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© 2026. The Purpl Co Limited. All rights reserved.
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© 2026. The Purpl Co Limited. All rights reserved.
18 min read
Written by
Georgina, Founder of Purpl
Published on
November 6, 2026
Last reviewed: 6 November 2026
Applies to: England, Scotland and Wales
Written by: Georgina, Founder of Purpl
Imagine finally getting the workplace adjustments you need. Your manager understands why you need flexible hours, extra breaks or somewhere quieter to work, and everything is going well.
Then your manager leaves, and suddenly you’re explaining everything again.
If you’ve ever experienced this, you’ll know how frustrating it can be. Particularly when you’ve already spent time explaining how your disability or health condition affects you, and what you need to get through the working day.
A reasonable adjustments passport, sometimes called a workplace disability passport, can help. It’s a written record of the support you’ve agreed with your employer, so you have something to refer back to when managers change, your role develops or your health needs change.
It doesn’t mean every adjustment is guaranteed forever, but it can save you from having to start the same conversation from scratch.
Whether you live with MS, ADHD, autism, chronic pain, a mental health condition or another disability, we’ll explain how these passports work, what your employer is legally required to do and how you can create one yourself.
We’ve also included a free template and an email you can copy when approaching your employer.
New to Purpl? We’re a disabled-led savings platform helping people with disabilities, long-term health conditions, parents and carers reduce everyday costs. You don’t need PIP to qualify. Find out if you’re eligible to join Purpl.
A reasonable adjustments passport is simply a document that records how your disability or health condition affects you at work and what your employer has agreed to do to help.
Think of it as a record of the conversations you’ve already had and the arrangements that make your working day more manageable.
For example, perhaps you start work a little later because fatigue makes early mornings difficult. Or you have ADHD and find it much easier to receive instructions in writing rather than being given several tasks verbally.
You might have agreed to work from home on certain days, use specialist equipment or take additional breaks when your symptoms are worse.
Without anything written down, these arrangements can become dependent on your manager remembering what you’ve discussed.
A passport puts that information in one place.
Acas recommends keeping a record of workplace adjustments and specifically suggests using a passport to document existing arrangements and any support that might be needed in the future.
Usually, yes. Employers use different names, including reasonable adjustments passport, workplace disability passport and adjustment passport.
The government’s Health Adjustment Passport serves a similar purpose, but it can also help people identify their support needs when looking for work or applying for Access to Work.
You don’t need to have a passport already in place to use the government’s version.
Purpl Insight: A workplace passport isn’t about asking for special treatment. It’s about making sure the support that helps you do your job is understood and doesn’t get lost when circumstances change.
The first thing to understand is that your employer’s responsibility to make reasonable adjustments doesn’t depend on whether you have a passport.
Under the Equality Act 2010, employers in England, Scotland and Wales must make reasonable adjustments where required to reduce substantial disadvantages faced by disabled employees and other workers covered by the law.
These adjustments might involve changing working hours, providing equipment, adapting a workspace or finding a different way for someone to complete part of their job.
The important word is reasonable. Your employer needs to consider your individual circumstances, including whether an adjustment would reduce the disadvantage you experience and whether it’s practical to provide.
Acas explains these responsibilities in its guidance on reasonable adjustments at work.
A passport isn’t legally required, but it’s a useful way to record how your employer is meeting those responsibilities.
Not necessarily.
The Equality Act focuses on whether your condition meets the legal definition of disability, rather than whether you have a particular diagnosis certificate.
This can be particularly important for someone waiting for an ADHD or autism assessment, or living with symptoms that haven’t yet been fully explained.
Your employer may need appropriate information to understand how you’re affected, and sometimes an occupational health assessment can help.
But you don’t automatically have to wait for a formal diagnosis before discussing workplace difficulties and possible adjustments.
You don’t normally need to include your entire medical history in a reasonable adjustments passport.
In most cases, it’s more helpful to explain how your condition affects your work and what support would make a difference.
For example, you might explain that fatigue makes it difficult to concentrate for long periods without breaks. Your manager needs to understand that difficulty, but they don’t necessarily need to know every detail of your treatment.
Health information is also sensitive personal data. The Information Commissioner’s Office explains that employers must handle it appropriately and limit what they collect and share.
Purpl Tip: Before sharing your passport, ask who will have access to it. Agree what your manager needs to know and what should remain confidential with HR or occupational health.
The adjustments that make the biggest difference aren’t always complicated or expensive.
For someone living with MS, starting work a little later might mean arriving with enough energy to manage the day, rather than using most of it just getting to work.
