What Do I Do If My Job Denies My Accommodations?

If your employer denies your request for a workplace accommodation in California, do not assume the decision is final or lawful. California law provides strong protections for employees with disabilities, including mental health conditions and medical impairments. Employers are required to provide reasonable accommodations and to engage in a good faith interactive process. A denial without proper evaluation may violate the Fair Employment and Housing Act, known as FEHA.

This guide explains what your employer is legally required to do, common reasons accommodation requests are rejected, and what steps you should take immediately to protect your rights.

Your Legal Rights Under California Law

In California, disability accommodation rights are governed primarily by the Fair Employment and Housing Act, Government Code section 12900 and following. FEHA applies to employers with five or more employees and provides broader protection than federal law.

Under FEHA:

• A disability includes physical and mental conditions that limit a major life activity.
• A condition only needs to make a major life activity difficult. It does not need to substantially limit the activity.
• Employers must provide reasonable accommodations to qualified employees with disabilities.
• Employers must engage in a timely, good faith interactive process to determine an effective accommodation.

An employee must be able to perform the essential functions of the job with or without reasonable accommodation. If an accommodation would allow you to perform those essential duties, your employer generally must provide it unless it creates an undue hardship.

A simple denial without engaging in discussion may itself violate California law.

Common Reasons Employers Reject Workplace Accommodation Requests

Employers often give explanations for denying an accommodation. Some are legally valid. Others are not.

Common reasons include:

Claim of Undue Hardship

An employer may argue that the requested accommodation would cause significant difficulty or expense. Under FEHA, undue hardship is evaluated based on the size of the business, available resources, and operational impact. Large employers have a higher burden to prove hardship than small employers.

Dispute Over Whether You Have a Disability

An employer may question whether your condition qualifies under the law. In California, the definition of disability is broad. The condition only needs to limit a major life activity such as working, concentrating, sleeping, or interacting with others.

Allegation That You Cannot Perform Essential Functions

If the employer claims you cannot perform the core duties of your position even with accommodation, they may deny the request. However, they must be able to show that the duties are truly essential, not merely preferred.

Insufficient Medical Documentation

An employer may request reasonable medical documentation describing your functional limitations. They are entitled to confirmation of limitations and need for accommodation, but not full medical records or diagnosis details beyond what is relevant.

Refusal to Engage in Discussion

Some employers simply reject requests without meaningful dialogue. This is often a violation of the interactive process requirement.

The Interactive Process Requirement

Under FEHA, the interactive process is a mandatory, ongoing dialogue between employer and employee to identify reasonable accommodations.

This process must be:

• Timely
• Conducted in good faith
• Focused on identifying effective solutions

The employer does not have to grant your preferred accommodation if another effective option exists. However, they cannot ignore your request or refuse to consider alternatives.

Failure to engage in the interactive process is a separate legal violation under California law, even if a court later determines no accommodation was ultimately possible.

If your employer denies your request without discussion, delays unreasonably, or refuses to consider alternatives, that may support a legal claim.

What To Do Immediately After Your Accommodation Request Is Denied

If your request is denied, take the following steps promptly.

1. Request a Written Explanation

Ask for a written statement explaining the reason for the denial. This creates documentation and forces the employer to articulate their legal position.

2. Document All Communications

Save emails, meeting notes, HR responses, and performance evaluations. Keep a timeline of events including dates of your request and the denial.

3. Confirm Your Willingness to Participate

Send a written communication stating that you remain willing to engage in the interactive process and explore alternative accommodations.

4. Provide Clarifying Medical Documentation If Needed

If the employer cites insufficient documentation, consult your healthcare provider and provide a clarification that focuses on functional limitations.

5. Propose Alternative Accommodations

If your initial request is rejected, propose reasonable alternatives that would allow you to perform essential job duties.

6. Monitor for Retaliation

It is illegal for an employer to retaliate against you for requesting accommodation. Retaliation may include demotion, termination, reduced hours, hostile treatment, or negative evaluations tied to your request.

When a Denial Becomes Illegal

A denial may violate California law if:

• The employer refuses to engage in the interactive process
• The employer rejects an accommodation without valid undue hardship analysis
• The employer disciplines or terminates you after your request
• The employer treats you differently because of your medical condition
• The employer ignores medical documentation without justification

In some cases, the denial is part of a larger pattern of discrimination or retaliation.

Filing a Complaint in California

Before filing a lawsuit under FEHA, you must file a complaint with the California Civil Rights Department, known as CRD.

You generally have three years from the last discriminatory act to file an administrative complaint under FEHA. After receiving a right-to-sue notice, you typically have one year to file a lawsuit in court.

Deadlines are strict and fact specific. Delay can limit your rights.

Potential Legal Claims After a Denial

Depending on the facts, a denied accommodation may support claims for:

• Failure to accommodate
• Failure to engage in the interactive process
• Disability discrimination
• Retaliation
• Wrongful termination, if you are fired

These claims may allow recovery of:

• Back pay
• Front pay
• Emotional distress damages
• Attorney’s fees and costs
• Reinstatement or other equitable relief

When to Speak With an Employment Attorney

Accommodation disputes are highly fact dependent. The analysis often turns on:

• Whether your condition qualifies under FEHA
• Whether the requested accommodation was reasonable
• Whether the employer engaged in good faith dialogue
• Whether your job duties are truly essential
• Whether retaliation occurred

If your employer has denied your accommodation request, reduced your responsibilities, threatened termination, or taken other adverse actions, it may be time to seek legal guidance.

California law strongly protects employees who need reasonable accommodations. A denial does not automatically mean the employer acted lawfully. Reviewing the facts with an experienced employment attorney can clarify your options and protect your position moving forward.