1. Understand When to Write a Harassment Complaint Letter
A complaint letter is necessary if:
- You have experienced workplace harassment, sexual harassment, or bullying.
- The harassment violates company policies, workplace laws, or personal boundaries.
- You have attempted to resolve the issue informally but received no resolution.
- You need a written record for legal protection or escalation.
Common types of harassment include verbal abuse, intimidation, discrimination, unwanted advances, or online harassment.
2. Gather Evidence and Document Incidents
Before writing your letter, collect:
- Dates, times, and locations of harassment incidents.
- Names of individuals involved, including witnesses.
- Screenshots, emails, or messages (if applicable).
- Past complaints or HR reports related to the issue.
Having detailed records strengthens your complaint.
3. Use a Professional and Formal Structure
Your letter should include:
- Your Contact Information: Name, address, phone, and email.
- Date: When you are submitting the complaint.
- Recipient’s Contact Information: Supervisor, HR department, or legal team.
- Subject Line: Clearly state the nature of your complaint (e.g., “Formal Complaint of Workplace Harassment”).
4. Open with a Direct and Professional Statement
Begin with a clear introduction:
“Dear [Recipient’s Name],
I am writing to formally report a case of harassment that I have experienced in the workplace. Despite previous attempts to address this matter, the behavior has continued, and I request immediate action.”
If you are unsure who to address, use “Dear HR Manager” or “Dear [Company Name] Human Resources”.
5. Describe the Harassment Incidents in Detail
Clearly explain:
- What happened (specific actions or words used).
- When and where it occurred.
- Who was involved (the harasser and any witnesses).
- How it has affected you (emotionally, professionally, or physically).
Example:
“On [date], during a team meeting, [harasser’s name] made an inappropriate comment about my appearance. Despite my clear discomfort, they repeated similar remarks on [another date]. I have also received unsolicited messages from them outside of work hours, which I find distressing.”
6. Reference Relevant Policies or Laws
If applicable, mention:
- Company policies on harassment (check employee handbook).
- Local or national laws (e.g., UK’s Equality Act 2010, US Title VII of the Civil Rights Act).
- Past complaints or HR policies that were ignored.
Example:
“According to our company’s Anti-Harassment Policy, all employees should be treated with dignity and respect. However, I feel that this policy has not been upheld in my case.”
7. Specify Your Desired Resolution
Be clear about what action you expect, such as:
- A formal investigation.
- Disciplinary action against the harasser.
- Additional training on workplace harassment.
- A transfer to a different department (if applicable).
Example:
“I request that HR conduct a thorough investigation and take appropriate disciplinary action to ensure a safe work environment.”
8. Maintain a Respectful and Professional Tone
Avoid emotional or aggressive language. Instead, be firm and factual:
“I trust that [Company Name] will handle this complaint seriously and take the necessary steps to ensure a respectful and safe workplace for all employees.”
A professional tone increases the likelihood of a constructive response.
9. Request a Response and Set a Deadline
Ask for a written acknowledgment and a timeline for action:
“I request a written response within 14 days outlining the steps that will be taken to address this issue.”
If your workplace has an HR complaint procedure, follow their response time guidelines.
10. Sign Off and Keep a Copy
End your letter formally:
“Yours sincerely,
[Your Full Name]”
If addressing a general department (e.g., “Dear HR Manager”), sign off with “Yours faithfully”.
Important: Keep a copy of your complaint for future reference.
Frequently Asked Questions
1. Can I write a harassment complaint letter anonymously?
Yes, but providing your identity strengthens your case and ensures a direct response.
2. What if my employer ignores my complaint?
If you receive no response, escalate your complaint to higher management, an ombudsman, or a legal authority (e.g., EEOC in the US, ACAS in the UK).
3. Can I take legal action for workplace harassment?
Yes, if internal complaints do not resolve the issue, you can seek legal advice or file a claim with a government body or employment tribunal.
4. Should I include evidence in my complaint letter?
Yes, attaching screenshots, emails, or witness statements strengthens your case.
5. How long should my harassment complaint letter be?
Keep it one page—concise but detailed enough to explain the issue.
6. Can I file a complaint against a colleague or manager?
Yes, you can complain about anyone in the workplace who has harassed you, including superiors.
Conclusion
Writing a complaint letter of harassment requires clarity, professionalism, and supporting evidence. Following this structured approach increases your chances of a fair resolution. Be factual, firm, and assertive in seeking action.