How to Request a Reasonable Accommodation

Overview

A reasonable accommodation is a change, adjustment, or exception that allows a person with a disability to have equal access to housing, employment, or other opportunities. The right to request one exists under federal law, and in many cases, the person or entity receiving the request is legally required to provide it unless doing so creates a genuine undue hardship.

Most families navigating disability services know the phrase “reasonable accommodation” but aren’t sure exactly what it means, when to use it, or how to ask for one effectively. This page answers all of that, covering both workplace accommodations under the ADA and housing accommodations under the Fair Housing Act, with plain-language guidance on how to make a request, what to do if it’s denied, and where to get help.

Workplace Reasonable Accommodations

The Legal Basis
Title I of the Americans with Disabilities Act (ADA) requires employers with 15 or more employees to provide reasonable accommodations to qualified employees and job applicants with disabilities unless doing so would create an undue hardship (significant difficulty or expense given the employer’s size and resources). Washington State’s Law Against Discrimination (WLAD) extends similar protections to employers with 8 or more employees.

Who Is Covered
An employee or applicant is covered if they:

• Have a physical or mental impairment that substantially limits one or more major life activities
• Have a history of such an impairment
• Are regarded by the employer as having such an impairment

A disability does not need to be severe or permanent to qualify — many chronic conditions, mental health conditions, learning disabilities, and developmental disabilities qualify. The standard is whether the condition substantially limits a major life activity, not whether it’s visible or formally documented.

What Counts as a Reasonable Accommodation
Workplace accommodations are as varied as the needs of the individuals requesting them. Common examples include:

• Modified work schedules — later start times, flexible hours, part-time options
• Remote work or telecommuting when the job allows
• Physical modifications — accessible parking, accessible workstation, ramp access
• Assistive technology — screen readers, voice recognition software, amplified phones
• Modified duties — reassigning non-essential functions to another employee
• Leave — additional unpaid leave beyond what FMLA provides
• Job restructuring — reorganizing when or how tasks are performed without changing core functions
• Quiet workspace or reduced sensory stimulation for employees with autism or sensory processing differences
• Written instructions instead of verbal communication
• Allowing a service animal in the workplace
• Modified training formats or materials

An employer does not have to create a new position, eliminate essential job functions, lower production standards, or provide personal care items (like a personal attendant) as a reasonable accommodation.

How to Make a Workplace Accommodation Request

Step 1: Notify your employer
You do not need to use the phrase “reasonable accommodation” or cite the ADA. You simply need to communicate that you have a medical condition or disability and that you need an adjustment because of it. You can make the request verbally or in writing, but written is always better for documentation.

Example: “I have a health condition that affects my ability to [specific difficulty]. I’m requesting an adjustment to [specific change] so I can perform my job effectively.”

Step 2: Engage in the interactive process
Once a request is made, the employer is required to engage in a good-faith, interactive process — a dialogue to determine what accommodation is needed and what’s feasible. This is not a one-time ask-and-receive. It’s a conversation. Be prepared to explain:

• What limitations your disability creates in the workplace
• What specific adjustment would help
• Why that adjustment is connected to your disability

Step 3: Provide documentation if requested
The employer may request documentation from a healthcare provider confirming your disability and the functional limitations it creates. They cannot ask for your full medical records or details beyond what’s needed to understand the limitation and the need. Your provider can write a brief letter describing the functional impact without disclosing your specific diagnosis if you prefer.

Step 4: Negotiate if needed
The employer is not required to provide the exact accommodation you requested — only an effective one. If your first request isn’t workable, engage in problem-solving together. An accommodation that achieves the same result through a different approach is still a reasonable accommodation.

Step 5: Document everything
Keep copies of every written request, every response, and every meeting note related to your accommodation. If the process breaks down, documentation is essential.

If Your Request Is Denied
An employer who denies a reasonable accommodation request must explain why — specifically, what undue hardship the accommodation would create. A blanket “no” without explanation is not sufficient. If you believe your request was wrongly denied:

• File a charge with the Equal Employment Opportunity Commission (EEOC): eeoc.gov | 1-800-669-4000 — you generally have 180 days from the denial to file (or 300 days if WSHRC also covers the employer, which it does for employers of 8+ in Washington)
• File a complaint with the Washington State Human Rights Commission (WSHRC): hum.wa.gov | (800) 233-3247
• Contact Disability Rights Washington for free advocacy: (800) 562-2702
• Contact Northwest Justice Project for free legal aid if income-eligible: 1-888-201-1014

Housing Reasonable Accommodations

The Legal Basis
The Fair Housing Act (FHA) requires housing providers — landlords, property managers, homeowner associations, and most other housing entities — to make reasonable accommodations in rules, policies, practices, or services when needed by a person with a disability. Washington State’s WLAD provides the same protections.

For a full overview of fair housing rights including modifications, service animals, and source of income protection, see the Fair Housing Rights page →. This section focuses specifically on the accommodation request process.

What Counts as a Housing Accommodation
A housing accommodation is a change to a rule, policy, or practice, not a physical change to the building (that’s a modification). Common examples:

• Waiving a no-pets policy for a service animal or emotional support animal
• Assigning a reserved accessible parking space
• Allowing a live-in aide or caregiver who would otherwise exceed occupancy limits
• Permitting rent payment on a different date to align with SSI or SSDI payment schedules
• Allowing a support person to be present during lease signing or inspections
• Waiving a guest policy to allow extended visits from a support person
• Permitting a fence or other safety modification for a child with a disability

How to Make a Housing Accommodation Request

Step 1: Make the request in writing
Address your request to your landlord, property manager, or HOA. You do not need to use legal language — simply state that you have a disability and need a change because of it.

