Need to report workplace harassment? A “Sample Letter To Report Harassment At Work” can help. It’s a formal way to document and report incidents. Use it when verbal reports haven’t worked or for official record-keeping.
Writing such a letter can feel daunting. Where do you even start? What details should you include?
Don’t worry, we’ve got you covered. This article provides sample letters. Use them as templates to craft your own effective report.
Sample Letter To Report Harassment At Work
**Sample Letter To Report Harassment At Work**
[Your Name]
[Your Address]
[Your Email]
[Your Phone Number]
[Date]
[Name of HR Department or Manager]
[Company Name]
[Company Address]
**Subject: Formal Complaint of Harassment**
Dear [Name of HR Department or Manager],
I am writing to formally report an incident of harassment that I have experienced at work.
On [Date of Incident], [Name of Harasser] [Describe the incident in detail. Be specific about what was said or done, and where it happened].
This behavior made me feel [Describe your feelings – uncomfortable, intimidated, offended, etc.]. It has also [Explain how the harassment has affected your work or well-being].
I believe this behavior violates the company’s harassment policy. I request that you investigate this matter promptly and take appropriate action.
I am available to discuss this further at your convenience. I trust that this matter will be handled with confidentiality and professionalism.
Sincerely,
[Your Signature]
[Your Typed Name]
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How to Write Letter To Report Harassment At Work
Subject Line: Concision is Key
- Your subject line should be succinct and unambiguous.
- Instead of “Complaint,” try “Formal Grievance Regarding Workplace Misconduct.”
- Include your employee ID if applicable for facile identification.
Salutation: Professional Courtesies
- Address the appropriate individual, usually HR or a direct supervisor.
- If you know their name, use “Dear Mr./Ms./Mx. [Last Name].”
- If unsure, “To Whom It May Concern” is acceptable but less personable.
Body Paragraph 1: Establishing the Foundation
- Clearly state that you are filing a formal complaint of harassment.
- Mention the type of harassment (e.g., verbal, physical, sexual).
- Concisely indicate when the harassment commenced and its ongoing nature.
Body Paragraphs 2-4: Detailing the Incidents
- Provide specific instances of harassment. Avoid generalizations.
- Include dates, times, locations, and the names of the harasser(s) involved.
- Describe the harassment in detail. What was said? What actions occurred?
- Note any witnesses to the harassment. Their corroboration is invaluable.
- Articulate how the harassment impacted you – emotionally, psychologically, professionally.
Body Paragraph 5: Articulating Desired Resolution
- Clearly outline what resolution you seek.
- Do you want the harassment to cease? Disciplinary action? A transfer?
- Be realistic and reasonable in your demands.
Closing: Professional Demeanor
- Reiterate your commitment to a positive resolution.
- Express your willingness to cooperate fully with the investigation.
- Use a professional closing such as “Sincerely” or “Respectfully.”
- Include your typed name, signature, contact number, and email address.
Post-Submission: Vigilance and Documentation
- Keep a copy of the letter and any supplementary documentation.
- Note the date and time of submission, and the recipient’s name.
- If possible, obtain confirmation of receipt.
- Document any subsequent interactions or retaliatory actions.
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Frequently Asked Questions: Reporting Harassment at Work
This section provides answers to common questions regarding the process of submitting a formal report of harassment in the workplace. Understanding these procedures can help ensure a clear and effective reporting process.
1. What should I include in my harassment report letter?
Your report should detail the specific incidents of harassment, including dates, times, locations, and the names of those involved. Be as factual and objective as possible.
2. To whom should I address my harassment report?
Address your report to the designated person or department responsible for handling harassment complaints, typically Human Resources or a specific compliance officer.
3. Is there a specific format I should use for my report?
While there isn’t a mandated format, maintaining a professional tone and a clear, chronological structure is recommended. Use a standard business letter format.
4. What if I don’t have all the details of every incident?
Provide as much detail as you can remember and be honest about any gaps in your memory. Include any witnesses who may have observed the incidents.
5. What happens after I submit my harassment report?
The company is typically required to investigate your claims. You should expect to be contacted for further information and updates on the investigation’s progress.