HR & Manager Scripts: Small Sensory Accommodations

Copy‑ready email and chat templates to request low‑impact changes (constant sound, quiet seating, meeting tweaks, fragrance/glare policies, and more). Keep it job‑focused, respectful, and trial‑based.

Cognitive load & predictability Copy/Paste • Printable Updated: Oct 18, 2025
Editorial Policy ← Back to Work

Why this helps: cognitive load & predictability

Clear, brief requests reduce decision fatigue for both sides and set predictable routines. Framing changes as small experiments keeps risk low and makes approval easier.

  • Be specific: what you’ll do, where, and how it helps performance.
  • Offer a trial: 2–4 weeks with a check‑in.
  • Minimize impact: reassure teammates (e.g., “low volume, not audible to others”).
  • Keep health details private: you can request adjustments without sharing diagnoses.

How to use these templates

  • Pick the channel (email vs. Slack/Teams). Email creates a record; chat is good for quick nudges.
  • Swap placeholders like [Manager], [location], [date].
  • Start with 1–2 requests. After a successful trial, add more if needed.

Quick one‑liners (Slack/Teams)

“Hey [Manager] — for focus, ok if I keep a small white‑noise device at low volume pointed at me? I’ll make sure it isn’t audible to others.”

“Could I sit [location] for hybrid calls to reduce background chatter on the mic? It helps me focus and keeps audio cleaner.”

“Can we share a simple agenda by end of day before meetings? It helps me prepare and stay on topic.”

Email templates (copy & adapt)

1) Constant sound + quiet fidget

Subject: Small focus supports at my desk

Hi [Manager],

I’m most productive with low constant sound and a stable setup. May I keep a small white‑noise device at low volume near my desk and use a quiet hand fidget during longer meetings? I’ll ensure neither is distracting to others. Happy to try this for 2–3 weeks and check in on results.

Thanks,
[Name]

2) Hybrid meetings: seating & mic etiquette

Subject: Quiet seating for cleaner hybrid audio

Hi [Organizer],

For hybrid calls, could I sit [location] to reduce background chatter on the mic? It helps me focus and keeps audio cleaner for remote teammates. I’ll also pause any fidgets or sound during speaking turns.

Thanks,
[Name]

3) Agenda‑in‑advance + notes after

Subject: Simple agenda before meetings

Hi [Organizer],

Could we share a brief agenda by [time] the day before meetings and send 3–5 bullet notes afterward? That predictability helps me prepare, stay on topic, and follow up.

Thanks,
[Name]

4) Lighting/glare adjustments

Subject: Small lighting tweak for focus

Hi [Manager/Facilities],

Glare makes long screen sessions tough. May I add a small warm task lamp and a matte screen film at my station? This should reduce eye strain without affecting others.

Thanks,
[Name]

5) Quiet hours block

Subject: Focus block (quiet hours) trial

Hi [Team],

I’d like to try a quiet block from [time–time] on [days] for heads‑down work. I’ll keep Slack on for urgent pings and do a quick stand‑up before/after.

Thanks,
[Name]

6) Fragrance/noise signage for events

Subject: Simple signage for today’s event

Hi [Organizer],

Could we post a small sign near the door noting no strobes and encouraging fragrance‑free participation? I can share a printable that fits our style.

Thanks,
[Name]

7) Work pattern tweak (e.g., earlier start/remote day)

Subject: Small schedule adjustment (trial)

Hi [Manager],

May I try [earlier start/remote on X day] for the next 3 weeks? The change helps me avoid peak sensory load and should improve output. I’ll share results and adjust if it’s not working for the team.

Thanks,
[Name]

8) HR conversation opener (keep health info private)

Subject: Request to discuss job‑focused adjustments

Hello [HR/People Partner],

I’d like to discuss job‑focused adjustments that support my productivity (e.g., predictability in meetings, quiet seating, low constant sound near my desk). I’m proposing a short trial with a check‑in. I prefer to keep health information private; I’m happy to focus on what helps me do my job well.

Thank you,
[Name]

9) Documenting an agreement (recap)

Subject: Recap of our accommodation trial

Hi [Manager/HR],

Recapping our plan:

  • What: [low constant sound near desk / quiet seating / agenda in advance / etc.]
  • When/where: [times, locations]
  • My commitments: [keep low volume; avoid shared scents; pause fidgets on calls]
  • Check‑in: [date/time] to review outcomes

Thanks,
[Name]

10) Polite escalation (if needed)

Subject: Follow‑up on accommodation request

Hi [Manager/HR],

Following up on my [date] request. I’d appreciate a quick update or a brief time to discuss. I’m proposing a short trial that should help my focus with minimal impact on others.

Thank you,
[Name]

Related help

Information only — not legal advice. Check your company policies and local regulations.