Smoke-Free Workplace Policy Template

Creating a safe, healthy, and inclusive work environment means considering the wellbeing of all employees — including when it comes to air quality and exposure to secondhand smoke. A Smoke-Free Workplace Policy establishes clear expectations for where and when smoking (including vaping and e-cigarette use) is permitted, helping to reduce health risks, support local laws, and reinforce a culture of respect across teams.

Whether you operate in an office, a manufacturing facility, or a remote-first environment, this policy helps standardize rules around smoking and ensures that employees and visitors alike know what’s expected.

What a Smoke-Free Workplace Policy Should Include

A well-written Smoke-Free Workplace Policy should cover:

• A clear ban on smoking: Including cigarettes, cigars, pipes, vaping devices, and e-cigarettes.
• Where smoking is and isn’t allowed: Inside buildings, within certain distances of entrances/exits, company vehicles, and remote workspaces.
• Who the policy applies to: Employees, contractors, clients, and visitors.
• Local law compliance: Alignment with city, state, or federal regulations.
• Disciplinary consequences: What happens if the policy is violated.
• Support for smoking cessation: Resources or programs the company offers to help employees quit smoking.
• Manager and HR responsibilities: Clear roles in communicating and enforcing the policy.

Purpose of a Smoke-Free Workplace Policy

The primary goal of a Smoke-Free Workplace Policy is to protect the health, safety, and comfort of all employees by eliminating exposure to secondhand smoke and related pollutants. The policy also helps ensure compliance with applicable health and safety regulations, reduce fire hazards, and promote wellness initiatives across the organization.

By setting clear boundaries and expectations, companies can:

• Prevent misunderstandings around smoking at work
• Create a more comfortable work environment for nonsmokers
• Demonstrate a commitment to employee health and wellbeing
• Reduce legal and liability risks tied to noncompliance

Smoke-Free Workplace Policy Template

{{rich-highlight-1}}

1. Purpose

[Company Name] is committed to providing a safe, healthy, and productive work environment for all employees, clients, and visitors. In line with this commitment and in accordance with applicable laws, this policy establishes our smoke-free workplace rules and expectations.

2. Scope

This policy applies to all employees, contractors, interns, vendors, clients, and visitors at all [Company Name] worksites, including:

• Company offices and facilities
• Entrances, exits, stairwells, hallways, restrooms, parking areas
• Company-owned or leased vehicles
• Work-related offsite events and meetings
• Virtual workspaces, where applicable

3. Policy

Smoking and vaping are prohibited in all indoor areas and within [20 feet or as mandated by local law] of entrances, windows, and ventilation systems.

This includes but is not limited to:

• Cigarettes
• Cigars
• Pipes
• E-cigarettes
• Vapes and vape pens
• Heated tobacco products (e.g., IQOS)
• Hookahs or similar smoking devices

Employees are only permitted to smoke in designated outdoor smoking areas, where allowed by local law and approved by facilities or building management.

Remote workers must comply with this policy during virtual meetings and when representing the company in a professional capacity, including video calls and client interactions.

{{rich-highlight-3}}

4. Smoking Cessation Support

[Company Name] encourages employees who wish to stop smoking or vaping to seek support and resources. The company offers:

• [Smoking cessation programs, if applicable]
• Access to wellness coaching or employee assistance programs (EAP)
• Health insurance plans that include nicotine replacement therapies (NRT) or counseling

Employees interested in quitting smoking can contact [HR/Benefits contact] for more information.

5. Compliance and Disciplinary Action

All employees are expected to comply with this policy. Violations may result in:

• Verbal or written warnings
• Referral to HR for corrective action
• Disciplinary measures, up to and including termination of employment

Supervisors and managers are responsible for enforcing this policy fairly and consistently. Repeated violations or refusal to comply may result in more serious consequences.

Visitors and clients who violate the policy will be asked to stop smoking or leave the premises. Employees are encouraged to report any violations to their manager or HR without fear of retaliation.

6. Legal Compliance

This policy is designed to comply with all applicable federal, state, and local laws and regulations, including:

• The [insert applicable state/city name] Clean Indoor Air Act (if applicable)
• OSHA workplace safety regulations
• Local public health ordinances

In cases where local laws are more restrictive than this policy, the stricter rule will apply.

7. Manager and HR Responsibilities

Managers are responsible for:

• Communicating this policy to new and existing team members
• Reinforcing the rules and expectations during onboarding or site visits
• Addressing and documenting any violations

The People team is responsible for:

• Ensuring that this policy is accessible to all employees
• Supporting managers in resolving compliance issues
• Administering cessation support benefits and programs
• Updating the policy as needed to reflect legal changes or organizational shifts

Frequently Asked Questions

Can I smoke in my car in the company parking lot?
If the parking lot is considered company property, smoking may be prohibited unless otherwise stated. Check with your local facilities manager or HR to confirm.

What should I do if a visitor or coworker is violating the policy?
Speak to your manager or report it to HR. You are not expected to confront others directly if it makes you uncomfortable.

Is vaping treated the same as smoking in this policy?
Yes. Vaping and the use of electronic nicotine delivery systems are prohibited in the same areas as traditional smoking.

Are employees allowed more breaks if they smoke?
No. Smoke breaks are not separate from standard rest or lunch breaks. All employees are expected to follow the same break schedule.

What if I smell smoke on someone or find it distracting?
If the smell is disruptive or triggering, speak with HR. While employees can smoke in designated areas, lingering odors should not affect the work environment.

{{rich-highlight-2}}