Understanding workplace accommodations and your rights.
Workplace accommodations aren’t perks—they’re your legal right. Learn what they are, when and how to request them, who to contact, and how to handle a denial.
What Is a workplace accommodation?
If you have a disability or health condition that makes it difficult to perform the essential functions of your job, you have the legal right to request a reasonable workplace accommodation. An accommodation is an adjustment to your work environment or working conditions that enables you to perform your job effectively.
Accommodations can take many forms: flexible or modified work hours, remote or hybrid work arrangements, modified duties, written instructions instead, or access to assistive technology. The objective isn’t special treatment—it’s equitable access.
When should you request an adjustment?
There’s no single “right time” to bring up the subject. It might be during the hiring process or when starting a new role. Asking for accommodations might also be necessary after receiving a new diagnosis, if an existing condition changes or worsens, or when your work environment or responsibilities shift. Employees often request them when returning to work after an illness, injury, or leave. In general, the best time to ask is as soon as you recognize that a health-related limitation is impeding or going to impede your ability to perform the essential functions of your job.
How to go about it making an official request
Before making a request, take some time to really identify the specific tasks you find difficult and the potential modifications that could help you do your job. When you’re ready to ask for accommodations —either verbally or in writing—be clear and let your employer know that you need an adjustment to your work environment or working conditions for medical reasons.
Importantly, you are not required to disclose a medical diagnosis. You only need to describe your functional limitations. Requests for medical information must be made solely to create a reasonable accommodation, helping your employer understand your limitations and determine appropriate adjustments.
A simple example might sound like this: “I’m having difficulty with [specific task] due to a health-related limitation. I’m requesting an accommodation to help me perform my job duties, such as [example].”
Who should you contact?
Who you contact depends on your organization’s size and structure. In many workplaces, accommodation requests are directed to Human Resources, a manager or direct supervisor, or a member of the Health and Safety Committee. If you’re part of a union, your union representative can also be a valuable resource. You can provide a copy of your request to more than one person.
What you need to know
In Canada, employees are protected from discrimination based on disability under human rights legislation. These protections exist at both the federal level—through the Canadian Human Rights Act and the Employment Equity Act—and at the provincial and territorial levels through human rights and employment standards laws.
To prevent discrimination, employers are required to provide reasonable accommodations unless doing so would cause undue hardship. This might include excessive cost, serious health or safety risks, or significant disruption to operations. Importantly, the burden of proving undue hardship rests with the employer—not the employee.
Who to contact if an accommodation is denied
If you believe you’ve experienced discrimination or want more information about when an employer can legally deny your request, help is available. You can contact the Canadian Human Rights Commission or the appropriate human rights agency in your province or territory.
Workplace accommodations help create environments where employees can perform at their best. Understanding your rights—and how to assert them—can be key to building a workplace that works for you.
Claudia Cavallaro, Human Resources professional and workplace wellness advocate based in Quebec, Canada.
Photo: Rollz International
