Around 16 million people in the UK live with a disability — that’s roughly one in four of the population. If the commercial space you’re renting isn’t accessible, you’re not just missing out on a huge customer base. You’re also likely in breach of the Equality Act 2010, which requires service providers to make reasonable adjustments so disabled people aren’t placed at a substantial disadvantage. I’ve spent years covering property and business law, and this is one of the areas where I see the most confusion — landlords and tenants alike often assume accessibility is someone else’s problem until a claim lands.
The legal framework is clear, but the practical reality is messier. Approved Document M sets the baseline for access to and use of buildings in England, and it applies to commercial spaces too. Yet many tenants sign leases without checking whether the property meets even the minimum standards. If you’re renting a shop, office, or venue, you need to know what the law expects — and what you can negotiate before you sign. Here’s what you actually need to know.
Before you start looking at properties, it’s worth getting legal advice from a real estate lawyer who can review the lease terms for accessibility obligations. That upfront check can save you thousands in retrofit costs later.
What the Equality Act 2010 actually requires from commercial landlords and tenants
The key word in the Equality Act is “reasonable.” What counts as reasonable depends on your organisation’s size, resources, and the practicability of the adjustment. A large corporate venue chain would be expected to do more than a small community hall. But every tenant must be able to demonstrate they’ve considered accessibility and made genuine efforts. The Act requires reasonable adjustments in three areas: changing a practice, policy, or procedure that puts disabled people at a disadvantage; providing auxiliary aids or services; and overcoming physical barriers by removing them, altering them, or providing a reasonable means of avoiding them.
What I’d do before signing any lease is ask the landlord for a copy of the building’s access statement. If they don’t have one, that’s a red flag. You can also check whether the property was built or last refurbished after October 2015, when the current version of Approved Document M Volume 2 took effect. If it was, the building should already meet the baseline standards for commercial property insurance and accessibility compliance.
Why getting this wrong costs more than you think
Failure to comply with the Equality Act can result in legal action. Disabled people can bring claims through the county court, and the Equality and Human Rights Commission can take enforcement action. Beyond the legal risk, the reputational damage from being seen as inaccessible is significant in an age of social media. But there’s a positive side too: making your space accessible opens your business to around 16 million potential customers who might otherwise go elsewhere.
Consider a small café in a converted Victorian shop. The entrance has two steps, and the landlord refuses to allow a permanent ramp because it would “alter the character of the building.” Under the Equality Act, that refusal could be challenged. The café owner could argue that a ramp is a reasonable adjustment, and the landlord’s objection might not hold up if the business can demonstrate the ramp is practical and proportionate. I’ve seen this exact scenario play out, and the tenant usually wins — but only if they’ve documented everything.
Regional differences matter too. In Wales, the Welsh Ministers (Transfer of Functions) (No. 2) Order 2009 means Approved Document M applies to excepted energy buildings differently. If you’re renting in Wales, check whether the property falls under that exception. My advice: don’t assume the rules are identical across the UK.
Where tenants and landlords get accessibility wrong
I’ve reviewed dozens of lease disputes, and the same mistakes keep appearing. Here are the most common ones, with what you can do about each.
Assuming the landlord is responsible for everything
Many tenants sign a lease thinking the landlord will handle all accessibility upgrades. That’s rarely true. Most commercial leases place the obligation for internal adjustments on the tenant. If you need a hearing loop, accessible toilet, or wider doorways, you’ll likely pay for it yourself. The exception is structural changes like adding a ramp or lift, which may require landlord consent and could be their responsibility depending on the lease terms. Always clarify this in writing before you sign.
Treating temporary solutions as permanent fixes
A portable ramp that staff have to fetch from storage doesn’t count as a reasonable adjustment. Neither does a sign saying “please ring for assistance” if there’s no step-free alternative. The Equality Act expects permanent, reliable solutions. If you’re relying on temporary measures, you’re not compliant. What I’d do is budget for permanent fixes from the start — it’s cheaper than defending a claim later.
Ignoring the accessible toilet requirement
An accessible toilet must be on the same level as the main event space, with minimum dimensions of 1500mm x 2200mm, grab rails, and an emergency pull cord. It must not be used for storage. I’ve walked into venues where the accessible toilet is full of cleaning supplies and stacked chairs. That’s not just inconsiderate — it’s a breach of the Equality Act. If your space doesn’t have one, you need to install it or find a property that does.
Overlooking sensory and neurodivergent provisions
Growing awareness of sensory processing differences means venues are increasingly expected to consider neurodivergent visitors. Provisions might include a quiet room, advance information about noise levels and lighting effects, ear defenders available to borrow, and relaxed performances with reduced sensory intensity. These benefit far more people than you might expect — parents with young children, people with anxiety, and those recovering from concussion all appreciate a quieter space. This is increasingly seen as standard good practice rather than a niche accommodation.
