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Document and article reviewed by Mark Costello on November 7, 2023 Written by Easy Legal Docs Editorial Team
Smoking policies, once simple guidelines, have evolved over the years, especially with the rise of electronic cigarettes. These policies now encompass a wide array of rules that govern where and how individuals can smoke or vape.
Read on for a clear breakdown and access a straightforward, downloadable template to implement in your organization.
At its core, a smoking policy is a set of rules. It outlines where and when smoking is permitted or, more commonly, prohibited. The goal? To protect non-smokers, uphold public health, and sometimes to reduce fire risks.
While there’s no universal rule that mandates every company to have a smoking policy, many find it beneficial. Legal requirements in some areas may necessitate businesses to adopt specific smoking rules.
However, it’s often the company’s size, culture, property concerns, or even public image that drives the decision. A start-up with remote workers may not feel the pressing need for a policy.
In contrast, a larger enterprise with shared workspaces might consider it essential.
Not every company is mandated by law to have a smoking policy, but there are compelling reasons to adopt one:
The emergence of electronic cigarettes, popularly known as e-cigarettes or vapes, has added a new dimension to smoking policies. Many organizations and regions have started to explicitly address vaping in their policies, differentiating or equating it with traditional smoking.
The potential health effects of e-cigarettes, cultural views, and even the simple fact that e-cigarette vapor can be a nuisance have all contributed to this trend.
Even with clear policies in place, violations can occur. Companies typically have a protocol to handle such breaches.
An initial minor infraction might earn an employee a verbal reminder. Repeated or severe offenses could escalate to written warnings, mandatory training sessions, or even suspensions.
In extreme cases, continuous disregard for the smoking policy might result in termination. It’s always in a company’s best interest to clearly communicate its smoking policy to all employees, ensuring everyone understands both the rules and the consequences of violations.
For a smoking policy to be effective, consistent enforcement is crucial. Inconsistent consequences can lead to confusion and diminished policy respect.
While individual companies play a role in crafting and enforcing smoking policies, it’s often part of a larger movement. Governments around the world have recognized the health risks associated with smoking.
As a result, many have stringent regulations in place that not only restrict where individuals can smoke but also mandate workplaces and public spaces to have specific guidelines.
Begin by entering the current date where it says DATE . Next, provide your company’s official name in the placeholder COMPANY NAME and its address in COMPANY ADDRESS .
This section is already defined for you. It emphasizes that the policy applies to all members of your company, including visitors. There’s no need for any input unless you wish to make specific amendments to cater to your organization’s unique needs.
Under the “Designated Smoking Areas” section, the template provides three general locations where employees can smoke. Review these and modify or add to the list to suit your facility. Ensure that these areas are safe and away from non-smoking zones.
The policy already indicates that smoking while working is not permitted. You may want to customize the rules about “smoke breaks” depending on your company’s stance on the issue. For example, if you wish to set specific times for breaks or limit their frequency.
Though the policy mentions providing signs to indicate where smoking is and isn’t allowed, decide on the specific locations to place these signs and possibly add them to the document for clarity.
The template includes a section on electronic cigarettes, indicating that their use is treated the same as traditional smoking. If your company has a different stance on electronic cigarettes or if you want to add more details, amend this section accordingly.
Once all the necessary edits have been made, review the entire document for consistency and clarity. Ensure all VARIABLES are filled and that the policy reflects your company’s intent. Once you’re satisfied, the policy is ready to be shared, implemented, and enforced in your organization.
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