Quick answer: To ask for workplace adjustments for arthritis, write a short letter or email saying you have arthritis, explaining how it affects specific tasks, listing the changes you are asking for and how they would help, and asking for a meeting and a written reply. Keep a copy. For a change to hours, times, days or place of work, you can also make a statutory flexible working request.
Checked on 10 October 2026 against GOV.UK: Reasonable adjustments and GOV.UK: Flexible working. These templates are general information, not legal advice. Edit them to fit your situation.
Asking for help at work can feel awkward, especially if you are worried about how your manager will react. A clear, polite letter takes the pressure off a face-to-face conversation, makes it easier for your employer to act, and gives you a record. This page contains real templates you can copy into an email or document and edit. Replace everything in [square brackets].
Before you write: three things to know
- Your employer has a legal duty. GOV.UK says employers must make reasonable adjustments so that workers with disabilities or health conditions are not substantially disadvantaged when doing their jobs. In England, Scotland and Wales this comes from the Equality Act 2010; in Northern Ireland, from the Disability Discrimination Act 1995. GOV.UK even gives the example of a special keyboard for someone with arthritis.
- You may count as disabled if your arthritis has a substantial and long-term effect on your normal daily activities. Long-term usually means 12 months or more. You do not have to use the word "disabled" in your letter, but it can help to say you are asking for reasonable adjustments.
- Be specific. "My hands are painful" is easy to overlook. "Typing for more than 20 minutes causes severe wrist pain, so I am asking for voice recognition software" is easy to act on.
If you have not yet worked out which tasks are hardest, start with Step 2 of our working with arthritis toolkit.
Template 1: Request for reasonable adjustments
Subject: Request for reasonable adjustments
Dear [manager's name],
I am writing to ask for some reasonable adjustments at work. I have [type of arthritis, for example rheumatoid arthritis / osteoarthritis of the knees], which I have had since [year]. It affects me in the following ways at work:
- [for example: morning stiffness that lasts about [time], which makes early starts very difficult]
- [for example: pain in my hands and wrists when typing for long periods]
- [for example: pain when standing for more than [time]]
I would like to ask for the following adjustments:
- [adjustment, for example a start time of 10am on up to [number] days a week] – this would help because [reason].
- [adjustment, for example an ergonomic keyboard and vertical mouse] – this would help because [reason].
- [adjustment, for example a perching stool at my workstation] – this would help because [reason].
[Optional: My [GP / physiotherapist / occupational therapist / rheumatology team] has suggested [advice]. I am happy to be referred to occupational health if that would help.]
I would welcome a meeting to discuss this. Could you please let me know in writing by [date, for example two weeks from now] whether these adjustments can be made, or suggest alternatives? I would also like to agree a date to review how they are working.
Thank you for your support.
Yours sincerely,
[your name]
[job title, team]
[date]
Template 2: Statutory flexible working request
GOV.UK says all employees can make a flexible working request from their first day in a job, and can make 2 applications in any 12-month period. It says the request must include the date, a statement that it is a statutory request, details of how you want to work flexibly and when you want to start, and whether and when you have made a previous application. This template includes all of those. Your employer may have its own form; Acas also has a free template.
Subject: Statutory request for flexible working
Dear [manager's name],
Date of request: [date]
This is a statutory request for flexible working.
I would like to change my working pattern as follows: [describe the change, for example: to work from home on Mondays and Fridays / to start at 10am and finish at 6pm / to reduce my hours from 37.5 to 30 a week over four days].
I would like this change to start on [date].
[Choose one:] I have not made a previous application for flexible working. / I made a previous application on [date].
[Optional but helpful:] I am asking for this change because I have arthritis, and [explain briefly how the change would help, for example: travelling at peak times when my joints are stiffest causes significant pain]. I would also like this to be considered as a reasonable adjustment. I have thought about how this could work for the team: [for example, how cover, meetings or customer contact would be handled].
I look forward to discussing this with you.
Yours sincerely,
[your name]
GOV.UK says your employer must deal with the request in a reasonable manner, discuss it with you before refusing, and make a decision within 2 months unless you agree to longer. If they refuse, they must give the business reasons.
Template 3: Follow-up if you have not heard back
Subject: Follow-up: request for reasonable adjustments sent on [date]
Dear [name],
On [date] I asked for reasonable adjustments because of my arthritis (copy attached). I have not yet had a response. My symptoms are continuing to affect my work, particularly [example].
Could you please let me know by [date] when we can meet to discuss this, or who else I should contact?
Thank you,
[your name]
Template 4: Request for an occupational health referral
Subject: Request for occupational health referral
Dear [name],
I would like to ask for a referral to occupational health. I have [type of arthritis], and I would find it helpful to have independent advice on adjustments that could help me do my job well, particularly with [tasks].
Please let me know what information you need from me.
Kind regards,
[your name]
Template 5: Asking for reasons after a refusal
Subject: Response to my adjustment request
Dear [name],
Thank you for your reply dated [date] about my request for [adjustment]. I understand that you are not able to agree to this. So that I can understand the decision, please could you explain in writing:
- the reasons the adjustment is not considered reasonable
- whether any alternatives have been considered
- whether Access to Work or occupational health advice has been sought
I would like to suggest the following alternative: [alternative]. I would be grateful for a meeting to discuss this further.
Yours sincerely,
[your name]
If you still think the refusal is unfair, get advice. GOV.UK says that you usually have to make an employment tribunal claim within 6 months of the problem, and you must contact Acas first. Northern Ireland has a different process.
