Employer Duty to Make Reasonable Adjustments at Work: Example Scenarios That Can Apply

In many workplaces, the idea of “reasonable adjustments” is still misunderstood. Other employers consider it a formality. It is assumed that it can only be used in extreme cases by others. As a matter of fact, the responsibility to make reasonable adjustments is at the centre of UK employment law and influences day-to-day management decisions more frequently than most may think. To the employer, mismanagement of such a process can easily amount to claims concerning disability discrimination. This guide aims to explore and provide greater insights into what this duty is and ways it can be applied in the workplace. What Are Reasonable Adjustments? Under the Equality Act 2010 employers have a legal duty to make reasonable adjustments to remove or reduce disadvantages experienced by employees with disabilities. This duty arises when: The employee has a physical or mental impairment; The impairment has a substantial and long-term adverse effect on their ability to carry out normal day-to-day activities; and Workplace arrangements (or rather lack of) put them at a substantial disadvantage compared to non-disabled people. Reasonable adjustments are not intended to give an unfair advantage. Rather, they aim to ensure that disabled employees are not placed at a disadvantage because of their condition. If you’re trying to understand how workplace rights apply more broadly, you may also want to read here on settlement agreements and your legal rights explained When Does the Duty Apply? The duty arises where the employer knows, or could reasonably be expected to know, that: The employee has a disability; and The employee is likely to be placed at a substantial disadvantage in the workplace. In practice, this is often where issues arise. Employers may wait for a formal diagnosis before taking action. However, the duty can arise earlier where there are clear indications that an employee may be struggling due to a potential disability. A failure to investigate or act on such indications does not remove the employer’s obligation. What Counts as “Reasonable”? There is no exhaustive list of reasonable adjustments. What is “reasonable” will depend on the circumstances, including: The size and resources of the employer; Whether it is operationally feasible; The cost involved; and The extent to which the adjustment would reduce or remove the disadvantage. Larger organisations are generally expected to take more extensive steps than smaller employers. Example Scenarios of Reasonable Adjustments 1. Adjusting Working Hours for Mental Health Conditions An employee experiencing conditions such as anxiety or depression may struggle with early starts or long, continuous working hours. A reasonable adjustment may include: Flexible start and finish times; Temporary reduction in hours; Additional or staggered breaks during the day (where feasible). While medical evidence can support these adjustments, employers should not delay consideration pending formal documentation. 2. Providing Alternative Duties During Recovery An employee returning from illness or injury may not be able to resume their full duties immediately. In these cases, adjustments could include: Temporary reassignment to lighter or modified duties; A phased return to work; Removing or modifying physically and/or mentally demanding tasks. Employers are generally expected to consider such measures before progressing to capability dismissal. 3. Changing the Working Environment For some employees, the working environment itself may create barriers. Adjustments may include: Providing specialist or ergonomic equipment; Moving the employee to a quieter or more suitableworkspace; Allowing remote or hybrid working where appropriate. These adjustments are often practical and relatively low-cost but can significantly reduce disadvantage. 4. Adjusting Performance Expectations Standard performance measures may not always be appropriate where a disability affects how work is carried out. Reasonable adjustments may include: Extending or issuing appropriate deadlines; Adjusting performance targets or metrics; Allowing additional time to complete tasks. A rigid or inflexible performance management approach that fails to account for disability-related needs may give rise to legal risk and a failure to consider implementation of such adjustments can be a potential source of future claims. 5. Redeployment or Alternative Roles In some cases, a suitable adjustment may involve transferring the employee to a different role. This could include: A role with reduced physical or mental demands; A position with less travel; Redeployment to another department. Employers are expected to consider suitable alternative roles before proceeding to dismissal. Where Employers Often Get It Wrong The most common issue is not an outright refusal to make adjustments, but a failure to properly engage with the process. Common pitfalls include: Ignoring medical or occupational health advice; Applying standard policies without flexibility; Dismissing concerns without assessment or sufficient consideration; Treating adjustments as discretionary rather than a legal Employment Tribunals will often focus on whether the employer gave genuine and proper consideration to reasonable adjustments. The Link Between Adjustments and Dismissal The duty to make reasonable adjustments is particularly important where dismissal is being considered on capability grounds. Before dismissing, employers should be able to demonstrate that: Reasonable adjustments were properly considered; Appropriate medical evidence was obtained and reviewed; Suitable alternatives, including redeployment, were Failure to do so may result in claims for disability discrimination and unfair dismissal. Why Early Action Matters Addressing issues at an early stage can prevent escalation. Open communication, timely medical input, and a willingness to adapt working arrangements often resolve issues before they develop into formal disputes. For employers, this reduces legal risk. For employees, it promotes a more supportive and sustainable working environment. Final Note The duty to make reasonable adjustments is a central obligation under UK employment law. It requires employers to take a proactive and practical approach to supporting disabled employees. Handled appropriately, it enables employees to remain in work and contribute effectively. If mishandled, it can expose employers to significant legal liability. Where there is uncertainty about what adjustments are appropriate, taking early legal or HR advice can help avoid more serious issues. Our specialist employment law team at Kalra Legal Group regularly advice employers on workplace adjustments, dismissal and capability procedures, and related employment matters.