You’ve been dealing with unacceptable behavior at work and feel like you’re at the end of your rope. A boss or coworker’s actions are making you uncomfortable and affecting your work, but you’re not sure the best way to address it. Before you decide to find a new job to escape the situation, it’s important to stand up for yourself. Putting your concerns in writing with a formal complaint letter is an effective first step. A well-written harassment letter can help start the process of remedying the situation in a professional manner. Here’s how to draft an impactful complaint letter about harassment at work.
Date the Letter
The first thing you need to do is date the top of your letter. This establishes when you first reported the harassment.
Details of the Harassment
Describe in as much detail as possible what happened, including direct quotes of what was said if relevant. Give specific examples of incidents, and note any witnesses that were present. Be clear and straightforward while also remaining professional.
Try to be objective and stick to the facts. Explain how the behavior made you feel and how it affected your work. For example, “The inappropriate comments about my appearance made me feel uncomfortable, embarrassed, and unable to focus on my tasks.” Another example would be, “The person made fun of my sexual orientation”.
Steps You Have Taken
Note any previous attempts to address the issue, e.g., “I have spoken to my manager twice about this matter, on January 5th and February 12th, but the harassment has continued.” Mention that you want the behavior to stop immediately.
Desired Resolution
State that you wish to resolve this issue in a professional manner. You may request a formal apology, harassment prevention training for staff, or a mediated meeting. However, you may feel that the working relationship has broken down irreparably. If so, you can broach the possibility of transferring to another team or department.
The key is to remain professional, provide clear and specific evidence to support your claim and suggest constructive solutions for addressing the problem. Following these guidelines will result in an effective complaint letter.
Identify Yourself and Your Harasser
To properly identify yourself and your harasser, provide the following details:
First, state your full name, job title, department, contact information, and how long you’ve worked for the company. For example:
I, [Your Name], [Your Job Title] in the [Department Name] department, have been an employee at [Company Name] since [date]. [contact information]
Next, clearly identify the individual(s) who are harassing you. Include their full name(s), job title(s), department(s), contact information, and relationship to you (e.g. coworker, manager). For instance:
The individual harassing me is [Harasser’s Full Name], my [Harasser’s Job Title] and [Relationship to You] in the [Department Name] department. This is their contact information [contact information]
Specific Instances of Harassment
To strengthen your complaint, describe the harassing behavior in detail, including dates, times, and locations of specific instances. Keep a written record or diary of events in case you need it for evidence. Some examples include:
- On [DATE] at [TIME] in [LOCATION], [HARASSER’S NAME] [DESCRIPTION OF HARASSING BEHAVIOR].
- During a team meeting on [DATE] in [LOCATION], [HARASSER’S NAME] [DESCRIPTION OF HARASSING BEHAVIOR] in front of other colleagues.
Providing this type of information to your human resources department about the identity of your harasser and particular situations in which harassment occurred can help conduct a fair and thorough investigation of your complaint. You deserve to feel respected and protected in your workplace.
Describe the Harassment
Describe in detail the harassment you have experienced. Be as specific as possible by providing dates, times, locations, names of people involved, and exact words spoken or actions taken.
Verbal Harassment
Has a coworker made inappropriate sexual advances or jokes to you or about you? Have you been subjected to racial slurs, derogatory insults, or name-calling? Provide verbatim examples of things that have been said to you. For example:
- On June 3rd, John Doe said to me, “You look really sexy in that skirt.”
- In a meeting on July 15th, Jane Doe referred to me as “the token diversity hire” in front of the entire team.
Physical Harassment
Has anyone at work ever touched you inappropriately, intimidated you physically, or invaded your personal space? For example:
- On August 2nd, my manager grabbed my arm roughly to get my attention. I told him not to touch me, but he did it again a week later.
- The janitor backed me into a corner one evening and ran his hands up and down my sides while leering at me. I yelled at him to stop and pushed him away.
Workplace Bullying
Have you been the target of threatening, intimidating, or humiliating behavior from coworkers or managers that made you feel unsafe or interfered with your work? For example:
- My coworkers frequently spread malicious rumors about me and talk badly about me when they think I can’t hear them.
- My manager singled me out in meetings, yelled at me in front of others, and overloaded me with work as punishment.
Providing specific examples of harassment will strengthen your complaint and help the human resources department properly investigate your allegations. Be prepared to provide additional information and the names of any witnesses to support your claims.
List Witnesses
While filing a workplace harassment complaint, including the names and contact details of any witnesses to the incidents can strengthen your case. Their accounts can corroborate your experiences, providing important evidence to support your claims.
Think back to any coworkers, clients, or others who may have seen or overheard the harassment taking place. Note the dates and times they witnessed the improper behavior and how they can describe what occurred. Also include:
- Their job titles and relationship to you (coworker, manager, client, etc.).
