Sample Letter Requesting a Reasonable Accommodation (Disability)
An accommodation request triggers an employer's obligation to engage in an interactive process. Putting it in writing fixes the date that obligation began and makes any later refusal or delay visible.
When to Use This Letter
Use this letter when a medical condition or disability affects your ability to perform part of your job and a workplace adjustment would help.
- A schedule change, modified shift, or additional breaks
- Leave for treatment, surgery, or recovery
- Equipment, ergonomic changes, or assistive technology
- Reassignment of a marginal task, or transfer to a vacant position
- Remote or hybrid work where the essential functions allow it
You do not need to use the words "reasonable accommodation" or "ADA" for the request to count — but using them removes any argument about whether the employer understood what you were asking for.
What Nevada Law Says
The Americans with Disabilities Act requires covered employers to provide reasonable accommodations to qualified employees with disabilities unless doing so would impose an undue hardship, and it requires an interactive process to explore what might work. NRS 613.330 separately prohibits disability discrimination in Nevada employment.
Two practical points follow. First, the employer's duty is generally triggered by notice of the need, so a dated written request establishes when the interactive process should have started. Second, the employer may request reasonable medical documentation of the need for accommodation — but it is generally not entitled to your complete medical history. A focused letter from your provider addressing your limitations and the accommodation needed is usually sufficient.
Requesting an accommodation is also protected activity. Retaliation for making the request is prohibited.
Sample Letter You Can Adapt
Replace the highlighted placeholders with your own facts, and delete anything that does not apply. Keep the tone factual rather than angry — assume this letter will later be read by human resources, an outside investigator, a state agency, or a judge.
[Your name] [Your job title and department] [Date] To: [HR representative name and title] Re: Request for reasonable accommodation Dear [Name], I am requesting a reasonable accommodation for a medical condition that affects my ability to perform part of my job. Limitation: [Describe the functional limitation without more medical detail than necessary — for example: "I am unable to stand for more than 30 minutes at a time" or "My condition requires treatment on (schedule)."] Job function affected: [Identify the specific duty — for example: "the standing portion of my shift at the host station" or "attendance during (hours)."] Accommodation requested: [Be specific — a stool at the host station / a modified schedule of (hours) / (number) additional short breaks per shift / intermittent leave for treatment on (schedule) / transfer to (vacant position)]. Expected duration: [ongoing / approximately (time period) / until (date)]. With this accommodation, I would be able to perform the essential functions of my position. I am able to continue working [in my current role / with the adjustment described above] while we discuss this. I have [attached / can provide] supporting documentation from my health care provider describing my limitations and the need for the accommodation. Please tell me what specific documentation you need rather than requesting my full medical records. I would appreciate a response by [date, generally 7 to 14 days out], and I am glad to meet to discuss alternatives if the accommodation I have proposed does not work for the company. If it cannot be granted, please let me know in writing what alternatives the company can offer. Sincerely, [Your name] [Phone and personal email address]
How to Send It and What to Keep
Send it to HR rather than only to your immediate supervisor, and copy your personal email so the date survives any loss of access.
- Ask for written confirmation of receipt
- Keep the provider documentation you submitted, and note what was requested of you
- Log every meeting in the interactive process: date, who attended, what was proposed
- Save any denial, and any request for more documentation, in writing
Provide the documentation the employer reasonably needs, but you generally do not have to hand over your entire medical file. If the request seems overbroad, ask in writing what specific limitation the employer needs verified.
Mistakes That Weaken the Letter
- Sharing your full diagnosis and medical history. Describe the limitation and the accommodation needed; the employer is generally entitled to reasonable documentation, not everything.
- Requesting something vague. "I need help" is not actionable. Name the adjustment.
- Only asking verbally. A dated writing fixes when the interactive process should have begun.
- Treating a first denial as final. The process is meant to be interactive; ask what alternatives exist, in writing.
- Not documenting the silence. Unreasonable delay can itself be a problem, but only if the timeline is recorded.
What Usually Happens After You Send It
Most employers respond in one of four ways: they fix the problem, they open an internal investigation, they answer with a denial, or they say nothing. Each response tells you something useful. A correction resolves the issue. An investigation creates records that may matter later. A denial locks the employer into an explanation that can be compared against the documents. Silence, on a written and dated request, is itself evidence that notice was given and ignored.
Keep a short log of what happens after the letter goes out: dates of meetings, who attended, what was said, and any change to your schedule, duties, pay, or reviews. Employees often remember the letter clearly and forget the three weeks that followed, which is usually the period that matters most.
Writing to Your Employer Is Generally Protected
Nevada and federal law protect employees who report conduct they reasonably believe is unlawful. NRS 613.340 prohibits retaliation against workers who oppose unlawful employment practices or take part in an investigation, charge, or hearing. That protection can apply even when the underlying complaint is never proven, provided the belief was reasonable and held in good faith.
If discipline, a schedule cut, a demotion, reassignment, or termination follows shortly after your letter, the timing itself can support a retaliation claim that is separate from the original problem. Do not resign in response without advice — quitting can complicate both the claim and any unemployment filing.
Watch the Deadlines
A letter to your employer does not extend any legal deadline. Discrimination, harassment, and retaliation claims typically require a charge with the Nevada Equal Rights Commission or the EEOC before a lawsuit, and those windows can be short. Wage claims run on their own timetable: NRS 608.135 authorizes a civil action within two years for violations of NRS 608.020 through 608.050. Send the letter, then confirm your actual deadlines with counsel rather than waiting on a reply.
¿Prefiere español? Lea la versión en español: Cómo redactar una carta solicitando adaptaciones razonables.
More templates and guides: letter templates · Nevada employment resources · practice areas · FAQ.
Frequently Asked Questions
Do I have to disclose my diagnosis?
Generally no. You need to convey the functional limitation and the accommodation you need. An employer may request reasonable medical documentation supporting the need, but that is narrower than your full medical history.
What if my employer never responds?
Follow up in writing and note the dates. Unreasonable delay in the interactive process can be a problem for the employer, but proving it depends on having a documented timeline.
Can my employer just deny the accommodation I asked for?
An employer is generally not required to provide your preferred accommodation if an effective alternative exists, and it may deny a request that would impose an undue hardship. It should engage in the interactive process rather than simply refusing.
Can I be fired for requesting an accommodation?
Requesting an accommodation is protected activity, and retaliation for the request is prohibited. If discipline or termination follows shortly after your request, document the sequence and get advice.
Related Pages
Talk With a Las Vegas Employment Lawyer
If this situation sounds familiar, request a confidential consultation. Call 702-605-5409 or send a message.
This page is for general informational purposes and is not legal advice. Nevada and federal employment laws change, and deadlines and remedies depend on the facts. Contact an attorney about your situation.