This is a tough situation. There are medical conditions that cause body odor. So, discussing this can be even more personal than we think sometimes.
https://thompsontee.com/blog/medical-conditions-that-cause-body-odor
One source recommends this:
“Given the personal nature of the problem, HR should advise managers to handle the matter with sensitivity. Body odor may be caused by a medical condition, poor hygiene or a specific diet, to name a few options. If the issue is not addressed appropriately, it may run afoul of the Americans with Disabilities Act or lead to claims of discrimination under Title VII of the Civil Rights Act.
Depending on the strength of the relationship with the offending employee, HR or the manager should meet with the employee to bring the matter to the employee’s attention. Gently pointing out the strong odor and asking for a response from the employee is critical. If appropriate, HR or the manager should reference the company’s dress and grooming policy and the negative effect on the employee’s contributions can be discussed. The employee should be allowed an opportunity to discuss the matter and to provide possible solutions. In the event the employee states that he or she has a medical condition, HR or the manager should reassure the employee and discuss reasonable accommodations.”
Here is an article that offers some actual dialog you may want to consider:
'Bob, you smell': What to say to employees about embarrassing personal issues
1. Dominic, I called you into my office because I want to speak with you privately … The feedback back is difficult to share, and I’m pretty uncomfortable right now, so I want to make this as simple and straightforward as possible: I believe you may have a problem with (bad breath or body odor).
2. Roger, I wanted to meet with you one-on-one because I need to share something with you privately, discreetly, and with as much sensitivity as possible …
You may not realize it, but it appears you have a body odor problem, and it isn’t merely a personal matter — it’s a workplace disruption issue I’ll need your help to repair …
I’ve had conversations like this with other employees before, and usually, they’re not even aware that the problem exists. I don’t mean to make you uncomfortable but are you aware of the issue, and if so, is it something you could take care of?
I’m here to help in any way I can. If you’d like to set up a fan in your office, or arrange your schedule so you could take breaks during the day to freshen up, I’d be very supportive of that. Just let me know whatever I can do to help, OK?
If you wouldn’t mind, though, I’d prefer not to have to address this again — it’s a bit uncomfortable for me. So is this something you feel you can fix from here on in?
Bottom line is: Be sensitive and not critical or judgmental. If this is a medical issue, there are laws that protect the worker. So, be careful and think Win-Win.
Hope this helps!
April 2018
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