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Reasonable adjustments for forms, meetings and workplace communication

Practical adjustments for written forms, appointments, meetings and communication when the standard process creates a disability-related barrier.

Last reviewed: 6 July 2026 · UK guidance

In brief

Reasonable adjustments are not limited to physical access. They can include written agendas, extra processing time, alternative forms, captions, breaks, a supporter, plain language, consistent contacts or follow-up notes.

Ask for the change before the task where possible and explain the barrier and expected benefit. The organisation may propose an alternative, but it should address the need rather than merely repeat the standard process.

For forms and written information

Ask for accessible digital or paper formats, larger text, screen-reader compatibility, plain-language explanation, more time or supported completion. Keep a copy of the answers and submission.

For meetings and appointments

Request an agenda, questions in advance, quieter room, remote option, interpreter, breaks or permission to record under an agreed policy. Confirm who will attend and how decisions are documented.

For day-to-day communication

Agree one channel, response expectations, written task priorities and a named contact. Ask colleagues to avoid relying on corridor conversations or changing instructions without confirmation.

When the adjustment is ignored

Restate the agreed change and the impact of the failure. Ask for a review by the relevant manager, HR, accessibility or complaints team. Keep dates and examples and seek equality advice promptly where harm continues.

An adjustment request that works across settings

Replace the task and barrier.

Because of a disability or health condition, the standard way of [form, meeting or communication] creates this barrier: [brief effect]. I am requesting [specific adjustment], which would allow me to [participate or complete task]. Please confirm the arrangement, who is responsible and how I should report if it is not provided.

A practical checklist

  • Name the task and barrier.
  • Request a specific workable change.
  • Confirm responsibility in writing.
  • Record failures and their effect.

Check the current information

These are the most relevant official or specialist places to confirm live rules, availability and application details.

Reasonable adjustments at work — Acas

acas.org.uk

Open official information
Disability rights under the Equality Act — GOV.UK

gov.uk

Open official information
Equality Advisory and Support Service

equalityadvisoryservice.com

Open official information
Work, rights and employment support

gov.uk

Open official information

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