Reasonable accommodation is a change to the job, the workplace or the way work is done that lets a person with a disability perform on equal terms with others, without imposing a disproportionate or undue burden in that particular case. That is the wording of Section 2(y) of the Rights of Persons with Disabilities Act, 2016, and it is the working core of employing persons with disabilities.

Who the law binds, and where it gets grey

The Act’s definition of discrimination expressly includes denial of reasonable accommodation, and Section 20(2) requires every government establishment to provide it along with a barrier-free environment. The explicit employment duty is written for government employers. For private employers the position is less tidy: the discrimination definition and the equal opportunity policy duty in Section 21 reach them, and in Vikash Kumar v UPSC (2021) the Supreme Court called reasonable accommodation a right whose denial amounts to discrimination, but that case concerned a public body. Treat it as a standard to meet, not a gap to exploit, and get legal advice for a contested case.

What it looks like at work

• A ground-floor desk, ramp or accessible washroom, and an accessible entry for interviews
• Screen reader or magnification software, captioned meetings, documents in accessible formats
• Adjusted hours through flexi-time, or remote and hybrid work for a role that allows it
• Job restructuring: moving a marginal task (say, frequent site visits) to a colleague and taking on another in exchange
• Extra time or a different format in assessments and training

“Undue burden” has no rupee cap in the Act. It is judged case by case: cost against the size and resources of the organisation, the availability of cheaper alternatives, and the effect on others. Record how you reached the decision. Ask the employee what they need, try an option, review it after a few weeks, and limit medical details to those who must act. Health data deserves care even though the core duties of the DPDP Act are not yet binding.

Your own HR tools count too: if the self-service portal does not work with a screen reader, a visually impaired employee cannot see payslips or apply for leave unaided.

Frequently asked questions

Can we ask for medical proof before agreeing?

Ask about the functional need and, where a benefit depends on it, for the disability certificate. A full medical history is rarely needed and creates data you must protect.

What if the request is too costly?

Look for a cheaper way to meet the same need before refusing; a flat “no” without exploring alternatives is the weak spot if challenged. Keep the reasoning in writing.

Does it apply to someone who becomes disabled while employed?

Section 20(4) protects such employees in government service, and most private employers extend the same approach through policy, as part of their disability employment policy: redeploy first, then discuss separation.

Log each request and outcome in an HR case management system so decisions stay consistent and documented.