How to Request Special Accommodations: A Step-by-Step Guide for Schools, Workplaces, and Healthcare

Requesting special accommodations can feel confusing, especially when the process differs between schools, employers, and healthcare providers. Whether you are seeking workplace adjustments under the Americans with Disabilities Act (ADA), pursuing a 504 Plan for a child in school, or arranging support through a healthcare facility, understanding the correct steps significantly improves your chances of a successful outcome. This guide walks you through the process from start to finish.

Understand What Type of Accommodation You Need

Before contacting anyone, clarify what you are asking for and in which setting. Accommodations vary widely depending on the environment:

In the workplace, examples include modified work schedules, assistive technology, remote work arrangements, restructured job duties, or accessible worksite adjustments.

In K–12 schools, students with disabilities may receive accommodations through a 504 Plan (under Section 504 of the Rehabilitation Act of 1973) or an Individualized Education Program (IEP) (under the Individuals with Disabilities Education Act, or IDEA). A 504 Plan provides accommodations such as extended test time, preferential seating, or audiobooks to ensure equal access to the general curriculum. An IEP goes further, providing specialized instruction and related services for students whose disability requires more than accommodations alone.

In higher education and healthcare, Section 504 and the ADA both apply, and institutions receiving federal funding are required to provide reasonable accommodations.

Identifying the correct framework for your situation is the foundation of any effective request.

Know Your Legal Rights

Several federal laws govern the right to accommodations in the United States:

The Americans with Disabilities Act (ADA) prohibits disability-based discrimination in employment (Title I) and public accommodations (Title III). Private employers with 15 or more employees, state and local governments, employment agencies, and labor organizations are required to comply with Title I.

Section 504 of the Rehabilitation Act of 1973 applies to any program or activity receiving federal funding, including public schools, most colleges and universities, and many healthcare organizations. It defines disability broadly as any physical or mental impairment that substantially limits one or more major life activities.

The Individuals with Disabilities Education Act (IDEA) governs special education services for eligible K–12 students under 13 specific disability categories. Students with IEPs are automatically protected under Section 504 as well.

The Family and Medical Leave Act (FMLA) and state-level equivalents may also apply when an accommodation involves unpaid leave.

If you are outside the United States, such as in Australia or the United Kingdom, equivalent protections exist under the Disability Discrimination Act (DDA) or similar legislation. Familiarize yourself with the laws specific to your region before submitting any request.

Research Your Institution’s Accommodation Process

Each organization typically has its own internal process for handling accommodation requests. Taking time to learn the specific procedures at your school or workplace prevents unnecessary delays.

• Workplace: Contact your Human Resources department or a designated ADA Coordinator. Many employers have a formal accommodation request form.
• K–12 Schools: Contact the school’s Section 504 Coordinator, principal, or special education administrator. For IEP requests, the school district must evaluate the student and convene an IEP team meeting.
• Colleges and Universities: Most campuses have a Disability Services Office or Office of Accessibility that manages accommodation requests.
• Healthcare Settings: Contact the patient services or patient advocacy department of the facility.

If your employer or institution has specific steps or forms, follow them closely and retain copies of everything you submit.

Gather and Prepare Your Documentation

Strong documentation is one of the most important factors in a successful accommodation request. What you need depends on the setting:

For workplace requests, gather relevant medical records, a letter or documentation from your treating physician or licensed healthcare provider describing your diagnosis, functional limitations, and recommended adjustments. You are not required to disclose your full medical history — disclosing what you cannot do and why it relates to a medical condition is generally sufficient under the ADA.

For school-based 504 Plans, submit medical records, psychological evaluations, educational assessments, or a formal diagnosis. Include documentation of how the disability substantially limits a major life activity such as learning, reading, or concentrating.

For IEP requests, the school district typically conducts its own evaluation at no cost to the family. Parents must provide written consent before the evaluation begins. You may submit your own supporting documentation to supplement the school’s assessment.

