How to request written communication as a reasonable adjustment

This is general guidance only, not legal advice. This post will help you understand why written communication can be a helpful adjustment. You will learn how to prepare your request and how to use AI to draft it. You will also find out how to check your draft and what to do next.

Why asking for written communication matters

Many people find it easier to process information and express themselves in writing. If you need to request written communication as a reasonable adjustment, it can help you participate fully and contribute your best work. This adjustment can include receiving meeting notes in writing, having discussions in email, or getting extra time to respond to messages. It allows you to review information carefully and craft your responses thoughtfully. This can reduce stress and improve the quality of your contributions, making your work environment more accessible and productive.

What to prepare before you ask

Before you make your request, think about what specific written adjustments would help you most. Consider the types of communication you struggle with and how writing could make them easier. For example, do you need all meeting discussions in writing, or just the key decisions and actions? Do you need extra time to respond to all emails, or only complex ones? Write down these specific needs. Also, think about how these adjustments will help you do your job better. Focusing on how the adjustment will help you contribute more clearly can strengthen your request. Having a clear idea of what you need will make it easier to explain to your employer.

How to make your request

When you are ready to make your request, it is usually best to do it in writing. This creates a record of your request and ensures clarity. You can start by stating that you are requesting a reasonable adjustment. Clearly describe the specific adjustments you need, such as receiving all important communications in writing or having extra time to respond. Focus on how the adjustment will help you. For example, you could say that receiving information in writing helps you process complex details more accurately and contribute more clearly to discussions. Keep your request clear and factual.

Step-by-step: using AI to draft your request

AI tools can help you draft a clear and polite request. You can ask the AI to write a draft email or letter based on the points you prepared. For example, you might ask the AI to draft an email requesting written meeting notes and extra time to respond to emails. You can also tell the AI about the specific benefits you expect, such as improved accuracy or better participation. Remember to set your AI's rules once using custom instructions to make AI accessible for your needs. This helps the AI understand your communication style and preferences from the start. You can also ask for a brief, not a chat, to get a focused response from the AI.

Checking and refining your draft

Once the AI provides a draft, review it carefully. Check that it clearly states your needs and explains how the adjustments will help you. Make sure the tone is professional and respectful. You might need to edit parts to make them sound more like you or to add specific details the AI missed. For instance, if the AI used general language, you might replace it with more precise descriptions of your job tasks and how the adjustment will support them. Ensure all the specific adjustments you identified earlier are included. This is your request, so it needs to reflect your exact needs.

Common problems and how to fix them

Sometimes, your initial request might not be fully understood or accepted. If this happens, try to get clarification on why. It might be that the proposed adjustment needs to be refined, or your employer might need more information about how it will work in practice. You could offer to discuss alternative solutions that achieve the same outcome. For example, if full written meeting transcripts are not feasible, perhaps detailed written summaries could be an alternative. Always keep the communication open and focus on finding a workable solution that supports your ability to do your job effectively. Document all communications about your request.

Keeping control of your request

Even with AI assistance, you are always in control of your request. The AI is a tool to help you draft, but the final content and decision to send it are yours. You decide what information to include, how it is phrased, and when it is sent. If you feel the AI's draft does not fully capture your intent, edit it until it does. You are the expert on your own needs. This ongoing control ensures that the request truly represents you and your requirements for a more accessible workplace.

Next steps

After sending your request, be prepared for a discussion. Your employer might have questions or want to explore how the adjustments will be implemented. Be ready to explain your needs further and discuss practical arrangements. Keep a record of all communications and agreements. This process is about creating a work environment where you can thrive.

If you would like support to build this skill, AI mentoring is aXai's program for people with disability who want to learn AI tools for their own goals, at their own pace. You can register your interest on the page.

aXai is a disability-led AI, software and accessibility company, delivering through AI-supported work: skilled people with disability in real, properly paid roles, with AI removing the barriers. Read how AI-supported work works.