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© 2026. The Purpl Co Limited. All rights reserved.
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© 2026. The Purpl Co Limited. All rights reserved.
7 min read
Written by
Georgina, Founder of Purpl
Published on
October 2, 2026
Last reviewed: 2 October 2026
Applies to: England, Scotland and Wales
Written by: Georgina Colman, Founder of Purpl
Use these free reasonable adjustment templates to ask for support at work, follow up on a delayed request or respond if your employer says no.
You do not need to use complicated legal language when asking for a reasonable adjustment.
The most important thing is to explain:
You can copy the templates below and personalise them to your own situation.
You can use this when asking for an adjustment for the first time.
Subject: Reasonable adjustment request
Dear [manager/HR name],
I’m writing to ask for a reasonable adjustment at work because of my disability or health condition.
At the moment, I am finding [briefly explain what is difficult or what barrier you are experiencing].
I would like to request [describe the adjustment you are asking for].
I believe this would help because [briefly explain how it would reduce the difficulty or help you do your job].
For example, this could help me to [work more safely/manage fatigue/reduce pain/travel to work more easily/concentrate better].
I’m happy to discuss this with you and look at other options if there is another adjustment that could meet the same need.
Please could you let me know the next steps and when we can discuss my request?
Kind regards,
[Your name]
Download this template as a PDF
Purpl Tip: Keep it simple. You do not need to prove your whole medical history in the first email.
Use this if you have already asked for an adjustment and nothing seems to be happening.
Subject: Follow-up on my reasonable adjustment request
Dear [manager/HR name],
I’m following up on the reasonable adjustment request I made on [date].
I asked for [briefly state the adjustment].
Please could you let me know:
The delay is currently affecting me by [briefly explain the impact, for example increased pain, fatigue, difficulty travelling to work or difficulty completing part of your role].
If the final adjustment will take some time to arrange, could we also discuss whether a temporary adjustment could be put in place while I wait?
I’d be happy to meet to discuss this.
Kind regards,
[Your name]
Download this template as a PDF
Purpl Insight: If the delay is affecting your health, safety or ability to stay in work, say that clearly. Your employer needs to understand the impact, not just that you are still waiting.
Use this if your employer has said no to the adjustment you asked for.
Subject: Reasonable adjustment request – next steps
Dear [manager/HR name],
Thank you for responding to my reasonable adjustment request.
I understand that my request for [adjustment requested] has not been agreed.
Please could you explain why the adjustment is not considered reasonable and whether there are any alternative adjustments we could consider?
The difficulty I am trying to address is [briefly explain the barrier].
I would like to find another way to reduce this disadvantage so that I can continue to do my job as effectively and safely as possible.
Could we arrange a meeting to discuss other options?
Kind regards,
[Your name]
Download this template as a PDF
Purpl Tip: If one adjustment is refused, keep the focus on the barrier. There may be another way to remove or reduce the same problem.
Your request does not need to be long.
Try to include four things:
Explain what part of work is causing a problem.
For example:
Be as clear as you can.
For example:
Explain the difference the adjustment could make.
For example:
“This would help reduce my fatigue and make it easier for me to work safely throughout the day.”
Ask for a reply, a meeting or a timescale.
For example:
“Please could you let me know when we can discuss this?”
Purpl Tip: Think about the problem first, then the solution. That can make it easier to explain your request clearly.
Not necessarily.
You may need to give your employer enough information to understand:
But you do not need to write a detailed medical history unless it is genuinely relevant.
You can focus on the practical impact.
For example:
“My condition causes significant fatigue, particularly in the morning, which makes travelling during rush hour difficult.”
That may be more useful than simply naming a diagnosis.
That is okay.
You do not need to have the perfect solution before speaking to your employer.
You could say:
“I’m struggling with [barrier] and would like to discuss what adjustments might help.”
You may also be able to explore options with:
The aim is to find a practical way to reduce the disadvantage you are experiencing.
Purpl Insight: You can ask for help identifying the right adjustment. You are not expected to solve the whole problem yourself.
Keep a copy of what you send.
Also keep a note of:
If you do not hear back, follow up in writing.
If an adjustment is agreed, ask for the agreement to be confirmed in writing.
If your request is refused, ask for the reason and whether another adjustment could be considered.
No. You can still be asking for support even if you do not use the exact legal phrase.
However, using the words reasonable adjustment can help make it clear what you are asking for.
No. You can ask verbally, but writing it down gives you a clear record of the request and the date you made it.
Yes. You may need more than one change to remove different barriers.
For example, someone might need both flexible hours and specialist equipment.
Yes. Home working or hybrid working can sometimes be a reasonable adjustment if it helps remove a disability-related disadvantage.
Yes. This can be especially useful if a permanent adjustment will take time to arrange.
Ask why. Then ask whether another adjustment could address the same problem.
If needed, you can also speak to HR, your union or Acas.
No. You do not need to receive PIP, DLA or another disability benefit to ask for support at work.
No. Access to Work can help with additional disability-related support, but it does not replace things your employer may be legally responsible for providing.
A reasonable adjustment request does not need to be complicated.
Keep it focused on:
If you do not get a response, follow up in writing.
If your request is refused, ask why and ask what other options could be considered.
Georgina’s final thoughts: “As a disabled person, I know how exhausting it can be to keep explaining what you need. These templates are designed to make that first step easier. You should not need to write a legal document just to ask for support at work.”
Georgina Colman is the Founder of Purpl and lives with multiple sclerosis and ADHD.
As an ambulatory wheelchair user, she has personal experience of the barriers disabled people can face at work and in everyday life.
She created Purpl to help disabled people and people with long-term health conditions save money, access practical information and feel better supported.
Purpl helps disabled people, people with long-term health conditions, and parents and carers save money with exclusive discounts across everyday essentials, technology, travel, mobility and more.
Join Purpl and start saving: https://www.purpldiscounts.com
How to apply for Access to Work: Find out who can apply, what support you may be able to get and how to make an Access to Work application.
Access to Work cap freeze: what disabled workers need to know
Access to Work waiting times reach 37 weeks: what disabled workers need to know
Reasonable adjustments at work: Find out what the Government’s decision on the proposed two-week deadline means, how long employers should take to respond and what you can do if your request is delayed.
What is a Health Adjustment Passport & How to Apply for It: Use this free government document to record your disability, health condition and workplace adjustments, making it easier to explain the support you need to your employer.
Purpl PIP Tracker: Record how your condition affects you day to day and build real-life examples you can look back on for a PIP claim, review, mandatory reconsideration or appeal.
GOV.UK: Reasonable adjustments for disabled workers