If your disability or need for accommodation is not obvious, you may need to provide supporting documentation from a healthcare professional. Mention that you are willing to provide any necessary documentation upon request.
- Express willingness to engage in the interactive process: Emphasize your willingness to engage in the interactive process to determine the most effective accommodation. This shows your commitment to finding a mutually beneficial solution.
- Request a written response: Politely request a written response to your letter. This ensures that you have a record of the accommodation request and any subsequent communication.
- Thank the recipient for their attention: Conclude the letter by expressing gratitude for their consideration and thanking them for their attention to your request.
- Sign off with your name and contact information: End the letter with a professional closing, such as “Sincerely” or “Best regards,” followed by your full name and contact information (phone number and email address).
Professional Salutation
Begin the letter with a formal salutation, addressing the appropriate person or department. For example, “Dear Human Resources Department” or “Dear [Supervisor’s Name].”
Provide a brief introduction, stating your name, job title, and the length of time you have been in your current position. This helps establish your identity and connection to the organization.
Purpose of the Letter
In the opening paragraph, clearly state that you are requesting a reasonable accommodation under the applicable laws (such as the Americans with Disabilities Act – ADA). This helps set the context for the rest of the letter.
Description of Disability or Medical Condition
Provide a concise and factual description of your disability or medical condition. You can mention the impact it has on your ability to perform certain tasks or functions in the workplace. However, be mindful of sharing only the necessary information and avoid disclosing sensitive medical details.
Specify the Accommodation Requested
Clearly state the specific accommodation(s) you are requesting. Be specific and provide details about how the accommodation will enable you to perform your job duties effectively. If you are unsure about the exact accommodation, you can mention that you are open to discussing alternatives through the interactive process.
Supporting Documentation
If your disability or need for accommodation is not obvious, you may need to provide supporting documentation from a healthcare professional. Mention that you are willing to provide any necessary documentation upon request.
Willingness to Engage in the Interactive Process
Emphasize your willingness to engage in the interactive process to determine the most effective accommodation. This shows your commitment to finding a mutually beneficial solution.
Request for Written Response
Politely request a written response to your letter. This ensures that you have a record of the accommodation request and any subsequent communication.
Gratitude
Conclude the letter by expressing gratitude for their consideration and thanking them for their attention to your request.
Sign Off
End the letter with a professional closing, such as “Sincerely” or “Best regards,” followed by your full name and contact information (phone number and email address).
By following these guidelines and incorporating relevant details, you can create an effective accommodation request letter that clearly communicates your needs and initiates a constructive dialogue with your employer.
References
- Accommodation Request Letter: https://askjan.org/media/accommrequestltr.cfm
- Requesting a Reasonable Accommodation with Template Letter: https://www.equipforequality.org/request-accommodation/
- Sample Language for Accommodation Request Letters: https://askjan.org/articles/Sample-Language-for-Accommodation-Request-Letters.cfm
FAQs
What is the purpose of an accommodation request letter?
An accommodation request letter is a formal document used to request reasonable accommodations in the workplace for individuals with disabilities. It aims to initiate a dialogue with the employer and facilitate the interactive process to find a mutually beneficial solution.
What information should I include in my accommodation request letter?
Your letter should include your name, job title, a description of your disability or medical condition, the specific accommodation(s) you are requesting, and a statement of your willingness to engage in the interactive process.
Do I need to provide medical documentation with my request?
It depends. If your disability or need for accommodation is not obvious, your employer may request supporting documentation from a healthcare professional. You should mention in your letter that you are willing to provide any necessary documentation upon request.
What should I do if my employer denies my request?
If your employer denies your request, you should continue the interactive process by asking for a written explanation and exploring alternative accommodations. You may also consider escalating your request within your organization or filing a complaint with the appropriate agencies, such as the Equal Employment Opportunity Commission (EEOC) or your state’s human rights agency.
Can I request an accommodation before I start a new job?
Yes, you can request an accommodation during the job application process or before you start a new job. It is important to be proactive and communicate your needs to your potential employer as early as possible.
What if I am not sure what accommodation to request?
If you are unsure about the specific accommodation you need, you can discuss your options with your healthcare provider, a job accommodation specialist, or your employer. There are also resources available online, such as the Job Accommodation Network (JAN), that can provide guidance and suggestions.
How long should my accommodation request letter be?
The length of your letter may vary depending on the complexity of your request and the amount of detail you provide. However, it is generally recommended to keep your letter concise and to the point, while ensuring that you have included all the necessary information.
What should I do after I submit my accommodation request letter?
After submitting your letter, you should keep a copy for your records and follow up with your employer to ensure that they have received and are reviewing your request. Be prepared to engage in the interactive process and discuss potential accommodations further.