What To Do When You're Denied Accommodations

You planned, you researched, you gathered the courage to ask, and then you were told “no.”

Being denied workplace accommodations, known as “reasonable adjustments,” is not just a paperwork issue. It’s personal. It touches your sense of dignity, fairness, and belonging. You may have asked for something simple like flexible start times, a specific chair, software, or the ability to work from home part-time, only to be told it’s “too difficult” or “not possible.” You might feel exhausted, anxious, even betrayed by an employer you hoped would stand by you.

If you’re here, searching for what to do next, I want you to know: you are not alone, and you still have options. This post is your in-depth guide to navigating accommodation denials in UK workplaces, from understanding the law to advocating for yourself, finding support, and making empowered decisions about how to move forward.

Understanding Your Rights Under the Equality Act 2010

In the UK, disabled employees are protected under the Equality Act 2010. This law defines disability broadly, it includes physical, mental, sensory, and neurodivergent conditions that have a substantial, long-term impact on daily life. Importantly, the law doesn’t just protect people with visible impairments or medical diagnoses; it applies to anyone who meets this functional definition, even if their condition fluctuates, is invisible, or hasn’t been formally labelled.

The Equality Act places a duty on employers to make “reasonable adjustments” to remove or reduce the barriers you face at work because of your disability. These adjustments can take many forms including changing how things are done, changing the physical workplace, or providing extra aids or support. The aim is to ensure that you can perform your role and access opportunities on an equal footing with non-disabled colleagues.

What counts as “reasonable” depends on factors like the employer’s size and resources, the practicality of the change, and the impact on the business. But cost and inconvenience alone are not valid reasons to brush off requests, especially when the adjustment is low-cost or when funding (such as through Access to Work) is available. Employers are expected to engage seriously with adjustment requests, not dismiss them lightly or delay indefinitely.

What Does Being Denied Accommodations Actually Mean?

Hearing “no” from your employer can feel like a door slamming shut, but often, it’s more like hitting a temporary roadblock. Before you decide what to do, you need to understand why your request was denied.

Employers might deny requests because they believe the adjustment isn’t necessary, isn’t reasonable, or wouldn’t work. Sometimes, they lack understanding about your condition or haven’t fully considered how the adjustment would help. Other times, the denial might be based on incomplete information, poor internal processes, or plain old resistance to change.

Ask your employer to explain their decision in writing. This gives you something solid to work with. A vague or verbal “no” isn’t enough; you deserve to know the reasons behind the decision. Once you have their explanation, read it carefully. Do they claim it’s too expensive? Too disruptive? Do they say they need more medical evidence? Are they offering any alternative solutions or just rejecting the idea altogether?

Understanding the basis of the denial is key because it shapes your next steps.

Gathering Evidence and Documentation

If the employer has questioned the need for the adjustment or asked for more evidence, now is the time to strengthen your case. Go back over the information you provided. Did you clearly explain how your condition affects your ability to do your job? Did you describe the specific barriers you’re facing, for example, pain from unsuitable equipment, exhaustion from rigid working hours, or difficulty with certain tasks because of sensory or cognitive needs?

It’s often helpful to gather updated medical evidence. A brief GP letter that simply states a diagnosis may not be enough; what’s more powerful is a letter or report that explains the functional impacts, what you struggle with, what risks are involved, and how the requested adjustment would make a difference. You can ask your GP, specialist, or occupational health provider to write a targeted letter addressing these points.

You can also apply for an Access to Work assessment. Access to Work is a government-funded programme that can provide not only financial help but also expert recommendations on adjustments. Having an official Access to Work report or funding approval can strengthen your position significantly because it shows that an independent body has assessed your needs and determined that certain supports are both necessary and reasonable.

Negotiating and Exploring Alternatives

It’s easy to feel like a “no” from your employer is the final word, but under the Equality Act, employers have a duty to engage in ongoing dialogue. They are expected to work with you to explore possible adjustments, not simply shut down the conversation.

