Housing programs
How to Prepare a Request for Reasonable Accommodation and Provide Medical Documentation When Required.
This practical guide explains how tenants and applicants can respectfully request reasonable accommodations in housing, what medical documentation should accompany the request, and how to navigate common verification processes with clarity and care.
July 22, 2025 - 3 min Read
When you need a housing adjustment due to a medical condition, understanding the scope of reasonable accommodations is essential. A reasonable accommodation is a change in rules, policies, practices, or services that enables you to have equal access to housing opportunities and enjoy the same benefits as others. The process begins by identifying the specific limitation your condition creates and the accommodation that would effectively address it. This step requires careful reflection on how the current program or building operations hinder your daily living or participation. Collect supporting facts, dates, and examples that demonstrate how the accommodation will remove barriers while ensuring safety and compliance with regulations.
Before you draft a request, review the relevant laws and housing policies that protect individuals with disabilities. In many jurisdictions, landlords and housing providers must consider reasonable accommodations unless doing so would impose an undue burden or alter the essential nature of the program. Clarify whether your request targets a physical feature, such as a ramp or accessible parking, or a procedural adjustment, like flexible visitation times for care partners. Writing a concise, factual letter helps establish your needs clearly. Include a brief description of your disability, the accommodation sought, the anticipated duration, and how the change will enable you to meet obligations like tenancy responsibilities and timely rent payments.
Gather precise documentation to support your accommodation request.
Your accommodation request should present a concrete solution rather than vague concerns. Start with a direct statement of your goal, followed by a succinct justification grounded in lived experience. Explain how the current policy or feature creates barriers to essential activities such as mobility, communication, or safety planning. Provide reasonable alternatives you have already considered, and emphasize that the proposed accommodation is straightforward and cost-effective. Avoid implying prejudice or accusing the property manager of bias; instead, focus on the practical impact on your daily life. A well-structured submission makes it easier for decision-makers to assess feasibility and process quickly.
Include a brief timeline to help the housing provider manage expectations. Identify when the adjustment is needed—for example, by the start of a lease term or following a measurable change in medical status. If possible, propose a sensible implementation plan with steps, responsibilities, and any required coordination with third parties such as caregivers or healthcare professionals. Demonstrating a proactive approach shows respect for the provider’s operations while communicating urgency. Additionally, note any potential safety considerations, compliance requirements, or construction considerations that the provider should anticipate during implementation.
Prepare and structure your reasoning for a smoother review.
Medical documentation plays a crucial role in most accommodation determinations. It should verify the existence of a disability, connect the disability to the requested adjustment, and outline any limitations the accommodation would address. Collect forms or letters from treating clinicians that describe how your condition affects housing activities, such as navigating stairs, using assistive devices, or participating in shared spaces. The documentation should also indicate the recommended accommodation and its anticipated duration, whether temporary or ongoing. Ensure the information provided is current, signed, and dated. If possible, ask your clinician to specify the specific features or access methods needed to reduce barriers effectively.
When seeking documentation, communicate clearly with your clinician about the housing context. Explain that the letter should focus on practical impacts rather than medical diagnoses in detail, and request language that connects directly to daily living within the building. Some clinics have privacy or consent processes; obtain authorization to share information with the housing provider. If your condition fluctuates, provide a plan for updates or renewed assessments. Consider including a summary of your home environment and any safety concerns. Clear collaboration reduces delays, helps protect your privacy, and increases the likelihood that the provider will approve a reasonable, well-founded accommodation.
Draft and submit the completed request with careful attention to detail.
A well-organized accommodation request makes it easier for reviewers to see the path from need to solution. Begin with your contact information and the property’s name, followed by a brief, respectful opening that states the purpose. Present the disability context in one or two short paragraphs, then move to the requested accommodation and the justification. Use bullet-like clarity in prose rather than long-winded sentences, and avoid emotionally charged language. Include any relevant policies you believe support your request and mention where you found them. Finally, reiterate your willingness to discuss alternatives and collaborate on a practical timeline for implementation.
After presenting your case, describe how the proposed accommodation will be implemented and monitored. Discuss who will oversee the change, whether contractors or internal staff will be involved, and how the process will align with existing building rules and safety standards. Indicate how you will verify the effectiveness of the adjustment and whom to contact if issues arise. A transparent plan helps reassure property managers that the accommodation will function as intended without disrupting other residents or operations. It also sets a baseline for follow-up communication and potential adjustments if needed.
Understand how to respond to approvals, denials, and appeals.
When submitting the request, ensure all required forms are completed accurately and attached in one cohesive packet. Include your written letter, medical documentation, and any supporting communications with your clinician or care team. Keep copies for your records and obtain confirmation of receipt from the housing provider. If the provider asks for additional information, respond promptly and maintain a courteous, professional tone. Clear labeling of documents helps prevent misplacement and streamlines the review process. A thoughtful submission reduces back-and-forth and signals your commitment to resolving barriers in a constructive, compliant manner.
Maintain a professional, collaborative demeanor throughout the review process. Answer questions promptly, provide supplemental details as requested, and invite input from the property’s accessibility coordinator or housing administrator. If the decision is delayed, seek a clear timeline and, if necessary, request a meeting to discuss options in real time. Document all conversations in writing and confirm any agreed changes in follow-up letters. Keeping a detailed record helps protect your rights and keeps the process on track, even if the provider requests modifications or additional documentation.
If your accommodation request is approved, review the terms carefully to ensure they match your needs. Confirm the scope, duration, any associated costs, and the process for accessing the accommodation when needed. Request written documentation outlining approval details and the implementation plan, including who will coordinate installation or policy changes. In case of denial, read the decision rationale carefully and identify any missing information or misinterpretations. Most jurisdictions allow an appeal or a higher-level review; prepare a concise response that identifies the requested changes and references applicable laws or policy provisions. Seek guidance from a housing advocate if you encounter obstacles or unclear decisions.
In all scenarios, prioritize open communication and ongoing collaboration with the housing provider. A successful accommodation rests on mutual trust, clear expectations, and timely adjustments. Use the information gathered from clinicians, policy references, and personal experience to advocate for reasonable solutions that preserve safety, independence, and dignity. Regular check-ins can prevent small issues from escalating, while documenting progress helps you demonstrate ongoing need and effectiveness. Remember that reasonable accommodations are designed to level the playing field, enabling you to maintain stable housing, participate in community life, and fulfill tenancy responsibilities with confidence.
