1. Understand the Purpose of a Harassment Complaint Letter
A workplace harassment complaint letter is a formal way to report harassment at work. Harassment can include:
- Verbal abuse (threats, insults, offensive jokes)
- Physical intimidation or unwanted contact
- Sexual harassment (inappropriate comments, touching, or advances)
- Discrimination (gender, race, religion, disability, etc.)
- Bullying or workplace retaliation
A well-written complaint letter documents the issue, making it easier for HR or management to take action.
2. Identify the Correct Recipient
Before writing, determine who should receive your complaint:
- Your immediate supervisor (if appropriate)
- Human Resources (HR) department
- A senior manager or company executive
- A union representative or legal advisor (if necessary)
Check your company’s workplace harassment policy to follow the correct procedure.
3. Gather Important Information
Before drafting your letter, collect key details:
- The name and job title of the harasser
- Date, time, and location of the incident(s)
- Names of any witnesses
- Company policies that may have been violated
- Any previous complaints or discussions regarding the issue
- Supporting evidence (emails, messages, photos, witness statements, etc.)
4. Maintain a Professional and Respectful Tone
Even though workplace harassment is a serious issue, your letter should be professional and factual. Avoid emotional language, accusations, or threats, as these may weaken your case.
5. Start With a Clear Opening Statement
Begin with a direct and concise statement about your complaint. Example:
“I am writing to formally report workplace harassment involving [Harasser’s Name], who works as [Job Title] in [Department]. This harassment has created a hostile work environment and is affecting my ability to perform my job effectively.”
6. Describe the Harassment in Detail
Explain what happened clearly and concisely:
- What occurred?
- When and where did it happen?
- Who was involved?
- How has it affected your work and well-being?
Example:
“On [Date], during a team meeting, [Harasser’s Name] made inappropriate comments about my appearance in front of colleagues. Despite my objections, the behavior continued. This has made me feel uncomfortable and unsafe at work.”
7. Provide Supporting Evidence
Attach relevant documents to strengthen your case:
- Emails, chat messages, or recordings (if legal in your jurisdiction)
- Witness statements from colleagues
- Screenshots of offensive remarks (if applicable)
- Records of previous complaints or HR reports
8. Specify Your Desired Resolution
Clearly state what action you expect HR or management to take. Possible resolutions include:
- A formal investigation
- A meeting with HR and management
- Disciplinary action against the harasser
- Protection from retaliation
- Workplace harassment training for employees
Example:
“I request a formal investigation into this matter and appropriate corrective action to ensure a safe and respectful work environment. Additionally, I would like assurance that I will not face retaliation for raising this complaint.”
9. Request a Response and Set a Deadline
Give HR or management a reasonable timeframe (e.g., 7-14 days) to respond. Example:
“I kindly request a response within 10 business days outlining the steps the company will take to address this matter.”
10. Include Your Contact Information
Ensure HR or management can reach you by including:
- Your full name
- Job title and department
- Company email and phone number
11. End With a Professional Closing Statement
Thank the recipient for their time and cooperation. Example:
“I appreciate your prompt attention to this matter and look forward to working towards a resolution.”
12. Sample Workplace Harassment Complaint Letter
[Your Name]
[Your Job Title]
[Your Department]
[Company Name]
[Company Address]
[Email Address]
[Phone Number]
[Date]
Human Resources Department
[Company Name]
[Company Address]
Subject: Formal Complaint Regarding Workplace Harassment
Dear [HR Manager’s Name],
I am writing to formally report workplace harassment involving [Harasser’s Name], who works as [Job Title] in [Department]. This harassment has created a hostile work environment and has negatively impacted my ability to perform my job effectively.
On [Date], [describe the incident, including when and where it occurred, who was involved, and how it affected you]. This situation has caused [mention the impact, e.g., stress, fear, reduced productivity]. Despite my attempts to address the issue informally, the harassment has continued.
I have attached supporting documents, including [list any evidence such as emails, witness statements, or reports], to support my complaint. Given the seriousness of this matter, I request a formal investigation and appropriate corrective action. Additionally, I seek assurance that I will not face retaliation for reporting this issue.
I kindly request a response within 10 business days outlining how this matter will be addressed. Please let me know if further details are required.
Thank you for your time and attention to this matter.
Sincerely,
[Your Name]
13. Follow Up if Necessary
If HR or management does not respond, follow up by:
📧 Sending a polite reminder email after a week.
📞 Calling HR to check on the status of your complaint.
📝 Requesting a meeting to discuss the issue further.
14. Consider Escalating the Complaint
If your complaint is ignored or not resolved, consider:
- Escalating it to higher management
- Filing a report with a labor board or employment tribunal
- Seeking legal advice or union representation
15. Know Your Workplace Rights
Employees are protected by workplace harassment laws. If your complaint involves:
- Sexual harassment – Report it to the Equal Employment Opportunity Commission (EEOC) or a similar organization in your country.
- Workplace bullying or discrimination – Seek legal advice or consult your union representative.
- Retaliation after filing a complaint – Retaliation is illegal in many jurisdictions, and you may have legal grounds for further action.
Frequently Asked Questions (FAQs)
1. Can I file a complaint anonymously?
Some companies allow anonymous complaints, but providing your identity increases credibility and follow-up chances.
2. How long does HR take to respond to harassment complaints?
Most HR departments aim to respond within 7-14 business days, but it depends on the complexity of the case.
3. What if HR ignores my harassment complaint?
Follow up with HR, escalate the issue to higher management, or seek external legal advice.
4. Should I include evidence in my complaint letter?
Yes, attaching emails, witness statements, or relevant documents strengthens your case.
5. Can I be fired for making a harassment complaint?
Retaliation for workplace complaints is illegal in many countries. If you experience retaliation, report it to a labor board or seek legal advice.
Conclusion
Writing a workplace harassment complaint letter ensures that your concerns are taken seriously. By keeping your letter professional, factual, and solution-oriented, you increase the chances of receiving a positive response. If necessary, follow up or escalate the matter to higher authorities.