How to Request Assistive Technology at Work

What you need to do to request assistive technology

Start by telling your manager or HR department that you need assistive technology to do your job. You do not need a formal diagnosis or medical documentation to make this request — you only need to explain what tasks are difficult without the technology. For example: "I have trouble reading small text on the screen" or "I cannot use a standard keyboard because of hand pain."

Your employer is required by law to consider your request seriously. In the United States, this requirement comes from the Americans with Disabilities Act (ADA) and similar laws in other countries. The employer's job is to work with you to figure out what technology would let you do the work. They are not required to buy the most expensive option, but they must consider what actually works for you.

The conversation usually happens through your HR department or a designated disability coordinator. Some larger employers have a formal process; smaller ones may handle it more informally. Either way, put your request in writing — an email to HR is enough — so there is a record of when you asked.

Key Takeaways

• Tell your manager or HR that you need assistive technology and describe the specific task that is difficult without it.
• You do not need a diagnosis to request technology, only a clear explanation of what you cannot do with standard equipment.
• Your employer must consider your request under disability law, though they choose which technology to provide.
• Document your request in writing and keep copies of all communication about what you need and what the employer offers.
• If your employer refuses or offers something that does not work, you can file a complaint with the federal agency that enforces disability law in your state.

What information to include in your request

Be specific about what you cannot do and what you need. Instead of "I need assistive technology," say: "I have difficulty reading text on the screen at the size it displays in our software. I need screen magnification or a larger monitor." Instead of "I have pain," say: "Typing causes pain in my wrists after 30 minutes. I need voice-to-text software or a different keyboard."

If you already know what technology would help, name it. If you do not, describe the problem and let your employer research options with you. Many employers have worked with assistive technology before and know what works for similar situations. You can also bring research — printouts from manufacturer websites, reviews, or recommendations from disability organizations — to show what exists.

Include information about how the difficulty affects your work: "I miss details in emails because I cannot read them," or "I fall behind on deadlines because typing takes twice as long." This helps your employer understand why the technology matters, not just that you want it.

Who to contact and when

Start with your direct manager or your HR department, whichever feels safer or more straightforward. If your workplace has a disability services coordinator or an accessibility office, that person is trained to handle these requests and can guide the process. In very small workplaces without HR, you may go directly to the owner or the person who makes purchasing decisions.

Make your request as soon as you realize you need the technology. There is no deadline, but waiting months means you are struggling unnecessarily. Most employers can make a decision within two to four weeks once they understand what you need. Some technology arrives quickly; some takes longer to order or set up.

If you are still in the hiring process or have just started a job, you can mention your needs during onboarding or in your first week. Employers expect some new employees to need equipment adjustments, and it is easier to set up technology before you start than to change it later.

What happens after you request technology

Your employer will usually ask follow-up questions: How long have you had this difficulty? Does it happen with all software or just some? Have you used assistive technology before? What worked or did not work? These questions help them narrow down what to try.

Some employers will offer to let you test technology before they buy it. This is helpful — screen magnification software, for example, works very differently depending on which program you use, and testing first means you get something that actually fits your work. If testing is offered, take it seriously and give honest feedback about what works and what does not.

Once your employer decides what to provide, they will usually set it up on your computer or order the equipment. They may ask IT to install software, or they may order a physical device like a keyboard or monitor. Setup can take anywhere from one day to two weeks depending on what you need and how busy the IT department is.

What to do if your employer says no

If your employer refuses your request or offers something that does not actually solve the problem, ask them in writing why they said no. They must explain their reasoning. Common reasons include: "We cannot afford it" (though the law requires them to try), "We do not think you need it" (you can push back with more detail about how it affects your work), or "We tried similar technology and it did not work" (you can ask what they tried and why it failed).

If you disagree with their decision, you can file a complaint with the Equal Employment Opportunity Commission (EEOC) if you work in the United States. The EEOC investigates whether your employer broke disability law. You do not need a lawyer to file, and it does not cost money. You do need to file within 180 or 300 days depending on your state, so do not wait years.

Before filing a complaint, consider asking your employer to reconsider or to explain their decision in more detail. Sometimes a second conversation, especially one where you bring specific information about the technology or its cost, changes the outcome. If that does not work, the complaint process is there to protect you.

Technology your employer might offer

Common assistive technologies in workplaces include screen readers (software that reads text aloud), screen magnification (makes everything on the screen larger), voice-to-text software (you speak and it types), ergonomic keyboards or mice, monitor stands that adjust height, and specialized software for specific tasks. Some workplaces also provide noise-canceling headphones, standing desks, or software that reduces distracting visual elements on the screen.

Your employer might also offer changes that are not technology: moving your desk away from a window if light bothers you, letting you work from home part of the week, adjusting your schedule so you work during hours when you have more energy, or giving you a quieter workspace. These are also valid accommodations under disability law, and they sometimes solve the problem without buying anything.

The technology or change your employer offers does not have to be the one you requested, but it has to actually work for you. If they offer screen magnification and you need a larger monitor instead, you can say so. If they offer something and it does not solve the problem after a fair trial, tell them and ask what else can be tried.

Keeping records and protecting yourself

Save every email about your request: your initial message to HR, their responses, what they offered, when it was set up, and any follow-up conversations. If you have conversations in person or by phone, send a follow-up email summarizing what was discussed. For example: "Thank you for meeting with me today. As I understand it, you will order voice-to-text software and have IT install it by Friday. I will test it next week and let you know if it works for my needs."

This creates a paper trail that protects you if there is a disagreement later. It also helps if you need to file a complaint, because you will have dates and details about what happened. Do not worry about sounding formal or awkward — HR expects these kinds of emails.

Keep your request separate from any other workplace issues. If you are having problems with your manager or your job performance, do not mix those into the assistive technology conversation. The technology request should stand on its own: you need this to do your job, and your employer must consider it.

Frequently Asked Questions

Do I have to tell my employer I have a disability?

No. You only have to explain what task is difficult and what you need to do it. You can say "I have trouble reading small text" without saying why. Your employer does not need your medical records or a diagnosis. They only need to understand the problem well enough to solve it.

What if I work for a very small company?

Small employers (fewer than 15 employees in the United States) are not covered by the ADA, but many states have their own disability laws that apply to smaller companies. Even if the law does not require it, many small employers will work with you because it is the right thing to do and because losing a good employee is expensive. Start with a conversation and see what happens.

Can my employer fire me for requesting assistive technology?

No. It is illegal to punish someone for requesting an accommodation under disability law. If you are fired or treated badly after making a request, that is retaliation, and you can report it to the EEOC or your state's labor agency.

How much does assistive technology usually cost?

Costs vary widely. Screen reader software ranges from free to several hundred dollars. Ergonomic keyboards cost $50 to $300. Specialized monitors or equipment can cost more. Your employer bears the cost, not you. If cost is a reason they give for saying no, you can ask them to explore lower-cost options or to split the cost with you, though they are not required to.

What if the technology my employer provides does not work?

Tell them. Be specific: "The screen magnification makes the text blurry" or "The voice-to-text software does not recognize my accent." Give it a fair trial — at least a week of regular use — but do not pretend it works if it does not. Your employer must work with you to find something that actually solves the problem.