Making your own Reasonable Adjustments Passport

For many of us with disabilities, particularly autistic people, going to work means having to adapt to new ways of doing things, and that means that your employer will need to help you by changing (adjusting) how things work to help you be safer, happier, and more able to do your job.

This is where your Reasonable Adjustments Passport comes into play! It's a really valuable tool for you, designed to help your employer understand you and your particular needs, to help you (and them!) communicate better, and to make your workplace truly inclusive.

The Autism Info Center has created a special 8-page Reasonable Adjustments Passport that you can download (see the end of this article), which is your own portable document that helps bridge the gap between your unique needs and your employer's ability to support you properly. By giving your employer details about any necessary adjustments, this passport will help you to be happy, safe and productive at work.

Understanding the Purpose and Power of the Passport

Your Reasonable Adjustments Passport is your own personal document that you own and keep with you. It serves as a record of your disability, any long-term health conditions you might have, any mental health needs you have, and any learning disability or difficulty you have. The aim of the passport is to ask your employer to make 'reasonable adjustments' to help make you a better worker, so it's in their interests to help! And because you own the document (not them), you can control the information and can take it with you when you move to other jobs or roles, whether that's with the same company or a different one.

The passport is much more than a simple form; it is a tool for empowerment and continuous support. By clearly outlining personal preferences and requirements, it removes the burden of repeatedly explaining needs to new managers or during role transitions. This consistent communication helps to reduce anxiety, build trust, and ensure that the support an autistic individual requires is understood and maintained. The ability to carry this information discreetly and consistently provides a sense of security, knowing that essential accommodations are documented and available for reference.

The Role of Reasonable Adjustments in the Workplace

Reasonable adjustments are not just a courtesy; they are practical modifications or changes in the workplace that enable individuals with disabilities to perform their jobs safely and effectively. In the UK, employers are required by law to make these adjustments.

For autistic people, these adjustments are crucial for managing sensory environments, communication styles, and executive function challenges that might otherwise hamper their ability to contribute fully. By presenting your needs in the form of a passport, you can help make sure your employer has all the information they need to tailor your work environment to your needs.

What kind of adjustments can I ask for?

Examples of reasonable adjustments can vary because everyone is different. They might include practical things such as:

• Having different start and finish times, which can help an autistic person avoid peak sensory overload during commutes or align with their personal energy cycles.

• More regular breaks, even if shorter, can prevent burnout and allow for necessary mental resets, improving focus and sustained productivity.

• A specific kind of seat at your desk or work area or special modifications to your desk or work area can address sensory sensitivities or ergonomic needs, ensuring physical comfort and reducing distractions.

• Give you time off (or flexible working hours) for any appointments you regularly need to attend, allowing for better scheduling and understanding from management.

These adjustments can be permanent or temporary, adapting to evolving needs over time. By putting these adjustments in place for you, the passport helps you with:

• Happiness at work

  When an individual's specific needs are met, and they feel understood and supported, their job satisfaction and overall well-being naturally improve. Reducing daily stressors through appropriate adjustments allows for a more positive and less overwhelming work experience.

• Safety at work

  Accommodations like avoiding overwhelming communication styles or providing a suitable working environment can prevent sensory overload or anxiety attacks, which are crucial for an autistic person's mental and physical safety in the workplace. Knowing that their environment supports their well-being enhances their sense of security.

• Being more productive at work

  When an autistic person has the right tools, environment, and support, they are better able to focus their energy on their tasks. Eliminating barriers to performance allows them to utilise their skills and talents effectively, leading to higher quality work and increased output.

How to fill in your passport

The Reasonable Adjustments Passport is split into four main parts, with each being designed to capture a complete view of your needs and preferences. Filling out each section thoughtfully with practical examples is the best way. Remember that you own your passport and you should keep it, providing a photocopy for your manager whenever changes are made.

Part 1 - Things to know about my health or disability

This section is for sharing important information about your health condition or disability that you feel your line manager or future line managers should know. It's an opportunity to provide them with information that helps them understand your needs. For example, you might include:

• Any tasks you need help with or cannot do easily

  This could involve, for an autistic person, tasks requiring significant executive function planning, intense social interaction, or fine motor skills that might be challenging. For instance, you might note that "I find it difficult to initiate new projects without clear, step-by-step instructions" or "Tasks involving extensive unplanned social interaction, like spontaneous team-building exercises, cause me significant anxiety".

• Any tasks which may take longer for you to carry out

  This allows for realistic expectations and planning. An autistic individual might state, "I may take longer to process complex verbal instructions and prefer to have them in writing to ensure accuracy" or "My processing speed for novel, unstructured data may be slower, but my accuracy is very high once I understand the pattern".

• Any diagnosis you feel would be helpful for your manager to know about

  While personal, sharing a diagnosis like autism can help managers understand the underlying reasons for certain needs or behaviours, enabling them to provide more targeted support. You might state, "I have an autism diagnosis, which means I may process information differently and have specific sensory sensitivities".

