Disability & ADA Accommodation Letter Templates

How to Write an ADA Accommodation Request Letter

Whether you’re writing to an employer, a landlord, or a school, an accommodation request letter works the same way: it puts your request in writing, connects it to a disability-related need, and starts a legal clock. Five things every request letter should do:

1. State plainly that you are requesting an accommodation. Use the words “reasonable accommodation.” You don’t need legal jargon beyond that, but naming the request clearly is what triggers the employer’s or landlord’s legal duty to respond.
2. Connect the accommodation to your limitation. Not your diagnosis. You generally don’t have to disclose your full medical history. Describe the functional limitation (“a condition that limits my ability to stand for long periods”) and how the accommodation addresses it.
3. Propose something specific. “A schedule adjustment to start at 10 a.m.” or “a reserved parking space near the entrance” gives the recipient something concrete to approve. Open-ended requests stall.
4. Invite dialogue. Under the ADA, workplace requests kick off an “interactive process”. A back-and-forth to find a workable accommodation. Saying you’re open to alternatives shows good faith and strengthens your position if things go wrong later.
5. Ask for a written response and keep a copy. A dated letter and a written approval (or denial) are the paper trail every disability-rights agency will ask for first.

Which law applies depends on the setting. Title I of the ADA covers employers with 15 or more employees, the Fair Housing Act covers most housing, Section 504 covers schools and federally funded programs, and Title III covers businesses open to the public. The templates above are written for each of these situations.

ADA Accommodation Letter FAQ

Does my employer have to grant my request?

Employers must provide a reasonable accommodation unless it causes “undue hardship”, significant difficulty or expense. They can offer an effective alternative to what you proposed, but they can’t simply ignore the request. Silence or refusal to engage in the interactive process is strong evidence against the employer if a workable accommodation existed.

Do I have to disclose my diagnosis?

Usually no. An employer or landlord may request documentation that you have a disability and that the accommodation is needed, but that’s typically a brief provider’s note. Not your medical records or a specific diagnosis. Share the minimum needed to establish the need.

What happens after I send the letter?

In a workplace, the employer should respond and begin the interactive process; a grant should come as a written approval confirming the accommodation and start date. Keep it with your copy of the request. If you get no response, a follow-up letter (see the Employer Interactive Process Request template above) creates the record that you tried.

What if my request is denied?

Ask for the denial in writing with the reason. For workplace denials you can file with the EEOC, generally within 180 days (up to 300 in some states). Housing denials go to HUD, and public-access issues to the Department of Justice. The ADA Violation Complaint Letter above is the usual first step before involving an agency.

Is a housing request different from a workplace request?

Yes, housing falls under the Fair Housing Act, which covers most landlords regardless of size, includes emotional support animals (not just trained service animals), and allows reasonable modifications (physical changes) as well as accommodations (policy changes). The Housing Disability Accommodation template is written for that framework.

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