What is a Reasonable Adjustment? (UK Guide)

The Legal Definition

Under the Equality Act 2010, employers must make “reasonable adjustments” to ensure workers with disabilities, or physical or mental health conditions, are not substantially disadvantaged when doing their jobs.

This applies to all workers, including trainees, apprentices, contract workers, and business partners.

Key Concept: The goal is to remove barriers, not to give someone an unfair advantage. It is about levelling the playing field.

What counts as “Reasonable”?

This is the most common source of dispute. What an employee feels is reasonable, a manager might feel is impossible.

Legally, there is no fixed list of matches. However, Employment Tribunals typically look at these factors:

1. Effectiveness

Will the adjustment actually help? If a change doesn’t remove the disadvantage, it may not be considered reasonable.

2. Practicality

Can it actually be done? For example, widening a doorway in a listed building might impossible, whereas moving a desk to the ground floor is practical.

3. Cost and Resources

This is relative to the size of the employer. A large multinational bank is expected to absorb higher costs than a small local bakery. However, cost alone is rarely a valid reason to refuse unless it threatens the business’s viability.

4. Disruption

Will it harm others’ safety or the business’s ability to function?

• Example: Making a safety-critical role remote (like a firefighter) is likely not reasonable.
• Example: Making an admin role remote is likely reasonable.

Common Examples

Adjustments are not just about wheelchair ramps. They often include:

• Changes to hours: Starting later to separate travel from rush hour traffic.
• Changes to equipment: Voice recognition software, ergonomic chairs, or dual monitors.
• Changes to policy: Allowing extra breaks, relaxing uniform codes for sensory issues, or allowing medical appointments during work hours.
• Redeployment: Moving to a different role that is more suitable (this is often a last resort).

Common Myths

”It’s too expensive”

Employers often overestimate costs. Many adjustments (like flexible hours) cost nothing. For paid adjustments, the government’s Access to Work scheme can often pay for grants.

”If I do it for you, I have to do it for everyone”

This is false. Reasonable adjustments are specific to the individual’s disadvantage. You are treating them differently to make things equal.

”I need a medical diagnosis first”

Strictly speaking, you don’t always need a formal diagnosis. If an employer knows (or should reasonably know) about a disadvantage, they should act. However, medical evidence helps clarity.

What to do next?

If you are unsure if your request is reasonable, try our Checker Tool to see how similar requests are typically viewed in your specific sector.