Reasonable Adjustments: Timelines & Employer Obligations

When you’re running a business or growing your team, you want to make sure everyone has the best chance to succeed. That means making your workplace as fair and accessible as possible. If you employ disabled staff or consider job applicants with disabilities, the law expects you to step up-by making “reasonable adjustments” so they’re not left at a disadvantage. But what does that actually mean day to day? And just as importantly, how long does an employer have to make reasonable adjustments? Understanding your responsibilities under the Equality Act 2010 and knowing the practical steps to take can help you stay on the right side of the law-and build a stronger, more inclusive business along the way. Let’s break down what counts as a reasonable adjustment, when you need to act, what makes an adjustment “reasonable”, and how to stay compliant as an employer.

What Are Reasonable Adjustments?

Reasonable adjustments are any changes you make to the workplace, your policies, or the way work is organised so that disabled people aren’t unfairly disadvantaged. This duty applies whether the person is already on your team, applying for a job, or even working with you as a contractor. If you know someone has a disability (or you should reasonably know), you need to consider what’s needed to remove the barriers they face. Some common examples might include:

• Providing special equipment, such as a modified keyboard for someone with limited mobility.
• Changing the layout of a workspace or making sure facilities are wheelchair accessible.
• Offering flexible hours, remote working, or adjusting break times.
• Altering recruitment processes – like providing interview questions in advance or using a different format.
• Allowing time off for medical appointments or rehabilitation.

It’s not a “one size fits all” approach-adjustments must be tailored to the individual and their specific needs. Often, a small change can make a huge difference to someone’s ability to do their job. Think you might need to set up a policy or procedure for this? Our guide to workplace policies covers the essentials you need to put in place.

What Laws Cover Reasonable Adjustments?

The legal requirement for reasonable adjustments is set out in the Equality Act 2010. It covers current employees, job applicants, apprentices, and even some types of contractors-basically, anyone “personally performing work” for you. Under this law, you must not discriminate against disabled people. If your business fails to make reasonable adjustments and this leads to someone being treated less favourably, you could face an employment tribunal claim. The Equality Act sets the groundwork, but it’s backed up by other laws that may apply to your sector-such as health and safety regulations, or public sector equality requirements.

When Do You Have to Make Adjustments?

A key question we’re often asked is: when exactly does the duty kick in? Here’s what to watch for as an employer-

• You know or reasonably should know that someone is disabled. (For example, you see a medical note, or an employee tells you.)
• They ask you for help-such as a change to hours, workspace, or equipment.
• They’re at a substantial disadvantage because of their disability compared to non-disabled staff.
• You become aware that the disability is causing issues around job performance, attendance, or accessing the workplace.

You don’t need a formal diagnosis or to wait for detailed evidence-if it’s obvious someone is struggling, reasonable adjustments should always be on your radar. It’s best to talk openly with the individual to understand what they might need.

How Long Do Employers Have to Make Reasonable Adjustments?

One of the most common concerns is about timing: how long does an employer have to make reasonable adjustments? There’s no set deadline stated in the Equality Act 2010. However, the law is clear that adjustments should be made promptly, without unnecessary delay. If you drag your feet, or there’s an avoidable hold-up, you could be found to have acted unlawfully-even if you ultimately provide the adjustment. In practice, “reasonable” timing means:

• You’re expected to act as soon as you’re aware of the need for an adjustment.
• If you need expert advice (like an occupational health report), you should arrange it as quickly as possible.
• Consultation and implementation should move at a pace appropriate to the circumstances. For example, ordering off-the-shelf equipment could be a matter of days, while building modifications might take longer but must be started without procrastination.
• Keep the employee or applicant informed about progress and realistic timelines-they should never be left in the dark.
• If something will take time (like building works), consider temporary solutions in the meantime.

What matters most is a genuine effort to resolve barriers as soon as reasonably practical. If you’re unsure where to draw the line, consult an employment lawyer-acting early and transparently is always the safest approach.

What Makes an Adjustment “Reasonable”?