Example: “I am writing to request a reasonable accommodation under the Fair Housing Act. I have a disability that requires [specific change] in order for me to have equal access to my housing. Specifically, I am requesting [what you need and why it’s connected to your disability].”

Step 2: Provide documentation if requested
If your disability is not obvious, the landlord may request a letter from a licensed care provider — a doctor, therapist, social worker, nurse practitioner, or other licensed professional — confirming that you have a disability and a disability-related need for the accommodation. The letter does not need to disclose your specific diagnosis. It needs to confirm the existence of a disability and a need for the accommodation.

The landlord cannot ask for:

• Your full medical records
• Your specific diagnosis
• Details about the severity or nature of your condition beyond confirming the disability and the need

Step 3: Keep records
Document your request and every response. Send requests by email or certified mail so you have proof of delivery and timing.

Step 4: Follow up
Landlords must respond to accommodation requests within a reasonable time — generally within 10 days, though this varies. A failure to respond is itself a fair housing violation. If you don’t hear back, follow up in writing.

If Your Request Is Denied
A landlord who denies a reasonable accommodation request must explain specifically why — what undue burden or fundamental alteration the accommodation would create. A reasonable accommodation that costs little or nothing to the landlord has very limited grounds for denial.

If your request is wrongly denied:

• File a complaint with the Washington State Human Rights Commission (WSHRC) within 12 months of the violation: hum.wa.gov | (800) 233-3247
• File a complaint with HUD’s Office of Fair Housing within 1 year: hud.gov/fairhousing | 1-800-669-9777
• Contact Disability Rights Washington: (800) 562-2702
• Contact Northwest Justice Project for income-eligible families: 1-888-201-1014

Practical Tips That Apply to Both

Use the phrase “reasonable accommodation” in writing.
While you’re not legally required to use these exact words, using them signals that you know your rights and that you’re making a formal request under federal law. This tends to prompt more serious responses.

Be specific about what you need.
“I need help” is harder to respond to than “I need my shift to start at 10 AM instead of 8 AM because of a medical condition that requires morning medical management.” The more specific the request, the clearer it is for the other party to evaluate and respond.

Connect the request to the disability.
The request must be related to the disability. You don’t need to prove the connection in detail, but you do need to make clear that the accommodation is needed because of the functional limitation the disability creates.

You don’t have to disclose your diagnosis.
In both employment and housing, you have the right to keep your specific diagnosis private. What the other party needs to know is that you have a disability and that the accommodation is needed because of it — not the name of your condition.

Don’t wait until a crisis.
Accommodation requests made in advance, before a situation deteriorates, are generally handled more smoothly than requests made in the middle of a conflict. If you know you need something, request it before it becomes urgent.

Get everything in writing — including denials.
If a landlord or employer denies a request verbally, follow up in writing: “I’m writing to confirm our conversation on [date] in which you declined my request for [accommodation]. Please let me know in writing the specific reason for the denial.” A denial in writing, or a failure to respond, becomes part of your documentation if you need to file a complaint.

Quick Reference: Which Law, Which Agency

Fair Housing Rights → | ADA Rights for Service Animals → | Disability Rights Washington → | Northwest Justice Project → | Washington State Human Rights Commission | EEOC | HUD Fair Housing

FAQ

Do I have to tell my employer what my diagnosis is?
No. You need to communicate that you have a disability and that you need an adjustment because of it. You do not have to disclose your specific diagnosis. Your healthcare provider’s documentation should confirm the functional limitations, not necessarily the diagnosis by name.

My employer says the accommodation I requested is too expensive — what are my rights?
Cost alone is rarely sufficient to establish undue hardship, especially for larger employers. The EEOC evaluates undue hardship based on the nature and cost of the accommodation relative to the employer’s overall financial resources. A small business has more latitude than a large corporation. If cost is cited as the reason for denial, ask for a written explanation and consult with DRW or NJP.

Can my landlord charge me a higher deposit because I have a service animal or ESA?
No. Charging a pet deposit or pet fee for a service animal or emotional support animal is a fair housing violation. See the Fair Housing Rights page → for full detail.

My family member has an intellectual disability and needs help understanding their employment rights — who can help?
DRW’s PABSS program (Protection and Advocacy for Beneficiaries of Social Security) specifically supports individuals with disabilities who receive SSI or SSDI and face employment barriers. Contact DRW at (800) 562-2702. CAA’s Employment Services team can also help family members understand their workplace rights as part of supported employment services.

Can I request an accommodation during the job application process, before I’m even hired?
Yes. The ADA covers applicants as well as employees. If you need an accommodation during the interview or application process, such as a different format for a written test, or additional time, you can request it from the employer’s HR department or hiring manager.

What if my employer retaliates against me for requesting an accommodation?
Retaliation for requesting an accommodation or filing a complaint is a separate and serious ADA violation. Document every instance of retaliation, changed duties, reduced hours, negative reviews that coincide with your request, and report it to the EEOC or WSHRC immediately.