Template 6: Phased return to work plan
A fit note can say you may be fit for work with a phased return. Use this table with your manager to agree the details.
| Week | Hours and days | Duties | Adjustments in place | Check-in |
|---|---|---|---|---|
| 1 | [e.g. 3 half days] | [e.g. desk-based tasks only] | [e.g. later start] | [date] |
| 2 | ||||
| 3 | ||||
| 4 |
Agree in advance what happens if a week is too much: for example, staying at the same level for another week rather than stopping.
Template 7: Flare plan
My arthritis flare plan (agreed with [manager] on [date], review on [date])
- Early signs of a flare for me: [e.g. more swelling in my hands, extreme tiredness]
- How I will let you know: [e.g. text or phone call to [name] before [time]]
- What I can usually still do: [e.g. work from home, shorter hours, lighter tasks]
- Tasks that can be paused or covered: [list]
- Who covers urgent work: [name]
- How we will plan my return to full duties: [e.g. a short call after the flare]
- How flare absence will be recorded: [e.g. as disability-related absence]
Template 8: Adjustments record
Some employers call this a reasonable adjustments passport. It saves you explaining everything again if you get a new manager.
| Adjustment | Why it helps | Date agreed | Who arranges it | Review date |
|---|---|---|---|---|
| [e.g. sit-stand desk] | [e.g. reduces back and hip pain] | |||
| [e.g. time off for rheumatology appointments] | ||||
Template 9: Time off for medical appointments
Arthritis often means regular appointments: rheumatology reviews, blood tests, physiotherapy or infusions. Agreeing an approach in advance avoids arguments each time.
Subject: Time off for arthritis appointments
Dear [name],
As part of the treatment for my arthritis, I need regular medical appointments. Over the next [period], I expect to need about [number] appointments, for example [blood tests every [number] weeks, a rheumatology review every [number] months]. Most last around [time], including travel.
I would like to agree how this time off will be handled, for example [paid time off / making up the time / using flexible start and finish times], and I am asking for this as a reasonable adjustment. Where I can, I will book appointments at the start or end of the day and give you as much notice as possible.
Kind regards,
[your name]
A short script for the conversation
If you are meeting your manager, it can help to have a few sentences ready:
- "I wanted to talk to you about my arthritis and how it affects my work."
- "On most days I manage well, but [task] is difficult because [effect], and on bad days [effect]."
- "These are the changes I think would make the biggest difference: [one, two, three]."
- "I am happy to see occupational health, and Access to Work may be able to help with some costs."
- "Could we agree what happens next, and a date to review it?"
Afterwards, send a short email summarising what was agreed.
Tips for getting a good outcome
- Send it to the right person, usually your line manager, copying HR if that is your workplace's process.
- Keep copies of everything, and note dates of conversations.
- Offer solutions. Managers find it easier to say yes when you have thought about how it would work.
- Mention Access to Work for equipment or support beyond what your employer must provide. See our Access to Work guide.
- Ask for a review date so adjustments can change if your arthritis does.
- Use your fit note. If you are off sick, ask the person writing your fit note to suggest changes. See our fit notes guide.
Free, independent advice
Acas gives free advice on workplace rights in England, Scotland and Wales, and the Equality Advisory and Support Service can help with discrimination questions. In Northern Ireland, contact the Labour Relations Agency or the Equality Commission for Northern Ireland. Citizens Advice, Scope, Disability Rights UK and trade unions can also help. We are not connected to these organisations. For more on the law itself, see your disability rights in the UK.
When to get medical help
If work is making your arthritis worse, speak to your GP, physiotherapist or rheumatology team. They can review your treatment and may suggest changes on a fit note. Get same-day advice from your GP or NHS 111 if a joint suddenly becomes hot, swollen and very painful, especially with fever. If stress at work is affecting your mental health, talk to your GP.
Frequently asked questions
Do I have to put my request for adjustments in writing?
No, you can ask in conversation. But writing it down makes it clearer, gives your employer something to act on, and gives you a record.
Do I need a letter from my doctor?
Not usually, but supporting advice from your GP, physiotherapist, occupational therapist or occupational health can help your employer understand what you need.
What is the difference between a flexible working request and a reasonable adjustment?
Any employee can make a statutory flexible working request. A reasonable adjustment is a legal duty that applies when you are disabled and the change would reduce a disadvantage caused by your condition. You can ask for a change in both ways at once.
How many flexible working requests can I make?
GOV.UK says employees can make 2 applications in any 12-month period.
How long does my employer have to reply?
For a statutory flexible working request, GOV.UK says the decision must be made within 2 months unless you agree to longer. There is no fixed deadline for adjustment requests, so ask for a reply by a specific date.
What if my employer refuses?
Ask for the reasons in writing, suggest alternatives, and get free advice from Acas or the Labour Relations Agency in Northern Ireland.
Sources and further reading
- GOV.UK: Reasonable adjustments for workers with disabilities or health conditions
- GOV.UK: Disability rights – employment
- GOV.UK: Flexible working
- GOV.UK: Definition of disability under the Equality Act 2010
- GOV.UK: Access to Work
- GOV.UK: Make a claim to an employment tribunal
- nidirect: Disability discrimination law – employment rights
Educational information for people in the United Kingdom — not legal, financial or personal medical advice. Benefit rules and rates change, so always check GOV.UK (or mygov.scot / nidirect) and get free advice before you act. Charity no. 1218461. Pending clinical and editorial review. Everyone's situation is different, so always follow the advice of your own GP, pharmacist or rheumatology team. If you feel very unwell, call 999 or go to A&E. For urgent advice, contact NHS 111.
Continue with related help
- Working with arthritis toolkit — rights and support step by step
- Access to Work — grants for equipment and travel
- Sick pay and fit notes — time off and phased returns
- Your disability rights — the Equality Act 2010
- Financial help directory — benefits and grants