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Reasonable Accommodation Denial Letters [With Samples]
What is an Accommodation Request?
An accommodation request is how an employee lets their employer know they need something changed at work because of a medical condition. That might mean adjusting their schedule, reworking part of their physical setup, shifting certain tasks, taking time off, or whatever else might help them keep doing their job safely and reliably. While employers have a duty to consider each request, they are not required to approve every one.
An employee doesn’t need to use specific words or submit a formal request in order to trigger the employer’s obligation to respond. If the employer becomes aware that an employee may need a change at work due to a medical condition, they are responsible for starting the interactive process and deciding whether to approve or deny the request.
When Employers Can Deny an Accommodation Request
Employers aren’t required to approve every request, but they do need a valid reason. A denial may be appropriate when:
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The request would remove essential job duties. For example, the employee would no longer be able to perform a core task the role requires.
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The accommodation would create a safety risk. If the change increases the chance of harm to the employee or others, and no alternative solves the issue, the employer can say no.
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The employee doesn’t provide documentation. If the condition isn’t obvious and the employee refuses to submit supporting medical information, the employer isn’t required to move forward.
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The documentation doesn’t support the request. In some cases, the medical information may confirm a condition but not justify the specific change the employee asked for.
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The request wouldn’t be effective. If the change wouldn’t actually help the employee perform the job, the employer doesn’t have to approve it.
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The cost would place significant strain on the business. This depends on the size and resources of the employer—what’s unreasonable for a small company might not be for a large one.
Employers should still approach each request in good faith. That means reviewing it carefully, exploring alternatives, and giving the employee a clear answer. Any denial should be in writing and should explain how the decision relates to the employee’s job and the practical limits of the workplace.
The Interactive Process Before Denial
Before deciding on a request, the employer should meet with the employee to understand the limitation and talk through possible adjustments. That process should start as soon as the employer becomes aware that an accommodation might be needed. If the condition isn’t clear, the employer can ask for documentation from a medical provider to support the request. The conversation should be documented, and the process should move forward without unnecessary delay—regardless of the outcome.
What to Include in a Denial Letter
A denial letter isn’t just a formality—it’s part of your legal record. It should make it clear what the employee asked for, why it isn’t being approved, and how the decision was made. Here's what that letter needs to include:
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The employee’s name and the date of the request. These details may seem basic, but they matter. They show when the process started and link the letter to a specific interaction.
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A brief description of the accommodation. Be specific. Whether the employee asked for different hours, fewer physical duties, or a permanent remote schedule, include just enough detail to document the request clearly.
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Confirmation that the request was reviewed through the interactive process. This tells the employee—and any third party reviewing the letter—that the decision wasn’t rushed or made in isolation.
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A clear reason for the denial. This could involve safety risks, essential job duties, cost, or missing documentation. Avoid vague language. The explanation should connect directly to the job.
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Mention of any alternatives that were considered. If you discussed other options with the employee, note that briefly. Even if nothing was workable, it shows that you made an effort.
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A contact person for follow-up. End the letter with a name and contact method so the employee knows how to ask questions or share new information.
This doesn’t have to be a long letter, but it does need to show that the employer took the request seriously, reviewed it carefully, and made a decision based on the facts.
Sample Denial Letter: Request for Modified Work Schedule
Subject: Response to Your Accommodation Request
To: [Employee Name]
Date: [Insert Date]
Dear [Employee Name],
This letter responds to your request, submitted on [insert date], to adjust your work hours due to a medical condition. Specifically, you asked to begin work at 11:00 a.m. instead of your current 9:00 a.m. start time.
We reviewed your request as part of the interactive process. This included a conversation with you, a review of your responsibilities, and consideration of how the schedule change would affect your position. Your role requires regular communication with clients and coordination with coworkers during standard business hours. Shifting your schedule would make it difficult to complete time-sensitive tasks and respond to requests that come in early in the day.
Because the change would prevent you from meeting core expectations of your position, we are not able to approve the request. We also looked at other possible adjustments but did not identify a schedule change that would meet both your needs and the requirements of your role.
If you have another option in mind, or if there’s updated information you’d like us to consider, we’re open to continuing the discussion.
Sincerely,
[Name]
[Title]
[Contact Information]
Sample Denial Letter: Request to Work Remotely
Subject: Response to Your Accommodation Request
To: [Employee Name]
Date: [Insert Date]
Dear [Employee Name],
This letter responds to your request, submitted on [insert date], to work from home full-time as an accommodation for your medical condition.
We considered your request as part of the interactive process. This included a conversation with you and a review of your current job duties. Your position requires in-person access to physical files, coordination with on-site staff, and face-to-face interaction with clients. Because those responsibilities cannot be performed remotely, we are not able to approve the request.
We considered other options, including a partial remote schedule and modified on-site duties, but could not identify an adjustment that would meet both your needs and the requirements of the position.
If you would like to suggest an alternative or provide new information, we’re available to revisit the request.
Sincerely,
[Name]
[Title]
[Contact Information]
Sample Denial Letter: Missing Medical Documentation
Subject: Response to Your Accommodation Request
To: [Employee Name]
Date: [Insert Date]
Dear [Employee Name],
This letter responds to your request, submitted on [insert date], for an adjustment to your job duties based on a medical condition.
As part of the interactive process, we asked you to provide documentation from a healthcare provider that supports the need for accommodation. To date, we have not received that information. Without that documentation, we cannot assess how the condition affects your job or what changes might be reasonable.
Because we didn’t have the documentation needed to evaluate the request, we weren’t able to consider alternative accommodations at this time.
We’re closing the current request based on the lack of documentation. However, if you are able to provide supporting medical information in the future, we’re willing to reopen the discussion and continue the process at that time.
Sincerely,
[Name]
[Title]
[Contact Information]
Work With Conn Maciel Carey, LLP
If you’re unsure how to write a reasonable accommodation denial letter that meets ADA requirements and protects your organization from legal risk, the national Labor & Employment Practice Group of Conn Maciel Carey can help. Call (202) 715-6244 to speak with an attorney who focuses on workplace compliance and employment law.