How do I tell an employee they smell without offending them?

Don’t know how to discuss hygiene with staff? Jane Harper’s got your back with an HR masterclass on how to tell an employee they smell. From addressing employee body odor to managing hygiene issues, she lends tips for that employee personal hygiene conversation. You will also learn how to tell a colleague they smell without creating a workplace soap opera.

A reader asks…

Dear Jane, I’m an HR manager at a startup, and I’m afraid we’ve got a whiff of a problem. One of our team members has a body odor issue that’s divided the whole office. It’s come to a point where our open-plan office has turned into a no-breathing zone. How do I tell an employee they smell without offending them? Help!

Sweating It in Seattle

According to SHRM, 78% of these addressing employee hygiene issues conversations resolve quickly if you don’t go all drill sergeant.

Jane Harper’s advice

Dear Sweating It,

You’ve sniffed out a problem, so good on you for not just holding your nose and praying for rain. Addressing employee body odor is one of those HR tightropes where you need more than just grace and diplomacy. If done right, you’ll have cleared the air, both literally and figuratively. You get it wrong, and you’re starring at a bad review on your company’s Glassdoor page. It’s tricky but I’ve got your back. Let’s get started with how to tell an employee they smell without invoking a lawsuit.

How to tell an employee they smell

A 2023 SHRM survey found that 62% of HR professionals have faced managing employee hygiene issues at least once in their career. You may think it’s rare, but it isn’t at the modern workplace. First, you may want to check with a discreet coworker or two if it’s a daily funk, and not just a bad Monday. Next, you’ll want to pick your moment. I would suggest the end of they day in a private office with the door shut. No one wants an employee personal hygiene conversation broadcasted all over the office floor. (READ MORE: How to address hygiene issues in the workplace?)

Lead with empathy when addressing employee body odor

When you’re ready for how to tell an employee they smell, don’t just tiptoe around the topic with slight hints. Now, that’s a coward’s move. You should be direct, kind and real at all times. Try, “Look, this is weird to say, and I’m guessing you’d rather hear it from me than the watercooler chat. I’ve noticed a strong odor lately, is everything okay”. This is far better than a rehearsed, robotic script you’d spend hours mulling over.

According to a 2022 BMJ study, 15% of body odor cases tie to medical conditions like diabetes or hyperhidrosis, so your employee could be dealing with a health issue. Empathy is the key here when dealing with an employee with a body odor.

Discussing body odor with employees

I suggest it’s best to pivot from discussing hygiene with staff towards a fix. You may reference your company’s grooming policy, every employee handbook has one, and if yours doesn’t, you should have it covered now. You can say, “We’ve got a standard to keep the workplace comfortable for everyone, let’s figure out how to make this happen.” You can choose to offer a week to adjust, or maybe nudge them towards an Employee Assistance Program if you feel it’s an issue deeper than a bar of soap can fix. Avoid using threats, especially when you’re dealing with employee issues at the workplace. According to SHRM, 78% of these addressing employee hygiene issues conversations resolve quickly if you don’t go all drill sergeant.

Managing employee hygiene issues at work

After starting the employee personal hygiene conversation, don’t let it rot like stale cheese. Check back in a week with something like, “Hey, how’s it going since we talked?”. If the employee odor issue still persists and is not ADA-covered, you can escalate politely with a verbal warning. PeopleHR warns against public shaming of employee issues. Your job is to keep things confidential. (READ MORE: If you’re dealing with a depressed ‘smelly’ coworker, you can get detailed advice here.)

So, how to tell an employee they smell without creating any workplace conflict? Well, you’re not the hygiene police. You’re the HR hero keeping the office environment thriving and happy at all times. According to a 2024 Deloitte study, 68% of employees value a supportive workplace over perks. They don’t need anymore awkward HR pickles in the office.

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