Seating Location Change Request

When and how to use this letter

Seating requests are small asks that can feel awkward — nobody wants to complain about colleagues. The trick is to frame the request around work needs, not people. Describe the impact on your productivity: noise levels, foot traffic, lighting, or glare on your screen. 'Frequent interruptions near the entrance are affecting my focus on detailed work' is professional; 'my neighbours are too loud' is a complaint.

Keep the request flexible. Name a preferred area rather than a specific desk — it gives facilities room to work with and avoids the impression you are displacing someone. If the issue is health-related, such as back pain from your chair or eye strain from lighting, say so; most companies treat these as reasonable adjustments and act faster.

The non-obvious tip: check with facilities about upcoming seating changes before writing. Offices reshuffle seating more often than employees realise, and your request may coincide with a planned move — piggybacking on it gets you what you want with zero friction. If your manager needs to approve, copy them so facilities sees the sign-off.

Once moved, give the new spot a fair trial before requesting further changes. Serial seat-switchers lose credibility, and facilities teams remember. If your request is approved, thank the facilities team — small courtesies make the next request easier.

Frequently asked questions

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