Ergonomic Request Letter: How To Write It Right!

Having navigated the ergonomic accommodation request process, I know the value of a well-crafted letter, that formally seeks workplace changes or equipment to avoid strain or injury. I’ll provide a concise, step-by-step guide to crafting an effective ergonomic request letter.

Key Takeaways:

  1. Understand the Purpose: Know why you need ergonomic adjustments in your workspace.
  2. Gather Evidence: Collect medical recommendations or ergonomic studies.
  3. Be Specific: Clearly identify the ergonomic equipment or changes needed.
  4. Use a Professional Tone: Be polite and formal in your request.
  5. Follow-Up: Be prepared to discuss your request in more detail if needed.
  6. Template Provided: Use the provided template as a starting point for your letter.

Step 1: Understand the Need for Ergonomics

Ergonomics is about designing the workplace to fit the needs of the worker, reducing discomfort and the risk of injury.

Before writing your letter, understand clearly why you need these adjustments. For example, after long hours at my desk, I experienced back pain, which was alleviated by an ergonomic chair.

Step 2: Gather Supporting Evidence

If you have a medical condition that requires ergonomic adjustments, include a doctor’s note.

Additionally, referencing ergonomic studies can strengthen your case. I included a recommendation from my chiropractor, which made my request more compelling.

Supporting Evidence Checklist:

  • Doctor’s note (if applicable)
  • Ergonomic study references
  • Personal experiences of discomfort or pain

Step 3: Specify Your Ergonomic Needs

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Be clear about what you need, whether it’s an ergonomic chair, a standing desk, or a special keyboard.

Specify brands, models, or features if necessary. In my case, I requested an ergonomic chair with lumbar support and adjustable armrests.

Step 4: Write the Letter

Use a formal tone and be polite. Start by expressing your commitment to your job and then explain your ergonomic needs. Emphasize how these changes will improve your productivity and well-being.

Letter Structure:

  1. Introduction and commitment to your role
  2. Explanation of ergonomic needs
  3. Request for specific equipment or changes
  4. Conclusion and thanks

Step 5: Follow-Up

After sending your letter, be prepared to discuss your request in person. Your employer may have questions or need clarification.


Writing an ergonomic request letter is about advocating for your health and productivity. Be clear, professional, and persuasive. Remember, a comfortable worker is an effective worker.


  • Personalize Your Request: Share how the ergonomic changes will specifically improve your work experience.
  • Research Your Options: Know about different ergonomic products and their benefits.
  • Be Proactive: Offer to help with the procurement process if possible.

Template for Ergonomic Request Letter

[Your Name]
[Your Position]

[Recipient’s Name]
[Recipient’s Position]
[Company Name]

Dear [Recipient’s Name],

I am writing to request ergonomic adjustments in my workspace to enhance comfort and efficiency. As a dedicated [Your Position], I am committed to maintaining high productivity and quality in my work.

Recently, I have been experiencing [specific discomfort or medical condition] while working, which can be alleviated with ergonomic solutions.

Specifically, I am requesting [specific ergonomic equipment or changes], which will [explain how it will improve your work and health].

I have attached [any supporting documents, like a doctor’s note or ergonomic study references]. These adjustments will not only benefit my health but also improve my work performance.

Thank you for considering my request. I am happy to discuss this further and assist in the procurement process if needed.


[Your Name]