How to Deal with an Employees Body Odour
The recent hot weather has meant I’ve received a lot of calls about how to deal with an employees body odour. They are uncomfortable conversations, for even us seasoned HR Professionals, but they are necessary! The first point I always make is to ask the caller to think about how they’d want the situation to be handled it if it were them.
Possible Underlying Causes of Hygiene Issues
One of the biggest mistakes managers make when dealing with body odour or personal hygiene concerns is assuming the employee simply does not care about their appearance or personal cleanliness. In reality, there may be a number of underlying factors contributing to the issue.
Before reaching conclusions, employers should approach the situation with sensitivity and an open mind. The objective should be to understand whether there is an underlying cause and determine what support, if any, may be appropriate.
Possible factors may include:
- Medical conditions that affect perspiration, personal hygiene or body odour.
- Disabilities that make personal care more difficult or require employers to consider reasonable adjustments.
- Medication or medical treatment which may have side effects affecting appearance, personal hygiene or body odour.
- Mental health or wellbeing concerns where an employee may be struggling with stress, anxiety, depression or other issues that affect their ability to manage day-to-day routines.
- Personal circumstances such as caring responsibilities, financial difficulties, housing issues or other challenges outside work.
- Religious or cultural considerations that may influence personal appearance, clothing or grooming practices.
This is why managers should focus on the workplace impact rather than making assumptions about the cause. An employee may be entirely unaware that a problem exists, whilst in other situations they may already be dealing with a sensitive personal issue.
Not every hygiene concern is a conduct issue. Depending on the circumstances, it may be a wellbeing matter, a medical issue, a capability concern or simply a situation that requires an informal conversation and practical support. Understanding the context is often critical to determining the most appropriate response.
Taking a respectful, evidence-based approach helps employers address concerns professionally while reducing the risk of unfair assumptions, discrimination claims or unnecessary damage to the employment relationship.
|
Read: Occupation Health Advisors |
Read: Welfare Meetings |
Focus on Facts, Not Assumptions
Conversations about body odour or personal hygiene can feel uncomfortable for managers, particularly where they are unsure of the cause. However, one of the most important management skills in these situations is focusing on observable facts rather than assumptions.
Managers should avoid making judgements about why the issue exists. For example, it would be inappropriate to assume that an employee is not washing regularly, is neglecting their personal hygiene or simply does not care about their appearance. In many cases, the underlying cause may be entirely different from what the manager initially believes.
Instead, discussions should focus on the workplace impact. For example:
- complaints or concerns raised by colleagues,
- the effect on working relationships,
- the impact on customers or clients,
- health and hygiene requirements in the workplace, or
- the employee’s ability to carry out their role effectively.
By focusing on the facts, managers can raise concerns professionally without appearing judgemental or intrusive. This approach also encourages a more open conversation, giving the employee an opportunity to explain whether there are any personal, medical or other circumstances that may be contributing to the situation.
Where concerns are raised, managers should listen carefully, remain respectful and avoid reaching conclusions before all relevant information is available. A balanced, evidence-based approach is more likely to lead to a constructive outcome and helps reduce the risk of misunderstandings, grievances or discrimination issues.
In many cases, a sensitive conversation focused on workplace impact rather than personal criticism is enough to resolve the issue quickly and maintain a positive working relationship.
Confidentiality and Dignity Matter
Few workplace conversations are more sensitive than discussing an employee’s personal hygiene or body odour. How the issue is raised can have a significant impact on the employee’s dignity, confidence and ongoing working relationship with the business.
Any discussion should take place privately and away from colleagues, customers and other third parties. Managers should ensure sufficient time is available for the conversation and avoid raising the issue in a public setting, during a team meeting or in a manner that could cause embarrassment.
The objective should be to address the concern professionally and respectfully, not to criticise or humiliate the employee. Managers should remain factual, sensitive and non-judgemental throughout the discussion, recognising that the employee may be unaware there is a problem or may already be dealing with a difficult personal situation.