If you have ADHD, something as simple as receiving instructions in writing could make it easier to remember tasks, prioritise your workload and avoid feeling overwhelmed.
And if you live with chronic pain, being able to change position regularly or take short movement breaks could make a significant difference to your comfort.
These are the sorts of practical arrangements you could discuss with your employer and record in your passport.
| Workplace difficulty | Adjustment you could discuss |
|---|---|
| MS fatigue makes early commuting difficult | Flexible start and finish times |
| ADHD affects working memory | Written instructions and meeting summaries |
| Autism causes sensory overload | A quieter workspace, adjusted lighting or noise-cancelling headphones |
| Chronic pain makes sitting uncomfortable | An ergonomic workstation and regular movement breaks |
| Dyslexia makes written information harder to process | Assistive software or accessible documents |
| A mental health condition makes busy environments difficult | A quieter working area or agreed check-ins |
| Mobility difficulties affect access to meetings | Accessible meeting rooms or remote attendance |
| Symptoms fluctuate throughout the week | Flexibility around breaks, working location or certain duties |
These are examples rather than automatic entitlements. What is reasonable will depend on your circumstances and the work you do.
This is something I think is particularly important for people living with MS, ME/CFS, fibromyalgia, long COVID and other fluctuating conditions.
You might be able to manage a full working day when your symptoms are settled, but find the same routine much harder during a flare-up.
A passport gives you the opportunity to explain this before a difficult day happens.
For example, you might agree that when fatigue is particularly bad, you can start later, work from home where your duties allow or take additional breaks.
You could include wording such as:
“My fatigue can vary considerably. On days when my symptoms are worse, I may need additional breaks or flexibility with my start time. I’ll let my manager know as early as possible so we can agree how best to manage my workload.”
This gives everyone a clearer understanding of what might help.
It also means you aren’t having to explain your condition from the beginning every time your symptoms change.
Purpl Insight: One of the most useful things you can do is think about your difficult days as well as your good days. Your passport should reflect how your condition actually affects you, not just what you can manage when you’re feeling at your best.
This is where a reasonable adjustments passport can be particularly helpful.
Imagine you’ve spent months working with your manager to find a routine that suits you.
You have agreed working hours, access to a quieter space and additional breaks when you need them.
Then your manager moves to another department.
Your new manager might not know why these arrangements exist or how important they are to you.
Rather than starting the conversation from scratch, you can refer to your passport and explain what’s already been agreed.
A passport doesn’t mean your working arrangements can never change.
For example, if you move into a different role or your health needs change, some adjustments may need reviewing.
However, a change of manager doesn’t remove your employer’s legal responsibilities.
If an adjustment remains necessary, your employer still needs to consider its duty under the Equality Act.
Acas recommends reviewing adjustments regularly, particularly when someone’s role, workplace or condition changes.
You can keep your own copy and use it to explain which arrangements have helped you in previous jobs.
However, adjustments agreed by one employer don’t automatically become binding on another.
Your new employer will need to consider your circumstances and the requirements of the new role.
That said, having a written record can make it easier to explain what has worked well in the past.
Purpl Tip: If you’re changing departments or managers, ask for a conversation about your passport before the change takes place. It’s often easier to agree how existing support will continue than to sort out problems after they arise.
You don’t need to wait for your employer to introduce a formal passport scheme.
If you already have adjustments in place, you can start by writing them down. If you’re still trying to work out what support might help, use the passport to prepare for that conversation.
Start by thinking about an ordinary working week.
Are there particular times when fatigue, pain, concentration difficulties or sensory overload make things harder?
Perhaps you struggle with long meetings, unpredictable schedules or travelling during busy periods.
Then think about what could make those situations more manageable.
You don’t need to have every answer. Your manager, HR team or occupational health adviser may be able to help identify suitable adjustments.
Once you’ve made some notes, arrange a meeting with your manager or HR.
It can help to bring a draft passport so you have something practical to discuss.
After the meeting, ask for the agreed arrangements to be confirmed in writing. Make sure it’s clear which adjustments have been approved, whether anything needs arranging and when you’ll review them.
Acas recommends confirming agreed adjustments in writing and discussing them again when circumstances change.
You might agree to review the passport every six months, although you can choose a different timescale that works for you.
Purpl Tip: Don’t worry about making your passport perfect before speaking to your employer. Even a short document explaining two or three difficulties and what you think would help can be a really useful starting point.
If you aren’t sure where to begin, you can copy this template or download our Workplace Reasonable Adjustments Passport Word template.
