How to tell employee they smell

[Dingdong99]

We've just taken in a new person at work

He's 23, and I've noticed he has a bit of bad breath, but the bigger problem is the body odour

It's a client facing role and I get that it's hot but still

I feel bad but need to say something. How would you deliver this without giving him a complex / making me hate him forever!

One to one, in private. Blame it on the hot weather and have the conversation because "he may not be aware and you want to spare him the embarrassment".

If you have a dress standards policy, see if there's any part of it that's relevant so you can frame the conversation around it.

Good luck.

Group email is not appropriate, this is an individual issue.

Email to the individual is not appropriate, if they're in the office then they will be abruptly presented with an unpleasant and upsetting message while seated at their desk surrounded by their colleagues.

The best and most compassionate method is to take them aside, preferably in a manner that looks natural like a 1:1 meeting so as to not draw attention, have a short, direct but kind conversation about how you have noticed an odour and wanted to bring it to their attention so they can address it. The conversation feels awkward but does not need to be long and drawn out, with made up stories about clients or complaints. They then have the opportunity if they need it, to compose themselves in private before making their way back to work.

It's not HRs job to do, part of line management is handling difficult conversations and addressing issues with your team, whether that be performance issues or behavioural/conduct based. You can consult HR, seek advice but they are not there to take over the bits of your job you don't want to do. As a manager that shows a lack of capability.

"hi Joe, I'm sorry to have to mention this as I know it's an uncomfortable subject, but I've noticed on a few occasions that you have smelt quite strongly of body odour. I just wanted to check if everything's ok? Is there anything we can do to help?

Unfortunately, as you know in this line of work it's really important to present well to clients, so if you could try to address it, that would definitely help in the long term. I don't know if you know but we have showers on site (?) and it's hot, so if you need to wear lighter clothes, please do."