Recruitment should be fair and inclusive. It sounds straightforward, but in practice, there are many talented candidates who have faced unnecessary barriers during the hiring process simply because their needs weren’t considered.
This is where reasonable adjustments come in. Under the Equality Act 2010, employers have a legal duty to put changes in place that remove or reduce these barriers, ensuring every candidate has a genuine opportunity to demonstrate their abilities.
This guide explains what reasonable adjustments are and who can request them, alongside some practical examples of how you can support potential employees throughout the hiring process.
What Are Reasonable Adjustments?
If a candidate has a disability that puts them at a substantial disadvantage compared to non-disabled candidates, employers must make changes that either remove or reduce that disadvantage. These changes are known as reasonable adjustments.
Examples of reasonable adjustments during the hiring process include:
- Providing application forms in accessible formats (large print, Braille, digital).
- Allowing extra time for written tests or assessments.
- Offering alternative assessment methods, such as a practical task instead of a written test.
- Ensuring interview rooms are accessible and free from physical barriers.
It should be noted that disclosure of a disability is optional, and candidates do not have to share information about their health or disability.
If a candidate does disclose a need for adjustments, employers must respond appropriately. Ignoring requests or failing to act can constitute discrimination.
It’s worth emphasising that reasonable adjustments focus on individual needs rather than making assumptions based on diagnoses. Two candidates with the same condition might need completely different support, which is why taking the time to discuss a candidate’s reasonable adjustments is extremely important.
Who Can Request Reasonable Adjustments?
Reasonable adjustments apply to anyone with a disability as defined by the Equality Act 2010 – a physical or mental impairment that has a substantial and long-term negative effect on someone’s ability to do normal daily activities.
This includes, but isn’t limited to:
- Candidates with physical disabilities or reduced mobility.
- Visually impaired or deaf candidates.
- People with mental health conditions.
- Neurodiverse candidates, including those with autism, ADHD, or dyslexia.
- Candidates with chronic illnesses such as MS, diabetes, or chronic pain conditions.
The focus should always be on the individual’s specific needs rather than trying to categorise or make assumptions. What matters is understanding what adjustment would help remove the barrier they’re facing.
Understanding Employers’ Legal Duties
The Equality Act 2010 places clear obligations on employers throughout the recruitment process. Understanding these duties helps protect both your organisation’s and candidates’ rights.
Importantly, employers cannot ask about health or disability before making a job offer, with a few specific exceptions, including:
- To understand what reasonable adjustments might be needed for the recruitment process or assessment.
- To check whether an applicant can carry out the essential functions of the role, with reasonable adjustments in place.
These restrictions exist to prevent discrimination and ensure that candidates are assessed on their abilities rather than assumptions about their disability.
The most successful organisations embed equality and inclusion policies throughout their recruitment practices, making discussions around adjustments a normal part of the process.
Practical Examples of Reasonable Adjustments
While reasonable adjustments will always depend on individual needs, here are some of the ways employers can adapt their recruitment process in practice:
Application adjustments might include offering application forms in accessible formats such as large print, Braille, or screen-reader-friendly digital documents. Some candidates benefit from the option to submit video applications rather than written ones, or vice versa.
Assessment adjustments could involve allowing extra time for written tests, providing questions in advance to reduce anxiety, or offering alternative assessment methods. For example, a practical task might better demonstrate someone’s abilities than a written test.
Interview adjustments ensure physical accessibility, such as ground-floor interview rooms with wheelchair access, ensuring adequate lighting for lip-reading, or providing a quiet space for candidates who need to manage sensory sensitivities.
Technology and communication adjustments include allowing candidates to use their own assistive technology, providing sign language interpreters, offering note-takers for candidates who struggle with information processing, or enabling communication via email rather than phone calls.
Timing and format adjustments may be used to accommodate candidates by adjusting interview times to work around medication schedules, for example. Offering remote or virtual interviews removes travel barriers for some candidates, whilst others might need in-person meetings broken into shorter sessions.