Request a follow-up meeting with your line manager or HR contact. Approach this conversation as a negotiation. Go in prepared to explain why the adjustment matters, address their concerns calmly, and propose practical solutions. For example, if they claim a particular software is too expensive, can you suggest a cheaper or simpler alternative? If they say flexible hours would disrupt team operations, can you propose a trial period or a limited adjustment that minimises impact?

Sometimes, employers simply don’t know what’s possible. Bringing information from Access to Work, disability organisations, or other workplaces can open their eyes to options they hadn’t considered. You are not required to accept poor treatment or an unfair refusal, but you also don’t have to lock yourself into a fixed solution; flexibility and creativity can sometimes achieve results even when the first request is denied.

Grievances and Complaints

If informal discussions don’t lead to progress, it may be time to escalate your concerns formally. Review your employer’s grievance procedure, this is usually outlined in your contract, staff handbook, or HR policies.

Write a formal grievance letter or email. In it, lay out the facts; describe the adjustment you requested, the reasons given for the denial, and why you believe the decision is unfair or discriminatory. Attach supporting evidence such as medical letters, Access to Work recommendations, and a timeline of your previous communications. Stay focused on the facts and the legal framework; avoid emotional language or personal attacks, even if you’re justifiably frustrated.

Submit your grievance through the correct channels and request a written response. Keep copies of all communications, decisions, and meeting notes. This paper trail can be vital if you later need to involve external bodies or consider legal options.

Reaching Out for External Advice and Support

You don’t have to do this alone. Several organisations in the UK can provide valuable advice, advocacy, and information when you’re facing accommodation denials.

Acas (Advisory, Conciliation and Arbitration Service) is a trusted, neutral body that offers free advice on workplace rights and can help mediate disputes between employees and employers. You can contact their helpline to talk through your situation and get guidance on how to proceed.

The Equality Advisory and Support Service (EASS) specialises in helping people with discrimination cases under the Equality Act. They can provide legal information, suggest next steps, and help you understand whether your case might be suitable for escalation.

If you belong to a trade union, reach out to your union representative. Many unions have experience supporting members with disability rights issues, and they can help advocate on your behalf within the workplace, sometimes with more weight than an individual complaint.

Disability Rights UK and similar organisations offer fact sheets, helplines, and sometimes direct assistance on employment discrimination and reasonable adjustments. Their resources can help you clarify your rights and understand the options available.

Considering Legal Action

If you’ve exhausted all internal options and your employer still refuses to meet their legal obligations, you may need to consider taking the matter to an Employment Tribunal. This is a serious step and one that comes with deadlines, typically, you have three months minus one day from the date of the discriminatory act to lodge a claim.

Before you file, you must contact Acas and go through their Early Conciliation process. This process is designed to help resolve disputes without going to tribunal, but if it fails, you’ll receive a certificate allowing you to proceed.

Legal action can be stressful and time-consuming, so it’s essential to get expert advice before proceeding. You can consult an employment solicitor, your union’s legal team, or a discrimination specialist at a law centre. While some cases can be pursued without formal legal representation, having professional advice improves your chances of success and helps you understand what to expect.

Looking After Yourself Throughout the Process

Navigating an accommodation denial isn’t just a legal or procedural challenge — it’s an emotional one. Facing barriers at work can shake your confidence, drain your energy, and affect your mental and physical health.

Make space for care and rest. Reach out to trusted friends, family, or disability communities who can offer understanding and solidarity. Remind yourself that asking for adjustments isn’t selfish or unreasonable, it’s your right under the law, and it’s about ensuring you can contribute your talents in a fair and supportive environment.

Know, too, that you have the right to walk away. If a workplace becomes so hostile or unwelcoming that staying puts your wellbeing at risk, it’s okay to prioritise yourself and seek other opportunities. You are not defined by how many fights you win, and leaving a discriminatory environment is sometimes the bravest, healthiest choice you can make.

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Being denied workplace accommodations can feel isolating, unfair, and even humiliating. But it’s not the end of the road. You have legal rights, practical steps you can take, and communities of support standing beside you. Whether you choose to push for change within your current workplace, seek legal remedies, or move on to somewhere better, you deserve dignity, fairness, and access.