Fragrance-Free Workplaces: A Right, Not A Privilege

The use of fragrances in the workplace has become a growing concern for many employees. Some people have fragrance sensitivity, which can cause irritation or an allergic reaction to some chemical or combination of chemicals in a product. Common symptoms include breathing difficulties, headaches, nausea, hives, and limitations in memory and concentration.

To accommodate employees with fragrance sensitivity, some companies have implemented fragrance-free policies. However, it is important to note that a 100% fragrance-free environment may not be considered reasonable under the ADA due to the impracticality of enforcing such a policy. Instead, employers can take measures to reduce or eliminate exposure to known irritants without having to establish a completely fragrance-free environment. This can be done by increasing awareness about the impact of fragrance chemicals on health and encouraging employees to limit their use of fragrances at work.

Some ways to implement a fragrance-free policy include:

- Banning the use of plug-ins, scented candles, and aerosol sprays in the workplace.

- Requesting that employees refrain from wearing scents to the workplace.

- Providing a list of locally available scent-free products for employees to use.

- Informing employees about the policy through signs, emails, and other forms of communication.

- Including a fragrance-free request in invitations to in-person events or meetings.

Fragrance-free policies are becoming more common in the workplace

Fragrance sensitivity is either an irritation or an allergic reaction to some chemical or combination of chemicals in a product. Fragrances are commonly added to daily use items like toiletries, cosmetics, air fresheners, scented candles, laundry soaps and softeners, and cleaning products.

People with fragrance sensitivity often experience symptoms such as breathing difficulties, headaches, nausea, hives, and other skin irritations, and limitations in memory and concentration.

A fragrance-free policy can be challenging to implement and enforce, but it is possible to take steps to limit overall exposure to fragrances at work. For example, banning the use of plug-ins, scented candles, and aerosol sprays in the workplace, and requesting that employees refrain from wearing scents into the workplace.

> [EMPLOYER] expects that all offices and spaces used by the staff and their visitors remain free of scented products. Personal care products such as cologne, perfume, aftershave lotions, scented lotions, fragranced hair products, and/or similar products are not to be worn in the facilities owned and operated by [EMPLOYER] including company-owned vehicles. Use of air fresheners and candles are prohibited from the facilities owned and operated by [EMPLOYER] including company-owned vehicles. Use of cleaning products other than those purchased by the [EMPLOYER or BUILDING MANAGEMENT] are prohibited for cleaning personal workspaces.

Fragrances can cause irritation or allergic reactions

Perfume allergies are caused in part by over 2,500 chemicals, which are often unlisted, in the average perfume or cologne. It can be difficult to totally avoid perfumes that cause allergic reactions.

The symptoms of a perfume allergy can result from touching the perfume liquid or substance, getting sprayed by the perfume, or even inhaling some of it. The symptoms of a perfume allergy can include itching, even where you don’t see any rash or irritation, itching around your eyes and in your throat, skin that’s scaly or dry, blisters that get crusty and ooze pus, patchy, reddish skin, and a burning sensation on your skin with no visible irritation or sores.

In addition to the symptoms above, a few severe, emergency symptoms of a perfume allergy to watch out for are swelling in your mouth, lips, or tongue, and anaphylaxis. If you experience either of these symptoms, get emergency medical help.

The best treatment for a perfume allergy is prevention. Let others know about your concerns to help prevent any suspected fragrance sensitivities.

Some people may be tempted to skirt the rules and wear fragrances anyway

If you're considering breaking the rules, it's important to be mindful of the potential impact on your colleagues. Fragrances can trigger allergies and irritate existing health conditions, so it's not just a matter of personal preference.

Additionally, wearing fragrances in the workplace can create an unprofessional environment. Strong scents can be distracting and unpleasant for those who are sensitive to smells. It's essential to respect the comfort and well-being of your colleagues by adhering to fragrance-free policies.

If you work in an industry where fragrances are prohibited, such as healthcare or food service, it's crucial to follow the rules for the well-being of your patients or customers. However, even in offices or retail settings, it's important to be considerate and choose subtle, crowd-pleasing scents if you decide to wear any fragrance at all.

