Work & volunteering · England
Adjustments and a passport for work
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You can ask for support when applying for or doing a job.
This guide is about work in England.
Ask for changes at work
Reasonable adjustments are changes that reduce difficulties linked to disability.
They can help you apply for work and do your job.
Tell your manager what is difficult and how it affects you.
You do not have to know every answer.
Your manager should explore support with you.
Changes that may help
You might need clear instructions or pictures.
You might need extra time to understand information.
A demonstration or practice might help.
You might need reminders or help deciding which task comes first.
Regular meetings can help you check how work is going.
You might need a quieter place or changes to lighting.
Different hours or breaks might help.
Discuss what works for you and the job.
Advice and paying for support
Occupational health gives advice about work and health.
Your employer can ask if you agree to an assessment.
Ask what support can start while you wait for advice.
Employers pay for reasonable adjustments they must make.
Access to Work is a separate government support scheme.
It does not replace your employer’s duties.
Record your support in a passport
An accessibility passport records support for work.
It may also be called a reasonable-adjustments or health passport.
Write down what is agreed and what still needs deciding.
Record who will arrange each adjustment and when it will start.
Keep your own copy.
You can use the blank page below.
Agree who needs to see the passport.
Include information needed for support.
You do not need to include your whole medical history.
Review support and get help
Check whether the support is happening and helping.
Review it when your work or needs change.
Discuss the passport with a new manager.
Ask for reasons if support is refused or stops.
A union representative or Acas may help.
Get advice quickly if you think there is discrimination.
There can be a short time limit for legal action.
What you can do next
Choose a form that works for you.
The government page includes an Easy Read version.
Ask someone to help if you want.
Open the Health Adjustment Passport Web pageThis link opens another website.
It may use harder words.
More useful links
- Health Adjustment Passport Web page
Government templates, including Easy Read, large print and an editable version.
- Acas: asking for adjustments Web page
Ways to ask, discuss and confirm workplace changes.
- Acas: adjustments for neurodiversity Web page
Examples and advice about finding support when someone does not yet know what would help.
- Acas: reviewing adjustments and passports Web page
Keeping agreements current and helping continuity when managers change.
- Access to Work Web page
Check the separate support scheme and its eligibility rules.
These links open other websites.
They may use harder words.
Reasonable adjustments and accessibility passports at work
Identify barriers, agree practical workplace changes and keep an accessible record of the support that works.
Job applicants and people in work · England · Legal coverage depends on the working arrangement
What the duty means
The Equality Act duty can cover recruitment, working arrangements, physical features and equipment or assistance. It protects disabled applicants and workers within the Act’s employment provisions, which extend beyond employees. The aim is to remove or reduce a substantial disability-related disadvantage. Whether a proposed adjustment is reasonable depends on its effectiveness, practicality, cost and other circumstances. Volunteer and placement status needs separate consideration.
Explain the barrier, not just a diagnosis
Describe the task or situation that is difficult and how it affects you. A formal diagnosis is not essential for Equality Act disability protection, although the legal definition must be met. The employer’s duty depends on what it knows, or could reasonably be expected to know, about disability and likely disadvantage. Employers should make reasonable enquiries without intrusive questioning or trying to diagnose someone.
Explore support together
Someone may not yet know what adjustments would help, especially after a new diagnosis or change in work. Managers should listen, suggest possibilities and agree trials and reviews. The person should not carry the whole task of designing support. Ask what can begin now. An employer’s own form or a completed passport is not a prerequisite for considering an adjustment.
Examples for learning and communication
Options include plain-language or picture instructions, a demonstration followed by practice, one task at a time, extra processing time, written priorities, visual reminders and regular check-ins. Ask the person to explain or show their understanding respectfully. Recruitment adjustments might include accessible application information, extra time or a suitable interview format. Match the change to the barrier rather than assuming everyone with the same diagnosis needs it.
Examples for surroundings, time and change
Discuss a quieter workspace, suitable lighting, predictable routines, breaks, flexible hours or a phased return after absence. Preparation time for meetings and advance information about changes may help. These are possibilities to consider, not automatic entitlements to every arrangement. Check health, safety and the actual work requirements while looking for an effective solution.
