Striking the Right Balance Between Professionalism and Inclusivity
Early in my management career, I faced one of the more awkward conversations every leader dreads — bringing up a personal hygiene concern with an employee.
The individual in question was a solid performer: punctual, reliable, well-liked — except for one increasingly difficult issue. Their body odour had become a noticeable and uncomfortable problem for coworkers. After gathering my thoughts and consulting with HR (yes, even HR needs HR sometimes!), I scheduled a private meeting. I kept the conversation respectful and focused on the impact — that others were noticing, and it could be affecting their professional image. It wasn’t easy, but it was handled with empathy and discretion. The employee was receptive and made adjustments. Relationships smoothed over, and their confidence grew stronger than ever.
This experience has always stuck with me. Because here’s the thing: appearance and hygiene expectations aren’t about controlling people or nitpicking how someone looks or smells — they’re about setting everyone up for success in a shared workplace.
Why These Policies Matter
Workplaces are diverse. People bring different cultural norms, health conditions, grooming habits, and personal styles. But they also bring shared physical spaces, close interactions, and an expectation of mutual respect. When employees work in proximity (whether in an office, on a shop floor, or in a vehicle,) personal hygiene and professional appearance can significantly impact team dynamics and productivity.
A clear, thoughtfully crafted appearance and hygiene policy can:
- Set fair and consistent expectations
- Minimize awkward or biased enforcement
- Help leaders navigate tricky situations with empathy
- Prevent small issues from snowballing into big ones
- Foster a respectful and inclusive environment for everyone
The Fine Line: Professionalism and Inclusivity
Striking the right balance is key. Too rigid, and you risk alienating people or discriminating against individual expression. Too vague, and you create grey areas that lead to discomfort or inconsistent treatment.
Here’s what a modern, inclusive approach looks like:
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Focus on Function, Not Fashion
Instead of dictating exact hairstyles or clothing types, emphasize practical guidelines: safety, cleanliness, and appropriateness for the role. That opens the door for cultural and gender expression without compromising standards.
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Be Scent-Sensitive
Strong fragrances or noticeable body odour can trigger health reactions or create tension. Encourage scent-neutral policies and provide supportive pathways for addressing hygiene concerns — from wellness supports to private feedback conversations.
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Ensure Accessibility
Some hygiene or grooming habits may be affected by medical conditions or disabilities. Make sure your policies are flexible and that accommodations are part of the conversation.
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Provide Tools, Not Just Rules
Offering resources like hygiene kits in washrooms, access to private changing areas, or even financial assistance for uniforms or work-appropriate gear can help employees meet standards without shame or hardship.
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Train Leaders to Lead With Empathy
Awkward conversations don’t have to be damaging. With the right tone, preparation, and focus on solutions, you can address concerns while protecting dignity.
HR4U’s Approach
At HR4U, we help employers craft appearance and hygiene policies that reflect modern values: clarity, professionalism, and respect for individual needs. Whether you’re refreshing a decades-old dress code or navigating a sensitive staff issue, we bring the expertise — and the empathy — to guide you.
People don’t succeed in spite of policies; they succeed because of policies that are fair, inclusive, and rooted in human understanding.
Need help reviewing or writing your company’s appearance and hygiene policy? HR4U is here to help. We’ll make sure it reflects your culture and supports your team with clarity and compassion.
