Reasonable Adjustments Decision Record ยท Free tool from SDHA

A fair adjustment decision, recorded properly.

A structured record that helps managers, HR and Occupational Health agree workplace adjustments, capture the reasoning behind them, and set a clear review. Fill it in, then keep a clean copy for the file.

Start the record How it works
Prepared using the Allo Workplace Functional Adjustment Framework
Why this record

The decision, and the thinking behind it

Good adjustments are agreed in a conversation. What often goes missing is the record of why they were agreed, what else was considered, and when they will be reviewed. This tool holds that in one place, so the decision is clear to the employee, the manager, HR and Occupational Health, and stands up if it is ever revisited.

It focuses on how work is affected and what would help, not on medical diagnosis. Strengths and needs sit near the top, because that is where a fair decision starts.

Under the Equality Act 2010, where an employee is disabled, which can include many neurodivergent people, an employer has a duty to make reasonable adjustments so they are not put at a disadvantage. What counts as reasonable takes account of cost, practicality and the size of the organisation. The starting assumption is that adjustments are made. General information only, not legal advice. See the note at the foot of this page.
The record

Complete your adjustment record

Fill in what applies and leave the rest blank. Nothing is sent anywhere while you type. When you are ready, get a clean, branded copy to save, share and file.

01 Employee details

Location or meeting format

02 Meeting participants

Who took part in the discussion.

03 Purpose of the discussion

Briefly, why this conversation took place. For example: workplace adjustment review, new adjustment request, return to work, Occupational Health recommendation, Access to Work discussion, or a review following a workplace needs assessment.

04 Employee strengths

Strengths, abilities and preferred ways of working identified. For example: creative thinking, problem solving, attention to detail, hyperfocus, communication, leadership, organisation, innovation, relationship building.

05 Functional needs identified

Describe the functional impact at work. Focus on how work is affected, not on diagnosis. Areas may include: communication, focus and sustained attention, organisation and memory, planning and prioritisation, executive functioning, sensory processing, fatigue and energy, time management, emotional regulation, working under pressure, reading and written communication, social interaction.

06 Workplace barriers

Workplace factors that contribute to these difficulties. For example: noise, lighting, interruptions, workload, shift patterns, meetings, open plan office, communication methods, technology, physical environment.

07 Evidence considered

Indicate the information used to support the decision.

08 Adjustments agreed

09 Adjustments considered but not implemented

Recording what was considered and set aside shows the decision was thought through.

10 Decision rationale

Why the agreed adjustments were considered reasonable and appropriate. Include functional impact, operational considerations, the evidence, and the expected benefit.

11 Expected outcomes

The agreed adjustments are intended to support:

12 Implementation plan

Who does what, and by when.

13 Trial and review

Trial period

A 12 week trial and review is the recommended default. It gives an adjustment time to bed in before you judge whether it is working.

Review outcome

14 Comments

15 Sign off

The signatures that make the record read as complete.

Employee
Manager
HR or Occupational Health
Your copy

You have done the thinking. Now keep the record of it.

We will turn what you have entered into a clean, branded record to download, share with the employee, HR or Occupational Health, and keep on file. Add your details and it is ready.

Please add your name, a valid work email, and tick the first box to continue.

One copy, prepared for you. We use your details to respond to your interest and, with your permission, to share the occasional practical tool. Your information is handled in line with UK data protection law. No spam, and you can opt out any time.

Ready

Your record is ready.

A clean copy of everything you entered is set. Save it as a PDF or print it, then share it with the people involved and keep it on file.

Talk through a tricky case

Working on a case that is not clear cut? A free fifteen minute conversation with our team is often all it takes to get unstuck.

Important information

About this record

This record has been prepared using the Allo Workplace Functional Adjustment Framework to support transparent, consistent and person centred workplace decision making. It records the functional reasoning behind workplace adjustments, implementation responsibilities and review arrangements. It is intended to support good workplace practice and improve collaboration between employees, managers, Human Resources and Occupational Health.

This document provides general guidance only. It does not constitute legal, medical or Occupational Health advice and should not replace professional advice where required.

Interested in Allo Workplace?

Designed for employers, HR professionals, Occupational Health providers, managers and employees, Allo Workplace helps organisations make workplace adjustment decisions that are consistent, explainable and centred on functional needs.

To arrange a demonstration, discuss pilot opportunities, or learn more about how Allo Workplace can support your organisation:

info@sapphiredigitalhealth.co.uk www.sapphiredigitalhealth.co.uk
Sapphire Digital Health Advisory Ltd
Building safer, more inclusive workplaces through clinically governed digital innovation.
A good adjustment decision is supportive and defensible at the same time. Recording it well is how you get both.
Sapphire Digital Health Advisory