Discussing personal hygiene issues requires a delicate balance of empathy and directness, especially in workplace settings where addressing body odor can impact both professional relationships and customer impressions.
At a Glance
- Address hygiene concerns promptly but privately, with empathy and respect for the individual’s dignity
- Establish clear hygiene policies during employee onboarding and in company handbooks
- Consider potential medical conditions, cultural differences, or personal circumstances before approaching the conversation
- Use specific, non-judgmental language that focuses on business impact rather than personal criticism
- Managers or HR professionals should handle these sensitive conversations, not peers
Creating a Foundation for Respectful Conversations
As summer approaches, workplace body odor becomes a more common concern for many organizations. The key to addressing this sensitive issue lies in having properly documented policies in place before problems arise. A comprehensive dress code should include clear hygiene expectations, providing a reference point for future conversations if needed. These policies serve as both prevention and intervention tools, establishing standards while giving managers something concrete to refer to when addressing concerns.
According to employment law attorney Joseph H. Harris, a well-crafted dress code “typically requests that employees exercise good judgment regarding their appearance and hygiene.” This foundation helps remove some of the personal judgment from what could otherwise be interpreted as criticism of someone’s personal habits.
Approaching the Conversation with Dignity
When hygiene issues arise despite preventive measures, timing and approach become crucial. These conversations should always be handled by managers or HR professionals, never by peers. The discussion must occur in a private setting where both parties can speak confidentially. Begin with genuine concern rather than accusation, and be specific about the issue without being overly detailed or dramatic about the impact.
Managers should approach these conversations with an open mind, recognizing that hygiene issues may stem from various causes beyond personal choice. Medical conditions, financial constraints, mental health challenges, or cultural differences can all influence hygiene practices. This understanding helps frame the conversation from a place of support rather than judgment or criticism.
Creating Solutions Together
After compassionately addressing the concern, focus on moving forward constructively. If the employee discloses a medical condition affecting their hygiene, employers must engage in what the EEOC calls the “interactive process” to determine reasonable accommodations. These might include improved ventilation, remote work options, or modified schedules. For issues related to knowledge or resources, offering supportive solutions can maintain dignity while addressing the problem.
When framing the conversation, focus on the business impact rather than personal discomfort. For customer-facing roles, emphasize professional standards and customer experience. For team environments, address the issue in terms of workplace comfort for all employees. This approach keeps the conversation professional while acknowledging the legitimate need for addressing the situation.
Maintaining Perspective and Compassion
Throughout these delicate conversations, maintaining perspective is essential. As etiquette expert Sara Jane Ho notes, “Everybody has some form of BO.” This reminder helps approach the subject with humility and understanding. When discussing hygiene with someone you suspect may be experiencing financial difficulties, avoid assumptions that could feel shaming.
For individuals concerned about approaching hygiene discussions with family members or close friends, relationship coach Akilah Siti Easter suggests that established intimacy should create space for honest communication: “If you’re at the level where you’re intimate with that person, there should be a level of comfort where you can have those types of conversations.” The key is approaching with sensitivity while recognizing that addressing the issue is often kinder than avoiding it entirely.
Sources:
https://www.shrm.org/topics-tools/news/employee-relations/how-to-talk-worker-body-odor
https://blog.axcethr.com/hygiene-in-the-workplace-how-to-tell-an-employee-they-smell
