This is an introductory guide about the reasonable accommodation process. Under Title I of the Americans with Disabilities Act (ADA) and state anti-discrimination laws, employers are required to provide reasonable accommodations to qualified applicants and employees with disabilities. These laws help ensure that people with disabilities have equal opportunities to apply for jobs, perform essential job duties, and benefit from all aspects of employment.
Note: Some state and local laws provide additional protections or apply to smaller employers than those outlined in the ADA. This guide includes some information about those differences within the Northwest ADA Center’s region (Alaska, Idaho, Oregon, and Washington).
Last updated: 11/13/2025
What is a reasonable accommodation?
A reasonable accommodation is any modification or adjustment to the work environment or policies that will enable an applicant or employee with a disability to participate in the application process or to perform essential job functions.
Who qualifies for a reasonable accommodation?
A qualified person with a disability is someone who has the skills, experience, education, and other requirements for the job. They can do the main parts of the job, also called essential functions, with or without a reasonable accommodation.
What are “essential functions” of a job?
Essential functions are the core job duties or main parts of the job that are fundamental to the position. They are not marginal or occasional tasks. To decide what the essential functions of a job are, an employer may look at several things. For example, an employer may consider whether the position exists specifically to perform these tasks. They may also consider how many other employees can do the same tasks and what skills or expertise are needed to perform them.
What types of employers are required to provide reasonable accommodations?
Under the ADA, employers with 15 or more employees are generally required to provide reasonable accommodations. The ADA applies to all state and local governments and their departments and agencies, regardless of size.
Some state and local laws apply to smaller employers:
- Alaska: Employers with 1 or more employees (Alaska State Commission for Human Rights)
- Idaho: Employers with 5 or more employees (Idaho Human Rights Commission)
- Oregon: Employers with 6 or more employees (Oregon Bureau of Labor and Industries)
- Washington: Employers with 8 or more employees (Washington State Human Rights Commission)
Who decides which accommodation is provided?
The employer has the final decision about which effective accommodation to provide.
However, the process should be interactive, meaning the employer and employee work together to find an effective solution. Employees can suggest specific accommodations, and it’s a best practice for employers to consider those requests seriously.
Can an employer request medical documentation as proof of a disability?
Sometimes. If the employee’s disability or the need for an accommodation is not obvious, the employer may ask for medical documentation related to the accommodation request, not full medical records. For example, if an employee cannot stand for more than two hours and asks to use a chair or stool at work, the employer may request a note from a medical professional confirming this limitation and the need for an accommodation.
If an employee’s disability or need for an accommodation is obvious, an employer may not ask for medical documentation. For example, someone who uses a wheelchair may not need to provide documentation to show they need an accessible workspace because it is obvious the person has a mobility disability.
Any medical information must be kept confidential and stored separately from personnel files.
Are employers always obligated to provide reasonable accommodations?
Not always. Generally, employers must provide reasonable accommodations unless doing so would cause undue hardship or create a direct threat that cannot be reduced or eliminated through reasonable means.
What is an undue hardship?
Undue hardship means that providing the accommodation would cause significant difficulty or expense for the employer.
This may include high financial cost, major disruption to business operations, or fundamental changes to the nature of the job or workplace. What is regarded as significant difficulty or expense varies depending on many factors of the business or organization.
If an accommodation is determined to cause undue hardship, the employer should consider alternative accommodations that will not cause such hardship.
What is a direct threat?
A direct threat means there is a significant risk or threat of substantial harm to the safety or health of the employee or others that cannot be eliminated or reduced with reasonable accommodations. This determination must be based on an individual assessment using objective, reasonable medical judgment, not on general fears, stereotypes, or assumptions.
When deciding whether a direct threat exists, an employer should consider the duration of risk, nature and severity of potential harm, likelihood of harm occurring, and how soon the harm could happen.
Can an employer change or remove an accommodation?
Yes. A reasonable accommodation is not guaranteed to last forever. It can be reviewed or changed if the employee’s needs change, the job changes, or the accommodation is no longer effective or feasible.
If an employer wants to change or remove an accommodation, they should take part in the interactive process with the employee to discuss the situation and explore alternative options that would still meet the employee's needs.
For more information about when and why an accommodation may be changed or removed, see Changing or Removing a Reasonable Accommodation (Job Accommodation Network).
Where can someone find examples of reasonable accommodation?
The Job Accommodation Network (JAN) is a great place to start. JAN offers an A-Z list of accommodations by disability, limitation, and job function. Individuals can also speak with a JAN consultant for free and confidential guidance.
Visit: askjan.org
Additional resources for information on reasonable accommodations in the workplace
- The ADA: Your Employment Rights as an Individual with a Disability (Equal Employment Opportunity Commission)
- The ADA: Your Responsibilities as an Employer (Equal Employment Opportunity Commission)
- Employees’ Practical Guide to Requesting and Negotiating Reasonable Accommodation Under the Americans with Disabilities Act (Job Accommodation Network)
- Reasonable Accommodations in the Workplace (ADA National Network)
If you still have questions about reasonable accommodations in the workplace, please contact us at 1-800-949-4232 or email us at nwadactr@uw.edu.
This information is not legal advice. It provides a general introduction to the ADA. This may simplify some technical legal details.
The Northwest ADA Center is a member of the ADA National Network. This fact sheet was developed under grant from the Administration for Community Living (ACL), NIDILRR grant #90DPAD0002. However, the contents do not necessarily represent the policy of the ACL, and you should not assume endorsement by the federal government. Alternate formats available upon request.