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Question:
We have an employee who has worn strong perfume to work for years, but several coworkers have recently complained that the smell is making it difficult for them to work. One employee said it is affecting their asthma. How should we address this without embarrassing the employee? Could this involve a reasonable accommodation, and should we consider a fragrance-free policy?
Answer:
Talking to an employee about a strong fragrance can feel uncomfortable, much like addressing a personal hygiene issue. Have the conversation privately and respectfully, and don’t identify the coworkers who complained. Explain that concerns have been raised about a strong scent in the workplace and ask the employee whether it could come from perfume, body spray, laundry detergent or another scented product. Then discuss what they can reasonably do to reduce the fragrance at work.
Strong fragrances can cause headaches, breathing problems, and other symptoms. If an employee says a fragrance is affecting their asthma or another medical condition, don’t brush it off. They don’t need to use the words “reasonable accommodation” for HR to take a closer look. Talk with the employee privately about what they’re experiencing and what changes might help. Depending on the situation, that could include reducing the use of scented products, moving a workstation, improving airflow, or making another practical adjustment.
Consider a Fragrance-Awareness Policy
Employers may also consider a fragrance-awareness policy that applies to everyone. It could address perfumes, colognes, body sprays, scented lotions, hair products, and other products that create a strong or lasting scent. A company-wide reminder may help resolve the concern without singling out one employee.
A fragrance complaint may seem like a small issue, but it can have a real impact on an employee’s comfort, health and ability to work. Addressing it early and respectfully can help keep the situation from becoming a bigger workplace concern.
If you need help deciding how to approach the conversation or whether the situation may involve a reasonable accommodation, AIM members can contact the AIM HR Helpline at 800-470-6277 or helpline@aimnet.org.
