Disability Etiquette in the

Workplace

Fact Sheet Series
2

JAN’S ACCOMMODATION FACT SHEET SERIES

DISABILITY ETIQUETTE IN THE WORKPLACE

More than one out of every ten working age Americans (21-64) has a disability

(Weathers, 2005). As the baby-boomer population ages and continues employment,

the prevalence of disability management in the workplace continues to be a significant

issue for employers. Disability management should include etiquette strategies that

foster inclusion of people with disabilities in employment settings. Appropriate disability

etiquette allows all employees to be more comfortable and productive. For employers

wanting to successfully integrate people with disabilities into their organizations, the

following etiquette strategies may be useful.

Recruitment Etiquette

People with disabilities continue to be the most unemployed and underemployed

population in the United States. They represent an untapped labor pool offering

valuable skills, qualifications, and assets for employers. Several recruitment strategies

can increase an organization’s access to potential applicants.

 Post job openings with local disability organizations and college and university

career centers. Advertise vacancies within disability-related publications,

websites, and job fairs.

 Include details about the job location in all postings and highlight accessible

features of the location, if appropriate.

 Indicate the availability of flexible working conditions, including telecommuting or

flexible scheduling.

 Only include qualifications in job postings that are actually required for the

available position. Require equal qualifications of all job applicants, regardless of

disability.

 Advertise the organization as an equal opportunity employer.

 Establish internship and mentoring programs targeted towards youth with

disabilities.

Interview Etiquette

Scheduling the Interview

 Let applicants know accommodations can be provided upon request and who to

contact for more information.

 Schedule interviews at an accessible location. If the workplace is inaccessible,

be prepared to conduct the interview at an alternate accessible location.

 Be familiar with travel directions to the interview location, including the path of

travel into the building.

 Notify applicants in advance with the names of all interview participants.

 Be aware that an applicant with a disability may need to arrange for

transportation following the interview. Provide the applicant with an estimate of

interview duration and expected end time, if requested.
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Greeting the Interviewee

 Be aware of the interview location’s accessible features including restrooms,

drinking fountains, and telephones.

 Use a normal tone of voice when welcoming the interviewee. Only raise your

voice upon request.

 Call the person by his first name only when extending similar familiarity to other

interviewees.

 Always introduce yourself and other interview participants. Offer to shake hands,

if appropriate.

 Speak directly to the interviewee instead of any companion, personal attendant,

or interpreter, when greeting the person for the interview.

Interviewing

 Always ask similar questions of all interviewees, regardless of disability. Conduct

the interview emphasizing abilities, achievements, and interviewee qualities.

 Treat all interviewees with respect.

 Select an interview location with adequate lighting.

 Speak directly to the interviewee instead of any companion, personal attendant,

or interpreter throughout the meeting.

New Employee Etiquette

 Review physical features of the work environment. If any create potential

barriers for new employees with disabilities, make adjustments as necessary.

 Identify assistive technologies available to increase workplace accessibility.

 Provide alternate formats (e.g., large print, Braille) of all necessary work-related

documents including benefits information, employee manuals and policies, and

professional development materials, as needed.

 Prepare co-workers and supervisors for the arrival of a new employee with a

disability, when appropriate. This preparation can include training and orientation

to disability-specific issues. Such training should not be used to single-out the

person with the disability. An overall disability awareness initiative is best.

 Remember to include employees with disabilities in emergency evacuation

planning and procedures.

Workplace Etiquette: Mobility, Sensory, Cognitive, and Psychiatric Impairments

The following etiquette tips address a wide range of workplace situations involving

employees with motor or mobility impairments, sensory impairments, and cognitive or

psychiatric impairments. This publication is not a comprehensive guide to disability

etiquette in the workplace. For more information about disability etiquette, see the

resources listed at the end of this document.

Individuals with Mobility Impairments

 Do not make assumptions about limitations based on appearance or the use of

assistive devices. For example, individuals who use mobility aids such as canes,

walkers, or wheelchairs have different limitations and may use a mobility aid

regularly or only as required by their limitations on a daily basis. Also, people
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who appear to be mobile may require accommodations such as accessible

parking because they are unable to walk long distances due to a medical

impairment (e.g., a person with asthma or a heart condition).

 Do not touch or lean on a wheelchair, move a person’s walker or cane without

being asked, or pet or distract a service animal without first asking the individual

with the disability if it is okay. A wheelchair, mobility aid, or service animal is part

of an individual’s personal space; an extension of that individual.

