Last reviewed: 22 June 2022
- Avoid using overly formal language like ‘request’ or ‘declare’ when asking about adjustments and disability.
- Use positive language – focus questions around how you can make the process easier or more comfortable for applicants and candidates.
- Even the language of ‘adjustments’ can seem too formal – consider talking about ‘changes’ or ‘different ways of doing things’.
Why language matters
The purpose of asking applicants and candidates about adjustments is so that you can most effectively remove barriers for disabled people in your recruitment processes.
The language you use when asking for information about adjustments will affect how people answer. Therefore, consider what language is most likely to yield the results that you need to achieve this goal.
In the UK, adjustments tends to be the word that people use when talking about making changes to remove barriers for disabled people. Other countries use different words (such as ‘accommodations’ in the US), so consider national and regional differences in language when deciding what to say.
What to say
You are asking people to talk about what could be a very personal and private area. Therefore, use language that will make disabled applicants feel more at ease.
Before the job offer
In the UK you can usually only ask about adjustments to the recruitment process, not adjustments they will need in the role.
When asking about adjustments to the recruitment process, keep the language warm and welcoming and avoid formal or legalistic language.
For example, instead of saying:
- “Disabled applicants can request an adjustment by completing this form”
You could say something more like:
- “Please let us know if there are any changes we could make to the application process to make it easier and more comfortable for you. Contact X [a named individual] so we can work with you to support you throughout your application.”
After the job offer
After making a job offer, you can now ask the candidate what adjustments they would need in the role.
You should still use positive and welcoming language. Disabled candidates at this point may be concerned that the job offer may be withdrawn if their new employer finds out they have a disability.
Say something like:
- “We look forward to welcoming you to the team. If you would like to talk about how you work best and changes we can make to support you in your role, please get in touch with X.”
Dos and don’ts
- Avoid overly formal language, such as ‘request’ or ‘declare’. This can put disabled people off letting you know how you can remove barriers, and even put them off from applying altogether.
- Instead, invite disabled applicants to ‘get in touch’ or ‘let us know’ what adjustments or changes they need.
- Even the language of ‘adjustments’ can seem too formal or legalistic – after all, this is the language used in the Equality Act 2010. Consider avoiding words like this.
- Instead, use words or phrases such as ‘changes’ or ‘doing things in a different way’.
- Don’t ask about adjustments they would need in the role before making a job offer. In the UK, this is usually unlawful before you have made a job offer. Make sure that questions about adjustments only relate to adjustments to the recruitment process.
- Do ask questions about adjustments they would need in the role after making a job offer. This is important information, so make sure to ask as soon as possible.
- Don’t use language that suggests you want to know about someone’s health or disability. This is usually unlawful, and also can be off-putting as this is very personal information that people are unlikely to want to share.
- Do make sure that the information is accurate! This may seem like a simple thing to do, but in our research we noticed that some job adverts made mistakes when inviting applicants to ask about adjustments – for example, forgetting to include information about who to contact to discuss adjustments. (One advert had the sentence: “If you would like us to make adjustments during the application process, please contact us at .” [sic])
The law
In the UK, it is usually unlawful to ask questions about health and disability before making a job offer. It is also usually unlawful to ask about adjustments the candidate would need in the role. However, you can still ask (and absolutely should ask) about adjustments to the recruitment process.
Therefore, when asking about adjustments, avoid using language that suggests you want to know about their health and disability or what adjustments they would need in the role – until you have made a job offer.
Once you have made a job offer, it is important to ask for information about adjustments they will need in the role as soon as possible.
What we say
At Business Disability Forum, the language we use on our jobs page is:
“We strive to ensure all our information, products, and services are accessible to and useable by everyone. If you would like to receive any information in a different way or would like us to do anything differently to help you apply for our roles, please get in touch with Barnaby Powell (HR and Facilities Manager) by emailing barnabyp@businessdisabilityforum.org.uk or by telephone on 020-7403-3020.”
This is just an example, but it is informed by the advice above. What language your organisation should use will depend on your own circumstances.
Further information
For tailored guidance, contact our Advice Service.
Read next
- Attracting disabled applicants
- Job adverts – Dos and don’ts
- Can I ask candidates questions about disability?
© This resource and the information therein are subject to copyright and remain the property of the Business Disability Forum. It is for reference only and must not be copied or distributed without prior permission.
If you require this resource in a different format, contact enquiries@businessdisabilityforum.org.uk.