Ultimately, it's about being mindful of others and creating a pleasant and healthy work environment for everyone.

Fragrance-free policies can be hard to enforce

Fragrance sensitivity is either an irritation or an allergic reaction to some chemical or combination of chemicals in a product. People with fragrance sensitivity often experience symptoms such as breathing difficulties, headaches, nausea, hives and other skin irritations, and limitations in memory and concentration. Fragrance-free policies are important because it has been estimated that indoor environmental air quality-related health issues, which can develop from exposure to chemicals and other irritants in the workplace, cost businesses in the range of $20-$70 billion annually due to lost productivity, decreased performance, and absences from illness.

However, implementing a fragrance-free policy can be challenging because of the sheer number of scent-producing items a person can find in the workplace. Fragrances are in everything from soap to hair products, deodorant to toothpaste, mouthwash to laundry detergent. It can be hard to prove that someone is breaking the policy, and it is difficult to define what counts as "too much" fragrance.

Some ways to enforce a fragrance-free policy include:

• Making it clear that the policy applies to everyone
• Specifying that only residual laundry detergent, shampoo or bath soap fragrances are acceptable
• Banning colognes, perfumes, strong deodorants, scented hair sprays, etc.
• Asking people to put on a hazmat suit if they arrive with any noticeable fragrance residues
• Charging a fee for the hazmat suit
• Educating employees and visitors about the policy and the health effects of fragrances
• Asking patients and visitors who are wearing scented products to wash and/or change their clothing
• Asking staff who are wearing scented products to leave the area, wash, and/or change their clothing
• Implementing disciplinary action for staff who show disregard for the scent-free policy

Fragrance-free policies are often implemented to accommodate employees with fragrance sensitivity

According to a study by the University of West Georgia, about 30% of the population has some type of chemical sensitivity. Fragrance sensitivities are an increasingly common problem in today's workforce. Fragrances can worsen asthma symptoms and affect a person's ability to work. People with fragrance sensitivity often experience symptoms such as breathing difficulties (wheezing, a tight feeling in the chest, or worsening of asthma symptoms); headaches; nausea; hives and other skin irritations; and limitations in memory and concentration.

Employers are not precluded from implementing fragrance policies or sending out memos to make people aware of the concept of being courteous to fellow co-workers. Essentially, an employer can still take measures to reduce or eliminate exposure to known irritants – without having to establish a 100% fragrance-free environment. It becomes a matter of increasing fragrance-use awareness and informing the workforce about the impact of fragrance chemicals on health – their own and others’.

Developing, implementing, and enforcing a fragrance policy should be handled in much the same way as any other employment policy. It is suggested that the term "fragrance-free policy" not be used, given that it is virtually impossible to create a 100% fragrance-free environment. A 100% fragrance-free environment may not be feasible, but steps can be taken to limit overall exposure to fragrances at work. Employers who have concerns about implementing a policy specifically about products worn into the work environment could begin by implementing a policy related to what is used in the work environment. For example, banning the use of plug-ins, scented candles, and aerosol sprays in the workplace but requesting that employees refrain from wearing scents into the workplace.

In the United States, there are several federal and provincial laws that require employers to make reasonable accommodations for employees with fragrance sensitivities. The Americans with Disabilities Act (ADA) protects workers who are sensitive to fragrances or other scents in the workplace. The law requires employers to provide reasonable accommodations that don't create an undue hardship.

Some sample workplace fragrance policies include:

• "Due to the health concerns arising from exposure to scented products, ABC Company Inc. has instituted this policy to provide a scent-free environment for all employees and visitors. The use of scented products will not be allowed within the building at any time. In addition, all materials used for cleaning will be scent-free."
• "Recognizing that employees and visitors to our offices may have sensitivity and/or allergic reactions to various fragrant products, [Company Name] is a fragrance-free workplace. Personal fragrant products (fragrances, colognes, lotions, powders and other similar products) that are perceptible to others should not be worn by employees. Other fragrant products (scented candles, potpourri and other similar items) are also not permitted in the workplace. Any employee with a concern about scents or odors should contact his or her manager or the Human Resource Department."

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