Learn the professional best practices for how to tell an employee they smell bad. Find out how to break the news in the least embarrassing, most constructive way
To prepare for a role as a street thug on the film Death Wish, actor Jeff Goldblum decided to stop bathing – his own attempt at Method acting. Not long after, the assistant director pulled him aside and told him he smelled. Would you have taken the same approach toward an employee with body odor?
In this article, we’ll go over the dos and don’ts of how to tell an employee they smell bad. We’ll also share a framework to follow when having that conversation.
There could be many reasons why a person might smell bad, and we’ll go over some of them to help with empathy-building.
HR or the person’s manager is the right person to tell an employee that they smell bad. Other employees, though they might have the best intentions, should avoid having that conversation.
There are several reasons for this:
HR or the manager should speak with the employee asap. If the issue persists unchecked, the employee could be a target of bullying and harassment. Deal with the issue quickly.
So how do you politely tell an employee that they smell? There’s no easy way; it will be awkward for both of you. The compassionate approach is to be straightforward yet kind and considerate.
Here’s a framework you can follow when dealing with an employee who smells bad:
Talk to them privately: book a meeting room or a quiet corner outdoors (with no one within earshot) to discuss the issue
Use “I” statements: focus on what you have observed, not what other people have said. This will reduce the feeling of shame and embarrassment
Keep it short: use straightforward language, avoid using fillers
Do it at the end of the workday: this way, the employee doesn’t have to sit at work for the rest of the day worrying about their hygiene issue
Be compassionate: avoid judgement; they might not have been aware of the issue or might have a health problem (more on this later)
Offer help: close your spiel on a positive note with an offer of help
Follow these guidelines to deliver the message in the most helpful and constructive way.
Here’s what your opening lines might sound like:
"Hey [Name], I wanted to have a quick, private chat with you about something that might be a bit uncomfortable. Please know that I’m coming from a place of respect and support.
“I’ve noticed that sometimes there’s a strong body odor. I wanted to tell you in case you weren’t aware. I know there can be many reasons for this, and I’m not making any judgements. Just letting you know in case it’s something you’d want to address.
“Is there anything I can do to help?”
It’s going to be an awkward conversation but take heart – you will be doing your employees a favor. Let the words of this manager (taken from an online forum) serve as inspiration:
Body odor isn’t a basis for discrimination, so telling an employee that they smell bad isn’t discriminatory per se. But there are some exceptions.
If an employee’s body odor is due to a medical condition, that could be considered a disability. If it is a disability under laws such as the Americans with Disabilities Act (ADA), the employer must make reasonable accommodations for that employee.
Some religious beliefs restricting use of deodorants could be protected under Title VII of the Civil Rights Act in the US. Reasonable accommodation should be provided here as well. Failing to do this could lead to claims of discrimination in the workplace.
If you’re in other parts of the world, you may want to refer to relevant legislation in your country:
Country/region |
Relevant laws |
---|---|
Australia |
Fair Work Act 2009 |
Disability Discrimination Act 1992 |
|
Federal and state human rights legislation |
|
Canada |
Canadian Human Rights Act (for federally regulated workplaces) |
Provincial human rights codes |
|
New Zealand |
Human Rights Act 1993 |
Employment Relations Act 2000 |
|
United Kingdom |
Equality Act 2010 |
HR leaders in Asia should consult a labor and employment lawyer for specific anti-discrimination laws in your country. Visit HRD Asia’s employment law page for more insights.
When having a difficult conversation with an employee, some empathy and understanding go a long way in avoiding judgement. We’re quick to make assumptions about an employee who smells bad, but there could be other reasons behind the problem:
There are certain health issues that could lead to body odor or bad breath:
Watch this clip for a quick idea on what trimethylaminuria is:
When telling an employee they smell bad, create psychological safety through empathy. Come from a place of curiosity, not judgement. Imagine walking a mile in their shoes.
The body reacts to stress and anxiety in many ways, and one of them is through excessive sweating. According to Healthline, underarms release 30 times more sweat when stressed.
If their jobs are causing employees stress, share some strategies to manage workplace stress. See if this calls for a separate conversation on workloads, staffing, and delegation.
Certain foods cause body odor or excessive sweating, such as:
Some foods are closely linked to one’s heritage and culture. This is a sensitive topic, so be mindful and respectful when having that conversation with your employee.
For people living in poverty, hygiene products rank low on the list of priorities. According to The Hygiene Bank, 69 percent of adults experiencing hygiene poverty often need to choose between buying food and buying toiletries.
If this is the reason why your employee smells bad, consider discreetly offering support. If your workplace has shower facilities, you could mention that they’re available. Providing access to hygiene products or sharing information about local charities is another compassionate option.
When people are experiencing depression, even routine tasks can feel difficult. That includes taking a shower, brushing their teeth, and other hygiene practices.
If your employee experiences depression, tell them about your organization’s employee assistance program. Speaking to a counsellor can give them the help they need.
Make sure that you’re supporting employees the right way. Follow these ten tips to support the mental health of your employees.
It’s also possible that the employee just isn’t aware that they have a hygiene problem. If that’s the case, you’ve done them a favor by telling them that they smell bad! Hopefully, that gentle nudge will lead them to build habits of cleanliness and good hygiene.
Here’s another quote from an HR practitioner, sharing their experiences in an online forum:
An employee can be fired for poor hygiene if:
In cases like this, it’s especially important to:
These actions will show that everything was done to support the employee, but they refused to address the issue.
If the employee’s body odor is due to a medical condition or religious beliefs, firing them could pose legal risks without attempting reasonable accommodations. Consult a labor or employment lawyer for expert advice.
Here’s a case study from Canada of an employee who was fired for poor workplace hygiene.
Body odor and poor hygiene are serious issues in the workplace, especially when employees work in shared spaces or handle food or medication. This can affect industries such as:
Addressing hygiene issues in the workplace is important due to several factors:
Employee health and well-being: Strong body odor in the workplace can be distracting and may impact the overall work environment. It has the potential to affect teamwork, employee engagement, and performance
Professionalism and workplace culture: Employees who come to work showered and neatly dressed contribute to a professional work environment. Hygiene issues can cause tension among co-workers, possibly escalating to bullying and harassment
Impressions on clients and customers: Bad hygiene can damage a company’s reputation. An employee who smells bad is a poor reflection of the organization they represent
Legal considerations: Industries like food service, pharma, and health care must follow strict hygiene protocols. Poor hygiene could lead to complaints, lawsuits, or non-compliance with health and safety laws
When delivering a sensitive message like this one, check your intentions and the approach you plan to take:
If the answer is yes, then telling the employee that they smell bad – no matter how awkward that might be – is the right thing to do.
Take it from Jeff Goldblum. What was an embarrassing situation turned into a learning experience. He said, “I was shamed, but it was a good lesson: In show business or any collaborative, close area, keep your hygiene up.”
Did the approaches we shared on how to tell an employee they smell bad resonate with you? Let us know in the comments below