Do I have to tell my employer about my disability to get accommodations?
The short answer
No—you generally don’t need to share your diagnosis. In Ontario, your employer’s duty to accommodate is triggered when they know (or reasonably should know) that you have disability-related needs. What you do typically need to share is enough information about your functional limitations and what accommodations will help so your employer can respond appropriately.
What you have to disclose (and what you don’t)
Usually required (the “need-to-know”):
That you have a disability protected by the Ontario Human Rights Code.
Your functional restrictions/limitations (e.g., “can’t stand more than 15 minutes,” “requires two WFH days weekly”).
Whether you can perform the essential duties of your job with or without accommodation.
The type of accommodations that may help, and where relevant, prognosis/timeline updates.
Usually not required: your diagnosis, underlying cause, symptoms, or treatment details—unless the needs are complex/unclear and more detail is truly necessary to design an accommodation.
Your employer’s duty and the “duty to inquire”
Employers must accommodate disability-related needs to the point of undue hardship (a high bar). If performance or conduct issues hint at a possible disability, the employer may have a duty to inquire before disciplining—i.e., to ask whether support or accommodation is needed—especially with mental-health disabilities where self-disclosure can be difficult.
When can an employer ask for “more” medical information?
They can ask for information reasonably necessary to understand your limits and design accommodations. In limited cases—such as contradictory medical notes or unclear restrictions—courts have said an employer may request an independent medical examination (IME) to clarify restrictions. This isn’t a licence to “second-guess” your doctor; it must be justified and proportional.
Confidentiality: who sees your information?
Your medical information should be kept separate from your personnel file and shared only with those who need to know to implement the accommodation (for example, HR or Occupational Health). Day-to-day supervisors usually only need to know what adjustments to make, not your diagnosis.
Undue hardship: what can limit accommodation?
In Ontario, “undue hardship” is assessed only on three factors: cost, outside sources of funding, and health & safety. Business inconvenience, morale issues, or customer preferences aren’t valid reasons to refuse accommodation. Employers must consider reasonable options and mitigate risk before claiming undue hardship.
How to ask for accommodation (without disclosing your diagnosis)
Step 1: Start the conversation in writing.
Subject: Request for disability-related accommodation
I’m writing to request accommodation for a disability protected under the Ontario Human Rights Code. My current functional limitations include: [brief list].
I can perform the essential duties of my role with these accommodations: [examples—modified hours, ergonomic equipment, remote work days, adjusted duties]. My clinician’s note is enclosed and addresses restrictions and expected duration.
I’m happy to discuss options and provide reasonable updates. Thank you for working with me on this.
Step 2: Provide a helpful doctor’s note. Ask your clinician to confirm:
You have a disability;
Your restrictions/limitations;
Whether you can perform essential duties with/without accommodation;
Recommended accommodations;
Duration or timeline for updates.
Step 3: Collaborate. The process is a two-way street. Be responsive to reasonable information requests; propose practical options; consider trial accommodations.
What if my employer pushes for my diagnosis or says “no”?
Re-center on function. Offer a clarified, functional note from your clinician.
Ask why the diagnosis is needed. If needs are clear, diagnosis usually isn’t.
Escalate respectfully (HR/occupational health); if you’re unionized, involve your union.
If accommodation is refused, consider legal help. Strictly time-sensitive issues (discipline, termination) may require prompt advice.
Special situations
Safety-sensitive roles: More detail may be justified to assess risk, but the focus stays on actual risks and restrictions, not labels.
Extended absences: Employers can ask for reasonable updates and may assess whether you can return to essential duties with accommodation.
Probationary employees: Human-rights protections still apply; accommodation duties don’t wait until “after probation.”
Bottom line
In Ontario, you do not have to disclose your diagnosis to receive workplace accommodations. You do need to share enough functional information to let your employer do their part—while they protect your privacy and accommodate you unless doing so would cause undue hardship.