Quick answer: Yes, employers can address an employee’s body odor when it affects the workplace. The key is to approach the conversation professionally, respectfully, and without making assumptions about the cause. In some situations, body odor may simply require coaching. In others, it may involve a medical condition, disability, or religious practice that requires additional consideration under employment law.
Question: I have an employee with noticeable body odor at work, and I can tell other employees are starting to notice. I’m unsure how to talk to an employee about body odor without embarrassing them or creating a bigger issue.
We have created a comprehensive Workplace Odor Guide to help you better understand those nuances and feel more comfortable having the conversation. It’s free to download, so be sure to get your copy.
The legal side: Yes. Employers can address employee body odor when it affects the workplace, coworkers, patients, or customers. Having a respectful conversation about workplace hygiene is both appropriate and, in healthcare settings, often necessary.
Employers may set reasonable expectations regarding employee hygiene, workplace hygiene, and professional appearance, especially when body odor affects coworkers, patients, customers, or the overall work environment.
Before assuming the issue is simply poor hygiene, put on your HR hat and remember that body odor can sometimes be caused by a medical condition, medication, or even a sincerely held religious practice. If the employee discloses that one of those is the reason, you may need to shift gears and consider how you document the issue and, ultimately, the approach you take to solve it. Some states have broader disability and religious accommodation requirements than federal law, so we have to look at those too.
If no protection applies and the problem persists after you’ve addressed it, you may be able to move toward a written warning. In our experience, it is extremely rare to have this type of conversation with an employee and not be able to get to a solution on the first try. As always, document the conversation in your own notes, along with any follow-up.
The human side: The core of a good answer is in the human side. As you said, this is an awkward topic for you and possibly for them, and it can be extremely sensitive. How you start the conversation and what you focus on make a big difference.
As you can imagine, this conversation should happen in private. Start by saying that you are concerned, if that is appropriate, and then be kind and direct.
You can find several different scripts to use in our Workplace Odor Guide for Managers and Owners.
We also want to point out, based on our extensive experience in this area, that odor issues often fall into two broad categories. Some are easier to bring up because the likely source is more obvious. Others feel more personal because they may be connected to hygiene, health, stress, or something else going on in the person’s life.
External odor sources: Odors where the likely source is more obvious. These may include things like:
These conversations can still be awkward, but the issue is usually easier to identify and explain because the source appears more external or specific.
Personal odor concerns: Odors that may be more personal or concerning. These may include situations where:
Please note that we are referring to them as “the person,” not just “the worker” or “the employee.” That matters. This may be a workplace issue, but it is also a human being issue. The goal of the conversation is not to embarrass the employee; it is to address a workplace issue. Keep the discussion focused on how the odor is affecting the work environment, coworkers, patients, or customers rather than making assumptions about the employee’s hygiene or personal circumstances. A respectful, fact-based approach is far more likely to result in a positive outcome.
A policy that addresses hygiene can help. CEDR members can find this in the Dress Code section of their handbook. The policy provides neutral expectations around cleanliness, professionalism, and presentation. When an employee is not meeting those expectations, having a policy to point to makes the conversation easier to manage.
Hopefully, this is a one-time conversation. If the employee is unable or unwilling to correct the issue after coaching, continued concerns can be addressed through progressive corrective coaching. If necessary, you may send the employee home to address the issue before returning to work, but be careful here. Before sending someone home, especially unpaid, make sure your policy supports that step and that no medical, religious, disability, or other protected issue has come up.
Be sure to read our Workplace Odor Guide for more insight on how to navigate this tricky topic.
Yes. Employers can address body odor when it affects coworkers, patients, customers, or the workplace. The conversation should remain professional and focus on workplace expectations rather than personal criticism.
If body odor continues after coaching and is not related to a protected medical condition or religious practice, employers may be able to use progressive corrective coaching or discipline consistent with company policy.
Possibly, but employers should first review their policies and determine whether the issue may involve a disability, medical condition, or religious accommodation before taking that step.
Employers should pause the disciplinary process and determine whether the employee may need a reasonable accommodation under applicable employment laws.
Be kind, direct, and focus on the workplace impact. Avoid assumptions about the cause and give the employee an opportunity to respond.
Other questions in this edition of CEDR’s HR Basecamp Roundup™:
Friendly Disclaimer: This information is general in nature and is not intended to provide legal advice or replace individual guidance about a specific issue with an attorney or HR expert. The information on this page is general human resources guidance based on applicable local, state, and/or federal U.S. employment law that is believed to be current as of the date of publication. Note that CEDR is not a law firm, and as the law is always changing, you should consult with a qualified attorney or HR expert who is familiar with all of the facts of your situation before making a decision about any human resources or employment law matter.
A Blog Written by CEDR, written by HR Experts to help you run your practice.
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