• Any information regarding medication that might be relevant

  This could include the timing of medication that affects concentration or energy levels, or the need for short breaks to manage sensory overload as an intervention. For example, "I take medication in the afternoon which can cause temporary fatigue, so a quiet task is preferred at that time", or "I use specific calming techniques for sensory overload, which may require me to step away for a few minutes".

Providing this level of detail allows managers to offer you better support and adjust your work patterns, contributing to a safer and more productive experience.

Part 2 - Things that help me do my work

This section focuses on the positive adjustments and preferences that support you in performing your duties effectively and make your time at work easier. These are the reasonable adjustments that you have had, or would like to have, put in place. Consider giving information about these things:

• What times of the day or week am I best able to work?

  An autistic person might thrive in the quiet morning hours, stating, "My peak concentration and productivity are from 7am to 12pm; tasks requiring deep focus are best scheduled then". On the other hand, some may prefer later starts to avoid morning rush-hour sensory challenges.

• What sort of space do I prefer working in?

  This is critical for sensory regulation. Examples could include: "I prefer a quiet, low-stimulus environment with natural light and minimal foot traffic", or "I work best in a dedicated, enclosed office space to minimise distractions".

• What technology and equipment helps me at work?

  This could range from specific software to ergonomic tools. For instance, "Noise-cancelling headphones are essential for concentration in open-plan areas", or "Dual monitors help me organise information visually and reduce cognitive load".

• How I like to be communicated with at work and given tasks...

  Communication preferences are vital for autistic individuals. You might specify, "I prefer all task instructions to be emailed to me in writing to help me remember and reference them accurately", or "Please use direct, clear language and avoid metaphors or sarcasm, as I interpret things literally". This clarity improves understanding and reduces misinterpretations, making work more efficient.

By outlining these preferences, you enable your manager to create an environment where you can truly excel, thereby boosting your productivity and overall job satisfaction.

Part 3: Things to avoid or that make my work more difficult

This section is all about identifying things that hinder your performance or make your time at work challenging. Clearly describing these can help your manager prevent unnecessary difficulties. Consider including information about these things:

• What times of the day or week am I not able to work?

  This might be due to energy fluctuations, sensory overload, or medical appointments. For example, "I find it challenging to concentrate on complex tasks after 3pm due to fatigue", or "Late evening shifts can disrupt my sleep patterns and affect my performance the next day".

• What sort of space do I dislike working in?

  This directly relates to sensory issues. You might write, "Open-plan offices with high noise levels and constant movement are overwhelming and make it hard for me to focus", or "Fluorescent lighting causes eye strain and contributes to headaches, so natural light or warmer lighting is preferred".

• What technology or equipment do I find hard to use at work?

  This could be specific software with a confusing interface or equipment that causes sensory discomfort. For instance, "I struggle with phone calls as my primary communication method, preferring email or instant messaging for clear, written communication", or "Certain vibrating equipment causes sensory distress".

• What communication methods or styles make it hard for me to do my work or understand tasks?

  For autistic people this is often a really important thing. You might note, "Ambiguous instructions or unspoken expectations often lead to confusion and errors", or "Frequent, unscheduled interruptions break my concentration and make it difficult to resume tasks".

By explaining these challenges, you help your manager to avoid situations that could lead to stress, reduced productivity, or even health issues for you.

Part 4 - Other helpful information

This is a very flexible place where you can detail any other reasonable adjustments you might need that haven't been covered in the previous sections. This ensures that nothing is overlooked. You might include specific ways of dealing with autistic meltdowns or shutdowns, your need for a quiet space when you need to calm down a bit, or specific types of training or mentorship that would be helpful to you. For example, "I may need a designated quiet space for short breaks if I start to feel overwhelmed", or "I would benefit from a mentor who can provide structured guidance on new tasks".

Keeping your passport up to date

It is important to recognise that reasonable adjustments don't always stay the same! Your needs, your condition, or your working environment might change over time. The passport is designed to be a "living document", allowing you to record any updates or changes as they occur. This means that the support you receive at work remains relevant and effective, no matter what changes, or why it changes.

To make sure your manager is always aware of the latest information and can act on any changes, a simple process for providing them with updates is included at the end of the passport. When you make a change, go to the last page of the passport and...

1. Write the date of the change.

2. Clearly describe what was changed.

3. Sign it with your initials.

4. Get your manager to sign it if you can, which gives you proof that both you and your manager know about the update.

After making any changes and getting the new version of your passport signed, you should give a photocopy of the updated passport to your manager, and ask them to destroy the old copy that they had before.

This approach means that both you and your manager will always have the latest version of your reasonable adjustments. Regular communication about updates is really important to maintain an effective and supportive working relationship, and to make sure your needs are always met at work.

Supporting documentation

If you manager needs any proof of your condition or disability, it can be helpful for you to ask your doctor or medical specialists for supporting letters that explain them. Letters like this can provide extra medical information to support the requested adjustments and may reinforce the necessity of certain accommodations.

The Reasonable Adjustments Passport is a great way of helping employers promote inclusivity and support in the workplace. By help autistic people to clearly state their needs, preferences, and challenges, it helps turn disabilities from being barriers into an opportunity for tailored support.