 Be aware of the worksite and its accessible and inaccessible elements. Upon

hiring a person who has an obvious mobility impairment, offer to provide a tour

and evaluate the worksite for accessibility.

 Make workplace accessibility changes according to the specific work-related

needs of the employee (e.g., making workspace modifications, keeping paths

clear, and positioning items at appropriate reach heights, etc.).

 Keep disability etiquette in mind when planning work-related social events or

training opportunities. Host events at accessible locations and design activities

that include all employees.

 Ask whether a person needs assistance before you help. Extend the same

courtesies to individuals with disabilities as you would others. Do not be afraid to

ask how you can help.

 Sit down when speaking for more than a few minutes with a person who uses a

wheelchair so you are at eye level.

 Be careful about the language you use. For example, people who use

wheelchairs or scooters are not confined or bound to them. The wheelchair

enables the person to get where he/she needs to go. It does not confine the

person.

Individuals with Vision Impairments

 Be familiar with the route of travel to the interview location. Provide descriptive

directions that do not require the person to rely on visual references. When

appropriate, note if Braille signage is posted on walls and doors.

 Verbally greet and identify yourself before extending your hand to greet a person

who is blind. Use the same courtesy when entering or leaving a room, or saying

good bye when ending a conversation. Do not just walk away when talking with

a person who is blind or visually impaired.

 Offer your arm instead of taking the arm of a person who is blind or visually

impaired when guiding the person. As you walk, tell the person where you are

going, make note of steps or slopes, and point-out opening doors or other

obstacles.

 Offer new employees a guided tour of the workplace.

 Do not pet or distract a guide dog. When walking along-side someone who is

using a guide dog, walk on the side opposite the animal.

 Offer to read written information, when appropriate, during an interview or on the

job.

 Inform an employee who is blind or visually impaired of structural changes or

hazards he may need to be aware of in the event of new construction or

workplace modifications.
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 Provide work-related materials, such as employee handbooks or benefits

information, in an accessible format (e.g., large print, Braille, or accessible web

page accessed with a screen reader).

Individuals who are Deaf or Hard of Hearing

 Be aware that individuals who are deaf or hard of hearing communicate in

various ways. Pay attention to cues such as whether the person uses sign

language, is reading lips, writing, or gesturing. Do not be afraid say that you do

not understand if you have trouble understanding the person’s speech. It is

better to find another way to communicate, such as through writing notes, than to

pretend to understand.

 Do not put hands in front of your face, or food or other items in your mouth when

communicating with someone who is reading lips. Also, do not turn your head or

walk away while talking. When possible, speak in a well-lit room that is free from

background noises.

 Maintain eye contact and direct your communication to the person who is deaf

when using a sign-language interpreter.

 Speak using a normal tone of voice unless asked to raise your voice, and

rephrase rather than repeat the same words if you are not understood.

 Take turns when talking during a meeting so the person who is deaf or hard of

hearing can read lips if they are able to.

 Get the attention of a person who is deaf or hard of hearing before you start

speaking by waiving your hand, tapping her on the shoulder, or through some

other appropriate gesture.

 Talk with the individual about his preferred method of communication for job

training or complex work-related situations. When appropriate, provide a

qualified sign-language interpreter, CART service, or training videos that are

captioned.

 Remember to include employees who are deaf or hard of hearing in casual

conversation and social events. Provide a sign-language interpreter for

employer-sponsored social events, when appropriate.

Individuals with Speech Impairments

 Be patient and listen. Do not complete words or sentences for the individual. Do

not be afraid to say you do not understand. Ask him to repeat and then listen

carefully. Repeat what you heard to verify. Or, ask him to write it down.

 Be attentive in your mannerisms by maintaining conversational eye contact and

focusing on the content of communication rather than the delivery of the

communication.

 Relax and communicate as you would normally.

 Provide interview questions in advance, if possible, to allow the individual time to

prepare and deliver responses effectively.

 Consider offering a personal interview as an alternative to a phone interview for

people who stutter.
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Individuals with Respiratory Impairments or Chemical Sensitivities

 Be aware that products that are commonly used in the workplace (e.g., air

fresheners, cleaning products, markers) can trigger a reaction for someone who

has a respiratory or chemical sensitivity. Use less toxic products when possible.

