How to Write an Accommodation Letter

Written by natalie smith
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How to Write an Accommodation Letter
Your employer needs official notification of your disability. (Jupiterimages/Photos.com/Getty Images)

The Americans with Disabilities Act of 1990 requires that employers make accommodations for employees with disabilities unless the accommodation would be too expensive, too substantial or too difficult. Employees with qualifying disabilities must formally request accommodation in the form of a letter to the employer that details their needs and describes reasonable accommodations for those needs. This letter is a legal requirement; if you do not submit a letter notifying the employer of your disability and ask for accommodation, it does not have to accommodate you, even if your disability is obvious.

Skill level:
Moderate

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Instructions

  1. 1

    Begin the letter by typing your address, without your name. Skip a line space. Type the full date. Skip another line space. Type your supervisor's name, the company name and the company address. Skip an additional line space.

  2. 2

    Type "Dear Mr./Ms. (Name)" followed by a colon. Skip another line space.

  3. 3

    Begin the first paragraph by telling the employer that you are requesting accommodation for your disability under the Americans with Disabilities Act of 1990. Identify the disability that you have.

  4. 4

    Explain how your disability impedes the performance of your job functions, and detail the usual accommodations for your condition.

  5. 5

    Ask for the employer's input for accommodating your needs. The employer may have other solutions that would work as well.

  6. 6

    Refer the employer's attention to the medical documentation that you have attached on the back of the letter. Ask the employer for a timely response.

  7. 7

    Sign the letter "Respectfully," and skip three line spaces. Type your full name. Print the letter and sign your name above your typed name.

  8. 8

    Make copies of the letter. Retain a copy for your records, make an additional copy for a lawyer and mail the original to your employer.

Tips and warnings

  • If the employer does not respond to your request for accommodation in a reasonable time frame, consult a lawyer. What constitutes a reasonable response time depends on the magnitude of the changes that the employer needs to make, so use your best judgment. The lawyer will assist you with further action, if necessary.

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