How to Talk to an Employee About Personal Hygiene Issues (2024)

FAQs

How to Talk to an Employee About Personal Hygiene Issues? ›

Be tactful but direct.

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.

Be direct and tactful.

Use factual language like: “I noticed stains on your work clothes for three of the last five days,” but avoid making unnecessary judgments.

The best way to deal with personal hygiene issues at work is to politely and professionally raise the issue with the member of staff. Handle it discreetly, arranging a meeting with the employee. Before meeting the employee, ensure you have all the facts. Don't go off hearsay, gather your knowledge first-hand.

Individuals with body odor may not be aware that their odor is offensive to others, so employers need to start by discussing the issue with the employee. If body odor results from a disability, employers should consider whether reasonable accommodation is appropriate.

“Explain you have a sensitive matter to discuss. I'd downplay the problem to help them feel less embarrassed. 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.

Try thinking about how you would want someone to tell you. Make a clear request: “I need you to make sure that you bathe every day, use appropriate deodorant/anti perspirant, and launder your work clothes regularly.”

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.

Dear [Employee(s)/Worker, name of company, etc.], I am emailing you today about an incident that occurred in [name the incident or place the incident occurred] regarding our poor workplace hygiene. I have been noticing that people have not been cleaning up after themselves.

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.

How to confront someone about personal hygiene? ›

Be direct, but warm. Be specific about the problem, as being vague in order to spare the person's feelings might lead to misunderstandings. Use as much respect, kindness, and compassion as you can, but present the issue clearly.

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 tactful but direct.

In some cases, the employee may be unaware that a problem exists and may need specific information about what the problem is. Provide an explanation of the issue, treating the employee with respect. Use factual terms and avoid judgmental language.

If your body odor is related to a medical condition, it's possible that your termination could be considered discrimination under the Americans with Disabilities Act (ADA). Employers are required to provide reasonable accommodations to employees with disabilities unless it would cause undue hardship for the employer.

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.

There is no guaranteed perfect way to treat employees with serious health problems. The keys are recognizing there is an issue, applying all of the applicable laws to the situation, attempting to work with the employee throughout the process and documenting everything as accurately as possible.