How to ask for workplace accommodations, most of which cost nothing

Key takeaways

• In a large Job Accommodation Network survey, 61% of employers who reported costs said their accommodations cost nothing, and the median one-time cost was $300¹.
• Since 2009, federal law has counted many chronic conditions that flare and fade, or that are in remission, as disabilities².
• You can ask for a change in plain words, out loud or in writing, and a short email gives you a helpful record³⁴.
• Breaks to eat or take medicine, a place to store food or insulin, flexible hours and remote work are all common accommodations³⁵⁶.
• Students have rights too, from a 504 plan in grade school to the disability services office in college⁷⁸.

A 10-minute break to check blood sugar. A later start on mornings when stiff joints need time to loosen up. A chair that supports a sore back through an eight-hour shift. For people living with a chronic illness, small changes like these can shape the whole day.

Here is what surprises many people: these changes are usually cheap. When the Job Accommodation Network (JAN) surveyed employers, 61% of those who shared cost details said their accommodations cost nothing to put in place¹. Another 33% reported a one-time cost, with a median of \$300¹. Employers also saw a payoff. In the same survey, 85% reported better employee retention, and about half saw gains in productivity and attendance¹.

The legal name for these changes is “reasonable accommodations.” Federal law gives many workers and students the right to ask for them. This guide explains who is covered, how to ask, and which changes fit everyday needs such as rest, food, medicine and quiet.

Federal law covers more chronic conditions than many people expect

The Americans with Disabilities Act (ADA) bars job discrimination against qualified people with disabilities. Its employment rules (Title I) apply to businesses with 15 or more employees, as well as to state and local governments⁹. The U.S. Equal Employment Opportunity Commission (EEOC) enforces those rules⁹.

In 2008, Congress passed the ADA Amendments Act, which took effect on January 1, 2009². It says the definition of disability should be read in favor of broad coverage². Two changes matter most for chronic illness. First, a condition that is episodic or in remission counts as a disability if it would substantially limit a major life activity when active². Second, the question is judged without counting the benefits of medicine or other “mitigating measures,” except ordinary glasses or contact lenses².

The law also added “major bodily functions” to the list of major life activities. These include the immune system and the digestive, nervous, breathing, circulatory and hormone (endocrine) systems¹⁰. That helps people whose conditions are invisible from the outside. The EEOC names diabetes, cancer and epilepsy among the conditions that should easily be found to be disabilities².

A reasonable accommodation is a change to the job, the workplace or the usual way of doing things. It lets a qualified person apply for a job, do its essential duties, or enjoy the same benefits as other workers³. An employer must provide one unless it would cause undue hardship³.

State and local laws can add to these rights. Many states and cities have their own fair employment agencies, and in some cases these agencies enforce laws that offer workers greater protection¹¹. If your employer has fewer than 15 workers, look up your state’s rules.

Pregnancy brings its own protections. The Pregnant Workers Fairness Act took effect on June 27, 2023. It requires employers with 15 or more workers to accommodate known limits tied to pregnancy, childbirth or related conditions¹². Examples include extra or longer breaks to drink water, eat, rest or use the restroom, a stool to sit on, and a later start time¹².

Accommodations that make room for your daily health routine

Many chronic conditions come with a daily rhythm. You might eat at set times, take medicine with food, rest for a few minutes, or stretch between tasks. The right accommodations protect that rhythm at work.

Breaks are the classic example. The EEOC says a break to take medication may be a reasonable accommodation³. One example in its guidance involves an employee with diabetes. Her doctor’s note asks for three or four 10-minute breaks a day to test her blood sugar³. Accommodations can also cover the side effects of medicine you take for a disability³.

JAN’s list of ideas for diabetes shows how practical this can get. It includes frequent breaks for food, a place to test blood sugar, a place to take insulin, and storage for medicine and food⁵. It also suggests a rest area to recover after a high or low blood sugar episode⁵. Insulin may need storage that is temperature-controlled and easy to reach, which is where a mini fridge comes in⁵.

