Workplace adjustment plan template
Ryan Hoare · Founder, TryMosaic · Last reviewed
This guide is part of our complete guide to managing reasonable adjustments.
What an adjustment plan is for
A plan turns an agreement in a meeting into something that actually happens. It names each adjustment, gives it an owner and two dates, and creates the shared reference the employee and manager return to at every review. Without a plan, adjustments live in meeting notes and memory, and they lapse the first time anything changes.
How to use this template
Copy the fields below into your own document or system. Complete it with the employee, not about them, and give both parties a copy. One plan per employee; add a row per adjustment.
Section 1: plan details
- Employee name and role.
- Manager completing the plan with the employee.
- Date the plan was agreed, and the date of the next whole-plan review.
- Consent note: who the employee has agreed may see this plan.
Section 2: context, in the employee's words
A short paragraph written by the employee describing the barriers they experience at work. Barriers, not diagnosis: the employee chooses what health context, if any, to include. This section exists so a future manager understands why the adjustments matter without the employee having to retell everything.
Section 3: the adjustments (one row per adjustment)
- Adjustment: what is being put in place, described specifically enough that a stranger could check whether it exists.
- Barrier it addresses: the difficulty this adjustment removes or reduces.
- Owner: the named person responsible for implementation.
- Effective date: when it takes effect, and evidence of implementation once done.
- Funding or provider, if any: for example Access to Work, an equipment supplier, or internal IT.
- Review date: when this adjustment will be checked. Sooner if role, team or manager changes.
- Status: requested, agreed, in place, under review, or ended, with dates.
Section 4: review log
- Date of review and who attended.
- What is working, what is not, and what was changed as a result.
- Next review date.
Three rules that keep a plan honest
- Every adjustment has exactly one owner. Shared ownership is how implementation quietly becomes nobody's job.
- Agreed is not done. The plan tracks the gap between the decision and the day the adjustment actually exists.
- The plan follows the employee. A manager change triggers a handover of the plan, with the employee's consent, not a restart of the conversation.
This template is general guidance, not legal advice. For advice on your specific obligations, speak to an employment law specialist or ACAS.
If you are evaluating vendors, book a short TryMosaic demo and put the questions above to us first.
References
Related guidance
Frequently asked questions
What is a workplace adjustment plan?
A document recording the adjustments agreed for one employee, with each adjustment's owner, effective date, funding source and review date, plus a log of reviews. It is the shared reference the employee and manager return to whenever circumstances change.
Who writes the adjustment plan?
The manager and employee complete it together, and the context section should be in the employee's own words. A plan written about an employee rather than with them tends to record what the organisation found convenient rather than what was actually agreed.
How is a plan different from an adjustment passport?
A plan is operational: owners, dates and statuses for getting adjustments in place and keeping them working. A passport is the employee's portable record, written to travel with them between managers. The two work best generated from the same underlying record, so neither goes stale.
How often should the plan be reviewed?
Each adjustment carries its own review date, and the whole plan should be revisited at least annually, or immediately when the employee changes role, team or manager. The review log matters: it evidences that the employer kept engaging rather than filing the plan away.
Should the plan include the employee's diagnosis?
Only if the employee chooses to include it. The plan works from barriers and adjustments, neither of which requires a diagnosis to be named. Whatever health context is included is special category data under UK GDPR, so access to the plan must be limited to the people the employee has agreed.
Published · Last updated · This guide will next be reviewed by .
TryMosaic is the system of record for workplace adjustments under the Equality Act 2010.