In all cases, write a clear, concise request letter that describes:

• The nature of your disability or condition
• How it affects your ability to perform essential functions or participate
• The specific accommodations you are requesting
• Any deadlines by which the accommodation is needed

Submit Your Request to the Right Person

According to the Equal Employment Opportunity Commission (EEOC), an accommodation request does not need to mention the ADA or use the phrase “reasonable accommodation.” Requests can be made verbally or in writing, though putting the request in writing creates a paper trail in case of any later dispute. ADA National Network

In the workplace, direct your request to your direct supervisor, HR manager, or ADA Coordinator. You can request an accommodation at any time during the application process or while employed — even if you did not ask for one when applying or after receiving a job offer. JAN

In K–12 schools, a written request for a 504 plan or evaluation can be submitted to any administrative professional at the student’s school, including the special education or general education teacher. The principal, assistant principal, and guidance counselor are all required to respond and follow due process. Silverliningsclinic

In higher education or healthcare, submit your request to the institution’s designated accessibility or patient services office and ask for written confirmation of receipt.

Participate in the Interactive Process

Once a request is submitted in an employment context, both the employer and employee are expected to engage in what is called the interactive process — a good-faith dialogue to identify what accommodation will work for both parties.

Employers must initiate the interactive process when an applicant or employee requests reasonable accommodations, and must also offer to initiate it when they become aware of a possible need for accommodation through a third party, observation, or because an employee has exhausted leave benefits. CA

During this process, be prepared to clarify your limitations, discuss why a specific accommodation would help, and consider alternatives if your first choice is not feasible. If you and the employer are having difficulty identifying the right accommodation, the Job Accommodation Network (JAN) — a free service of the U.S. Department of Labor — provides confidential accommodation guidance. EEOC

For school-based requests, a 504 Team meeting or IEP Team meeting fulfills a similar function. Parents, educators, and relevant specialists attend to review evaluation data and determine eligibility and appropriate supports.

Follow Up After Submitting Your Request

After submitting your request, follow up within one to two weeks if you have not received a response. When following up:

• Ask for the current status of your request.
• Confirm whether any additional documentation is needed.
• Request a timeline for a decision.

If your request is approved, confirm the specific accommodations in writing, clarify how they will be implemented, and agree on a process for reviewing their effectiveness over time. Accommodation needs can change, and there is no limit to the number of requests an employee or student can make.

If your request is denied, ask for the specific reasons in writing. Under the ADA, an employer may deny an accommodation only if providing it would impose an undue hardship — defined as significant difficulty or expense relative to the size and resources of the organization. A denial based on cost alone does not automatically satisfy this standard.

What to Do If Your Request Is Denied

A denial is not necessarily the end of the process. Consider the following steps:

Request reconsideration with additional supporting documentation from your healthcare provider or specialist.

File a complaint with the U.S. Equal Employment Opportunity Commission (EEOC) if you believe your employer violated the ADA. For school-based issues, complaints can be filed with the U.S. Department of Education’s Office for Civil Rights (OCR).

Seek guidance from advocacy organizations, such as the ADA National Network, disability rights legal centers, or local non-profit organizations that provide free or low-cost assistance to individuals navigating accommodation disputes.

Consult a disability rights attorney if the situation involves termination, retaliation, or a pattern of non-compliance.

Additional Support Resources

Several organizations provide free guidance for people navigating the accommodations process:

• Job Accommodation Network (JAN) — askjan.org — free consultation for workplace accommodation strategies
• ADA National Network — adata.org — regional ADA centers offering guidance and training
• U.S. Equal Employment Opportunity Commission (EEOC) — eeoc.gov — information on employment rights and complaint filing
• PACER Center — pacer.org — resources for parents of children with disabilities navigating IEPs and 504 Plans
• Office for Civil Rights (OCR) — ed.gov/ocr — handles complaints related to school-based disability discrimination

For those outside the United States, national disability commissions, ombudsman offices, and legal aid organizations in your region serve similar functions.

Understanding your rights, choosing the correct legal framework, preparing thorough documentation, and maintaining clear communication with the relevant parties are the most effective ways to navigate the accommodations process. If a request is denied or delayed, there are established legal channels and advocacy resources available to support you at every step.