We’ve all been there, most of us on both ends. There’s a pungent smell, a missed patch of stubble or a hole in some clothing. Personal hygiene in the workplace can be an awkward situation to deal with even among the best of friends, so when hygiene issues come up at work, it can be a manager’s worst nightmare.
Even though the situation is awkward, workplace hygiene is important to address for the health and safety of everyone involved. Employees with customer-facing roles need to leave a good impression consistent with company values.
When customers aren’t involved, poor hygiene and body odor can still be a distraction to fellow coworkers, hindering productivity. In the worst cases, poor hygiene practices, such as those causing strong odors, can conflict with ADA protections of employees with asthma, COPD or allergies.
But the situation doesn’t have to be dramatic. If you follow the advice below, you'll know how to tell an employee they smell and address other hygiene in the workplace issues.
If you receive a complaint about an employee’s hygiene or body odor, take it seriously. Investigate it. Don’t assume the complaint is exaggerated or personal.
That can lead to legal consequences, as happened to a North Carolina company.
A North Carolina company was charged by the EEOC for violating the ADA after an employee with asthma and COPD asked to telecommute to avoid fragrances and offensive workplace smells.
She made the request three times and was denied each time without any consideration of accommodation—even though her work as a case manager could be done remotely.
The company’s refusal to engage in the required interactive process led to legal consequences. The EEOC held that the company’s ADA violation occurred when it rejected the request to telecommute without assessing the potential accommodation in light of the employee’s health and job duties.
Respiratory conditions like asthma, COPD or allergies may qualify as disabilities under the ADA.
Federal law requires a good-faith, interactive process to determine whether a reasonable accommodation can be made.
Once you’ve gathered more information, talk with the employee directly. Be compassionate, listen to their side and focus on resolution—not blame.
When poor hygiene becomes disruptive, it's time for a conversation. Few people want to smell bad or make others uncomfortable. If handled well, most employees will appreciate the chance to fix the issue privately.
Addressing an employee's body odor is a delicate task that requires tact, empathy and clear communication. As a business owner, it's important to ensure that the conversation prioritizes the employee's dignity while emphasizing the importance of maintaining a pleasant work environment for everyone.
Before approaching the employee to talk to them about their body odor, ensure that you and the employee are in a private setting to avoid embarrassing the individual.
The conversation should be framed as a supportive and constructive feedback session, rather than an accusatory one. It's crucial to be specific without being offensive.
For instance, instead of saying "You smell bad," it's more constructive to say, "I've noticed a consistent scent recently, and I wanted to discuss it to ensure we maintain a comfortable environment for everyone." By being direct yet sensitive, you respect the employee's feelings while addressing the issue of the employee's body odor.
It's essential to be open-minded during the discussion, as there might be underlying medical, personal or mental health issues contributing to the problem. Cultural differences can also come into play.
If the employee's body odor problem persists, remind them of your conversation. When several reminders are given and the employee still does not address the issue, it might be time to consider termination. Consult your HR personnel, legal counsel or Axcet HR Solutions to avoid any unforeseen pitfalls moving forward.
You’re Not Alone—Most Managers Struggle With Tough TalksNearly 7 in 10 managers say they avoid difficult conversations—and few are more uncomfortable than addressing hygiene or body odor at work. But silence can create bigger problems for your team and your culture. |
Of course, the best situation would be to never have to worry about workplace hygiene issues or how to tell an employee they smell. While this might not always be possible, taking proactive steps with your implementation of dress code and grooming policies will help ensure you get as close to that ideal work environment as possible.
We’ve included a handful of useful tips below.
Even if a prospective employee shows up to an interview clean and well-dressed, take time to spell out expectations about dress code and hygiene in the workplace. Do not assume prospective employees already know how they should conduct themselves.
Point out the location in the employee handbook where new employees can go to review the company’s hygiene and dress code expectations.
Stay as gender-neutral as possible to avoid policing one gender more than another. Allow for dress code exceptions in religious cases. Be consistent about how you enforce policies across racial or ethnic groups.
If you require customer-facing employees to shave daily because much of your customer base is conservative, say so. Explain that excessive cologne or perfume use might aggravate asthma or allergies or simply be a distraction. Employees will be more likely to follow policies if they understand the logic behind the rules.
Make sure locations like break rooms that see lots of food use are frequently cleaned. The same goes for bathrooms. If any of your employees smoke, make sure they know where smoking is and isn’t acceptable. It’s a good idea to identify a discrete location where smoking employees can go to avoid having their smoke agitate others.
Update policies as trends change. Certain grooming practices, such as shaving, are becoming less widespread than they once were, so consider removing these practices from your list of expectations if you don’t want to put off prospective employees. No one can fully predict where fashion trends will go in the future, either, so make sure to routinely review policies to make sure they align with contemporary values.
A. Yes — best practice is to include hygiene expectations (clean clothes, grooming, odor control) in a written dress code or hygiene policy. This ensures fairness and helps avoid discrimination claims.
A. Absolutely. Hygiene policies must be gender-neutral and inclusive. Be prepared to accommodate religious or cultural practices, such as wearing head coverings or using scent-free alternatives—unless it causes undue hardship.
A. Body odor can stem from medical issues, and certain health conditions (e.g., hyperhidrosis, bromhidrosis) may meet the ADA definition of a disability. If so, employers must engage in the interactive accommodation process.
A. Yes—consider offering deodorant, label-free soap, air fresheners, and private workspaces or restroom breaks. These reasonable actions can help employees meet expectations while avoiding embarrassment.
RELATED: Employees Who Smoke Cost Employers Big >>
Axcet HR Solutions is your trusted HR outsourcing company, led by a team of experienced HR experts. We recognize that difficult conversations can emerge, and we are here to assist you in navigating them smoothly.
Whether you require guidance for everyday HR consulting, like how to tell an employee they smell, or need support in handling complex discussions, our dedicated team is ready to provide valuable assistance. Rely on us as your reliable partner for comprehensive HR solutions tailored to your specific needs.
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