It’s designed to help you organise your thoughts before discussing adjustments with your employer.
You can remove anything that isn’t relevant and add more detail where you need to.
Name: [Your name]
Job title: [Your role]
Department: [If relevant]
Manager or HR contact: [Name]
Date created: [Date]
Next review: [Date]
1. How my disability or health condition affects me at work
Briefly explain the difficulties you experience.
You don’t need to include unnecessary medical information.
[Write your answer here]
2. Adjustments that would help me
For each adjustment, explain:
[Write your answer here]
3. What happens when my symptoms are worse
If your condition fluctuates, explain what support may help during difficult periods.
This could include flexible hours, additional breaks, changes to where you work or temporary adjustments to your workload.
[Write your answer here]
4. Equipment or additional support
Record any equipment, software or specialist support that you use or may need.
Include anything provided by your employer or through Access to Work.
[Write your answer here]
5. How we’ll keep the passport up to date
Agreed adjustments: [List or attach agreed arrangements]
Who will arrange any outstanding support: [Name or department]
Who can access the document: [Names or roles]
How changes will be recorded: [Agreed process]
Next review date: [Date]
6. Agreement
Employee: [Name and date]
Manager: [Name and date]
HR, if appropriate: [Name and date]
Signing can help confirm what’s been agreed, although a signature isn’t what creates your employer’s legal duty to make reasonable adjustments.
Yes. The Department for Work and Pensions provides a free Health Adjustment Passport, updated in January 2026.
It can help you explain your support needs to an employer, prepare for work or apply for Access to Work.
The government provides different formats, including large print, easy read and an editable OpenDocument version.
You can download the official Health Adjustment Passport from GOV.UK.
Purpl Tip: If your employer already has its own passport template, there’s no need to create a completely different system. Use whichever format makes it easiest to record and review your adjustments.
Starting the conversation can sometimes feel like the hardest part, especially if you’re worried about how your employer might respond.
You don’t need to write a lengthy explanation or share your entire medical history in an email.
Below is something simple you can adapt or you can download our Email Template.
Subject: Request to discuss reasonable adjustments at work
Hi [Manager’s name],
I’d like to arrange a meeting to discuss some workplace adjustments that would help me manage my disability or health condition while carrying out my role.
I’ve been looking into reasonable adjustments passports and think having a written record of the support we agree would be helpful, particularly if my needs or working arrangements change in the future.
There are a few practical adjustments I’d like to discuss, including [briefly mention your suggestions].
I’ve put together some notes about the difficulties I’m experiencing and what I think might help.
Would we be able to arrange a suitable time to go through these together?
Thanks for your support.
[Your name]
You can also use a similar email if you’ve already agreed adjustments but want them recorded more formally.
Purpl Tip: If you’d find it difficult to explain everything in a meeting, ask whether you can send your notes beforehand or have someone attend with you for support.
You might already have heard of Access to Work, particularly if you’ve been looking into equipment, workplace support or help with getting to work.
Although Access to Work and a reasonable adjustments passport are connected, they do different things.
Your passport records the difficulties you experience and the support you’ve discussed or agreed with your employer.
Access to Work is a government scheme that can provide practical and financial support to help eligible disabled people start work, remain in employment or become self-employed.
For example, someone might need specialist software, job coaching, a support worker or help with travel because their disability makes using public transport difficult.
Yes. The government’s Health Adjustment Passport is designed to help you identify and explain your support needs, including when applying for Access to Work.
It can make it easier to describe which parts of your working day you find difficult and what support would help.
However, having a passport doesn’t guarantee that you’ll receive funding.
There isn’t a standard grant amount. What you receive depends on your circumstances and the support you’re assessed as needing.
For grants awarded or reviewed in the 2026/27 financial year, the annual funding cap is £69,260.
That’s the maximum annual limit, not an amount everyone can claim.
Importantly, Access to Work doesn’t replace your employer’s legal responsibility to make reasonable adjustments. Employers must fund adjustments they’re legally required to provide, while Access to Work may help with eligible additional support.
You can check the official Access to Work funding guidance.
We’ve also written about the Access to Work funding cap and what the freeze means for disabled workers.
If you haven’t applied before, you can find the official application process at https://www.gov.uk/access-to-work.
Purpl Insight: You don’t need to wait for an Access to Work decision before discussing reasonable adjustments with your employer. Some practical changes, such as written instructions or flexible arrangements, may be possible while your application is being considered.
Yes. Some employers offer a Carer’s Passport, which is designed to help employees balance their jobs with caring responsibilities.