→ Scroll right to see all columns
| Adjustment type | Typical cost range | Who usually pays |
|---|---|---|
| Permanent ramp (1:12 gradient) | £1,500 – £5,000 | Landlord (structural) |
| Accessible toilet installation | £3,000 – £8,000 | Tenant (internal) |
| Hearing loop (venue-wide) | £2,000 – £6,000 | Tenant |
| Staff disability awareness training | £200 – £800 | Tenant |
How to make your commercial space accessible — a practical guide
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Start with an access audit before you sign the lease
Before you commit to a property, commission an access audit from a qualified professional. They’ll assess the building against Approved Document M standards and the Equality Act. The audit will identify barriers like narrow doorways, missing hearing loops, and inaccessible toilets. Use the report to negotiate with the landlord — either for them to make changes before you move in, or for a rent reduction to cover the cost of your own upgrades. If the landlord refuses to cooperate, that’s a strong signal to walk away.
Prioritise entrance and circulation improvements
Step-free access at the main entrance is the priority. If steps are unavoidable, a permanent ramp with a gradient no steeper than 1:12 is far preferable to a temporary ramp. Automatic or easily operated doors help wheelchair users and people with limited hand strength. Inside, ensure corridors are wide enough for wheelchair users — minimum 900mm, ideally 1200mm. Remove unnecessary obstacles like A-boards, stacked chairs, and trailing cables from accessible routes. If your venue has multiple levels, consider whether a platform lift or wheelchair lift is feasible.
Install hearing loops and plan for captioning
An induction loop transmits audio directly to hearing aids set to the T (telecoil) setting. Installing a loop system at your box office, bar, and in the main event space makes a significant difference for the estimated 12 million people in the UK with hearing loss. Portable loop systems are available from around £200 for small areas, with venue-wide systems costing more. For spoken word events, comedy, and theatre, consider providing live captioning or BSL interpretation for some performances. Designating specific “captioned” or “BSL interpreted” shows makes it clear to Deaf and hard-of-hearing audiences when they can attend with full access.
Publish a clear access statement on your website
Accessibility starts long before someone arrives at your venue. Your website should clearly describe the accessibility provisions you offer, including step-free access details, hearing loop availability, accessible toilet locations, and how to book accessible tickets or request adjustments. Provide a direct contact for accessibility enquiries. Publish an access statement — a clear, honest description of your venue’s accessibility, including any known barriers. Disabled people appreciate honesty about what you can and cannot provide far more than vague reassurances. If your venue has steps that cannot be avoided, say so and explain what alternatives are available.
Train your staff properly
Physical provisions are undermined if staff don’t know how to use them or interact confidently with disabled visitors. Train all front-of-house staff on disability awareness, the location and operation of accessibility equipment, how to guide a visually impaired person, how to communicate with Deaf visitors, and how to respond to requests for reasonable adjustments. The most important thing staff can learn is to ask rather than assume. Ask “How can I help?” rather than making assumptions about what someone needs. Good staff training is the foundation of a genuinely welcoming venue.
- 1Commission an access auditHire a qualified access consultant to assess the property against Approved Document M and Equality Act standards before you sign the lease.
- 2Negotiate with the landlordUse the audit report to request structural changes or a rent reduction. Get all agreements in writing as part of the lease.
- 3Install permanent physical adjustmentsPrioritise step-free access, accessible toilets on the same level, and hearing loops. Avoid temporary solutions.
- 4Publish an access statementBe honest about what you offer and what barriers remain. Provide a direct contact for accessibility enquiries.
- 5Train your teamEnsure all front-of-house staff know how to use accessibility equipment and how to interact confidently with disabled visitors.
Frequently asked questions
Can I be sued if my rented commercial space isn’t accessible? ▾
What counts as a “reasonable” adjustment for a small business? ▾
Does Approved Document M apply to existing buildings or only new builds? ▾
What if my landlord refuses to allow accessibility changes? ▾
Do I need a hearing loop if I mainly run a retail shop? ▾
What’s the difference between Approved Document M and the Equality Act? ▾
Sources and Further Reading
Understanding tenant service charge interest in the UK — A practical breakdown of what service charges cover and how to challenge unfair charges, including accessibility-related maintenance costs.
Tips for navigating landlord service charge insolvency — What happens to your accessibility obligations if your landlord goes under, and how to protect your business.
Access to and use of buildings: Approved Document M. Ministry of Housing, Communities and Local Government, 2024.
Venue accessibility improvements guide. Tickts, 2024.
