How to Request Accommodation Needs During Hiring

Navigating the hiring process can feel like a marathon, especially when you need to request accommodation needs during hiring. Whether you require a wheelchair‑accessible interview room, extra time on assessments, or a screen‑reader for an online application, knowing the right steps can turn a potentially stressful situation into a confident, professional interaction. This guide walks you through the legal backdrop, preparation tactics, sample communications, and a handy checklist—plus it shows how Resumly’s AI‑powered tools can give your application an extra edge.

1. Why Knowing Your Rights Matters

In the United States, the Americans with Disabilities Act (ADA) guarantees that qualified applicants with disabilities must receive reasonable accommodations unless it creates undue hardship for the employer. According to the EEOC, 22% of employees request accommodations at some point in their careers. Understanding this right does two things:

1. Empowers you to ask for what you need without fear of discrimination.
2. Helps employers comply with the law, making the request a win‑win.

Key definition: Reasonable accommodation – a modification or adjustment that enables a qualified individual with a disability to perform essential job functions or enjoy equal access to the hiring process.

2. Preparing Your Request – A Step‑by‑Step Guide

Step 1: Identify the Exact Need

• What accommodation do you need? (e.g., sign‑language interpreter, extended test time)
• When will you need it? (phone screen, in‑person interview, assessment)
• How will it help you perform? Write a one‑sentence justification.

Step 2: Gather Supporting Documentation

Most employers will ask for documentation from a qualified health professional. Keep these items handy:

• Recent medical note or functional assessment
• Explanation of how the accommodation addresses the limitation
• Any prior accommodation history (if relevant)

Step 3: Choose the Right Communication Channel

• Email is preferred for a written record.
• Phone can be used for urgent or brief requests.
• HR portal (if the company provides one) often has a dedicated accommodation form.

Step 4: Draft a Clear, Concise Message

Use the template in the next section. Keep tone professional, factual, and appreciative.

Step 5: Follow Up Politely

If you haven’t heard back within 5‑7 business days, send a brief follow‑up asking for confirmation of receipt.

3. Sample Email Templates

Template A – First‑Time Request (Email)

Subject: Request for Accommodation – [Your Name] – [Position Title]

Dear [Hiring Manager/HR Contact],

I am excited about the opportunity to interview for the [Position] at [Company]. To ensure I can fully demonstrate my qualifications, I would like to request the following accommodation(s):

- **[Accommodation #1]** – brief reason (e.g., “extra 30 minutes for the timed assessment due to a documented processing speed limitation”).
- **[Accommodation #2]** – brief reason (if applicable).

I have attached a note from my healthcare provider that outlines the need for these adjustments. Please let me know if you require any additional information.

Thank you for your understanding and support.

Sincerely,
[Your Full Name]
[Phone] | [Email]

Template B – Follow‑Up Reminder

Subject: Follow‑Up on Accommodation Request – [Your Name]

Hi [HR Contact],

I wanted to confirm that you received my accommodation request sent on [date]. Please let me know if any further documentation is needed.

Thank you again for your assistance.

Best,
[Your Name]

4. Do’s and Don’ts Checklist

5. Communicating with HR – Pro Tips

1. Use the company’s preferred format. Some firms have a dedicated accommodation portal; check the careers page or the job posting for clues.
2. Mirror the company’s language. If the posting mentions “inclusive hiring,” echo that phrase in your request.
3. Highlight your strengths. Briefly remind the recruiter why you’re a great fit—this keeps the focus on your qualifications.
4. Keep records. Save copies of all emails and any responses for future reference.

6. Leverage Resumly to Strengthen Your Application

While you’re preparing your accommodation request, why not polish the rest of your application with Resumly’s AI tools?

• AI Resume Builder – Craft a keyword‑optimized resume that passes ATS filters. (Explore)
• AI Cover Letter – Generate a tailored cover letter that mentions your commitment to inclusive workplaces. (Explore)
• Interview Practice – Simulate interview scenarios, including how to discuss accommodations confidently. (Explore)
• Career Guide – Dive deeper into inclusive hiring trends and best practices. (Read)

These resources not only boost your candidacy but also demonstrate proactive problem‑solving—an attractive trait for any employer.

7. Pre‑Interview Accommodation Checklist

• Identify exact accommodation(s) needed.
• Obtain up‑to‑date medical documentation.
• Choose the appropriate communication channel.
• Draft and review email using the template.
• Attach documentation and send at least 5‑7 days before interview.
• Set a reminder to follow up if no response.
• Update your resume with Resumly’s AI builder for a polished look.
• Practice discussing accommodations in mock interviews.

8. Frequently Asked Questions (FAQs)

Q1: When is the best time to request accommodations?

Ideally, submit your request as soon as you know you’ll need it, preferably before the interview is scheduled. Early requests give employers time to arrange logistics.

Q2: Do I have to disclose my disability?

No. You only need to disclose the specific accommodation you require. The underlying condition can remain private unless you choose to share it.

Q3: What if the employer says the accommodation is a hardship?

Ask for an interactive process—a collaborative discussion to explore alternative solutions that might be less burdensome.

Q4: Can I request accommodations for a virtual interview?

Absolutely. Common virtual accommodations include captioning, screen‑reader compatibility, or a flexible interview schedule.

Q5: How many days should I wait before following up?

Give the recruiter 5‑7 business days. If you haven’t heard back, send a polite follow‑up (see Template B).

Q6: Will requesting accommodations hurt my chances?

Legally, no. Studies show that inclusive hiring practices improve employee retention and morale. Employers who value diversity often view accommodation requests positively.

Q7: What if I need multiple accommodations?

List each one clearly in your request and explain how each addresses a specific barrier. Provide supporting documentation for each if possible.

Q8: Are there any free tools to help me prepare?

Yes! Resumly offers a suite of free tools such as the ATS Resume Checker and Interview Questions database that can help you fine‑tune your application while you focus on accommodations. (Try the ATS Checker)

9. Mini‑Conclusion: Why Mastering the Request Process Matters

By following the steps outlined above, you’ll be able to confidently request accommodation needs during hiring while showcasing professionalism and preparedness. A well‑crafted request not only protects your legal rights but also signals to employers that you are proactive and solution‑oriented.

10. Final Thoughts

Requesting accommodations is a normal part of the modern hiring landscape. With the right knowledge, documentation, and communication strategy, you can ensure the process is smooth for both you and the employer. Remember to:

• Plan early and keep records.
• Use clear, concise language in your request.
• Leverage Resumly’s AI tools to make the rest of your application shine.
• Follow up politely and stay engaged.

When you combine legal awareness with a polished resume and interview preparation, you position yourself as a strong, well‑rounded candidate—ready to succeed in any inclusive workplace.

Ready to boost your resume and practice your interview skills? Visit Resumly’s AI Resume Builder and start building a career‑ready profile today.