Information relating to the issue should only be shared with those who genuinely need to know. Gossip, unnecessary discussions between managers or disclosure to colleagues can quickly undermine trust and may create additional employee relations issues.
Where a conversation takes place, it is sensible to make a brief factual record of what was discussed, any explanation provided by the employee, any support offered and any agreed actions. Notes should be objective and professional, avoiding personal opinions or unnecessary comments.
As with other employee records, any notes should be stored securely and access restricted to authorised individuals. Employers should be mindful that employees may have the right to access information held about them, including notes relating to workplace discussions and employee relations matters.
Handling these conversations with discretion, professionalism and respect helps protect the employee’s dignity while reducing the risk of misunderstandings, grievances or damaged working relationships.
|
Read: GDPR & Employee Data |
Documentation Matters
Many employee hygiene concerns are resolved following a single sensitive conversation. Once the issue has been raised, the employee may take steps to address it and no further action may be required.
However, employers should still consider keeping a brief record of any discussions that take place. Good documentation helps demonstrate that concerns were handled fairly, consistently and professionally, particularly if the issue continues or further support becomes necessary.
Records might include:
- the date and nature of the conversation,
- the concerns discussed and their impact in the workplace,
- any explanation provided by the employee,
- support or assistance offered by the employer,
- any actions agreed by both parties, and
- timescales for reviewing progress.
Where appropriate, managers should arrange a follow-up discussion to review whether the issue has been resolved and whether any additional support is required. This helps ensure concerns are not simply raised and forgotten, while also providing the employee with an opportunity to discuss any ongoing difficulties.
Documentation becomes particularly important where the issue persists despite support and informal discussions. In these circumstances, employers may need to demonstrate what concerns were identified, what action was taken, what support was offered and whether the employee was given a reasonable opportunity to improve.
Any notes should be factual, objective and proportionate. Managers should avoid emotional language, assumptions or personal opinions and instead focus on what was observed, discussed and agreed.
Good documentation is not about creating unnecessary paperwork. It is about maintaining an accurate record of important workplace discussions so that managers can make informed decisions, provide appropriate support and demonstrate a fair and consistent approach if concerns continue.
|
Read: Note Taking At Disciplinary Hearings |
When Hygiene Issues May Become a Capability or Conduct Matter
Not every personal hygiene concern should be treated as a disciplinary issue. The most appropriate response will depend on the underlying cause, the impact on the workplace and how the employee responds once the concern has been raised.
In many cases, employees may be completely unaware that a problem exists. A private and respectful conversation is often sufficient to resolve the matter without any need for formal action.
Where an underlying medical condition, disability or wellbeing issue is identified, employers should focus on understanding the circumstances and considering what support may be appropriate. This could include reasonable adjustments, occupational health advice, changes to working arrangements or other practical measures designed to help the employee manage the situation.
However, there may be situations where concerns continue despite informal discussions, support and reasonable opportunities to improve. Where the issue is having a significant impact on colleagues, customers or the employee’s ability to perform their role, employers may need to consider whether it has become a capability or conduct matter.
For example:
- Employee unaware of the issue – usually addressed through an informal discussion and clear communication of expectations.
- Medical condition, disability or wellbeing concern identified – focus on support, adjustments and understanding any legal obligations before considering formal action.
- Repeated failure to address the issue despite support and reasonable opportunities to improve – capability or conduct procedures may need to be considered, depending on the circumstances.
Employers should avoid adopting a one-size-fits-all approach. What matters is that concerns are investigated appropriately, support is considered where necessary and any action taken is reasonable and proportionate to the circumstances.
A structured process, supported by clear communication and good documentation, will help employers demonstrate that they have acted fairly while giving the employee a genuine opportunity to address the issue.
|
Have a concern about an employee and are not sure how to handle the situation? Speak directly with our CIPD-qualified HR expert with 30+ years’ experience. |
Book Your Free Intro Call |
Get the Latest Legislation News and My Top Tips delivered straight to your inbox |
 |