 Encourage employees to use fragrance-free products, and discontinue wearing

fragrances and colognes in the workplace. Do not wear fragrances and colognes

when interviewing new employees. Fragrances, colognes, and fragranced

personal products can make some people very ill.

 Make a commitment to maintaining good ventilation and indoor air quality. This

can benefit all employees.

 Do not make assumptions based upon appearance. For example, a person with

asthma may not appear to be limited, but may need accessible parking because

she is not able to walk long distances or be in the cold or humidity for long

periods of time.

Individuals with Psychiatric Impairments

 Avoid stereotypes and assumptions about the individual and how she may

interact with others. In most cases, it will not be obvious that someone has a

psychiatric impairment.

 Recognize and respect the differences in people. People with psychiatric

impairments may behave differently than other individuals, may have trouble

interpreting social cues, or may have different ways of coping with their

impairment.

 Respect personal space and do not touch the individual or his personal

belongings.

 Provide support and assistance, as appropriate.

 Be patient. Allow the individual time to think and answer questions

independently.

Individuals with Cognitive Impairments

 Do not assume that because someone has a cognitive impairment, such as a

learning disability, that she has below-average intelligence. The individual may

have above-average intelligence, but may have difficulty receiving, expressing, or

processing information.

 Ask the person if he prefers verbal, written, or hands-on instruction, or a

combination of methods in training and work-related situations. For example, if

providing verbal instructions, it may be helpful to follow-up with an e-mail that

clarifies your request.

 Treat the individual as an adult. Speak directly to the individual, rather than

his/her companion, and use words and phrases according to his or her level of

complexity.

 Be patient. Allow the individual time to think and answer questions

independently.
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Disability Etiquette in the Workplace authored by Tracie DeFreitas Saab, M.S., Job

Accommodation Network, and Jana Copeland, M.S., Rocky Mountain ADA & IT Center.

Original print 3/8/06.

References

Weathers, R. (2005). A guide to disability statistics from the American community

survey. Ithaca, NY: Cornell University, Rehabilitation Research and Training Center on

Disability Demographics and Statistics.

Other Publications

City of San Antonio Planning Department’s Disability Etiquette Handbook

http://www.sanantonio.gov/planning/disability_handbook/disability_handbook.asp

Job Accommodation Network

West Virginia University

PO Box 6080

Morgantown, WV 26506-6080

(800)526-7234 (V)

(877)781-9403 (TTY)

jan@askjan.org

http://askjan.org

A service of the Office of Disability Employment Policy, U.S. Department of Labor

Office of Disability Employment Policy

200 Constitution Avenue, NW, Room S-1303

Washington, DC 20210

Direct: (202)693-7880

TTY: (202)693-7881

Fax: (202)693-7888

infoODEP@dol.gov

http://www.dol.gov/odep/index.htm

Disability and Business Technical Assistance Center - Rocky Mountain

Region 8

Meeting the Challenge, Inc.

3630 Sinton Rd., Suite 103

Colorado Springs, CO 80907

Toll Free: (800)949-4232

Direct: (719)444-0268

TTY: (800)949-4232

Fax: (719)444-0269

technicalassistance@mtc-inc.com

http://www.ada-infonet.org
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American Foundation for the Blind

11 Penn Plaza, Suite 300

New York, NY 10001

Toll Free: (800)232-5463

Direct: (212)502-7600

Fax: (212)502-7777

afbinfo@afb.net

http://www.afb.org

Rochester Institute of Technology

National Technical Institute for the Deaf Center on Employment

52 Lomb Memorial Drive

Rochester, NY 14623

Direct: (585)475-6400

Fax: (585)475-5978

ntidmc@rit.edu

http://www.ntid.rit.edu/nce/employers.php

United Spinal Association

75-20 Astoria Boulevard

Jackson Heights, NY 11370

Toll Free: (800)404-2898

Direct: (718)803-3782

Fax: (718)803-0414

info@unitedspinal.org

http://www.unitedspinal.org

Updated 03/24/10.
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This document was developed by the Job Accommodation Network, funded by a

contract agreement from the U.S. Department of Labor, Office of Disability Employment

Policy (DOL079RP20426). The opinions expressed herein do not necessarily reflect the

position or policy of the U.S. Department of Labor. Nor does mention of trade names,

commercial products, or organizations imply endorsement by the U.S. Department of

Labor.