How to tell an employee they smell bad without offending them

Can you tell an employee that they smell bad? 

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: 

• to avoid any tension/awkwardness between employees 
• to prevent an escalation, especially if either one becomes defensive or pushy 
• to keep the conversation private 

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.  

How to have a sensitive conversation about hygiene 

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.   

Main points when telling your employee that they smell bad 

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. 

Sample spiel: how to tell an employee they smell bad 

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: 

Is it discrimination to tell an employee they smell? 

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: 

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. 

Common causes of body odor at work: what HR needs to know 

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: 

Medical conditions 

There are certain health issues that could lead to body odor or bad breath: 

• hyperhidrosis (excessive sweating) 
• diabetes 
• liver or kidney disease 
• overactive thyroid 
• hormonal imbalances  
• allergic reactions to certain deodorants or soaps 
• gum disease (may cause bad breath) 
• trimethylaminuria (a metabolic disorder) 

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.   

Stress and anxiety 

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. 

Diet 

Certain foods cause body odor or excessive sweating, such as: 

• onion and garlic 
• cruciferous vegetables (broccoli, cauliflower, cabbage) 
• spices 
• asparagus 
• red meat 
• alcohol 
• seafood 

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.  

Poverty 

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.  

Depression 

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.  

Lack of awareness 

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: 

Can an employee be fired for smelling bad? 

An employee can be fired for poor hygiene if: 

• there is no medical cause for the body odor 
• you or their manager have spoken to them about the issue 
• steps have been taken to coach, support, and guide the employee  

In cases like this, it’s especially important to: 

• have a workplace hygiene policy 
• refer to that policy in follow-up meetings with the employee 
• document all meetings and action taken with the employee 

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. 

Why addressing personal hygiene in the workplace matters 

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: 

• healthcare 
• food service and hospitality 
• retail and customer service 
• manufacturing (especially in food production, cosmetics, pharma) 
• education and childcare 
• sports and fitness 

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 

How to tell an employee they smell bad: the bottom line 

When delivering a sensitive message like this one, check your intentions and the approach you plan to take: 

• Are you doing this to help the employee and the people they work with? 
• Do you plan to handle the conversation in a mindful, compassionate way? 
• Are you taking an approach that aligns with anti-discrimination laws? 

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