Simple Scripts for Asking Your Manager for Accommodations — Because Self-Advocacy Shouldn’t Be a Guessing Game

Requesting workplace accommodations can feel daunting, especially when balancing professionalism with personal needs. Yet self-advocacy is a skill worth mastering. This article provides actionable scripts and strategies to help you communicate your needs clearly and confidently. Whether you require flexible hours, ergonomic adjustments, or mental health support, these tools will guide you through structuring the conversation—without leaving outcomes to chance.

Why Accommodations Matter: Understanding Your Rights

Before approaching your manager, it’s essential to recognise that accommodations are not “favours”—they’re often legally protected measures to ensure equitable work environments. In the UK, the Equality Act 2010 mandates employers to make reasonable adjustments for employees with disabilities, including physical, mental, or neurodivergent conditions. Even if your request isn’t legally mandated, framing it as a productivity enhancer rather than a concession strengthens your case.

Start by identifying specific barriers: Is your workspace uncomfortable? Are rigid hours clashing with caregiving responsibilities? Pinpointing the issue helps you articulate how an accommodation will improve your performance. For example, “Adjusting my desk setup could reduce back pain, allowing me to focus better during meetings.” This clarity shifts the conversation from personal need to mutual benefit.

Preparing for the Conversation: Research and Reflect

Preparation minimises anxiety and maximises confidence. Begin by researching company policies: Does your organisation have existing flexibility frameworks? If so, reference these during your discussion. Next, draft a solution-oriented proposal. Instead of saying, “I can’t work late,” try, “Starting an hour earlier would let me collaborate with the team while managing my childcare schedule.”

Consider potential objections. If your manager worries about fairness, emphasise that accommodations are tailored to individual roles. For instance: “Since my tasks are project-based, adjusted hours won’t impact client deadlines.” Practise your script with a trusted colleague or mentor to refine tone and content. Remember, the goal is collaboration, not confrontation.

Scripts for Common Scenarios

Scenario 1: Requesting Flexible Hours

“I’ve noticed I’m most productive in the mornings. Would it be possible to adjust my schedule to start at 8 AM and finish at 4 PM? This would help me deliver higher-quality work while managing [personal commitment/health need]. I’m happy to discuss how this aligns with team needs.”

Scenario 2: Ergonomic Adjustments

“I’ve been experiencing some discomfort with my current desk setup, which is affecting my focus. Could we explore ergonomic options, like an adjustable chair or monitor stand? I’ve found a few cost-effective solutions that could make a big difference.”

Scenario 3: Mental Health Support

“I’ve been working on managing my workload more effectively. To maintain consistency, would it be possible to block out ‘focus hours’ in my calendar twice a week? This would help me prioritise tasks without interruptions and reduce burnout.”

Each script balances honesty with professionalism, focusing on how the accommodation benefits both parties.

Navigating Pushback: Strategies for Resilience

Not every request will be met with immediate approval. If your manager hesitates, avoid becoming defensive. Instead, ask open-ended questions to uncover their concerns: “Could you help me understand what challenges you foresee with this adjustment?” This invites problem-solving rather than conflict.

If budget is a barrier, suggest phased solutions: “Perhaps we could trial the new schedule for a month and review the impact?” For concerns about team dynamics, propose a communication plan: “I’m happy to update the team on my adjusted hours to ensure transparency.” Persistence, paired with flexibility, demonstrates your commitment to finding workable solutions.

Documenting the Agreement: Protecting Your Interests

Once an accommodation is agreed, summarise the details in writing. For example:

• “As discussed, I’ll begin working from 8 AM to 4 PM starting next Monday.”
• “The ergonomic chair will be ordered by Friday, and I’ll follow up if delivery is delayed.”

This creates accountability and prevents misunderstandings. If your request is denied unfairly, consult your HR department or legal resources. In the UK, organisations like ACAS (Advisory, Conciliation and Arbitration Service) offer free guidance on workplace rights.

Building a Culture of Open Communication

While individual advocacy is vital, fostering a team environment where accommodations are normalised benefits everyone. Share success stories (without disclosing private details): “Since adjusting my workspace, I’ve been able to tackle tasks more efficiently.” This subtly encourages others to voice their needs. Over time, transparent dialogue reduces stigma and builds a more inclusive workplace.

Conclusion: Empowerment Through Clarity

Requesting accommodations isn’t about demanding special treatment—it’s about creating conditions for you to thrive professionally. By preparing thoroughly, framing requests collaboratively, and documenting outcomes, you turn a nerve-wracking conversation into a strategic discussion. Remember, self-advocacy is a muscle: the more you practise, the stronger it becomes. Use these scripts and strategies to navigate the process with confidence, knowing that clarity and professionalism pave the way for success.