- How they witnessed the harassment (in person, overheard a call or conversation, received an email, etc.). Provide any written communication they may have as evidence.
- Ask them if they would be willing to provide a written statement to include with your complaint. Let them know their statement can remain confidential if needed for their protection.
- Ask witnesses with firsthand knowledge of multiple instances of harassment to note the frequency and severity to demonstrate an ongoing issue, not an isolated event.
The more witness statements and specific details you can provide to support your claims, the stronger and more credible your complaint will be. However, also be sensitive to the fact that some witnesses may fear retaliation if their identities are revealed. Speak with them about their concerns and see if they would be willing to provide anonymous written statements instead, or ask if they would be open to speaking directly with those investigating your complaint.
Every bit of evidence you gather will help build your case, so take the time to thoughtfully compile any and all details that can validate your experiences. With clear accounts from multiple witnesses, the party investigating your complaint will have substantial proof that the harassment did, in fact, occur.
Sample Workplace Harassment Complaint Letter
When workplace harassment occurs, it’s important to report it to the proper channels as soon as possible. Here is a sample letter you can use to file a formal complaint:
Dear [Manager or HR Representative’s name],
I am writing to report inappropriate behavior by a coworker that constitutes harassment. [Coworker’s name] has created a hostile work environment through [describe incidents of harassment, dates, what was said or done].
This behavior is unacceptable and needs to be addressed. [Coworker’s name] ‘s actions have made me feel [describe how the harassment made you feel, e.g., uncomfortable, threatened, intimidated]. I have asked [him/her] to stop, but [he/she] continues to harass me.
Harassment of any kind should not be tolerated. I request that you investigate this matter and take appropriate action against [coworker’s name] to ensure a safe work environment for me and all employees. Please let me know the steps you will take to remedy this situation within the next [timeframe, e.g., week]. If I do not hear from you within this time period, I will have to make a complaint with the employment tribunal through an independent attorney and take legal action, as this is taking a huge toll on my mental health.
I appreciate your support in this matter. Please let me know if you require any further information from me.
Sincerely,[Your name]
The key elements in a harassment complaint letter are:
- Describe the specific incidents of harassment in detail
- Express how the harassment made you feel
- Request that the company investigate the matter
- Ask for appropriate action to be taken against the harasser
- Request a follow-up and timeframe for a response
- Thank the reader for their support in addressing this serious issue
A formal written complaint is an important first step in stopping unlawful harassment at your workplace. I hope this sample letter provides guidance in crafting your own complaint. Please let me know if you have any other questions.
State the Outcome You Seek
Now that you’ve laid out the specifics of your workplace harassment complaint, it’s important to be clear on what you aim to achieve by bringing this issue to your company’s attention. Do you want disciplinary action taken against the harasser? Compensation for damages? A commitment to anti-harassment training? Be reasonable yet firm in what you’re asking for.
- Disciplinary action: If the harassment was severe or repeated, you may request that the harasser face consequences such as suspension, demotion, or termination. Ask the company to take the necessary steps. However, keep in mind that companies prefer to handle these issues internally and confidentially in accordance with the company policy. Push for accountability, but be open to compromise.
- Compensation: If the harassment caused tangible damages like lost wages, healthcare costs, or moving expenses, you may seek appropriate financial compensation. Provide evidence to support your claim, such as pay stubs, receipts, or invoices. Make it clear you expect to be made whole in a fair and expedient manner.
- Company’s Policy changes: You may ask that your company institute regular anti-harassment and sensitivity training, especially for managers and executives. Revise outdated policies and procedures. Promote an office culture where harassment is not tolerated. These steps can help prevent future issues and make the workplace safer and more inclusive for all.
- Commitment to a harassment-free environment: Above all else, you want assurance that your complaint was taken seriously and that real change will come from it. Request a written commitment from the company’s senior management affirming their dedication to preventing and properly handling harassment. Get a timeline of the next steps and follow up to ensure they are honoring their word.
By seeking reasonable and constructive solutions in a timely manner, you have the opportunity to turn a hostile environment into positive change. Be professional, pick your battles, and work with your company to find an outcome that benefits all parties involved. Stay determined, and don’t back down from doing what’s right. With time and effort, you can move past this difficult situation knowing you stood up for yourself and others.
Conclusion
So there you have it – a sample workplace harassment complaint letter that covers the key elements you need to convey. You’ve laid out the specific details of the inappropriate incidents, stated how those actions made you feel, and requested that formal disciplinary action be taken. Hopefully, this sample gives you the confidence to speak up if you find yourself in a similar situation. Harassment of any kind should not be tolerated, and you absolutely have the right to feel safe and respected at your job. Take that first courageous step to report the harassment, and know that you’re not only standing up for yourself but for others who may face similar mistreatment in the future. You’ve got this! Now go get ’em.