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How to Request a Workplace Accommodation in Ontario
Employees in Ontario have the right to request workplace accommodations when job requirements conflict with protected human rights grounds such as disability, religion, pregnancy, or family status. Under the Ontario Human Rights Code, employers must provide reasonable accommodation unless doing so would cause undue hardship. Workplace accommodations allow employees to continue performing their jobs while ensuring workplaces remain inclusive and compliant with human rights legislation.
Accommodation request being ignored or denied?
Employers have a legal duty to accommodate to the point of undue hardship under the Ontario Human Rights Code. If you are facing delays, resistance, or unclear communication, it may be time to get advice.
Call: 1-800-771-7882 Speak With a Human Rights LawyerWhat is workplace accommodation?
Workplace accommodation refers to adjustments made by an employer to remove barriers that prevent an employee from performing their job. These adjustments help employees participate fully in the workplace while respecting protected rights under the Ontario Human Rights Code. Accommodation may be required for a range of protected grounds.
Common forms of accommodation include modified work schedules, remote or hybrid work arrangements, adjusted job duties, physical workplace modifications, flexible hours, and temporary medical leave. The specific accommodation will depend on the employee's circumstances and the nature of the workplace.
The duty to accommodate under Ontario law
The Ontario Human Rights Code requires employers to accommodate employees to the point of undue hardship. This means employers must take meaningful steps to remove workplace barriers unless doing so would cause serious difficulty. The Code identifies only three factors that may be considered when assessing undue hardship: cost, outside sources of funding, and health and safety risks. Employers cannot refuse accommodation simply because it is inconvenient or requires adjustments to workplace policies.
How to request workplace accommodation in Ontario
Employees share responsibility in the accommodation process. They must inform their employer that accommodation is needed. A request can be made verbally, but submitting the request in writing creates a record and is generally the stronger approach.
Identify the need and the barrier
Be clear about what workplace rule or condition is creating a barrier connected to a protected ground. You do not need to have a specific solution in mind, but clarity about the problem helps the process.
Submit the request in writing
A written request should include the reason accommodation is needed, the workplace barrier involved, and any suggested accommodation options if you have them. Keep a copy of everything you submit.
Follow your workplace's accommodation policy
Many workplaces have internal procedures for submitting accommodation requests. If a policy exists, follow it. This protects your position and creates a clear record of the process.
Provide supporting documentation if requested
Employers may request supporting information to confirm the need for accommodation. You are generally required to provide information about your functional limitations and accommodation needs, but not your full medical diagnosis.
Not sure how to frame your accommodation request or what documentation to provide?
Getting the process right from the start strengthens your position. Our human rights lawyers can advise you on how to approach your request and what to do if it is not handled properly.
Get Legal Advice Or call us: 1-800-771-7882Examples of workplace accommodations by ground
Medical or disability accommodations
- Modified duties
- Reduced hours or part-time schedule
- Work-from-home arrangements
- Additional breaks or rest periods
- Ergonomic equipment or workspace changes
Religious accommodations
- Schedule adjustments for religious observance
- Time off for religious holidays
- Dress code modifications
Family status accommodations
- Modified schedules for childcare responsibilities
- Flexible start or end times
- Temporary remote work during a caregiving crisis
What if your accommodation request is denied?
If an employer refuses or ignores a reasonable accommodation request, it may violate the Ontario Human Rights Code. A denial is not the end of the process. Legal options may include filing a complaint with the Human Rights Tribunal of Ontario, negotiating a resolution directly with the employer, or seeking legal advice regarding potential discrimination claims.
Signs of an improper denial
- No written reasons provided
- Employer did not explore alternatives
- Denial was based on inconvenience or preference
- Medical information was ignored
- A blanket policy was applied without individual assessment
What you can do
- Request written reasons for the denial
- Document all communications
- Review your employer's accommodation policy
- Seek legal advice before escalating
- Consider filing an HRTO application within one year
In some situations, workplace changes connected to accommodation issues may also raise concerns about constructive dismissal if the conditions of employment become intolerable as a result.
Frequently asked questions about workplace accommodation in Ontario
How do I request accommodation at work in Ontario?
Notify your employer of the need for accommodation, ideally in writing. Include the reason accommodation is needed, the barrier the workplace rule creates, and any suggested options you can identify. Follow your employer's internal policy if one exists. Keep copies of all communications.
Can my employer refuse an accommodation request?
Yes, but only if they can demonstrate undue hardship based on cost, health, or safety risks. The threshold is high. Inconvenience, administrative disruption, and employee morale are not valid grounds for refusal. Many denials are legally questionable and can be challenged.
Do I need a doctor's note to request accommodation?
Employers may request supporting documentation for medical or disability-related accommodation. However, they are generally entitled only to information about your functional limitations and accommodation needs, not your full diagnosis. Speak with a human rights lawyer if you are unsure what information you are required to provide.
What happens if my employer ignores my accommodation request?
Ignoring an accommodation request may itself constitute a failure to fulfill the duty to accommodate under the Ontario Human Rights Code. Follow up in writing, document the lack of response, and seek legal advice. A complaint to the Human Rights Tribunal of Ontario may be appropriate if the employer continues to fail to engage.
Can I be fired for requesting accommodation?
No. Terminating or disciplining an employee for requesting accommodation may violate the Ontario Human Rights Code and could give rise to a human rights complaint, a wrongful dismissal claim, or both. If this has happened to you, seek legal advice as soon as possible.
Speak with an Ontario human rights lawyer
If your accommodation request has been denied, delayed, or not properly assessed, our team can help you understand your rights and advise you on the right next steps. Contact us for a confidential consultation.
Call us at 1-800-771-7882 or fill out the form below and we will be in touch.
The article in this client update provides general information and should not be relied on as legal advice or opinion. This publication is copyrighted by Achkar Law Professional Corporation and may not be photocopied or reproduced in any form, in whole or in part, without the express permission of Achkar Law Professional Corporation. ©