Requesting communication support at work can feel like a significant challenge. For Deaf, Deafblind, and disabled professionals, navigating workplace systems to get the right adjustments is often a source of anxiety. Many worry about how their request will be perceived or whether the cost will be seen as a burden on their employer. Understanding your rights is the first step towards building a more accessible and equitable professional environment.
This article explains the legal duty on employers to provide reasonable adjustments at work. It covers what the Equality Act 2010 requires, how to request support, and how specialist assessments can lead to robust, person-centred outcomes for everyone involved.
Key Takeaways
- The employer’s duty to make reasonable adjustments is triggered when they know, or could reasonably be expected to know, an employee has a disability.
- Adjustments can include communication support such as interpreters, specialist equipment, or changes to workplace practices.
- Access to Work is a government grant scheme that can help fund support, but it does not replace an employer’s legal responsibilities.
- Making a formal, written request for adjustments helps to create a clear record of your communication needs and proposed solutions.
What the Equality Act 2010 requires of employers
The Equality Act 2010 places a legal duty on employers to make reasonable adjustments for disabled employees. The goal of this duty is to remove barriers that a disabled person may face in the workplace, helping to create a more level playing field where they can perform their role effectively. This applies to every stage of employment, from the recruitment process and interviews to day-to-day work, training, and opportunities for promotion.
When the duty is triggered
In an employment context, the duty to make reasonable adjustments is not anticipatory. It is triggered when an employer knows, or could reasonably be expected to know, that an employee has a disability and is likely to be placed at a substantial disadvantage because of it. This knowledge could come from the employee disclosing their disability, observations of the employee struggling with certain tasks, or information from an occupational health report.
Once the duty is triggered, the employer must take reasonable steps to identify and implement adjustments. This is a collaborative process that should involve open discussion with the employee about the barriers they face and what support could help to overcome them.
What counts as a substantial disadvantage
A substantial disadvantage is a disadvantage that is more than minor or trivial. It is assessed by comparing the employee’s situation to that of a non-disabled colleague. For an employee with communication needs, a substantial disadvantage could arise in many situations. For example, they might be unable to participate fully in team meetings, understand critical information during a fire drill, access digital training modules, or build professional relationships with colleagues during informal conversations.
Identifying these disadvantages requires a clear understanding of the individual’s role and the specific barriers created by their environment. A workplace communication assessment conducted by a specialist can provide a detailed analysis of these barriers and recommend effective, proportionate adjustments.
Communication adjustments in practice
Effective communication is central to most professional roles. For Deaf and Deafblind employees, reasonable adjustments often focus on providing access to information and dialogue through specialist support and technology.
BSL interpreting
For a professional who uses British Sign Language (BSL), having access to a qualified BSL interpreter is a critical adjustment. Interpreters facilitate communication in meetings, training sessions, performance reviews, and important client-facing interactions. The provision of a BSL interpreter allows the employee to contribute their skills and expertise on an equal basis with their hearing colleagues. It is important to book interpreters with the appropriate domain experience, for example, in legal or medical settings, to match the complexity of the assignment. For more information, you can read our guide on BSL interpreters for legal appointments.
Deafblind interpreting and hands-on signing
The communication needs of Deafblind individuals are highly specific and require a different specialism. Deafblind interpreting is a distinct profession from BSL interpreting, involving different techniques to convey information visually and through touch. One primary method is hands-on signing, where the Deafblind person places their hands on the interpreter’s hands to feel the signs being produced. This method of receiving signing through touch is a vital adjustment for many. It is essential that employers recognise that BSL interpreting and Deafblind interpreting are not interchangeable; the correct specialism must be matched to the individual’s needs, as detailed in our article on why specialist Deafblind interpreters matter.
Environmental and digital adjustments
Beyond personal communication support, adjustments may also involve changes to the physical and digital environment. This could include installing flashing light fire alarms, providing assistive listening technology such as hearing loops, or making modifications to workstation lighting to reduce glare. In the digital workspace, adjustments might involve providing screen reader-compatible software, offering transcripts or captions for video content, and distributing documents in accessible formats ahead of meetings.
How to make a request
Approaching your employer to request an adjustment can be a straightforward process, particularly when you are prepared and clear about your needs.
Putting the request in writing
While an informal conversation with a line manager is a good starting point, it is advisable to follow this up with a formal request in writing. A written request creates a clear record and helps to structure the conversation. Your request should include:
- A clear statement that you are requesting reasonable adjustments under the Equality Act 2010.
- Information about your disability or health condition and the barriers you face at work.
- Suggestions for specific adjustments that you believe would be effective.
- Any supporting information, such as a report from a specialist workplace assessor.
This document provides a solid foundation for a productive discussion with your employer about finding the best solutions.
Access to Work
Access to Work is a government-run, discretionary grant scheme that can help to cover the costs of workplace adjustments. It can fund support such as BSL interpreters, specialist equipment, and travel to work. It is important to understand that Access to Work does not replace the employer’s duty to make reasonable adjustments. The legal responsibility remains with the employer.
For applications concerning special aids, equipment, and premises adaptations, a cost-sharing model applies where the employee has worked for the employer for more than six weeks. The Access to Work annual award cap has been frozen at £69,260 since April 2024 and applies to grants awarded or reviewed up to 31 March 2027. The government has stated that the scheme is under review. An Access to Work assessment will result in a report that recommends support, which can then be used to inform the employer’s decisions.
Keeping adjustment decisions defensible
For employers, making decisions about reasonable adjustments requires a fair and transparent process. A defensible decision is one that is well-documented, evidence-based, and made in consultation with the employee. Rushing the process or failing to explore all viable options can lead to poor outcomes and potential disputes.
Utilising specialist consultancy can help an organisation to navigate complex communication needs with confidence. An expert workplace assessment provides a robust evidence base, outlining the barriers and recommending proportionate solutions. This process helps both the employer and employee to understand what is reasonable and effective in their specific context. Professional supervision for interpreters and communication professionals involved in the adjustments also helps to maintain high standards of practice over time. A structured approach, guided by specialist expertise, supports fair and sustainable outcomes that allow all employees to thrive.
Frequently Asked Questions
What qualifies as a reasonable adjustment?
An adjustment is considered "reasonable" based on several factors. These include how effective it will be in removing the disadvantage, how practicable it is to implement, the cost of the adjustment, the employer’s size and financial resources, and the availability of external funding, such as through an Access to Work grant.
Who pays for BSL interpreting at work?
The employer is responsible for paying for reasonable adjustments, which can include the cost of BSL interpreting. While an Access to Work grant can provide funding towards this cost, the ultimate legal duty to fund the adjustment rests with the employer.
Can an employer refuse a request for hands-on signing?
An employer can only refuse a request for an adjustment if it is not considered "reasonable". A refusal must be justified against the established factors, such as practicability or the overall cost in relation to the organisation’s resources. A request cannot be refused simply because the type of support, like hands-on signing, is unfamiliar to the employer. A specialist assessment can help to evidence the need for such support.
How does Access to Work support communication needs?
Access to Work can provide grant funding for support workers, including BSL interpreters and Communication Support Workers for Deafblind people. It can also fund specialist equipment, such as assistive listening devices or accessible software. The grant is awarded to the individual based on an assessment of their workplace needs.
To discuss your organisation’s requirements for specialist communication assessments, consultancy, or support, contact IntegraSense today.
