Reasonable adjustments and when refusing to adapt is discrimination

Key rules

• Duty to adapt: Employers, public bodies and businesses serving the public must make reasonable adjustments for people with a disability.
• Lawful refusal: Refusal is lawful only if the provider can prove the adjustment is a disproportionate burden.
• Public aid: If subsidies or public aid cover enough of the cost, the burden is not treated as disproportionate.
• Written request: Ask in writing with proof of receipt, because a verbal request is hard to prove.

The short answer

If you have a disability, employers and service providers in Spain must make reasonable changes so you can work, use services and exercise your rights on equal terms. Refusing without proving that the change would be a disproportionate burden is discrimination.

What counts as an adjustment

An ajuste razonable is a necessary and appropriate change to the physical, social or attitudinal environment, made for your specific needs in a particular case. Examples include a different workstation, adapted tools, changed tasks or hours, or step-free access to a service.

Who has to provide one

The duty applies to:

• Employers, both public and private.
• Public administrations.
• Private businesses and bodies that supply goods or services to the public, such as shops, banks, transport, housing and telecommunications.

When a refusal is allowed

The only lawful reason to refuse is a disproportionate burden (carga excesiva). The provider has to show it, case by case. It cannot simply say the change costs money or is inconvenient.

The assessment looks at:

• The financial and other costs of the change.
• The size, annual turnover and resources of the organisation.
• Whether public funding, aid or subsidies are available.

If public aid covers enough of the cost, the burden is not treated as disproportionate. Labour Inspection or the courts can review the decision.

A refusal that is not justified by a proven disproportionate burden is discrimination. You can challenge it through labour or administrative complaints and in the courts. The employer or provider can also face sanctions.

How to ask your employer

No official form exists. Do it in writing and in this order:

1. Describe your limitation and the specific change you need.
2. Send it by email or by letter with proof of receipt to HR or the prevention service (servicio de prevención).
3. Attach your certificado de discapacidad and medical reports.
4. Ask the prevention service to evaluate your post. Its occupational physician assesses your fitness and recommends adaptations.
5. The employer then proposes measures and can look for public aid to cover the cost.

If the employer refuses, ask for the reason in writing. Then go to your worker representatives, Labour Inspection or the labour courts. The checklist and warnings below go through these steps, and the template below gives you wording for the request.

Asking a shop, bank, transport operator or public body

Use the same approach. Put your request in writing, say what you need and keep proof you sent it. A refusal needs the same justification: a proven disproportionate burden.

Choosing between options

Is your employer's refusal to adapt your job allowed?

• The refusal is discrimination: The employer gives no reason, or the cost is small for an organisation of its size, or public aid or subsidies would cover enough of it.

• The refusal may be justified: The employer shows the adaptation would be a disproportionate burden after weighing the cost, its size, turnover and resources, and available public aid.

Each case is judged on its own: the cost, the size, annual turnover and resources of the employer, and whether public aid or subsidies could cover enough of it. If aid covers enough, the burden is not disproportionate. Labour inspection or the courts have the final say.

Documents you need

• Disability certificate (certificado de discapacidad), attached to your written request.

• Medical reports describing your limitation and the adaptation you need.

Confirm with your employer's HR or prevention service which documents they want, as there is no single prescribed form.

Checklist

• Write down your limitation and the specific adaptation you are asking for.

• Attach your disability certificate and medical reports.

• Ask the prevention service to evaluate your post, including an assessment by the occupational physician.

• Ask the employer to propose adaptation measures and to look into public aid or subsidies for the cost.

• If the employer refuses, ask for the reason in writing and check whether it rests on a proven disproportionate burden.

• Take a refusal without proven disproportionate burden to your worker representatives, Labour Inspection or the labour courts.

What to watch out for

• A refusal may be discrimination: Refusing a reasonable adjustment is discrimination unless the employer or provider shows it would be a disproportionate burden. A plain "no" or "it's too expensive" is not enough. Ask for the refusal and its reasons in writing, and challenge it through worker representatives, Labour Inspection, the labour courts or an administrative complaint.

• A verbal request is hard to prove: If you only ask in person, you may not be able to show later that you asked or what you asked for. Send the request by email or letter with proof of receipt, and attach your disability certificate and medical reports.

Template to request a reasonable adjustment from an employer or provider

Send the request in writing, so you have a record of the date and what you asked for. There is no official form. Address it to HR and the company's prevention service (servicio de prevención), and attach your disability certificate (certificado de discapacidad) and any medical reports. Send it by email with a read receipt, or by letter with proof of delivery. Keep a copy.

Fill in the blanks in brackets and delete what does not apply.

Asunto: Solicitud de ajustes razonables en mi puesto de trabajo

[Ciudad], [fecha]

A la atención de [Recursos Humanos / Servicio de Prevención de Riesgos Laborales] [Nombre de la empresa]

Estimados señores:

Me llamo [nombre y apellidos], con DNI/NIE [número], y trabajo en su empresa como [puesto] en [centro o departamento].

Tengo reconocida una discapacidad, con un grado del [porcentaje] %, según el certificado que adjunto. Como consecuencia, tengo la siguiente limitación en mi trabajo: [describa brevemente la limitación y las tareas o condiciones en las que le afecta].

Por ello, les solicito los siguientes ajustes razonables:

1. [Ajuste concreto, por ejemplo: mobiliario o equipo adaptado, cambio de horario, teletrabajo parcial, adaptación de tareas, eliminación de barreras de acceso.]
2. [Otro ajuste, si procede.]

Les recuerdo que la normativa vigente sobre los derechos de las personas con discapacidad y sobre igualdad de trato obliga a la empresa a adoptar las adaptaciones necesarias en el puesto de trabajo, siempre que no supongan una carga desproporcionada. Asimismo, la normativa de prevención de riesgos laborales exige evaluar el puesto y adaptarlo a las personas especialmente sensibles.

Por todo ello, les pido que:

• evalúen mi puesto a través del servicio de prevención y de su servicio médico;
• me comuniquen por escrito las medidas que van a adoptar y el plazo para aplicarlas;
• en caso de no aceptar alguno de los ajustes, me indiquen por escrito los motivos y las alternativas que ofrecen.

Quedo a su disposición para una reunión en la que podamos concretar estas medidas. Les ruego que me respondan en un plazo de [15] días.

Adjunto:

• Certificado de discapacidad
• Informes médicos: [lista]

Atentamente,

[Nombre y apellidos] [Teléfono / correo electrónico]

Si no responden o dicen que no

Guarde todas las respuestas. Puede acudir a los representantes de los trabajadores de su empresa, a la Inspección de Trabajo o a los juzgados de lo social. Lleve con usted esta solicitud y la prueba de que la envió.

Frequently asked questions

Can an employer refuse to adapt my job because it costs too much?

Only if the cost would be a disproportionate burden, and public aid counts against that. The employer must weigh the cost, the size and turnover of the organisation, and whether grants or subsidies could cover enough of it.

Who can I complain to if my employer refuses an adjustment?

You can go to your worker representatives, Labour Inspection or the labour courts. A refusal not justified by a disproportionate burden is discrimination, and it can bring sanctions for the employer.

Does the duty to adapt also apply to shops, banks and transport?

Yes, private businesses that supply goods or services to the public must adapt too, as well as public administrations. This covers areas such as commerce, transport, housing, telecommunications and banking, plus education, health and social services.