Fatigue calls for a different set of tools. For low stamina, JAN suggests periodic rest breaks and a flexible schedule, so you can work when you are not worn out⁶. It also suggests telework to save the energy a commute takes⁶. Adjustable chairs and stand-lean stools can make a workstation easier on the body, and accessible parking near the door means less walking⁶.

For headaches and sensitivity to light or sound, JAN lists modified or natural lighting, glare filters, noise-canceling headsets and a flexible schedule¹³. Cubicle doors, shields and sound-absorbing panels can turn a busy corner into a calmer space¹³.

What you need	Accommodations to ask about	How you might say it
Food or medicine on a schedule	Set breaks for meals or snacks, a private spot to take medicine, fridge space	“I need to eat every few hours to keep my blood sugar steady.”
Steady energy	Periodic rest breaks, a flexible schedule, some telework	“Afternoon fatigue hits hard. A short rest break helps me finish the day.”
Comfort sitting or standing	Adjustable chair, stand-lean stool, anti-fatigue mat	“Standing all shift flares my joint pain. A stool would help.”
Calm light and sound	Natural or task lighting, glare filters, noise-canceling headset	“Bright overhead lights trigger my migraines.”
Flares that come and go	Modified schedule, intermittent leave, some telework	“On flare days I may need a later start or a day at home.”

Sources:^3561314

Plan for flare days before they happen. A modified schedule can mean adjusting arrival or departure times, adding periodic breaks, or changing when certain tasks get done³. It can also mean using paid leave or extra unpaid leave³. Agree on a flare plan in advance, such as a later start or a day at home. Then you won’t have to negotiate on your worst days. Pacing and energy conservation, covered in separate guides in this library, pair well with these changes.

If your wellness routine includes vitamins, minerals or other daily supplements, the same break and fridge shelf can serve them too. When you ask, explain how the timing connects to your health condition, since a request needs to link a work change to a medical reason⁴. Keep a current list of every supplement and medicine you take, and share it with your care team so everything works together. For quality, look for third-party seals such as USP Verified, NSF Certified for Sport or ConsumerLab approved on the label. If something needs to stay cold, a labeled container in the shared fridge or a small cooler at your desk keeps it handy.

How to ask for what you need

You don’t need special words. The EEOC says you can use plain English and never have to mention the ADA or say “reasonable accommodation”³. You simply need to let your employer know you need a change at work for a reason related to a medical condition⁴. A family member, friend or health professional can also ask on your behalf³.

Your request can be spoken, and it doesn’t have to be in writing³. Your employer may ask you to fill out a form, but it can’t ignore your first request while it waits³. Still, the ADA National Network recommends putting it in writing even when your employer doesn’t require it⁴. A paper trail helps if anyone later disputes whether or when you asked⁴.

Timing matters too. JAN advises that it is better to speak up and ask before your job performance suffers¹⁵. Tell someone who can act on the request, such as your manager, supervisor or a human resources professional¹⁵. You don’t have to tell coworkers, and the ADA requires employers to keep disability-related information confidential¹⁵.

A short, friendly email can be enough. Here is one way it might read:

“Hi Dana, I have a health condition that causes fatigue later in the day. To keep doing my best work, I’d like two 10-minute rest breaks each afternoon. I’d also like the option to work from home on Fridays. I’m open to other ideas, and my doctor can send a note if you need one. Could we talk this week?”

Use this checklist when you get ready to ask:

• Describe the barrier at work in one or two sentences, and link it to your health condition.

• Suggest one or two specific changes, such as “two 10-minute breaks to eat and take my medicine.”

• Send the request by email to your manager or HR, and save a copy.

• Ask your clinician for a short note about your limits and what helps, rather than your full records.

• Offer a trial period, with a set date to check in on how it’s working.

• After each conversation, write down the date, who you spoke with and what you agreed on.

• If your health changes, update your request.

• Look up ideas for your condition at askjan.org before the meeting.

What your employer can ask about your health

The EEOC describes your request as the first step in an informal, interactive process³. In plain terms, the two of you talk it through and look for a change that works.

If your condition or your need is not obvious, your employer may ask for reasonable documentation about your disability and your functional limits³. That can include the nature, severity and duration of the condition and which activities it limits³. In most situations, an employer can’t ask for your complete medical records³. It also can’t ask for documentation when both the disability and the need for a change are obvious³.

