How to Request a Reasonable Accommodation at Work (California Guide)

To request a reasonable accommodation in California, tell your employer, preferably in writing, that you have a medical condition that affects your work and ask for a specific change, such as a modified schedule, equipment or time off for treatment. You don’t need a special form or magic words. Once your employer knows you need help, the Fair Employment and Housing Act (FEHA) generally requires it to talk with you in good faith and provide a reasonable accommodation unless that would cause undue hardship.

Who has the right to an accommodation

Under Government Code §12940(m), employers with 5 or more employees must reasonably accommodate the known physical or mental disability of an applicant or employee. The federal Americans with Disabilities Act applies only at 15 or more employees, so California law reaches many more workplaces.

California defines disability broadly. A condition generally qualifies if it limits a major life activity, such as working, sleeping, concentrating or lifting, which is a lower bar than the federal “substantially limits” test. Chronic and episodic illnesses, back injuries, anxiety and depression can qualify, and so can some temporary conditions, though minor short-term illnesses like a cold or flu generally don’t. See what qualifies as a disability under FEHA for the details.

Pregnant workers have their own accommodation rights under Gov. Code §12945, covered in accommodations for pregnant employees. Religious accommodation follows a different set of rules; see religious accommodation at work.

What counts as a reasonable accommodation

Gov. Code §12926(p) lists examples, and the Civil Rights Department’s regulations add more. Depending on the job and your limitations, an accommodation may include:

• A modified or part-time schedule, or a later start time
• Remote or hybrid work, where the job’s essential duties can be done that way
• Ergonomic or modified equipment
• Restructuring nonessential tasks
• Paid or unpaid leave for treatment or recovery, including extending a leave that has run out
• Reassignment to a vacant position you’re qualified for, if you can’t do your current job even with accommodation
• Changes to policies, training materials or tests

There are limits. Under the CRD’s regulations (2 CCR §11068), your employer doesn’t have to eliminate an essential function of the job, lower production standards that are essential functions, create a new position, or provide indefinite leave. It also can’t force you onto leave if another accommodation would let you keep working.

How to request an accommodation, step by step

1. Identify the limitation and the fix. Think about what your condition makes hard at work and what change would help. You don’t have to know the perfect solution, but a concrete suggestion moves things faster.
2. Put the request in writing. Email HR or your supervisor. Say that you have a medical condition, describe how it affects your work, and name the accommodation you’re asking for. You don’t have to disclose your diagnosis.
3. Get a note from your health care provider. If your employer asks, provide documentation that confirms you have a condition that limits a major life activity and explains why you need the accommodation. It can describe your limitations without naming your condition.
4. Take part in the interactive process. Answer questions promptly, attend meetings and consider alternatives in good faith. If your employer offers a different accommodation that is effective, it may choose that one. See how the interactive process works.
5. Follow up in writing. After each conversation, send a short email summarizing what was discussed and the next step. If nothing happens, follow up again and keep copies.

A sample request

A request can be as simple as this:

“I have a medical condition that limits my ability to sit for long periods, and it’s affecting my work. I’m requesting a sit-stand desk and the ability to take a short break to stretch every hour as a reasonable accommodation. My doctor can provide a note confirming my limitations. Please let me know when we can meet to discuss this.”

Example (hypothetical): Jasmine, a customer service representative, develops migraines triggered by screen glare. She emails HR asking for an anti-glare screen and a 10 a.m. start time on days after flare-ups, and offers a doctor’s note. HR asks for the note, Jasmine provides it, and they agree on the screen plus a flexible start window. Every step is in writing, so if the arrangement is later taken away without reason, she has a record.

What your employer can and can’t ask for

Under the CRD’s interactive process regulation (2 CCR §11069), if your disability or need for accommodation isn’t obvious, your employer may require reasonable medical documentation. That documentation can include your provider’s name and credentials, a statement that you have a condition limiting a major life activity, and why you need an accommodation.

• Your employer generally may not demand your diagnosis, unrelated medical records or your complete medical file.
• If it thinks your documentation is insufficient, it must explain why and give you a chance to supplement it. Only then may it require an exam with a provider it chooses, at its expense.
• Medical information must be kept confidential and separate from your personnel file. Supervisors may be told about your work restrictions, not your medical details.
• The interactive process must start when you ask, when your employer learns of your need another way, or when you’ve used up other leave and still need help.

If your request is denied or ignored

Your employer can lawfully refuse a specific accommodation if it would cause undue hardship, which Gov. Code §12926(u) defines as significant difficulty or expense, judged by factors such as the cost of the accommodation and the employer’s size and resources. It may also offer a different effective accommodation instead of the one you asked for.

Warning signs that something has gone wrong include:

• Refusing to discuss your request or letting it sit for weeks without a response
• Insisting you go on leave when another accommodation would let you work
• Requiring you to be “100 percent healed” before returning
• Withdrawing an accommodation that was working without explanation
• Discipline, a demotion or termination soon after you ask

Section 12940(m)(2) makes it unlawful to retaliate against you for requesting an accommodation, whether or not the request is granted. Failure to accommodate, failure to engage in the interactive process, retaliation and disability discrimination can each be a separate claim. Remedies may include lost wages, reinstatement, emotional distress damages, punitive damages in some cases, and attorney’s fees. Our failure to accommodate page covers these claims.

Deadlines

To bring a FEHA claim, you generally must file a complaint with the Civil Rights Department within three years of the violation and obtain a right-to-sue notice, then file any lawsuit within one year of that notice. The CRD complaint process page explains the options, and our guide explains how to get a right-to-sue notice.

Frequently asked questions

Do I have to use the words “reasonable accommodation”?

No. It’s enough that your employer knows you have a medical condition and need a change at work. Using the phrase in writing still helps make your request clear.

Do I have to tell my employer my diagnosis?

Generally no. Documentation can confirm that you have a condition that limits a major life activity and explain your restrictions without naming the condition.

Can my employer pick a different accommodation than the one I asked for?

Yes, if its option is effective. Your employer must consider your preference, but it may choose among effective accommodations.

Can a temporary condition qualify?

It can. California law doesn’t require a disability to be permanent, and the regulations treat leave for recovery as a possible accommodation. Minor short-term illnesses with no lasting effects, such as a cold, generally don’t qualify.

Can I be fired for asking?

Firing or punishing you for requesting an accommodation can violate Gov. Code §12940(m)(2). Keep copies of your request and everything that happened afterward.

Talk to a California employment lawyer

Employees First Labor Law represents workers exclusively in disability and accommodation cases across California. We offer free virtual consultations to review your request, your employer’s response and your options. Contact us online or call (310) 853-3461.

This article is general information about California law as of 2026, not legal advice for your situation. Reading it does not create an attorney-client relationship.