"One of my best employees happens to be from another country. Several staff members have complained about his body odor. He is otherwise professional in appearance and follows our uniform policy. Although uncomfortable, I approached him about it and tried to gently suggest that deodorant might take care of the issue. He responded that use of deodorant is not a cultural norm for him. Now what!?"
Consider that situation. Let's say there's a team member in your practice who exhibits poor personal hygiene. Perhaps the person has body odor or exudes strong scents such as cigarette smoke. Have you ever had to deal with that type of issue? If so, how did you handle it? These topics feel deeply personal, and addressing them can be uncomfortable for both managers and employees. However, maintaining a clean, well-groomed appearance is essential to upholding professionalism and maintaining a welcoming workplace environment.
Grooming standards matter. In any client-facing profession - including veterinary medicine - appearance plays a meaningful role in shaping client perception and trust. A well-defined workplace grooming policy is not about stifling individuality, it sets expectations that ensure professionalism, consistency, and comfort for both employees and clients. As practices navigate evolving cultural norms and forms of personal expression, the need for a clear, fair, and respectful grooming policy is essential.
A proper grooming policy provides structure and clarity and can make confrontations easier to navigate. It's important to realize that some situations stem from special circumstances. Body odor, for example, could stem from cultural practices, medical conditions, or environmental factors. Managers can approach those situations thoughtfully while still setting reasonable expectations - such as suggesting that the individual wears deodorant or has access to a change of clothes. Through respectful communication about the grooming policy, managers can approach the concerns. Even when medical conditions are involved, there are almost always compassionate ways to work with the employee to find solutions. Tattoos and piercings have become modern forms of self-expression. They have become cultural norms, particularly among younger generations. Because of this shift, employers must carefully consider bias, discrimination concerns, and evolving societal standards when developing appearance policies. Ultimately, a professional appearance contributes to a positive experience for both coworkers and our clients.
Challenges often arise when practices try to introduce new rules retroactively - for example, asking established employees to remove a nose stud or cover visible tattoos - when these were previously allowed. Such changes can create tension, damage morale, and even lead to claims of unfair treatment. If your practice is considering a “no visible tattoos” policy or placing new limitations on piercings, think carefully before moving forward. A sweeping change could alienate staff and feel out of step with the broader cultural landscape. If management does decide that such restrictions are necessary, the expectations should be made clear from the start for new hires, and changes that affect current employees should be made with sensitivity and open communication. For existing employees, changes in policy could be dicey to implement. Perhaps employers could ask that existing employees not make new alterations that would violate the policy; it would be unreasonable, for example, to require someone to undo choices made before clear guidelines were in place.
Finally, what about attire and general appearance? One of the most common concerns expressed by veterinary practice managers is how to address employees who show up looking as though they “just rolled out of bed.” Wrinkled scrubs, inappropriate footwear, unkempt hair, overly casual attire, or excessive cosmetics can all detract from the professional image a practice aims to project. A comprehensive, written appearance and grooming policy should be included in the employee handbook. When expectations are clearly outlined, managers can confidently and consistently address any deviation without ambiguity or bias - whether it's an employee's professional attire, personl hygiene or body modifications.
Creating an effective grooming policy isn’t just about listing restrictions - it’s about setting a standard that aligns with the practice’s mission and client expectations while honoring the individuality and dignity of the staff. A well-crafted grooming policy should:
- Reflect the culture and values of your practice
- Consider the expectations and comfort of your clientele
- Balance professionalism with respect for personal expression
- Be communicated clearly and reinforced consistently
- Be applied fairly and without discrimination
By establishing these expectations early, revisiting them as cultural norms evolve, and addressing concerns with empathy, supervisors and managers foster an environment that reflects competence, compassion, and professionalism – important qualities that matter in veterinary medicine.
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