Use occupational health advice appropriately
With the worker’s agreement, occupational health can advise on work barriers, health effects and possible adjustments. It is not required before every straightforward change. While advice is being arranged, discuss practical interim support. The employer must consider recommendations and its legal obligations; the report does not make the decision for it. Ask how report consent, confidentiality and any further assessment will work.
Access to Work is a separate route
Access to Work may fund eligible additional support, such as a job coach or specialist equipment. It does not replace or subsidise the employer’s legal adjustment duty. The employer pays for reasonable adjustments it is required to make. A pending application should not be used to postpone a reasonable change the employer can provide. Check eligibility and approval before committing to costs.
What an accessibility passport records
A workplace passport may be called an accessibility, health or reasonable-adjustments passport. Record barriers, helpful communication, agreed changes, who will provide them, start dates and review arrangements. Distinguish agreed support from requests still being considered. The passport is a practical record, not a diagnosis or a guarantee that every requested change will be accepted.
Keep it useful and private
Focus on information needed for support rather than a complete medical history. Agree who needs a copy and what colleagues need to know. Keep your own current version. A passport can help a new manager understand existing arrangements. When moving to another employer, discuss what will work in the new role; the document does not automatically transfer an agreement unchanged.
Review delivery, not just the paperwork
Check whether promised changes actually happened and reduced the disadvantage. Record unresolved barriers and responsibilities. Review when duties, systems, managers, location or health needs change, and after a trial. A passport should be updated with the person, not filed away. If an adjustment is withdrawn or refused, ask for reasons, alternatives and a timely review.
Get help if support is delayed or refused
Keep requests, replies and examples of the impact. Ask a manager, HR or a trade union representative to help resolve the problem. You can raise a grievance and seek Acas or legal advice. A failure to make required adjustments can be disability discrimination. Do not assume an internal discussion or grievance protects a tribunal deadline; use the linked Equality Act guide for next steps.
Words you could use
“This part of work puts me at a disadvantage: … Please discuss adjustments with me, including support we can try now. Please record what is agreed, who will arrange it, the start date and when we will review whether it works.”
More useful links
- Health Adjustment Passport Web page
Government templates, including Easy Read, large print and an editable version.
- Acas: asking for adjustments Web page
Ways to ask, discuss and confirm workplace changes.
- Acas: adjustments for neurodiversity Web page
Examples and advice about finding support when someone does not yet know what would help.
- Acas: reviewing adjustments and passports Web page
Keeping agreements current and helping continuity when managers change.
- Access to Work Web page
Check the separate support scheme and its eligibility rules.
These links open other websites.
They may use harder words.
Where the information comes from
Links checked 1 November 2026.
These links open other websites.
They may use harder words.
- Acas: reasonable adjustments at work Web page
Who is covered, what is reasonable, costs and the relationship with Access to Work.
- EHRC: Employment Statutory Code of Practice PDF
Chapter 6, including paragraphs 6.17–6.19 on knowledge and reasonable enquiries.
- Acas: considering whether someone has a disability Web page
No diagnosis prerequisite, constructive knowledge and respectful enquiries about support.
- Acas: making and handling adjustment requests Web page
Different ways to request support, individual discussion and written confirmation.
- Acas: adjustments for neurodiversity Web page
Communication, processing, organisation and sensory examples; joint trials and reviews.
- GOV.UK: adjustments for disabled workers Web page
Recruitment, working arrangements, equipment, physical access and phased returns.
- Acas: occupational health assessments Web page
Consent, recommendations, employer decisions and confidential information.
- DWP: Access to Work staff guide Web page
Support is additional to, and does not replace or subsidise, employer adjustment duties.
- Acas: reviewing and recording adjustments Web page
Adjustment passports, reviews and changes of manager or circumstances.
- DWP: Health Adjustment Passport completion notes Web page
Identifying barriers, retaining the passport and sharing the person’s information.
- HSE: suitable workplace adjustments Web page
Practical changes, adjustment passports, consent when explaining changes and review.
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