Katrina Rosales
Employees who experience an allergic reaction to perfume or fragrances can approach their manager or HR department to request a change of work schedule or fragrance-free policy. When an employee asks for a fragrance-free workplace, the employer must entertain the request and engage in a dialogue. The employee's request must be reasonable and should allow them to perform the essential functions of their job.
| Characteristics | Values |
|---|---|
| Reasoning | Employees may experience allergic reactions to perfume |
| Action | Employees should approach their manager or HR department to request a change of work schedule or fragrance-free policy |
| Employer's Response | Employers must entertain the request and engage in a dialogue |
| Documentation | Medical documentation may be requested to support the request |
| Reasonableness | The request must be reasonable and allow the employee to perform essential functions of their job |
| Written Policy | A written copy of the policy should be given to the employee by the manager |
| Additional Documentation | A visit from HR with additional documentation |
| Contractors | Contractors should be reported to the contracting firm for corrective action |
| Scented Products | Scented personal products (e.g. fragrances, colognes, lotions, powders) that are perceptible to others should not be worn by employees |
| Other Scented Items | Candles, potpourri, and similar items are also not permitted in the workplace |
| Accommodations | Employees required by medical necessity to use products with perceptible odours may request reasonable accommodations from their supervisor, manager, or HR department |
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What You'll Learn
How to request a fragrance-free policy as an employee
If you are an employee who wants to request a fragrance-free policy, the first step is to approach your manager or HR department to discuss the issue. You should explain that you are experiencing an allergic reaction to perfume or fragrances in the workplace and request that the company implement a fragrance-free policy. It is within your rights to ask that your employer ensures that soaps, lotions, and cleaning products used or provided in the workplace are fragrance-free, and that employees do not bring their own scented products into the workplace.
Your employer must entertain your request and engage in a dialogue with you. They may ask for medical documentation to support your request, so be prepared to provide this. Your request must be reasonable and should allow you to perform the essential functions of your job. If your request is granted, your manager will give you a written copy of the new policy, which will be documented in your employee file.
If you are required by medical necessity to use products that contain perceptible odours, you may request a reasonable accommodation from your supervisor, manager, or the HR department.
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What to do if you experience an allergic reaction to perfume at work
If you experience an allergic reaction to perfume at work, there are several steps you can take to address the issue. Firstly, identify the specific perfume or ingredient that is causing the reaction. This can help you avoid similar perfumes or products in the future. You should then inform your manager or HR department about your allergy. It is recommended to provide medical documentation to support your request for a fragrance-free workplace.
Your employer is required to consider your request and make reasonable accommodations. This may include implementing a fragrance-free policy, providing written copies of the policy to employees, and taking corrective action if necessary. You can also suggest alternatives, such as requesting a change in your work schedule or working remotely to reduce exposure to fragrances.
In the meantime, there are some steps you can take to minimise your exposure to fragrances. Avoid common areas where people wearing perfume are likely to walk by, and consider using an air purifier near your workspace to reduce airborne allergens. You can also inform your colleagues about your allergy and request that they refrain from wearing perfume around you.
If your allergy is severe and disrupts your breathing or ability to work, it may be classified as a disability under the Americans with Disabilities Act (ADA). This provides additional protections and requires your employer to make reasonable accommodations to ensure your health and safety.
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How to implement a fragrance-free policy as an employer
As an employer, it is important to be aware of the impact of fragrances in the workplace. Some employees may experience allergic reactions or sensitivities to certain scents, which can affect their health and well-being. Here are some steps to implement a fragrance-free policy:
- Engage in open dialogue: When an employee raises concerns about fragrances, it is crucial to have a respectful and empathetic conversation. Ask about their specific triggers and how their health is impacted. Request medical documentation to support their request, if necessary.
- Develop a comprehensive policy: Work with your HR department to create a written fragrance-free policy. This policy should prohibit employees from wearing scented personal products, such as perfumes, colognes, lotions, and powders, that are perceptible to others. It should also include guidelines for contractors and visitors to the workplace.
- Communicate the policy: Ensure that all employees receive a copy of the fragrance-free policy and understand its importance. You can do this through email communication, team meetings, or individual discussions with managers.
- Provide alternatives: Offer employees unscented options for personal care products, such as fragrance-free soaps, lotions, and deodorants. Encourage employees to use these alternatives and explain the reasons behind the policy.
- Address non-compliance: Establish a process for handling instances where employees or visitors do not comply with the fragrance-free policy. This could include gentle reminders, further education on the impact of fragrances, and, if necessary, disciplinary actions in line with your company's policies.
- Regularly review the policy: Fragrance-free policies should be living documents that can be adapted as needed. Encourage employees to provide feedback and share their experiences. This will help create a more inclusive and comfortable work environment for all.
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What constitutes a 'reasonable' request
When asking HR for a fragrance-free policy, it is important to keep in mind what constitutes a reasonable request. A reasonable request is one that allows an employee to perform the essential functions of their job. For example, it is reasonable to ask that employees not wear perfume or cologne to work, and that they do not bring in fragranced products like air fresheners or candles. It is also reasonable to ask that an employer ensures that soaps, lotions, and cleaning products used or provided in the workplace are fragrance-free. However, asking employees to change all the products they use at home, including personal care and home cleaning products, is not considered reasonable or realistic. This is because it can be expensive and many people have specific product preferences for a reason, such as managing a skin condition like eczema.
When an employee makes a request for a fragrance-free workplace, the employer must engage in a dialogue and may ask for medical documentation to support the request. The request must be reasonable and allow the employee to perform their job. If the request is reasonable, the employer should provide the employee with a written copy of the fragrance-free policy, which should also be documented in their employee file.
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How to deal with contractors who violate the policy
If you are an employee who wants to ask HR for a fragrance-free policy, you should first approach your manager to request a change of work schedule or a fragrance-free policy. When an employee asks for a fragrance-free workplace, the employer must entertain the request. It is best to engage in a dialogue and ask for medical documentation to support the request. The employee's request must be reasonable and should allow them to perform the essential functions of their job.
If a contractor violates the fragrance-free policy, they should be reported to the contracting firm for corrective action. The first instance of this should be a written copy of the policy given to the contractor by the manager, which should be documented in the employee file. The second step should be a visit from HR with additional documentation.
If you are an employee who is concerned about scents or odours, you should contact a manager or the HR department. Employees required by medical necessity to use products that contain odours perceptible to others may request a reasonable accommodation from their supervisor, manager, or the HR department.
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Frequently asked questions
Employees who experience an allergic reaction to perfume can approach their manager or HR department to request a change of work schedule or fragrance-free policy. It's best to engage in a dialogue and ask for medical documentation to support the request.
When an employee asks for a fragrance-free workplace, the employer must entertain the request. The employee's request must be reasonable and should allow them to perform the essential functions of their job.
A reasonable request would be to ask that employees do not bring their own scented products into the workplace. This includes fragrances, colognes, lotions and powders that are perceptible to others.
If your request is not considered reasonable, you may be able to request a reasonable accommodation from your supervisor, manager or the HR department. This could include a change of work schedule or other adjustments to help you perform the essential functions of your job.
In some companies, the first instance of a request will result in the employee being given a written copy of the policy by their manager. This will be documented in the employee's file. The second step is usually a visit from HR with additional documentation.
