Accommodation Letters & Templates
Requesting accommodations can feel overwhelming, but you have the right to support in the workplace, at school, and in healthcare settings. Below are customizable templates to help you communicate your needs clearly and professionally. Replace the [bracketed text] with your own details.
Workplace Accommodation Request
Under the ADA (Americans with Disabilities Act), employers with 15+ employees must provide reasonable accommodations. You do not need to disclose your specific diagnosis -only the functional limitations and what accommodations would help.
Template: Email to HR or Manager
Subject: Accommodation Request
Dear [Manager/HR Representative Name],
I am writing to request a reasonable accommodation under the ADA. I have a medical condition that affects my ability to [describe functional limitation, e.g., "maintain focus in open office environments," "process verbal instructions in real time," "manage time-sensitive deadlines without structured support"].
The following accommodations would allow me to perform my job effectively:
• [Accommodation 1, e.g., "Noise-canceling headphones and permission to use them during focus work"]
• [Accommodation 2, e.g., "Written follow-up after verbal meetings or instructions"]
• [Accommodation 3, e.g., "Flexible start time within a 2-hour window"]
I am happy to discuss this further and provide any supporting documentation from my healthcare provider. I appreciate your support in helping me do my best work.
Sincerely,
[Your Name]
Dear [Manager/HR Representative Name],
I am writing to request a reasonable accommodation under the ADA. I have a medical condition that affects my ability to [describe functional limitation, e.g., "maintain focus in open office environments," "process verbal instructions in real time," "manage time-sensitive deadlines without structured support"].
The following accommodations would allow me to perform my job effectively:
• [Accommodation 1, e.g., "Noise-canceling headphones and permission to use them during focus work"]
• [Accommodation 2, e.g., "Written follow-up after verbal meetings or instructions"]
• [Accommodation 3, e.g., "Flexible start time within a 2-hour window"]
I am happy to discuss this further and provide any supporting documentation from my healthcare provider. I appreciate your support in helping me do my best work.
Sincerely,
[Your Name]
Common Workplace Accommodations
- Flexible scheduling or remote work options
- Written instructions for verbal tasks
- Noise-canceling headphones or quiet workspace
- Task management software (employer-funded)
- Regular check-ins instead of annual reviews
- Extended time for training materials
- Permission to use assistive technology
School/University Accommodation Request
Under Section 504 of the Rehabilitation Act and the ADA, educational institutions must provide reasonable accommodations. Contact your school's disability services office (often called the Office of Accessibility or Disability Resource Center).
Template: Email to Disability Services
Subject: Request to Register for Disability Accommodations
Dear [Disability Services Office],
I am a [student status, e.g., "incoming freshman," "current graduate student"] at [institution name]. I have a documented [condition type, e.g., "learning disability," "neurodevelopmental condition"] that affects my ability to [describe functional impact, e.g., "process written text at standard pace," "maintain attention during long lectures," "complete timed examinations"].
I would like to register with your office and discuss the following accommodations:
• [e.g., "Extended time on exams (1.5x)"]
• [e.g., "Permission to record lectures"]
• [e.g., "Access to note-taking services or AI note-taking tools"]
• [e.g., "Reduced-distraction testing environment"]
I have documentation from [provider type, e.g., "my psychologist," "my psychiatrist"] that I can provide. Please let me know the next steps in the registration process.
Thank you,
[Your Name]
[Student ID if applicable]
Dear [Disability Services Office],
I am a [student status, e.g., "incoming freshman," "current graduate student"] at [institution name]. I have a documented [condition type, e.g., "learning disability," "neurodevelopmental condition"] that affects my ability to [describe functional impact, e.g., "process written text at standard pace," "maintain attention during long lectures," "complete timed examinations"].
I would like to register with your office and discuss the following accommodations:
• [e.g., "Extended time on exams (1.5x)"]
• [e.g., "Permission to record lectures"]
• [e.g., "Access to note-taking services or AI note-taking tools"]
• [e.g., "Reduced-distraction testing environment"]
I have documentation from [provider type, e.g., "my psychologist," "my psychiatrist"] that I can provide. Please let me know the next steps in the registration process.
Thank you,
[Your Name]
[Student ID if applicable]
Healthcare Accommodation Request
You can request accommodations at medical appointments to ensure you understand your care and can advocate for yourself.
Template: Request when scheduling an appointment
Hi, I'd like to schedule an appointment with [provider name]. I wanted to let you know that I have [condition] and would appreciate the following during my visit:
• [e.g., "Written summary of any instructions or next steps after the appointment"]
• [e.g., "Extra time for the appointment so I can process and ask questions"]
• [e.g., "Quiet waiting area or the option to wait in my car until the provider is ready"]
• [e.g., "Permission to bring a support person or record the appointment"]
Thank you for accommodating these needs.
• [e.g., "Written summary of any instructions or next steps after the appointment"]
• [e.g., "Extra time for the appointment so I can process and ask questions"]
• [e.g., "Quiet waiting area or the option to wait in my car until the provider is ready"]
• [e.g., "Permission to bring a support person or record the appointment"]
Thank you for accommodating these needs.
Tips for Requesting Accommodations
- You don't need to overshare. Describe the functional impact, not your full medical history. "I have difficulty processing verbal instructions in real time" is enough.
- Put it in writing. Email creates a paper trail. Even if you have a verbal conversation, follow up with an email summarizing what was discussed.
- Know your rights. Visit AskJAN.org for free, expert guidance on workplace accommodations.
- Use AI to help. You can paste these templates into ChatGPT or Claude and ask it to customize them for your specific situation.
- Start the conversation. Most accommodation processes are collaborative. Your employer or school may suggest alternatives that work just as well.