What should HR do when an employee's body odor is affecting the workplace? (2024)

FAQs

What should HR do when an employee's body odor is affecting the workplace? ›

Gently pointing out the strong odor and asking for a response from the employee is critical. If appropriate, HR or the manager should reference the company's dress and grooming policy and the negative effect on the employee's contributions can be discussed.

Provide an explanation of the issue, treating the employee with respect. Use factual terms and avoid judgmental language. Cite your policy (if applicable) and describe how the body odor or poor hygiene is affecting the business. Give the employee an opportunity to speak.

A wrongful discrimination suit could arise if the employee gets fired for their odor. It's also illegal to create a hostile work environment by being passive-aggressive. Never try to placate employees by being overt with air fresheners.

If your employer doesn't have an HR department, your next best bet is to speak to your manager — privately and respectfully, no George Costanza impressions — about the situation. Your manager can then bring it up with the colleague's manager, or help you find ways to get some distance from your B.B.O.

Be honest and kind but also be direct, don't try and tackle the problem by means of well intended hints. Ask them what may be causing the odour and how you can help. Take notes—you may need them if you need to handle the situation formally.

In all likelihood, your manager or HR will note the issue and handle it accordingly—probably in the form of a conversation with your colleague. There are plenty of times being assertive pays off, but not here. Leave this one to someone more equipped to handle it.

Dirty, unhygienic workspaces can cause stress and illness, reduce productivity and morale in your team, and damage your organization's reputation.

A hygiene policy might include an employer's expectations about: Personal hygiene rules – Including regularly washing hair, hand washing and grooming. Not attending work with a contagious illness – This can help with infection control.

I am concerned about your hygiene habits. I've noticed some odors that seem to follow you from place to place." Leave the cause open-ended so that the person can explain if they feel comfortable doing so. Hygiene is a personal issue, so they may not want to offer details about their habits or problems.

The employer may need to describe the problem (e.g., smell of urine or feces, urine or feces left on office chairs, odor from flatulence, smell of sweat, bad breath, disheveled appearance) and let the employee know how it is affecting the workplace (e.g., bothering coworkers, customers complaining).

What is smell harassment? ›

It refers to the act of inadvertently offending others with unpleasant body odours.

Offensive conduct may include, but is not limited to, offensive jokes, slurs, epithets or name calling, physical assaults or threats, intimidation, ridicule or mockery, insults or put-downs, offensive objects or pictures, and interference with work performance.

Body odor may be caused by a medical condition, poor hygiene or a specific diet, to name a few options. If the issue is not addressed appropriately, it may run afoul of the Americans with Disabilities Act or lead to claims of discrimination under Title VII of the Civil Rights Act.

Be candid but compassionate about the issue — whether it's bad breath or body odor — and let the staff member know the issue is negatively impacting them with colleagues and/or customers. While they may be an otherwise good employee, this issue is damaging to them professionally.

Firstly, an employer can take a corrective action in regards to offensive body odour – but it's essential for them to enquire whether there's an underlying medical condition that could be impacting this.

The key to claiming that your body odor is protected under the Equal Employment Opportunity Commission (EEOC) is if it qualifies as a disability under the American with Disabilities Act (ADA).

Be direct. You may have to practice finding a way to say “you are too smelly” diplomatically. I grant that this is almost impossible, but something like “You have a noticeable smell, and it is distracting” might be a starting point. Try thinking about how you would want someone to tell you.

If you plan to report toxicity to HR, you will need detailed records to clearly outline your claims. Make sure to document the following: What was said or done. The date and time of the incidents.