The word “reasonable” is deliberately flexible-allowing for different businesses, roles, and circumstances. When you’re deciding what’s reasonable, the following factors are crucial:

• Does it work? Will the adjustment actually reduce or remove the disadvantage faced by the disabled person?
• Is it practical? Can the adjustment be implemented with the resources available, or would it cause major disruption?
• What does it cost? The law expects you to factor in your business’s overall resources-not just the budget of a specific department. Where possible, look for external help (such as government grants).
• Health and safety impact: Is anyone’s wellbeing compromised by the adjustment? If so, is this risk unavoidable?
• Other factors: How big is your business? Larger companies may be expected to do more, or to absorb higher costs, than a sole trader or very small business.

Bear in mind-it’s only “unreasonable” to refuse adjustments if you have strong practical or legal reasons (like prohibitive cost, significant operational disruption, or insurmountable health and safety risks). A refusal based on “we’ve never done it that way” (or simple inconvenience) won’t stand up in a tribunal! If you’re ever in doubt, getting a legal health check or tailored advice from an employment law expert can give you peace of mind.

What Are Some Typical Examples of Reasonable Adjustments?

Adjustments will always depend on your circumstances-but here are practical, real-world examples:

• Allowing an employee with chronic fatigue to work from home on certain days.
• Providing a reserved parking space for a staff member with limited mobility.
• Supplying noise-cancelling headphones or quiet workspace for someone with autism or anxiety.
• Adapting training materials to an accessible format-such as large print, audio, or Easy Read.
• Rescheduling shifts so medical appointments can be attended without losing pay.
• Upgrading desk equipment, such as a standing desk or ergonomic chair for someone with back problems.

Unreasonable examples might include: spending a very large sum that would put the business’s future at risk, or a change that creates direct health and safety dangers for other workers.

What Steps Should Employers Take?

Making reasonable adjustments isn’t just about avoiding legal risk-it’s about building an inclusive culture. Here’s a simple step-by-step process to follow:

1. Be Proactive. Create an open environment where team members can talk honestly about their needs.
2. Assess Needs. Whenever someone flags an issue (or you notice one), seek to understand what’s causing it and how it can be solved.
3. Consult. Work with the individual to identify practical solutions-what works for one person might not suit another.
4. Consider Practicalities. Factor in cost, disruption, health and safety, and the effectiveness of the adjustment.
5. Document Decisions. Keep clear records of your discussion, your decision, and your reasons (especially if declining a particular adjustment).
6. Review Regularly. Needs can change, and so should your adjustments. Keep communication open, and don’t “set and forget.”

You may also want to build reasonable adjustments into your core HR documents-such as staff handbooks, employment contracts, and relevant privacy policies.

Risks and Consequences of Not Complying

Ignoring your legal duty to make reasonable adjustments isn’t just unfair to staff-it carries real legal and financial risks for your business. Here’s what’s at stake:

• Employment Tribunal Claims. Employees or applicants can bring claims if you fail to make reasonable adjustments (and disability discrimination awards can be unlimited).
• Reputational Damage. Being found liable for discrimination can impact your brand, recruitment, and client relationships.
• Reduced Team Morale. Employees are more likely to stay happier and more productive if they feel seen and supported.
• Costly Disputes. The earlier you make adjustments, the less likely you are to face protracted battles or claims.

Making timely, thoughtful adjustments is always better than playing catch-up once an issue arises. Remember, your legal duties apply from day one of someone joining-or even during recruitment-so don’t delay getting things right from the start.

Key Takeaways

• The Equality Act 2010 requires all UK employers to make reasonable adjustments for disabled people-this covers employees, job applicants, contractors, and more.
• Adjustments must be tailored to the individual and based on their needs. What’s reasonable depends on practicality, cost, and business size, but you should always aim to remove disadvantage where possible.
• There’s no set legal deadline, but employers must act promptly and avoid unnecessary delay when providing adjustments. Explain any unavoidable waits and look for temporary solutions.
• Document your approach, consult openly with staff, and keep decisions under regular review.
• Failure to make reasonable adjustments can lead to legal claims, unlimited compensation, reputational harm, and costly disputes.
• Seek professional advice if there’s any uncertainty-getting your workplace legals right early protects everyone for the long run.

If you’d like tailored guidance on your obligations around reasonable adjustments, or need support with employment law, contracts, or staff handbooks, our team can help. You can reach us at team@sprintlaw.co.uk or on 08081347754 for a free, no-obligation chat about your situation.