By considering adjustments across each stage of the hiring process, employers can remove unnecessary barriers and make sure that every candidate is assessed on their skills and potential, not on whether the process itself excludes them.
Assessing Whether an Adjustment Is ‘Reasonable’
Whilst employers must provide reasonable adjustments, what counts as ‘reasonable’ depends on individual circumstances. Only an employment tribunal can make definitive judgements, but employers should consider several factors when making decisions.
Effectiveness matters first: will the adjustment genuinely remove or reduce the disadvantage the candidate faces?
Practicality and feasibility also need consideration. Can the adjustment be implemented with your current resources and within reasonable timeframes?
Cost is a legitimate factor, but it’s worth noting that many adjustments cost nothing or very little. The Access to Work scheme can also provide funding to support adjustments, which employers should explore before citing cost as a barrier.
Impact on others should be considered, though this rarely justifies refusing adjustments. If an adjustment would genuinely create significant difficulties for other staff or operations, alternative solutions should be explored.
How Candidates Can Request Reasonable Adjustments
If you’re a candidate needing adjustments, there are several ways to make your request.
Many application forms include a section where you can indicate adjustment needs. If this option exists, we recommend communicating any necessary adjustments in this manner – it’s the simplest way to ensure your requirements are noted from the start.
You can also send an email or letter directly to the HR contact or hiring manager listed in the job advertisement.
When requesting your reasonable adjustments, it helps to be clear and specific about what would help you. Rather than simply stating a diagnosis, explain what adjustment you need. For example, “I need interview questions in advance, as I process information better with preparation time” is more helpful than “I have anxiety.”
You don’t need to provide detailed medical information. You only need to share enough for the employer to understand what adjustment would help.
Remember that reasonable adjustments are a legal right. Whilst it’s worth being collaborative in finding solutions, don’t feel you’re imposing by making reasonable requests.
How Employers Can Create a Culture of Openness
The best employers make it as easy and as comfortable as possible for potential employees to request reasonable adjustments through the hiring process.
Simple actions make a significant difference. Employers can include statements about reasonable adjustments in job advertisements, making it clear that requests are welcomed and explaining how candidates can make them.
Alongside this, employers should aim to make it easy for potential employees to request reasonable adjustments. The best way to do this is to add a section for reasonable adjustments on the job application itself, inviting employees to write down their request there.
Hiring managers should ideally be trained to respond sensitively and confidently when candidates request adjustments. Many managers want to support candidates but worry about saying the wrong thing. Clear guidance and training help them have productive conversations.
It is also worth making policies visible and accessible. When candidates can easily find information about how your organisation supports disabled applicants, they feel more comfortable requesting what they need.
These actions help to reduce stigma around disability and health conditions, creating environments where everyone feels able to bring their whole selves to work.
Making Inclusion Standard Practice
Reasonable adjustments in recruitment are both a legal duty and a significant opportunity to build stronger, more inclusive organisations. They’re about removing barriers, accessing diverse talent, and ensuring every candidate gets a fair chance to show what they can do.
The key points to remember: reasonable adjustments are changes that remove disadvantages faced by disabled candidates. They apply throughout recruitment, from application through to interview and assessment. Examples range from accessible formats and extra time to flexible interview arrangements and assistive technology support.
Employers must respond appropriately when candidates request adjustments, considering effectiveness, practicality, and cost. Candidates should feel confident requesting what they need, being specific about requirements without needing to share detailed medical information.
When organisations embed inclusive practices throughout recruitment, everyone benefits. Employers access wider talent pools and build diverse teams, whilst candidates get genuine opportunities to demonstrate their abilities.
If you’re looking to strengthen your recruitment practices and embed inclusion throughout your hiring process, we’re here to help. Our recruitment and retention services and HR strategy support can help you create truly inclusive recruitment processes that attract the best talent whilst meeting your legal obligations.
Making reasonable adjustments isn’t complicated – it just requires some planning and a genuine commitment to fair treatment. Get it right, and you’ll build a reputation as an employer that values all talent, opening doors to people who might otherwise be excluded.