Does your organization need a vaping policy?

"May 18, 2026 by" Bley & Zeitlin, Certified Public Accountants

Background of an employee at their desk with a vaping device in the foreground

Approximately 7% of U.S. adults use e-cigarettes, an umbrella term for vaping devices, according to the latest data from the U.S. Centers for Disease Control and Prevention.

By comparison, about 10% of adults smoke cigarettes. In other words, vaping has become common enough that many employers may want to address it in their workplace policies.

Even if your organization has already imposed restrictions on smoking, they may not clearly address vaping. A formal policy can help reduce confusion, support consistent enforcement of rules, improve employee relations, and align workplace expectations with applicable state and local laws. But before moving forward, carefully consider the issues involved.

Anticipate arguments for …

At many organizations, the need for a policy arises from an outcry from one side or the other. Proponents of vaping in the workplace generally argue that it isn’t nearly as offensive as cigarette smoking, so their personal freedom shouldn’t be similarly restricted. Some also believe vaping can help them concentrate and relax during breaks or manage nicotine cravings without frequently leaving their work areas to smoke cigarettes — thereby boosting productivity.

Other pro-vaping arguments arise from the practice’s original use: to help people wean themselves from the habit of smoking cigarettes. Proponents may argue that if employees can consume smoking-cessation products at work, such as nicotine-laced chewing gum, vaping should be allowed as well. Some may claim that if they’re forced into outdoor areas to vape alongside cigarette smokers, they may backslide and resume smoking themselves.

… And arguments against

Vaping opponents have a few arguments of their own. One is that, though the aerosol emitted isn’t as noxious as cigarette smoke, odors from vaping devices can float around nonetheless, creating an unpleasant work environment. Also, some employees may find vaping inappropriate or distracting simply because of how it looks.

In addition, opponents argue that, even though vaping is generally considered less harmful than smoking, it’s far from harmless. Public health agencies have noted that the aerosol produced may contain nicotine, tiny particles, cancer-causing chemicals, volatile organic compounds, flavorings and heavy metals. Depending on the device and product used, vaping devices may also contain cannabis or other substances that can raise additional workplace and safety concerns.

Opponents point out, too, that no e-cigarette has been approved by the U.S. Food and Drug Administration as a smoking cessation aid. Research on whether vaping helps adults quit smoking continues to evolve, and its long-term health effects remain uncertain.

Gather Information

Should you decide vaping is a workplace issue, the next step is to gather information. This can be done by your leadership team or perhaps a specially formed committee.

First, consider vaping’s prevalence. If it’s a relatively isolated practice among certain employees or teams, you may be able to address it on a case-by-case basis. On the other hand, if vaping has become more widespread and problematic, a formal policy may be warranted.

Consider conducting an employee survey on the topic. Given that there will likely be strong feelings on both sides, a survey could give you a solid, objective knowledge base to work from. Properly designed, it can provide a useful range of specific data points.

Take your time

If you decide to adopt a vaping policy, take your time writing, revising and implementing it. Many employers combine their vaping policy with their smoking policy. Doing so allows you to highlight the connection between cigarettes and vaping to ensure they’re treated consistently.

For example, if you have set guidelines on the frequency and location of smoking breaks, you may want to apply the same rules to vaping. Then again, as mentioned, some vape users may dispute the validity of mixing the two policies.

No matter how it’s structured, a vaping policy doesn’t need to be complicated. Write yours so it’s easy to understand and enforce. At the same time, design a policy that’s comprehensive enough to eliminate loopholes and cover as many applicable circumstances as possible. Key points to address include:

Whether vaping is prohibited entirely or allowed only in designated areas,
Whether the policy applies to all vaping devices, including e-cigarettes, vape pens, disposable vapes, pod systems and tank-style products,
Whether the policy covers devices used for nicotine, cannabis or other substances,
Whether the policy applies to hybrid or remote workers,
How employees should properly dispose of device batteries,
Whether vaping is barred in business vehicles, outdoor work areas, near entrances and other shared spaces, customer-facing settings, and any other places where it could negatively affect public perception of your organization,
How the policy applies to employee breaks, including the frequency and location of vaping breaks, and
How violations, employee complaints and requests for clarification will be handled.

Be prepared to explain why you created a policy and how it supports your organization’s mission and employees’ well-being. You don’t need to actively defend your decision, but if you can’t express why you made it, some employees may view it as arbitrary or even biased.

Finally, many states and localities already regulate vaping in indoor workplaces and public areas in much the same way as smoking. Because workplace rules may intersect with federal, state or local laws, ask a qualified attorney to review your policy.

When you’re confident you have the wording right, introduce the policy as part of a carefully crafted communication strategy. Also, incorporate it into your employee handbook so everyone can access it easily, and you can update it as necessary.

Make a sound decision

Whether or not to implement a vaping policy is ultimately a strategic decision.

Clear rules on this practice (or anything else) can help reduce conflicts and limit distractions that lower productivity. They can also convey to staff that you care about their well-being, strengthening morale and retention.

Ultimately, robust policies protect both your organization’s work environment and bottom line. We’d be happy to help you assess the financial impact of workplace policies — including one that addresses vaping — and identify workforce costs that may affect your organization’s financial performance.