This is different from a disability reasonable adjustments passport, but the idea is similar: record the arrangements you’ve discussed so you aren’t constantly having to renegotiate them.
For example, if you care for a disabled child, you might need flexibility to take urgent calls from school or attend appointments.
If you support a partner with a long-term health condition, you may need to adjust your working hours around certain caring responsibilities.
The Civil Service has an established Carer’s Passport scheme that helps employees and managers record these arrangements.
Alongside any support offered by their employer, eligible employees have certain statutory rights.
Unpaid carer’s leave allows employees to take up to one working week of unpaid leave in a 12-month period to provide or arrange care for a dependant with long-term care needs.
You can read the rules at https://www.gov.uk/carers-leave.
Employees also have the right to request flexible working from their first day of employment. Employers must handle statutory requests reasonably, although they don’t have to agree to every proposed change.
The current rules are explained at https://www.gov.uk/flexible-working.
There are also rights to reasonable time off for certain unexpected emergencies involving dependants.
A Carer’s Passport can help record how flexibility will work in practice, but it doesn’t automatically give someone every arrangement they request.
If you’re supporting someone while also trying to manage household finances, you might find our guide to financial help for carers in the UK useful too.
Purpl Tip: Even if your employer doesn’t have a formal Carer’s Passport scheme, you can still ask to have agreed working arrangements recorded in writing.
It’s upsetting when you’ve explained something that’s making work difficult and your employer doesn’t agree to the change you’ve requested.
But a refusal doesn’t automatically mean your employer has broken the law.
Employers must make adjustments that are reasonable in the circumstances. Sometimes a particular request may not be practical, but there could be another way to reduce the difficulty you’re experiencing.
For example, if working from home full-time isn’t possible because of your role, your employer might be able to offer different hours, a quieter working environment or another suitable arrangement.
The important thing is that your employer properly considers your needs rather than dismissing your request.
Acas explains that when an employer considers a particular adjustment unreasonable, they should discuss the decision, explain their reasoning and consider other ways to provide support.
I’d start by asking your employer to explain the decision in writing.
You can then discuss whether another adjustment might address the same difficulty.
If you’re struggling to reach an agreement, an occupational health assessment may help identify suitable support.
It’s also worth keeping a record of what you’ve requested, when you asked and how your employer responded.
If you believe your employer is failing to meet its legal responsibilities, you can contact Acas, Citizens Advice, your trade union or an employment law adviser.
You may also be able to raise a formal grievance or, in some circumstances, make an employment tribunal claim.
Yes. Employment tribunal claims have strict deadlines, and these changed on 1 October 2026.
For most claims relating to problems that happened on or after 1 October 2026, the time limit is now six months less one day.
For most claims involving problems that happened before that date, the previous three-months-less-one-day limit applies.
There are exceptions, and working out when the clock starts can be complicated. Internal grievance procedures don’t automatically extend the deadline.
You can check the latest rules at https://www.acas.org.uk/employment-tribunal-time-limits.
Purpl Tip: If you believe you’ve experienced disability discrimination, seek advice promptly. Don’t wait until an internal grievance has finished before checking your legal deadlines.
Getting the right support at work can make an enormous difference, but it doesn’t remove the additional costs that many disabled people face outside work.
I know from living with MS and ADHD that managing everyday life can involve a lot of small adjustments, some of which bring extra costs of their own.
Perhaps you need equipment that makes daily tasks easier, technology for personal use or household items that help make your home more comfortable and accessible.
If you’re buying something yourself, it’s worth checking whether financial support or VAT relief is available first.
And if you’re responsible for the cost, Purpl may be able to help you save.
Here are a few current offers that might be useful.
Essential Aids: 7% off everything
If you’re looking for disability equipment or daily living aids, Essential Aids has a range of products designed to help make everyday activities easier.
You can explore the Essential Aids offer at Purpl.
Acer: 15% off
If you’re planning to buy your own laptop or other computer equipment, it may be worth checking Acer before purchasing.
You can see the Acer offer for Purpl members.
Dunelm: 5% off online and in-store
From household essentials to furniture, Dunelm is another useful place to check if you’re making changes around the home.
You can explore the Dunelm discount at Purpl.
Offers checked on 4 November 2026. Terms, exclusions and availability may change.
It’s important to remember that these discounts are for purchases you choose to make yourself. If equipment is required as a reasonable adjustment at work, discuss your employer’s responsibility to provide it rather than assuming you need to pay.
Of course, disability-related costs aren’t limited to equipment.
