How to Schedule and Attend an Appointment Using American Sign Language

What to expect when you book an appointment as a deaf or hard of hearing person

When you schedule an appointment using American Sign Language (ASL), you have the right to request an interpreter at no cost to you under the Americans with Disabilities Act. Most businesses, medical offices, salons, and service providers are required by law to provide one. The key is telling them what you need when you book — not showing up and hoping they have arranged it.

The appointment itself works the same way as it would for a hearing person: you arrive at the scheduled time, the interpreter arrives with you or is already there, and you conduct your business through them. The interpreter is there to translate between you and the service provider, not to participate in the appointment itself. Your privacy is protected — interpreters are bound by confidentiality rules.

Key Takeaways

• Tell the business when you book that you need an ASL interpreter, and confirm they understand what that means before you hang up or send the message.
• Businesses are legally required to provide interpreters at no charge under the ADA, but they need advance notice — usually 24 to 48 hours — to arrange one.
• You can bring your own interpreter if you prefer, but the business may still be required to pay for a professional one if you ask them to arrange it.
• If a business refuses to provide an interpreter or says they cannot, you can file a complaint with your state's disability rights office or the Department of Justice.
• Video relay services (VRS) and video remote interpreting (VRI) are alternatives for some appointments, but they work best for phone calls and brief transactions, not in-person medical or legal appointments.

How to request an interpreter when you book

Call or message the business and say clearly: "I am deaf and I need an American Sign Language interpreter for my appointment." Do not say "I'm hard of hearing" unless that is accurate — it changes what kind of accommodation they arrange. If you are calling through a relay service, the relay operator will relay your words exactly, so the business hears you directly.

Ask them to confirm they have arranged the interpreter and ask what time the interpreter will arrive. Some offices arrange the interpreter to be there 10 or 15 minutes early; others have the interpreter meet you in the waiting room. Write down the name of the person you spoke to and the date and time you called. If the business seems confused or says they do not know how to arrange one, you can offer to help: "I can contact an interpreter service myself, but you are required to pay for it."

If you are booking online or by email, write in the appointment notes or send a separate message: "I am deaf and will need an ASL interpreter for this appointment. Please confirm you have arranged one before my appointment date." Then follow up with a phone call to make sure the message reached the right person.

What happens if the business says they cannot provide an interpreter

They are required to by law. If they say they cannot find one, that is a problem on their end, not yours — they should have started looking when you called. If they say it will cost too much, that is also not your problem. The ADA requires them to cover the cost.

If a business refuses or keeps delaying, you have options. You can file a complaint with your state's disability rights office (search "[your state] disability rights office" online) or with the U.S. Department of Justice Civil Rights Division. You can also contact a local legal aid organization — many offer free help with disability discrimination cases.

Before you file a formal complaint, you can try writing the business a short email: "I requested an ASL interpreter for my appointment on [date]. I have not received confirmation that one has been arranged. Please confirm by [date] or I will need to file a complaint with [your state] disability rights office." Sometimes a written record and a clear deadline prompt action.

Bringing your own interpreter versus asking the business to arrange one

You can bring a family member or friend who signs, but that person is not a professional interpreter and may not know medical, legal, or technical vocabulary. For medical appointments, legal matters, or anything important, a professional interpreter is more accurate and protects your privacy.

You can also hire your own interpreter through an interpreter service and ask the business to reimburse you. Some businesses will do this; others will say they prefer to arrange their own. If you hire your own, keep the receipt and invoice — you may be able to deduct it as a disability-related expense or file it with your insurance.

The safest approach for important appointments is to ask the business to arrange the interpreter when you book, and if they drag their feet, tell them you will hire one yourself and send them the bill. Most will move faster once they know there is a cost involved.

Using video relay services and video remote interpreting instead

Video relay services (VRS) and video remote interpreting (VRI) let you use an interpreter through a video call instead of in person. VRS is free for deaf people and works well for phone calls — you use a videophone or app, the relay operator interprets, and you talk to the business on the phone. VRI is similar but the business arranges it and pays for it.

These work fine for short calls — scheduling follow-up appointments, asking about hours, confirming a prescription — but they are not ideal for medical exams, dental work, or anything where the provider needs to see your face and body language clearly. A video screen also means the interpreter cannot see everything happening in the room.

If you want to use VRS or VRI for an in-person appointment, tell the business when you book: "I will be using video remote interpreting for this appointment." They may say no, especially for medical or legal appointments, because the provider needs to see you in person. That is reasonable. For routine appointments like haircuts or car service pickups, it is usually fine.

What to do if the interpreter does not show up

If you arrive for your appointment and there is no interpreter, tell the business immediately: "I requested an ASL interpreter and no one is here. I cannot proceed without one." Do not proceed with the appointment. Ask to reschedule and ask the business what went wrong.

If the interpreter arrives late, you have the right to wait for them or to reschedule. Most businesses will wait 10 or 15 minutes; if they will not, that is on them, not you. Write down the time you arrived, the time the interpreter arrived, and the name of the staff member you spoke to.

If this happens more than once with the same business, file a complaint. Repeated failure to provide an interpreter is a pattern of discrimination.

Interpreter conduct and your privacy

A professional interpreter should introduce themselves, explain their role, and ask if you have any questions before the appointment starts. They should interpret everything said — they are not there to edit, summarize, or decide what you need to know. If the interpreter is not doing their job well, you can ask for a different one.

Interpreters are bound by a code of ethics that includes confidentiality. They cannot tell anyone what they learned during your appointment. If you are worried about privacy — for example, if the interpreter is someone from your community — you can ask the business to arrange a different one, and they should do so without argument.

Frequently Asked Questions

Can a business charge me for an interpreter?

No. Under the ADA, businesses must cover the cost of providing an interpreter. If they try to charge you, that is illegal. You can refuse to pay and file a complaint with your state's disability rights office.

What if I use Deaf-Blind interpreting or tactile sign language?

Tell the business when you book: "I am Deaf-Blind and I need a tactile sign language interpreter." This is less common, so they may need more time to arrange it. Give them at least a week's notice if you can. The same legal requirements apply — they must provide it at no cost to you.

Do I have to tell the business I am deaf when I book?

You do not have to disclose your disability, but you do need to request the accommodation. If you do not tell them you need an interpreter, they will not arrange one. The business cannot refuse to serve you because you are deaf, but they can require you to request the accommodation in advance.

What if the business has an interpreter on staff?

That is fine, but the interpreter still cannot work on you if they have a conflict of interest — for example, if they are a family member or if they work in a department that is involved in your care. If the on-staff interpreter has a conflict, the business must arrange an outside interpreter.

Can I record the appointment?

That depends on the type of appointment and your state's laws. Medical and legal appointments often have privacy rules that limit recording. Ask the business and the interpreter before you record. If you want a record of what was said, ask the interpreter to take notes instead.