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A practical letter confirming the reasonable adjustments that have been agreed with an employee to help reduce or remove a disadvantage they may experience at work.
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This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Confirmation of reasonable adjustments
Further to our recent discussions, I am writing to confirm the reasonable adjustments that have been agreed to support you in your role.
We have discussed the difficulties you are experiencing at work and the ways in which these may affect you. Following those discussions, we have agreed the following adjustments:
Agreed adjustments
[Describe the agreed adjustment in clear, practical terms. Include any changes to working arrangements, hours, duties, equipment, workplace arrangements, breaks, communication arrangements or other support that has been agreed.]
How the adjustments will operate
The agreed
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Once reasonable adjustments have been discussed and agreed, it is good practice to confirm the arrangements in writing. This letter provides a clear record of what has been agreed, helping the employee, manager and HR understand the support that will be provided and how it will be reviewed.
The letter records the specific adjustments that have been agreed, rather than relying on informal conversations or assumptions. This could include changes to working arrangements, duties, working hours, equipment, the workplace or additional support.
Setting out how the adjustments will work in practice helps everyone understand what is expected. The letter can also identify any actions required from the employee, manager or employer to put the arrangements into place.
Reasonable adjustments may need to change as circumstances change. The letter therefore includes a review arrangement and makes clear that the organisation will discuss whether the adjustments remain appropriate or whether further changes are needed.
A written confirmation provides an accessible record for the employee and organisation. It can help managers apply agreed arrangements consistently and provide useful evidence that the organisation has considered and implemented appropriate support.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Reasonable adjustment confirmation letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
A practical reasonable adjustment plan for recording agreed workplace adjustments, the disadvantage they address, who is responsible for implementing them and when they should be reviewed.
A practical form for reviewing reasonable adjustments with an employee and recording whether existing arrangements remain effective, need to be changed, or whether further support is required.
Use these best practice actions, recommended timescales and process stages to understand when and how the Reasonable adjustment confirmation letter should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
There is not generally a specific legal requirement to issue a letter in this particular format. However, confirming agreed adjustments in writing is good practice because it creates a clear record of the arrangements and helps prevent misunderstandings.
Only information that is necessary should be included. The letter can usually focus on the agreed workplace adjustments rather than recording unnecessary medical details or a detailed diagnosis.
Yes. Adjustments may need to change as the employee's circumstances or working arrangements change. Any changes should be discussed with the employee and confirmed appropriately.
A review date is good practice, although the appropriate approach will depend on the adjustment. Some arrangements may need an early review, while others may simply be reviewed if circumstances change.
An employer is not required to make every adjustment requested by an employee. The employer should properly consider the request and whether the proposed adjustment, or an alternative adjustment, would be reasonable in the circumstances.
AI can help produce a generic letter, but HRDocBox templates are designed specifically around UK HR practice and employment law. This template provides a structured starting point covering the practical issues employers need to consider when confirming reasonable adjustments, which can then be adapted to the individual employee and circumstances.
How this content is developed and reviewed
The Reasonable adjustment confirmation letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing wellbeing processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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