Expect some give and take. If more than one option would work, the employer may choose among them, as long as its choice is effective³. Your preference still matters, so explain why your idea works best. The EEOC also says employers should respond quickly, because unnecessary delays can violate the ADA³.

If talks stall, ask for the reason in writing and suggest other options. JAN and the EEOC can help you think through next steps. If you decide to file a charge of discrimination, the deadline is generally 180 calendar days¹⁶. It stretches to 300 calendar days where a state or local agency enforces a similar law¹⁶.

Remote work is still possible in 2026, with a job-related reason

In February 2026, the EEOC and the U.S. Office of Personnel Management released questions and answers on telework as an accommodation for federal workers¹⁷. Federal workers are covered by the Rehabilitation Act, which uses the same standards as the ADA¹⁷.

The guidance says the law may, in some cases, still require recurring or full-time telework¹⁷. Its focus is telework that lets an employee perform the essential functions of the job¹⁷. It says the law does not require accommodations that only ease symptoms without also helping a person do those essential functions¹⁷. Employers may also ask for updated medical documentation when they review an arrangement¹⁷.

So build a remote work request around the job itself. Explain how working from home on some days lets you finish full, productive workdays, for example by saving the energy a commute takes⁶. Be ready to talk about other options, too. The guidance notes that the employer has the final pick among effective accommodations, and that a flexible schedule may make a commute workable¹⁷.

Time off for flares under the Family and Medical Leave Act

Some days, no accommodation will get you through a shift. That’s where the Family and Medical Leave Act (FMLA) can help. It lets eligible workers take up to 12 workweeks of leave a year for a serious health condition¹⁴.

In the private sector, your employer must have 50 or more employees¹⁴. You also need at least 12 months with the employer and at least 1,250 hours of work in the 12 months before leave starts¹⁴. That works out to roughly 24 hours a week. Your work site also needs at least 50 company employees within 75 miles¹⁴.

Chronic conditions count. The Department of Labor describes a chronic condition as one that needs a health care visit at least twice a year¹⁴. It also brings periods of incapacity that recur over time¹⁴. You can take FMLA leave all at once or in short stretches of time¹⁴. In one Labor Department example, a worker occasionally uses 30 to 40 minutes of leave before reporting to work¹⁴.

If you expect flares, ask HR for the FMLA forms early, on a good day. Getting your clinician’s certification on file ahead of time means a bad morning doesn’t turn into a paperwork scramble.

FMLA leave may be unpaid, or it can run at the same time as paid leave from your employer¹⁴. Your employer must keep your group health benefits going, and you must get the same or a nearly identical job back¹⁴. Your employer can ask for a medical certification, but a diagnosis is not required on it¹⁴.

The ADA can pick up where the FMLA leaves off. The EEOC tells employers to look at each law separately³. Unpaid leave can itself be a reasonable accommodation³. In one EEOC example, an employer can’t deny a 13th week of leave unless it can show undue hardship³.

Students have rights from kindergarten through college

Children and teens with a chronic illness have two main federal protections at school. The Individuals with Disabilities Education Act (IDEA) covers children who need special education, from birth to age 21 or graduation⁷. Their services are spelled out in a written Individualized Education Program (IEP)⁷. Section 504 of the Rehabilitation Act protects students with disabilities in programs that receive federal funding, which includes most public schools⁷.

Many students with a chronic illness don’t need special instruction, but they do need adjustments during the school day. They may qualify under Section 504 and the ADA even when IDEA doesn’t apply⁷. A written 504 plan is a best and common practice, though the rules don’t require one⁷. For a student with diabetes, the American Diabetes Association’s 504 plan guidance includes permission to eat whenever and wherever necessary¹⁸. It also includes extra trips to the bathroom or water fountain¹⁸. Families can bring concerns about Section 504 or the ADA to the U.S. Department of Education’s Office for Civil Rights⁷.

