Implementing Fragrance-Free Policies: Hr's Role And Approach

Fragrance-free policies in the workplace are becoming more common, but it's important to note that creating a 100% fragrance-free environment is virtually impossible. Instead, HR departments can implement policies that limit overall exposure to fragrances. This might include banning scented candles, plug-ins, and aerosol sprays, as well as requesting that employees refrain from wearing perfumes, colognes, and other scented products that could be distracting or irritating to others. Employees with medical requirements for scented products can request reasonable accommodations from their supervisor or HR.

Banning scented candles, plug-ins and aerosol sprays

In addition, fumes from burning candles can worsen existing respiratory issues in both cats and dogs and lead to symptoms such as coughing and sneezing. The VOCs found in these products may also be transferred from mother to fetus during pregnancy and could affect the baby’s lung development.

Therefore, banning scented candles, plug-ins and aerosol sprays is a good way to improve the health and safety of the workplace. HR should communicate this policy to employees and visitors, and ensure that it is enforced.

Prohibiting colognes, aftershaves, perfumes and fragranced hair products

It is important to note that creating a 100% fragrance-free environment is virtually impossible. However, HR can implement a fragrance-free workplace policy to limit overall exposure to fragrances at work.

When prohibiting colognes, aftershaves, perfumes and fragranced hair products, HR should first implement 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.

Employees should then be requested to refrain from wearing scents into the workplace. This includes natural or artificial scents that could be distracting or irritating to others. Scented personal products (such as fragrances, colognes, lotions and powders) that are perceptible to others should not be worn by employees.

It is up to HR to decide if the rule is absolute with no exceptions or if there is some leeway. For example, an employee may be permitted to use a product that contains an odour perceptible to others if it is required by medical necessity.

Requesting employees refrain from wearing scents into the workplace

It is important to recognise that employees and visitors may have sensitivity and/or allergic reactions to various fragrant products. Therefore, it is recommended that employers implement a fragrance-free workplace policy.

A fragrance-free workplace policy should prohibit employees from bringing onto the premises natural or artificial scents that could be distracting or irritating to others. This includes scented personal products (such as fragrances, colognes, lotions and powders) that are perceptible to others, as well as other scented products (candles, potpourri and similar items).

However, it is virtually impossible to create a 100% fragrance-free environment, so employers may wish to focus on limiting overall exposure to fragrances at work. This could include banning the use of plug-ins, scented candles and aerosol sprays in the workplace, while requesting that employees refrain from wearing scents into the workplace.

Employees required by medical necessity to use products that contain odors perceptible to others may request a reasonable accommodation from their supervisor, manager or the human resources (HR) department. Any employee with a concern about scents or odors should contact a manager or the HR department.

Employees with medical requirements can request accommodation from HR

In this case, the employee should be able to continue using the product, but the HR department may suggest ways to minimise the impact of the odour on other employees. This could include asking the employee to use the product in a well-ventilated area or at a time when fewer people are around.

If an employee has a medical condition that is exacerbated by fragrances, they can also request an accommodation from HR. For example, if an employee has a severe allergy to a particular fragrance, they may ask that other employees refrain from wearing that fragrance in the workplace.

HR should also be aware of any employees with medical conditions that may be affected by fragrances and take steps to accommodate them. This could include asking employees to refrain from wearing strong fragrances or banning the use of scented candles and plug-in air fresheners in the workplace.

It is important to note that a completely fragrance-free environment may not be feasible, but steps can be taken to limit overall exposure to fragrances. This may include requesting that employees refrain from wearing strong fragrances or banning the use of scented products in the workplace.

Disciplinary action for violations

The first step is to implement a policy that clearly states what is and isn't allowed. For example, banning the use of plug-ins, scented candles, and aerosol sprays in the workplace, as well as requesting that employees refrain from wearing scents into the workplace. This could include colognes, aftershave, perfume, fragranced hand lotion, and hair products.

The next step is to decide whether the rule is absolute with no exceptions or if there is some leeway. For example, an employee may be required by medical necessity to use products that contain odors perceptible to others, and so they may request a reasonable accommodation from their supervisor, manager, or the HR department.

If an employee continues to violate the fragrance-free policy, HR should follow the standard disciplinary procedure, which could include a verbal warning, a written warning, and, if necessary, termination of employment. It is important to note that a 100% fragrance-free environment may not be feasible, but steps can be taken to limit overall exposure to fragrances at work.

Frequently asked questions