Workplace Harassment Complaints: How to Write an Effective Letter

Table of Contents

1. Understand Workplace Harassment

Harassment at work refers to unwelcome behavior that creates a hostile, offensive, or intimidating environment. It can be:

Verbal Harassment – Offensive jokes, insults, or inappropriate comments
Physical Harassment – Unwanted touching or threatening behavior
Sexual Harassment – Unwanted advances, inappropriate gestures, or remarks
Discriminatory Harassment – Based on race, gender, religion, disability, or age
Workplace Bullying – Intimidation, exclusion, or unfair treatment

Legal Protections Against Workplace Harassment

Harassment violates workplace laws such as:

U.S.: Title VII of the Civil Rights Act (EEOC)
UK: Equality Act 2010
Canada: Occupational Health and Safety Acts
Australia: Fair Work Act 2009

If harassment occurs, you have the right to report it to HR, management, or external regulatory bodies.

2. Gather Evidence Before Filing Your Complaint

To strengthen your complaint, collect:

✔ Dates, times, and locations of incidents
✔ Names of individuals involved (harasser and witnesses)
✔ Screenshots, emails, messages, or recordings (if legal in your area)
✔ Previous reports (if any) and responses received

3. Keep Your Tone Professional and Factual

Even if you feel emotional, avoid:

❌ Aggressive or accusatory language
❌ Vague complaints without specific examples
❌ Threatening legal action prematurely

✔ Use a neutral, factual tone
✔ Stick to the details
✔ Request a specific resolution

4. Structure of Your Harassment Complaint Letter

1. Your Contact Information

Full name
Job title and department
Work email and phone number

2. Date

The date of submission

3. Recipient’s Contact Information

HR Manager or Supervisor’s name
Company name and address

4. Subject Line

Example: Formal Complaint – Workplace Harassment by [Name]

5. Introduction

State who you are and why you are writing
Mention previous informal attempts to resolve the issue

Example:
“I am writing to formally file a complaint regarding workplace harassment by [Harasser’s Name]. Despite previous attempts to address this issue informally, the behavior has continued, creating a hostile work environment.”

6. Detailed Description of the Harassment

Provide dates, times, locations, and specifics
Include witnesses and evidence if available
Avoid emotional language—stick to the facts

Example:
“On [Date], [Harasser’s Name] made an inappropriate comment about my appearance during a team meeting. This was witnessed by [Colleague’s Name]. On multiple occasions, [Harasser’s Name] has sent me messages that make me uncomfortable, which I have attached for reference.”

7. Impact Statement

Explain how the harassment has affected your work, mental health, or safety

Example:
“This behavior has made me feel unsafe at work, impacted my productivity, and caused emotional distress.”

8. Requested Resolution

Clearly state what action you expect (investigation, disciplinary action, mediation, transfer, training, etc.)

Example:
“I request a formal investigation and appropriate action to ensure a safe work environment for myself and my colleagues.”

9. Conclusion

Request a prompt response and express appreciation for their time

Example:
“I appreciate your immediate attention to this matter and request a response within 14 days. Please confirm receipt of my complaint.”

10. Closing & Signature

Use “Sincerely,”
Sign with your full name and job title

5. Sample Complaint Letter About Harassment at Work

[Your Name]  
[Your Job Title]  
[Company Name]  
[Your Work Email]  
[Your Work Phone]  
[Date]  

To:  
[HR Manager’s Name]  
[Company Name]  
[Company Address]  

Subject: Formal Complaint – Workplace Harassment by [Harasser’s Name]  

Dear [HR Manager’s Name],  

I am writing to formally report workplace harassment by [Harasser’s Name], which has created a hostile work environment. Despite previous informal attempts to resolve this issue, the behavior has persisted, and I now seek formal intervention.  

On **[Date]**, during a meeting, [Harasser’s Name] made an inappropriate remark about my personal appearance, which was witnessed by [Colleague’s Name]. Additionally, on **[Date]**, they sent me a message that was unprofessional and made me uncomfortable. I have attached a copy of this message for reference.  

This ongoing behavior has caused emotional distress and affected my ability to perform my job effectively. I respectfully request:  

1. A **formal investigation** into the incidents reported.  
2. **Disciplinary action** against [Harasser’s Name] if appropriate.  
3. **Training on workplace harassment** for all employees to prevent future issues.  

I would appreciate a prompt response within **14 days**. Please confirm receipt of this complaint.  

Sincerely,  
[Your Name]  
[Your Job Title]

6. Tips for an Effective Workplace Harassment Complaint

✔ Be Specific – List dates, names, and supporting evidence.
✔ Remain Professional – Avoid emotional or accusatory language.
✔ Follow Company Protocol – Submit your complaint through HR channels.
✔ Keep Records – Save a copy of your letter and any responses.
✔ Follow Up – If no response is received within 14 days, escalate.

7. What to Do If Your Complaint Is Ignored

If your company does not take action, escalate to:

Senior management or legal team
External workplace authorities (EEOC, labor board, or ombudsman)
Seek legal assistance (if workplace retaliation occurs)

Frequently Asked Questions (FAQs)

1. Can I file an anonymous complaint?

Some companies allow anonymous complaints, but named complaints carry more weight and are easier to investigate.

2. How long does HR take to respond to harassment complaints?

Most HR departments respond within 7–14 days, but full investigations may take longer.

3. Can I be fired for filing a harassment complaint?

No. Retaliation is illegal in most countries. If you face retaliation, seek legal advice immediately.

4. Should I include evidence with my complaint?

Yes, attach any relevant documents (emails, screenshots, or witness statements).

5. What if HR does nothing about my complaint?

If no action is taken, escalate the complaint to higher management, labor authorities, or a legal professional.

Conclusion

Filing a harassment complaint at work requires clarity, professionalism, and supporting evidence. Follow company policies, document all incidents, and escalate if necessary. Your workplace should be safe and respectful, and formal complaints help enforce accountability.

Martin taggart