College works differently, because the student takes the lead. Section 504 covers public or private schools that receive federal funding⁸. ADA Title II covers public colleges and Title III covers private ones⁸. Most campuses have an office that coordinates accommodations, and students should contact it well before they need a change⁸. Accommodations should be designed around each student’s needs, though schools don’t have to make changes that would fundamentally alter a program⁸.

If you’re heading to college with a chronic illness, reach out to that office the spring or summer before classes start. Ask what records it wants, how requests work each term, and who to call if a flare hits during exams. Think about daily life too, such as a dorm fridge for food or medicine and a class schedule that matches your best hours.

The bottom line

Living with a chronic illness takes daily care, and work or school can leave room for it. Federal law now covers many conditions that come and go, and most accommodations cost employers little or nothing¹².

Start small and specific. Name the barrier, suggest a change, put it in an email and keep notes. Breaks to eat, a fridge shelf, a better chair or a flexible start time can make a full day more doable. If a flare knocks you off course, FMLA leave and ADA leave may give you time to rest and regroup³¹⁴.

This article is general information, not legal advice. For free, confidential guidance on your situation, contact the Job Accommodation Network at askjan.org or (800) 526-7234, or the U.S. Equal Employment Opportunity Commission at eeoc.gov.

Sources

1. Job Accommodation Network. Costs and Benefits of Accommodations (Low Cost, High Impact Report). AskJAN.org. 2025. askjan.org

2. U.S. Equal Employment Opportunity Commission. Fact Sheet on the EEOC’s Final Regulations Implementing the ADAAA. EEOC.gov. 2011. eeoc.gov

3. U.S. Equal Employment Opportunity Commission. Enforcement Guidance on Reasonable Accommodation and Undue Hardship under the ADA. EEOC.gov. 2002. eeoc.gov

4. ADA National Network. What is the process to request a reasonable accommodation? ADATA.org. n.d. adata.org

5. Job Accommodation Network. Diabetes (Accommodation Ideas A to Z). AskJAN.org. n.d. askjan.org

6. Job Accommodation Network. Decreased Stamina/Fatigue. AskJAN.org. n.d. askjan.org

7. ADA National Network (Southwest ADA Center). Disability Rights Laws in Public Primary and Secondary Education: How Do They Relate? ADATA.org. 2018. adata.org

8. ADA National Network. What are a public or private college or university’s responsibilities to students with disabilities? ADATA.org. n.d. adata.org

9. U.S. Equal Employment Opportunity Commission. What You Should Know about the EEOC and Enforcement of the Americans with Disabilities Act. EEOC.gov. n.d. eeoc.gov

10. Job Accommodation Network. Americans with Disabilities Act Amendments Act. AskJAN.org. n.d. askjan.org

11. U.S. Equal Employment Opportunity Commission. Fair Employment Practices Agencies (FEPAs) and Dual Filing. EEOC.gov. n.d. eeoc.gov

12. U.S. Equal Employment Opportunity Commission. What You Should Know About the Pregnant Workers Fairness Act. EEOC.gov. n.d. eeoc.gov

13. Job Accommodation Network. Migraines (Accommodation Ideas A to Z). AskJAN.org. n.d. askjan.org

14. U.S. Department of Labor, Wage and Hour Division. Fact Sheet #28P: Taking Leave from Work When You or Your Family Member Has a Serious Health Condition under the FMLA. DOL.gov. 2025. dol.gov

15. Job Accommodation Network. Disability Disclosure. AskJAN.org. n.d. askjan.org

16. U.S. Equal Employment Opportunity Commission. Time Limits for Filing a Charge. EEOC.gov. n.d. eeoc.gov

17. U.S. Equal Employment Opportunity Commission and U.S. Office of Personnel Management. Frequently Asked Questions from the Federal Sector about Telework Accommodations for Disabilities. EEOC.gov. 2026. eeoc.gov

18. American Diabetes Association. Section 504 Plan. Diabetes.org. n.d. diabetes.org

This article is for general education and is not medical advice. Talk with your healthcare professional about your own health, especially before starting a new supplement if you are pregnant, nursing, taking medicine, or managing a health condition. Statements about dietary supplements have not been evaluated by the Food and Drug Administration. These products are not intended to diagnose, treat, cure, or prevent any disease. Reviewed October 2026.