Understand Workplace Harassment
Workplace harassment refers to unwelcome behaviour that creates a hostile, offensive, or intimidating work environment. It can take many forms:
- Verbal Harassment: Offensive jokes, insults, or inappropriate comments
- Physical Harassment: Unwanted touching, physical intimidation, or threats
- Sexual Harassment: Unwanted advances, gestures, or remarks
- Discriminatory Harassment: Targeting based on race, religion, gender, disability, or age
- Workplace Bullying: Exclusion, intimidation, or unfair treatment
Legal Protections Against Workplace Harassment
Most countries have legal frameworks that protect employees from harassment:
- United States: Title VII of the Civil Rights Act (EEOC)
- United Kingdom: Equality Act 2010
- Canada: Occupational Health and Safety Acts
- Australia: Fair Work Act 2009
If you experience harassment, you have the legal right to report it internally (HR or management) or externally to labour authorities or legal representatives.
Gather Evidence Before Filing Your Complaint
Strong evidence helps HR or investigators handle your complaint effectively. Before submitting your letter, collect:
✔ Dates, times, and locations of incidents
✔ Names of all individuals involved, including witnesses
✔ Screenshots, emails, text messages, or recordings (ensure they comply with privacy laws)
✔ Copies of previous reports or communications about the issue
Organising your evidence will make your case clearer and help HR take timely action.
Keep Your Tone Professional and Factual
When writing your complaint:
- Avoid aggressive or accusatory language
- Do not include vague claims or emotional outbursts
- Stay calm, factual, and specific
- Clearly state what you expect as a resolution
A professional tone strengthens your credibility and helps HR address the issue effectively.
Structure of a Workplace Harassment Complaint Letter
Your letter should follow a clear and formal structure:
1. Your Contact Information
Include:
- Full Name
- Job Title and Department
- Work Email and Phone Number
2. Date
Add the submission date.
3. Recipient’s Contact Information
Address your letter to your HR Manager, Supervisor, or Company Director. Include the company’s name and address.
4. Subject Line
Example:
Subject: Formal Complaint – Workplace Harassment by [Name]
5. Introduction
Briefly explain who you are, why you’re writing, and reference any 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 behaviour has continued, creating a hostile work environment.”
6. Detailed Description of the Harassment
Provide factual details:
- Specific dates and times
- Location of incidents
- Description of what occurred
- Names of witnesses
- Supporting evidence (if available)
Example:
“On 15 September, during a team meeting, [Harasser’s Name] made an inappropriate comment about my appearance, which was witnessed by [Colleague’s Name]. On 20 September, I received another unprofessional message, which is attached for reference.”
7. Impact Statement
Explain how the harassment has affected you professionally and personally.
Example:
“This ongoing behaviour has made me feel unsafe and anxious at work, impacting my productivity and overall well-being.”
8. Requested Resolution
Clearly outline the action you expect your employer to take.
Example:
“I request a formal investigation and appropriate action, including disciplinary measures and company-wide training to prevent similar issues.”
9. Conclusion
Request a response within a specific timeframe and thank the recipient for their attention.
Example:
“I would appreciate a prompt response within 14 days and confirmation of receipt of this complaint. Thank you for your attention to this matter.”
10. Closing & Signature
End with a professional closing such as “Sincerely” or “Yours faithfully”, followed by your full name and job title.
Sample Workplace Harassment Complaint Letter
[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 and uncomfortable work environment. Despite previous informal attempts to resolve this matter, the behaviour has persisted, and I now seek formal intervention.
On [Date], [Harasser’s Name] made an inappropriate remark about my personal appearance during a meeting, witnessed by [Colleague’s Name]. On [Date], I received another message that was unprofessional and made me uncomfortable. Copies of the messages are attached for your review.
This ongoing behaviour has caused emotional distress and affected my ability to perform effectively at work. Therefore, I respectfully request:
- A formal investigation into the reported incidents.
- Appropriate disciplinary action if the investigation confirms the allegations.
- Harassment awareness training for staff to ensure a safe and respectful workplace.
I would appreciate a written response within 14 days confirming receipt of this complaint and outlining the next steps.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
[Your Job Title]
Tips for an Effective Workplace Harassment Complaint
✔ Be Specific: Include names, dates, and detailed examples.
✔ Remain Professional: Avoid emotional or accusatory wording.
✔ Follow Policy: Submit the letter according to your company’s HR procedures.
✔ Keep Copies: Retain a copy of your complaint and all correspondence.
✔ Follow Up: If you do not receive a response within 14 days, send a polite follow-up or escalate to senior management.
What to Do If Your Complaint Is Ignored
If HR or management fails to act, you can escalate your complaint to:
- Senior management or company directors
- External authorities, such as the EEOC (U.S.), ACAS (UK), or local labour boards
- A solicitor or employment lawyer, especially in cases of retaliation
You are legally protected against retaliation for making a genuine harassment complaint.
Frequently Asked Questions (FAQs)
1. Can I file an anonymous complaint?
Yes, some organisations allow this, but named complaints are usually taken more seriously and are easier to investigate.
2. How long does HR take to respond?
Typically within 7–14 days, though complex investigations may take longer.
3. Can I be fired for reporting harassment?
No. Retaliation is illegal. If you experience it, contact a legal adviser or employment tribunal.
4. Should I include evidence with my complaint?
Yes. Attach emails, messages, or witness statements to support your case.
5. What if HR does nothing?
Escalate to senior management, external authorities, or legal counsel if no action is taken.
Conclusion
Writing an effective workplace harassment complaint letter requires clarity, professionalism, and evidence. By documenting incidents carefully, maintaining a factual tone, and following company procedures, you can ensure your complaint is handled seriously and appropriately.
A safe workplace is your right — and taking formal action is the first step toward ensuring accountability and respect.
For fixed-fee legal help with your case,
contact Martin Taggart — your trusted UK legal partner.