Reasonable adjustments at work

Let’s talk about reasonable adjustments. No, it’s not a vague legal phrase you can gloss over. Whether you’re hiring, onboarding, or managing staff, understanding your legal duty to make reasonable adjustments isn’t just smart HR—it’s the law.

So, if you employ (or plan to), understanding reasonable adjustments isn’t just a tick box exercise. It’s how you make your workplace, inclusive, fair and legally sound.

That said, this topic can get complex fast. So, if you’re dealing with making reasonable adjustments right now it’s  wise to get expert support. Seek employment law advice straight away to make sure you’re acting fairly, consistently, and legally.

What are reasonable adjustments?

Reasonable adjustments are changes that you make to remove or reduce disadvantages experienced by disabled employees or job applicants.

These changes could relate to:

• The way things are done at work (policies or procedures)

• The physical workplace environment

• Equipment, support, or services provided

You’re legally required to make these adjustments under the Equality Act 2010, which protects people from discrimination based on protected characteristics—including disability.

Reasonable adjustments: Equality Act duties explained

The Equality Act reasonable adjustments duty applies to all UK employers, regardless of size. The law says you must take reasonable steps to:

• Avoid substantial disadvantage caused by workplace practices, rules, or environments

• Provide auxiliary aids or services if needed

• Make changes to physical features that create barriers

You must do this when:

• You know (or could reasonably be expected to know) that someone is disabled

• They are placed at a disadvantage compared to non-disabled colleagues

• An adjustment would help overcome that disadvantage

It’s important to note that this duty applies to employees, job applicants, and in some cases, former employees too.

Who qualifies for reasonable adjustments?

So, who’s entitled to reasonable adjustments in the workplace? The short answer, anyone who meets the definition of disability under the Equality Act 2010. But let’s unpack that in real terms.

Under the Act, a person qualifies for reasonable adjustments if they have:

“A physical or mental impairment which has a substantial and long-term adverse effect on their ability to carry out normal day-to-day activities.”

In practice, that covers a wide range of conditions, many of which aren’t immediately visible. Including but not limited to:

• Mental health conditions like depression, anxiety, PTSD

• Neurodivergent conditions such as autism, ADHD or dyslexia

• Long-term physical health issues like arthritis, chronic fatigue syndrome, or MS

• Sensory impairments (hearing or vision loss)

• Chronic illnesses such as diabetes, cancer, or long COVID

• Learning difficulties or cognitive impairments

It’s important to know that:

• An employee doesn’t need a formal diagnosis to qualify

• They don’t have to “label” themselves as disabled

• You can’t insist on proof before acting if the need is apparent or disclosed

Even if someone hasn’t openly disclosed a condition, if you could reasonably be expected to know there’s a need for support, your duty still applies.

What makes an adjustment “reasonable”?

Good question. “Reasonable” isn’t defined by a fixed checklist—it’s based on context.

Employment tribunals will usually consider:

• How effective the adjustment would be

• How practical it is to implement

• The cost involved (and whether external funding is available)

• The size and resources of your organisation

• The potential disruption to your business

Small business with five employees? You’re not expected to refit your entire office overnight. But that doesn’t mean doing nothing. Reasonableness is about what’s fair, feasible, and proportionate.

What happens if you fail to make reasonable adjustments?

If you don’t make reasonable adjustments, and an employee is disadvantaged as a result, you could face a disability discrimination claim. This type of disability discrimination is called ‘failure to make reasonable adjustments’.

This applies whether the discrimination was intentional or not.

Tribunals look closely at whether employers took the duty seriously and explored all options. “We didn’t realise” or “We’ve never done it that way before” are not valid defences.  And if they find that you have failed to make reasonable adjustments, the cost of a Tribunal award can be crippling.

The case of Mrs R Davies v Gloucestershire Health & Care NHS Trust where the award was £27,208.74 and the case of Mrs R Wright-Turner v London Borough of Hammersmith and Fulham where the total award to the claimant was £4,580,587.39 are examples of what could happen if you fail to make adjustments.

And even if it never gets to court, failing to support your staff can:

• Damage morale

• Increase absenteeism and turnover

• Harm your reputation as an employer

Reasonable adjustments examples

Here are examples of reasonable adjustments you might make in the workplace:

Physical changes

• Installing ramps, lifts, or accessible toilets

• Adjusting desks or moving workstations for better access

• Improving lighting or reducing background noise

Policy or process adjustments

• Flexible start and finish times

• Adjusted absence policies for medical appointments

• Changing how performance reviews are conducted

Support or equipment

• Providing a screen reader or dictation software

• Supplying an ergonomic chair or keyboard

• Using coloured overlays or noise-cancelling headphones

Recruitment adjustments

• Offering alternative formats for job applications

• Allowing extra time in assessments

• Holding interviews in accessible locations or online

These are just a few reasonable adjustment examples. The best approach is to speak directly with the employee or candidate to understand what they need.

Why reasonable adjustments matter

Sure, there’s a legal case for making reasonable adjustments. But there’s a powerful human case too.

When you design a workplace that works for everyone, you:

• Retain skilled, experienced employees

• Attract more diverse talent

• Reduce workplace stress and burnout

• Create a culture of trust and psychological safety

And let’s not forget, many of these adjustments help everyone. Think flexible working, better lighting, or quieter meeting spaces. Accessibility benefits more people than you might realise.

Employer checklist to manage reasonable adjustments at work

Want to stay on the right side of the law—and the right side of your people? Here’s a quick checklist:

• Have a clear policy on reasonable adjustments at work

• Train managers to recognise when adjustments might be needed

• Create a safe space for disclosure and dialogue

• Keep records of discussions and agreed adjustments

• Review adjustments regularly (needs can change over time)

• Signpost Access to Work and Occupational Health services

• Ensure recruitment processes are accessible and inclusive

And above all, be open, be flexible, and treat people as individuals.

Does your business have to cover the costs of the adjustments?

As the employer you are responsible for paying for any reasonable adjustments made. But what if you’re a small business and you can’t afford it? Here’s a secret: some adjustments don’t need to cost your business a penny.

Access to Work is a government scheme that can fund:

• Specialist equipment

• Travel to work

• Job coaching or mental health support

Employees apply themselves, but it’s helpful if you point them in the right direction. It’s win-win: they get the support they need, and you get help covering costs.

Get help with reasonable adjustments at work

Navigating reasonable adjustments doesn’t have to feel like a legal minefield. At its heart, it’s about being flexible, proactive, and supportive. All qualities that make any business stronger.

But we get it. You’ve got a business to run, a team to lead, and a million other tasks on your plate. That’s where BrightHR can make your life a whole lot easier.

With our 24/7 employment law advice line, you can get expert guidance from qualified professionals whenever you need it—whether you’re dealing with a formal request, an ongoing health condition, or just need to double-check what’s “reasonable.”

Plus, our HR software helps you manage employee records, track adjustments, set review reminders, and create an inclusive workplace with less paperwork and more peace of mind.

Ready to support your team better—and protect your business? Let BrightHR help you get reasonable adjustments right.