Discussing body odor with a coworker or loved one may feel awkward, but with the right approach combining empathy and gentle humor, these conversations can strengthen relationships rather than damage them.

At a Glance

• Workplace hygiene issues should be addressed promptly and privately by managers or HR, not peers
• Approach conversations with dignity, empathy and respect, focusing on impact rather than personal judgment
• Consider potential medical conditions, cultural differences, or personal circumstances before addressing hygiene concerns
• Establish clear hygiene expectations through workplace policies and during employee onboarding
• Use a relaxed, supportive tone that keeps the scope of the issue small and manageable

Why Addressing Hygiene Matters

As summer approaches, workplace hygiene concerns often become more prominent. Body odor issues can create distractions, affect team dynamics, and potentially impact customer perceptions. While conversations about personal hygiene might feel uncomfortable, addressing them promptly prevents workplace disruption and potential ridicule of the affected person. Personal hygiene standards aren't just about comfort—they can affect health, safety, and professional impressions, especially in customer-facing roles. Additionally, some employees with respiratory conditions may be protected under the Americans with Disabilities Act (ADA) and affected by strong scents or poor hygiene.

Establishing clear expectations through company policies provides a helpful framework when hygiene issues arise. "A dress code 'typically requests that employees exercise good judgment regarding their appearance and hygiene,'" said Joseph H. Harris, an employment law attorney with White Harris in New York City.

Creating a Foundation for Respectful Conversations

The most effective approach to hygiene discussions begins with preventative measures. Communicating hygiene expectations during orientation and onboarding, preferably in person, helps establish standards from the beginning. Including guidelines about deodorant use and avoiding strong fragrances in dress codes and employee handbooks provides a helpful reference point. "If you are [discussing body odor with a worker], it is very helpful to refer back to a policy," said Danielle Urban, a partner in the Denver office of Fisher & Phillips, a national labor and employment law firm.

Before initiating a conversation about hygiene, verify that complaints are legitimate. "Sometimes people are mean or petty," Urban said. Investigate concerns thoroughly to ensure they're not based on office politics or personal vendettas. Once confirmed, designate the right person to address the issue—typically a manager or HR representative rather than peers, which maintains professionalism and underscores the seriousness of the matter while protecting dignity.

Conducting the Conversation with Empathy

When it's time to address hygiene concerns, privacy is paramount. Choose a discreet location where the conversation won't be overheard. Begin with a relaxed, supportive tone that communicates respect and concern rather than criticism. A helpful approach is to keep the scope small, focusing on specific behaviors rather than making broad criticisms about the person's character or habits. This prevents the conversation from feeling overwhelming or attacking.

Focus on the impact rather than making personal judgments. A suggested approach from Ryan Trimble exemplifies this: "I don't have a personal problem with your dress or appearance, but I worry our customers might. I've noticed that you frequently have dirt under your fingernails and stains on your shirt. I'm concerned with how customers might feel about this." This frames the conversation around professional standards and customer perception rather than personal criticism.

Considering Underlying Factors

Remain open-minded during hygiene discussions, as various factors might contribute to the situation. Medical conditions, cultural differences, religious practices, or personal circumstances like homelessness or financial hardship can all affect hygiene practices. The EEOC requires employers to engage in an "interactive process" when employees request accommodations for health-related issues. Possible accommodations might include remote work arrangements, improved ventilation, or modified schedules.

When hygiene issues might be connected to mental health challenges, approaching with compassion becomes even more critical. Depression and other conditions can affect a person's ability or motivation to maintain personal hygiene. In these cases, offering support resources or solutions demonstrates care rather than judgment. Remember that for close relationships, etiquette expert Sara Jane Ho notes, "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."