The Prevalence of Employees Asking for Accommodations and Being Told "No" – Why Employers Need to Do Better

In recent years, the conversation surrounding workplace accommodations has gained significant attention, especially as more organizations embrace diversity, equity, and inclusion (DEI) initiatives. Employees, particularly those with disabilities or unique needs, have the right to request accommodations that enable them to perform their jobs to the best of their abilities. However, despite the legal framework in place (such as the Americans with Disabilities Act or ADA in the U.S.), many employees still face resistance or outright refusal when seeking accommodations, and sometimes the process can be frustratingly difficult.

So, why are employees so often told "no" when they request accommodations, and what can employers do to address this issue? In this blog post, we’ll explore the prevalence of accommodation requests being denied, the challenges employees face, and what employers can do to improve the accommodation process and create a more supportive work environment.

1. The Reluctance to Understand the Need for Accommodations

One of the most significant barriers employees face when requesting accommodations is the reluctance or resistance from employers or managers to understand the real need for those accommodations. Many employers may not fully appreciate the impact that an employee's disability, medical condition, or unique needs can have on their ability to work. This lack of understanding can lead to dismissive attitudes toward accommodation requests, with employees being told that their needs are either "not that serious" or that accommodations are "unnecessary."

Why it’s a problem:
When employees request accommodations, they are usually seeking something that will allow them to perform their job successfully and remain productive. However, if employers don’t recognize the validity of the request or understand the employee’s condition, they may view it as an inconvenience or an additional burden. This can lead to employees feeling unsupported, disrespected, or even discriminated against.

What employers can do:
Employers should make an effort to educate themselves about the types of accommodations that may be needed and why they are important. Providing training for managers on disability awareness and the accommodation process can help to foster empathy and understanding. It’s also important for employers to create an open, non-judgmental environment where employees feel comfortable discussing their needs without fear of dismissal or stigma.

2. Lack of Knowledge About the Accommodation Process

Another common issue is that employees often don’t know how to formally request accommodations or are unclear about the process. On the flip side, employers may not have a clear or formalized system for handling accommodation requests. This lack of clarity can create confusion and frustration for both parties, with employees unsure of how to approach the situation and employers unsure of how to respond.

Why it’s a problem:
When there is no clear process for requesting accommodations, it can lead to unnecessary delays, misunderstandings, and a lack of accountability. Employees may feel lost in the system, unsure of how to advocate for themselves, and may even give up on their request altogether. For employers, the absence of clear procedures can lead to inconsistent responses, making the workplace appear disorganized or unresponsive to employee needs.

What employers can do:
Employers should establish and communicate a clear accommodation policy to employees. This policy should outline the process for requesting accommodations, who to contact, what documentation might be needed, and the steps the company will take to evaluate and implement accommodations. Ensuring that the process is transparent and accessible will empower employees to feel confident in making their requests and allow employers to address them in a timely and consistent manner.

3. The "No Budget" Argument

One of the most common reasons employers give for rejecting accommodation requests is the argument that they are simply too costly or that the company does not have the budget for them. Employers might claim that accommodations such as ergonomic office furniture, software for employees with visual impairments, or more flexible work hours are expensive and unreasonable.

Why it’s a problem:
While certain accommodations can incur costs, many common accommodations are low-cost or free—and the long-term benefits often outweigh the investment. For example, allowing an employee to work from home occasionally or providing a flexible schedule might have little to no cost but can significantly improve the employee’s productivity and job satisfaction. By rejecting accommodation requests based on the "cost" argument, employers risk losing valuable talent and creating a workplace that is not truly inclusive or supportive.

What employers can do:
Employers should evaluate accommodation requests on a case-by-case basis rather than dismissing them outright due to perceived cost. It's also important for employers to recognize that the cost of accommodations is often much lower than the cost of employee turnover or decreased productivity due to unmet needs. In many cases, reasonable accommodations can lead to increased engagement, retention, and performance, which can ultimately benefit the organization as a whole.

4. Perceived Impact on Team Dynamics and Morale

Some employers may deny accommodation requests because they fear it will create disruptions or an unfair advantage within the team. For instance, employees may be concerned that granting flexible hours or remote work for one employee might lead others to request the same or feel resentment towards their colleague for receiving "special treatment."

Why it’s a problem:
This mentality can foster a culture of favoritism or resentment, making employees feel like their needs don’t matter or that accommodations are a form of preferential treatment. When employees see their colleagues being denied accommodations, it can discourage them from even attempting to request help for fear of being stigmatized or labeled as difficult.

What employers can do:
It’s important for employers to focus on equity rather than equality. An employee's accommodation should be viewed as an effort to create a level playing field, not a privilege. Communicating this to the team and making it clear that accommodations are provided based on individual needs can help reduce any perceived tension. Additionally, promoting a culture of inclusivity where all employees feel supported—regardless of their specific needs—can help prevent misunderstandings and foster a more positive workplace culture.

5. The "Not Enough Documentation" Issue

Another common reason for denial is the lack of adequate documentation supporting the accommodation request. Employees may be asked to provide detailed medical records or other forms of proof before any accommodations are considered. While it is important to ensure that accommodations are reasonable and appropriate, employees may feel uncomfortable disclosing personal medical information, and in some cases, they may be unable to obtain the necessary documentation right away.

Why it’s a problem:
While employers do have the right to request documentation to validate an accommodation request, overly burdensome documentation requirements can create additional stress for employees, making them feel their privacy is being violated or their requests are not taken seriously. This can also delay the accommodation process or lead employees to abandon their requests entirely.

What employers can do:
Employers should ensure that the process for requesting accommodations is sensitive, respectful, and minimally invasive. Rather than requesting excessive documentation upfront, employers can start by having an open conversation with the employee to better understand their needs and what accommodations would be most beneficial. In many cases, a medical professional’s recommendation or a simple note can suffice. By adopting a flexible approach and being understanding of employees’ privacy concerns, employers can make the accommodation process more approachable and less intimidating.

6. Fear of Legal Backlash

Finally, some employers may simply fear the legal consequences of granting accommodations, especially if they are unsure about the legal requirements. They may worry about inadvertently violating disability laws or fear that the accommodation could open the door to lawsuits or claims of unfair treatment from other employees.

Why it’s a problem:
This fear can lead to paralysis or avoidance of the accommodation process altogether. When employers overemphasize potential legal risks, they may inadvertently create an environment where employees feel discouraged from requesting accommodations, potentially violating their rights in the process.

What employers can do:
To avoid legal pitfalls, employers should familiarize themselves with applicable disability laws (such as the ADA in the U.S.) and provide regular training to HR professionals and managers on how to navigate accommodation requests. Understanding the legal protections in place for employees with disabilities will help employers feel more confident in their decision-making and reduce the fear of legal repercussions. Partnering with legal counsel or disability experts can also ensure that the accommodation process is fair, legally compliant, and respectful.

Conclusion: The Importance of an Inclusive, Supportive Workplace

The refusal to grant reasonable accommodations is not just an issue of employee dissatisfaction; it’s a matter of inclusivity, employee well-being, and legal compliance. When employers make accommodations difficult to obtain or outright deny them, they risk alienating valuable employees, creating a less diverse workplace, and failing to comply with legal protections for employees with disabilities.

By creating a transparent, empathetic, and supportive process for accommodation requests, employers can help neurodiverse or disabled employees thrive in their roles and feel respected and valued. In turn, this will lead to improved employee retention, greater job satisfaction, and a stronger, more inclusive organizational culture. Ultimately, providing accommodations isn't just a legal obligation—it's a strategic investment in creating a more diverse, engaged, and productive workforce.