They can include higher household bills, accessible transport, specialist products and the everyday essentials we all need.
That’s why Purpl also works with brands across groceries, technology, home, health, travel and other categories.
Rather than buying something simply because it’s discounted, I always think it’s more useful to look at the things you’re already paying for and see whether you can reduce those costs.
We’ve put together a separate guide explaining how Purpl helps disabled people save on everyday living costs, including groceries, household bills and disability-related essentials.
Purpl Insight: The aim isn’t to encourage you to spend more. It’s to help you pay less for the things you already need, especially when living with a disability can make everyday life more expensive.
A reasonable adjustments passport isn’t automatically a legally binding agreement. It’s a written record of the workplace support you’ve discussed or agreed with your employer. Your employer’s legal duties under the Equality Act 2010 apply independently of the passport.
Yes. A passport can record support for ADHD-related difficulties, including written instructions, help with prioritising work, fewer interruptions or changes to your working environment. Whether your employer has a legal duty to make particular adjustments depends on your circumstances and the Equality Act.
Yes. It’s particularly useful for explaining how your needs might change. You can include arrangements for managing fatigue, pain, mobility difficulties or flare-ups, as well as the support you need on more manageable days.
Employers aren’t legally required to use a particular passport system. However, they must make reasonable adjustments where the Equality Act duty applies. You can ask for agreed adjustments to be recorded in writing even if your employer doesn’t use passports.
No. Your workplace rights don’t depend on receiving PIP, a Blue Badge or another disability benefit. Whether you’re protected under the Equality Act depends on your circumstances and whether you meet the legal definition of disability.
You don’t necessarily need to include your full diagnosis or medical history in your passport. Focus on the difficulties you experience at work and the support you need. Your employer may sometimes require proportionate medical information to assess appropriate adjustments.
A change of manager doesn’t remove your employer’s legal responsibilities. Adjustments may need reviewing if circumstances change, but your employer must still consider and provide reasonable adjustments where required.
You can keep your own copy and use it to explain what has helped you previously. However, arrangements agreed with one employer don’t automatically transfer to another employer.
No. A passport can help explain your support needs and support an application, but Access to Work makes separate decisions about eligibility and funding.
Your employer is responsible for paying for adjustments they’re legally required to provide. Access to Work may fund eligible additional support, but it doesn’t replace the employer’s duty.
A reasonable adjustments passport won’t solve every workplace difficulty, but it can make conversations about support much easier.
It gives you something to refer back to when your manager changes, your symptoms fluctuate or your working arrangements need reviewing.
And perhaps most importantly, it means you don’t have to rely on someone remembering a conversation you had months or even years earlier.
If you haven’t got one already, start by writing down the adjustments that help you and the difficulties you still experience. You can use our template to prepare for a conversation with your manager or HR.
You don’t need to get everything right the first time. The important thing is starting the conversation and making sure the support you need is properly considered.
Your disability-related workplace needs deserve to be understood, without you having to start from scratch every time something changes.
Workplace support is one part of making life more accessible. Reducing some of the extra costs of living with a disability is another.
That’s why I created Purpl.
We’re a disabled-led savings platform helping people with disabilities, long-term health conditions, parents and carers save money on everyday spending.
Our members can access savings across groceries, household essentials, technology, travel, disability-related products and more.
You don’t need PIP to qualify, and we accept a range of disability and medical documents.
Membership starts at £1 a month when paid annually (£12 upfront), or £2 a month on a rolling monthly subscription.
Eligible members can also apply to our Community Grant Fund when application rounds are open.
If you’re already paying extra because of your disability or health condition, see whether Purpl could help reduce some of those costs.
Check your eligibility and join Purpl
I’m Georgina, Founder of Purpl and a disabled entrepreneur living with Multiple Sclerosis and ADHD.
I was diagnosed with MS in 2003 and ADHD in 2024, and I’m an ambulatory wheelchair user.
I created Purpl because I understand how disability can affect everyday life, from managing symptoms and accessibility to dealing with additional costs that other people might not even think about.
Purpl helps disabled people, people with long-term health conditions, parents and carers access meaningful savings, practical information and community support.
My aim is to help make everyday life a little more affordable while giving our community information they can actually use.
If you’re looking into workplace support or ways to reduce the additional costs of disability, these Purpl guides may also help.
This article provides general information about workplace rights and support in England, Scotland and Wales. Individual circumstances differ, and employment and funding rules may change. If you’re dealing with a particular workplace dispute, seek advice from Acas, Citizens Advice, your trade union or an employment law adviser.