Report from the Canadian Centre for Occupational Health and Safety – June 10, 2025
Scents have the power to delight or offend us. Fragrances found in perfumes, soaps, lotions and other products, like a hint of vanilla or a whiff of lemon, are intended to be pleasurable and even stress-relieving. On the other hand, smells associated with industrial settings or workplace renovations – the smell of paint, carpet glue or industrial cleaning products – tend to be viewed as irritating. Regardless of the source, scents can be more than a matter of preference or a petty annoyance for workers who are sensitive. Exposure to scents can trigger migraines, allergic reactions and many other sometimes debilitating symptoms.
When employers take scent sensitivities seriously, they fulfill their legal duty to accommodate while demonstrating their consideration of everyone in the workplace. A great place to start is by gathering information on how scents are already affecting people in the workplace, then using that information to develop an appropriate policy. Clear communication, education, and ongoing collaboration will help ensure your scent-free policy is successful.
Scents and our health
Fragrances can enter the body through inhalation, ingestion, or absorption through the skin. If a person is wearing a fragrance, they may experience irritation or an allergic reaction after using a perfume, cream or lotion.
It is important to remember that scents can affect not only the person wearing the product but also anyone else who may be exposed. In addition to personal hygiene products and cosmetics, fragrances are also added to products such as laundry detergents, cleaners, air fresheners, soaps, and some types of garbage bags, to name just a few examples.
The affected person might experience a range of symptoms such as nausea, dizziness, headaches, itchy skin, hives, itchy eyes and nose, and a runny nose. They may also experience wheezing, coughing, difficulty breathing, a sore throat, asthma or asthma-like symptoms, and strange tastes in their mouth.
One of the best ways to prevent a reaction is to avoid exposure to products that have fragrances. This can be a challenge considering how many chemical fragrances are present in so many of the products we use every day. Reading and understanding product labels can help. Look for “perfume-free” or “fragrance-free” products, which are the most likely to contain no fragrances.
Unscented vs. fragrance-free
Be aware that products labelled “unscented” are not necessarily fragrance-free. According to Health Canada’s labeling regulations, the terms “fragrance-free” or “unscented” mean that no fragrances have been added to the cosmetic product, or a masking agent has been included to hide the scents from the other ingredients in the product.
Fragrances used in products are not always labelled as ingredients. Fragrance formulas, which can be a product’s trademark, are often well-guarded trade secrets, making it challenging to link reactions to specific ingredients.
Implementing a scent-free policy
It’s an employer’s duty to protect workers with scent sensitivities by promoting air awareness. If your workplace doesn’t have a scent-free policy, here’s how to get started.
Conduct an assessment or survey workers to understand the extent of the workplace needs. Collect opinions and suggestions to help inform and develop a policy that is appropriate to your workplace. Your survey questions should indicate if workers are or have ever been affected by scented products, if they support the
organization becoming scent-free, and give them an opportunity to offer recommendations and solutions.
Once your assessment is complete, you’ll need to designate a key person to oversee the policy’s development. You could also create a committee with representation from all groups, such as health and safety committee members or representatives, workers, unions, and management.
Inform and educate workers about health concerns related to scents and why the policy is needed. Include information on your organization’s intranet, screensavers, and internal newsletters. Everyone has a role to play to keep the air at work healthy, so make it clear the policy applies to everyone at the workplace, including visitors. Also, be clear about what the next steps will be for the products used, brought in, or worn in the workplace.
In addition, workplaces should try to identify the specific source of the issue. If it’s building-related, reduce all emissions from building materials, cleaning products, and other sources. Keep indoor air quality high by ensuring that fresh air is regularly introduced and that scents are not recirculated throughout the building.
Review all safety data sheets for products that may be scented. When replacing these products, check the ingredients. Some products claim to be scent-free but use additional chemicals to mask smells instead of truly being unscented. If there will be construction, remodelling, or painting activities in the workplace, support workers with sensitivities by making alternate work arrangements or modifying their duties.
Request that workers not wear fragrances or use scented products. It may be helpful to post a list of unscented personal care products on a notice board for workers to easily source.
In some cases, approaching someone who continues to use or wear scents might be necessary. This request may come from human resources, the supervisor, management or the union according to terms of the policy and procedures as established by your organization. The person affected by the scent should not have to be the one to approach the individual responsible for the scents, nor do they need to be identified. Describe what actions will be taken. For example, they may be asked to wash or remove fragrances, change their clothes, or work in a separate room.
Finally, make sure the policy can be easily referenced by posting it on notice boards and in common areas, and by having workers acknowledge it as part of your business procedures.
Get the workplace on board
It’s important that everyone in the workplace understands why the policy is being implemented and how they can contribute to making the workplace a healthier space for all. Give presentations on the importance of being air aware. Let workers know the policy is being introduced because of health concerns, not because of anyone’s personal preference or a dislike of certain smells.
Communicate that better air quality benefits everyone. Reducing reliance on scented products and opting for fragrance-free alternatives can lead to fewer workplace irritants overall, improving general health and comfort.
Creating a scent-free workplace is about more than writing a policy – it’s about fostering a culture of respect and inclusion. Scent sensitivities can have serious health consequences, and for affected individuals, exposure to certain fragrances is not a minor inconvenience but a genuine barrier to their well-being. Taking proactive steps to eliminate unnecessary scents makes for a more accommodating working environment where everyone can perform their duties without the risk of discomfort or illness.
Everyone has a right to be safe at work
Remember: making reasonable accommodations for scent sensitivities is a human rights issue. Creating a workplace that is truly safe and healthy means considering scent-sensitive workers and protecting them with an inclusive policy.
Ultimately, ensuring a safe and accommodating workplace for those with scent sensitivities is a matter of equity and respect. By creating and maintaining a scent-free policy, employers send a strong message: every worker’s health matters. Through education, awareness, and thoughtful policy development, organizations can pave the way for a more inclusive, productive, and healthier work environment for everyone.
My opinion
Ontario has implemented scent-free policies primarily through individual organizational policies rather than a single province-wide law. These policies became common in workplaces and public spaces in Ontario following the 2012 Kovios v. Inteleservices Canada Inc. ruling, which confirmed that failing to accommodate scent allergies can violate human rights, with many guidelines established between 2005 and 2017.
Key developments in Ontario regarding scent-free policies include:
- Public Sector Guidelines:Organizations like the City of Toronto have been implementing and updating scent-free policies for many years, with key updates occurring as far back as 2006.
- School Boards:Many school boards in Ontario, such as the Upper Canada District School Board, started implementing scent-free policies to protect students around 2005.
- Workplace Regulations:While there is no province-wide, one-size-fits-all policy, the Canadian Centre for Occupational Health and Safety (CCOHS), which supports Ontario workplaces, has been actively promoting tools for creating scent-free environments since 2011.
- Legal Precedent:A landmark 2012 Ontario Human Rights Tribunal case established that employers must take significant action to accommodate staff with environmental sensitivities to scents.
These initiatives have led to a gradual adoption of scent-free guidelines, particularly in public offices, schools, and health facilities over the last two decades.
HRS Group Inc. has a great team that can help you with all your health and safety needs. Contact Deborah toll free at 1-877-907-7744 or locally at 705-749-1259.
Ensure your workplace is a safe place.
Remember – In Canada, “ALL Accidents are Preventable”
‘Work’ and ‘Play’ safe.
Daniel L. Beal
CHSEP – Advanced Level
CEO & Senior Trainer
HRS Group Inc.