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Free Smoking Policy Template

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Document and article by 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.

What is a Smoking Policy?

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.

Do All Businesses Need One?

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.

Why Do Companies Adopt These Policies?

Not every company is mandated by law to have a smoking policy, but there are compelling reasons to adopt one:

  • Legal Considerations: Some places have laws necessitating smoking restrictions.
  • Health and Safety: Companies prioritize the well-being of their employees.
  • Company Image: Presenting a health-conscious image can be good for business.
  • Property Maintenance: Reducing fire risks and cleaning costs is always a plus.

Vaping and Smoking Policies

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.

When Employees Go Astray

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.

The Bigger Picture

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.

How to Use Our Free Smoking Policy Template

Step 1: Input Your Company Details

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.

Step 2: Understand the Scope

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.

Step 3: Designate Smoking Areas

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.

Step 4: Set Rules for Smoking on Duty

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.

Step 5: Signage Placement

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.

Step 6: Address Electronic Cigarettes

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.

Step 7: Review and Finalize

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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Document Sample

Smoking Policy Template

Below you can see a sample of the Smoking Policy template:

Template Smoking Policy

Smoking Policy FAQ's

What is the purpose of this Smoking Policy template?

This template serves to guide companies in creating a policy that safeguards non-smoking employees from secondhand smoke while balancing the rights of employees who smoke. It also aims to uphold a professional company image and mitigate potential fire hazards.

To whom does the policy apply?

The policy applies to all employees, interns, and maintenance personnel within the company. It also extends to all visitors to the premises.

Are there designated areas where employees can smoke?

Yes, the template provides designated smoking areas, such as outdoor parking areas and courtyards. These areas can be customized based on the company's facilities and preferences.

How does the template handle electronic cigarettes or vapes?

The template considers the use of electronic cigarettes, or vapes, as equivalent to traditional smoking. Therefore, the same rules apply to both.

Where should the 'No Smoking' signs be placed?

The template suggests that 'No Smoking' signs should be strategically placed in areas where smoking is prohibited. The exact locations can be determined by the company based on their facility's layout.

What if someone violates the smoking policy?

The template mentions that violations, especially smoking in non-designated areas, will lead to appropriate disciplinary action. The specifics of the disciplinary action can be further defined by the company.

Can the template be customized?

Absolutely. The template is designed to be a starting point. Companies can and should modify it to fit their specific needs, facilities, and organizational culture.

How often should the smoking policy be reviewed or updated?

Regular reviews of any company policy, including the smoking policy, are recommended. Ideally, it should be reviewed annually or whenever significant changes occur in the company's infrastructure or local smoking regulations.

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