Understand the accommodation question

Under the Americans with Disabilities Act, a qualified individual generally must be able to perform the job’s essential functions with or without reasonable accommodation. Covered employers may have to adjust how work is performed unless doing so creates an undue hardship. Pennsylvania law may also apply, including to some employers outside federal coverage.

Possible adjustments depend on the job and circumstances. They can include equipment changes, a modified schedule, changes to workplace policies or a period of leave. An employer does not necessarily have to provide the employee’s preferred option if another effective accommodation is available.

Document the request and response

A request does not require a special legal phrase, but it should communicate that a workplace change is needed because of a medical condition. Keep a dated record of what was requested, who received it, any supporting information requested and the response. The discussion about possible effective changes is often called the interactive process.

  • The job description and actual daily duties
  • Accommodation emails, forms and proposed alternatives
  • Relevant leave notices, attendance records and discipline

Look beyond the denied request

Disability issues may also involve discriminatory hiring or termination, improper medical inquiries, disclosure of medical information or retaliation for requesting accommodation. A diagnosis alone does not resolve every legal element. The timing, employer knowledge, essential duties and reasons given for its decision all matter.

Consider leave and return to work together

FMLA leave and disability accommodation serve different purposes and use different eligibility rules. In some circumstances, an accommodation analysis is still needed when FMLA leave is unavailable or exhausted. Bring leave paperwork and return-to-work restrictions to an assessment so the overlapping issues and applicable filing deadlines can be considered together.

Common questions

What employees ask us

Must I tell my employer my entire medical history?

Medical information requests have limits. When a disability or accommodation need is not apparent, appropriate documentation may be requested. The scope of any request should be assessed against the information actually needed.

Is every accommodation denial illegal?

No. Coverage, qualification, essential job functions, effective alternatives and undue hardship can affect the result. A specific explanation of the request and the employer’s response is more useful than the denial alone.

Official information

Content updated October 21, 2026. General information; individual circumstances and applicable law matter.