Request for Reasonable Adjustments (with template)

Understand Your Rights

• Under the Equality Act 2010 (in the UK), you have the right to request reasonable adjustments in a variety of settings, including appointments or meetings. This could include adjustments to the physical environment, communication methods, or support during the meeting.

• Reasonable adjustments are changes made to help you participate fully and fairly. These could involve changes to the way information is provided, the environment, or how the meeting is run to accommodate your needs.

Identify Your Needs

Before requesting adjustments, think about the challenges you face in meetings or appointments. These could relate to communication difficulties, sensory sensitivities, or time management challenges. Here are some examples of adjustments you may need:

Work Environment Adjustments:

• A quieter workspace or the option to work from home if the office is noisy or distracting.

• A desk in a less busy area to reduce sensory overload.

• Noise-cancelling headphones to help reduce auditory distractions.

• Allowing a "break area" for moments when sensory overload becomes too much.

Communication Adjustments:

• Providing written instructions for tasks rather than verbal ones.

• Offering regular check-ins with a supervisor to ensure understanding.

• Clear, direct communication and feedback without ambiguity.

• Reducing the need for spontaneous social interactions or meetings, allowing more time to process information.

Social Interaction Adjustments:

• Limited participation in group meetings or social events, if these cause anxiety.

• Providing alternative methods for communication (e.g., email instead of phone calls).

Flexible Working Hours:

• The ability to work flexible hours to accommodate for days when symptoms are more pronounced.

• Part-time work or the ability to reduce working hours during periods of high stress or fatigue.

Workload Adjustments:

• Reduced workload or a redistribution of tasks if you’re feeling overwhelmed.

• Extended deadlines for projects or tasks during periods of struggles.

• A clear and manageable task list to avoid stress from multitasking.

Mental Health Support:

• Access to a mental health professional through Employee Assistance Programs (EAP).

• Additional breaks during the day to manage anxiety or depression.

• The option to take time off for mental health reasons without stigma.

Flexible or Remote Working:

• The ability to work from home on certain days if commuting or being in the office exacerbates symptoms.

• Adjustments to how work is delivered, such as fewer meetings or more independent work.

Time-related adjustments:

• Longer time slots for the meeting to give you space to process and respond.

• Flexible meeting times (e.g., avoiding meetings during times of day when you may feel more overwhelmed).

Support:

• A support person, advocate, or carer to assist you during the meeting (e.g., helping with note-taking or clarifying points).

• The option of having someone take notes or provide a summary after the meeting for clarity.

Contact the Relevant Person or Department

You should contact the person or team organising the meeting or appointment. This could be:

• For work-related meetings: Contact your line manager, HR department, or the person organising the meeting.

• For healthcare or social care appointments: Contact the healthcare provider, social worker, or the appointment scheduler.

• For legal or other professional meetings: Contact the person who scheduled the meeting or their administrative team.

Make Your Request for Reasonable Adjustments

Once you've identified your needs, you can request adjustments by contacting the appropriate person in advance. It’s best to make your request as early as possible to give them time to arrange the necessary changes.

Here’s an example of what you might say or write when requesting reasonable adjustments:

Example Email Template:

Subject: Request for Reasonable Adjustments for [Meeting/Appointment] on [Date]

Dear [Name],

I am writing to request reasonable adjustments for the upcoming [meeting/appointment] scheduled for [date and time]. I have ___________, which can impact how I engage in meetings or appointments, so I would like to ensure that the environment and format of the meeting are accessible to me.

The following adjustments would be really helpful:

1. [Communication Adjustments]: I would appreciate it if the key points of the meeting could be provided in advance in writing, or if the discussion could be summarised in clear, simple language.

2. [Environmental Adjustments]: If possible, could the meeting be held in a quiet room with minimal distractions? This would help me focus better.

3. [Time-Related Adjustments]: It would be helpful to have additional time to process information or respond to questions. If the meeting could be extended to [additional time needed], this would allow me to contribute effectively.

4. [Support]: I would also like to request that [support person/advocate] accompany me during the meeting to assist with taking notes and clarifying any points if needed.

Please let me know if any of these adjustments are possible or if you need any further information to support this request. I appreciate your understanding and assistance in ensuring that the meeting is accessible.

Thank you for your consideration.

Kind regards,

[Your Name]

[Your Contact Details]

Example Phone Request:

If you prefer to call to request the adjustments, here’s a way to structure the conversation:

1. Introduction: "Hi, my name is [Your Name], and I’m scheduled to attend a meeting/appointment on [date]. I have___________, and I would like to discuss some reasonable adjustments to help me participate fully."

2. Explain your needs: "For example, it would help if I had a written agenda or summary of key points before the meeting. I sometimes struggle with [communication/sensory overload/time management], and I would benefit from a quieter environment or a bit more time to process information."

3. Ask for the adjustments: "Would it be possible to arrange these adjustments for the meeting? I’d also like to bring a support person if that’s okay, to help with note-taking and clarifying any points."

4. Confirm details: "Could you confirm if these adjustments are possible and let me know if you need any more information from me?"

Follow Up if Necessary

If you don’t receive a response within a reasonable amount of time, or if the adjustments aren’t made, follow up with a polite reminder or request for clarification. You can do this via email or phone.

What to Do if Your Request is Denied or Unresolved:

If your request for reasonable adjustments is denied or not met, you have options:

• Ask for clarification: If the request is denied, ask for reasons why and if there are alternative solutions.

• Appeal: You may be able to appeal the decision, especially in a work-related context.

• Contact advocacy services: If you feel you’re being treated unfairly or that your request isn’t being considered appropriately, consider contacting a disability advocacy service, such as Equality Advisory Support Service (EASS) or other local advocacy organisations.

Prepare for the Meeting with Adjustments in Place

Once your request has been confirmed, prepare for the meeting in the following ways:

• Review any written materials: If you’ve requested written agendas or summaries, review these in advance so you can ask questions or clarify any points during the meeting.

• Arrange your support: If you’ve asked to bring a support person, make sure they are available and know what role they will play in the meeting (e.g., helping with note-taking, clarifying information).

• Plan for breaks: If you struggle with long meetings, make sure you have an understanding of when you can take a break if needed, or ask for a scheduled break in advance.

• Prepare yourself mentally: Knowing that reasonable adjustments are in place can help you feel more confident and prepared.

Final Thoughts

Asking for reasonable adjustments can make a significant difference in how you experience and participate in meetings and appointments. Whether you need adjustments for communication, the environment, or time, it’s important to make these requests as early as possible and be clear about what will help you succeed. By understanding your rights and preparing ahead of time, you can ensure that you have the support you need to fully engage in your meetings and appointments.