Short answer
Explain the process, business reason, and alternative options without dismissive language.
Reasonable Accommodation Denial Wording
Use careful wording when an accommodation request cannot be approved as requested.
Why wording matters
A denial can sound discriminatory if it appears rushed, skeptical, or hostile.
Bad example
We cannot approve this because it would be unfair to everyone else.
Safer rewrite
After reviewing the request through the accommodation process, we would like to discuss alternative options that may address the workplace need.
ADA · FMLA · EEOC Aligned Guidance
Check your wording before you send it
Try an example:
Privacy note: Analyses may be saved for history and review. We do not use your text to train public AI models.
Please remove names, specific medical details, and sensitive personal identifiers before submitting.