Chemical sensitivity and reactions to fragrances can constitute a disability under the Americans With Disabilities Act (ADA) if exposure to fragrances interferes with one or more major life activities, explains employment law attorney John Viola. In such cases, employers are required to engage in the interactive process with the employee to reasonably accommodate the employee’s sensitivity.

Employers, however, are not required to totally ban fragrances from the workplace. And, of course, there may be fragrances that are unique to the workplace or over which the employer has no control. Some employers have elected to implement a voluntary, fragrance-free policy that asks employees not to wear fragrances. Such a policy, of course, can be difficult to enforce and may result in complaints from employees. In addition, such a policy would not affect environmental factors, manufacturing processes that result produce odors, or non-employees wearing fragrances.

What’s an employer to do? If you have an employee with fragrance sensitivity, you can remove the fragrance from the workplace by instituting a voluntary ban on fragrances. Employers also can create “scent-free” areas in the workplace, use unscented cleaning products (if feasible), and, of course, if all else fails, simply relocate the employee to another location in the workplace that is free of fragrance, such as a private office, provide a mask or respirator, or allow the employee to work remotely.

Sensitivity to strong scents may be considered an allergy, says HR Director Aggie Flores. Allergies can be a serious health concern depending on the severity of that allergy.

We had an individual who was allergic to any scent to the point of hives and difficulty breathing, and having to vacate the area. Without letting anyone know who the individual was, we had to let employees know there was a scent sensitivity and required them to be very cognizant of everything they use, including lotions, deodorant, and even the substance they use to clean their workspace.

While the employees may be able to figure out who the sensitive person could be, I have also found that employees with strong sensitivity will generally warn their co-workers for their own safety.

The best way to address an employee’s sensitivity to strong scents and fragrances is to simply ask employees not to wear the scents to the office, says HR Consultant Mary Webber. Without offending the individual, politely let them know that their fragrance has triggered someone’s allergies and ask them to refrain from wearing the scents/fragrances to the office.

First, I’d talk to the employee who has the sensitivity to seek her opinion on the ideal solution, says HR Generalist Carley DeLong. Since she’s most familiar with her sensitivity, she may have a great suggestion to resolve the issue. For example, she may suggest that there would be a better office space for her that is more isolated from other employees. Listen to her suggestions, and ask if any immediate accommodations would help her. If needed, we may talk to other employees to kindly ask them to refrain from using strong perfumes or cologne.