A “Sample Letter To Tell An Employee To Stop Harassment” is a formal document. It addresses unacceptable behavior in the workplace. You might need this letter when an employee’s actions create a hostile environment. It’s used to officially demand that the harassment ends immediately.
This article provides ready-to-use templates. We’ll share examples of these letters. Our goal is to simplify a tough task. You can easily adapt these samples to fit your specific situation.
Writing such a letter can be daunting. That’s why we’ve created these samples. They offer a clear, professional framework. Use them to protect your workplace and your employees.
Sample Letter To Tell An Employee To Stop Harassment
**Sample Letter To Tell An Employee To Stop Harassment**
[Date]
[Employee Name]
[Employee Address]
**Subject: Important: Addressing Workplace Conduct**
Dear [Employee Name],
This letter addresses concerns about your behavior in the workplace. We have received reports indicating that you may have engaged in conduct that violates our company’s harassment policy.
Specifically, [Provide a brief, factual description of the alleged harassing behavior. Be specific with dates, times, and witnesses if possible. For example: “On October 26, 2023, Ms. Smith reported that you made inappropriate comments about her appearance during the team meeting.”].
Our company maintains a strict zero-tolerance policy regarding harassment of any kind. This includes, but is not limited to, harassment based on race, religion, gender, sexual orientation, age, disability, or any other protected characteristic. Such behavior creates a hostile work environment and will not be tolerated.
We expect you to immediately cease any and all behavior that could be construed as harassment. This includes [Specifically list the behaviors that need to stop. For example: “making inappropriate comments, sending offensive emails, or engaging in unwelcome physical contact.”].
We are taking this matter seriously. We will be conducting a thorough investigation into these allegations. As part of this process, you may be asked to provide a statement.
Please be aware that any further incidents of harassment will result in disciplinary action, up to and including termination of employment.
We are committed to providing a safe and respectful workplace for all employees. We trust that you will cooperate fully in this matter.
Sincerely,
[Your Name]
[Your Title]
html
How to Write Letter To Tell An Employee To Stop Harassment
Subject Line: Clarity and Impact
- Be direct: “Cease All Harassing Behavior Immediately.”
- Reference the incident: “Re: Incident on [Date] Involving [Employee Name].”
- Ensure the subject line is unambiguous and leaves no room for misinterpretation. Ambiguity is your adversary here.
Salutation: Professional Demeanor
- Use a formal greeting: “Dear Mr./Ms./Mx. [Employee Last Name],”
- Maintain a professional distance. Avoid familiarities that undermine the seriousness of the missive.
Body: Articulating the Offense
- Clearly identify the harassing behavior: “Your conduct on [Date], specifically [Describe the behavior], constitutes harassment and is a violation of company policy.”
- Reference specific company policies: “This contravenes our policy prohibiting harassment, outlined in section [Policy Number/Name].”
- Detail the impact of the behavior: “This behavior has created a hostile work environment for [Affected Employee(s)] and is detrimental to team morale.”
Directive: Cease and Desist
- Demand immediate cessation: “You are hereby directed to cease all harassing behavior immediately.”
- Prohibit further contact: “You are prohibited from contacting [Affected Employee(s)] directly or indirectly regarding this matter.”
Consequences: Laying Down the Law
- Outline potential repercussions: “Failure to comply with this directive will result in further disciplinary action, up to and including termination of employment.”
- Note the company’s commitment: “We are committed to maintaining a workplace free from harassment and will take decisive action to address any violations.”
Next Steps: Remedial Action
- Mandatory Training: “You are required to attend mandatory harassment prevention training on [Date/Time].”
- Investigation: “An internal investigation into this matter will be conducted. Your full cooperation is expected.”
Closing: Formal and Resolute
- Reiterate expectations: “We expect your full compliance with this directive.”
- Offer a point of contact (HR): “For any questions regarding this matter, please contact [HR Contact Name and Title] at [Contact Information].”
- Use a formal closing: “Sincerely,” or “Regards,” followed by your name and title.
html
Frequently Asked Questions: Cease and Desist Harassment Letter
This section provides answers to common questions regarding the creation and use of a sample letter to inform an employee to stop harassing behavior. It offers guidance on key aspects of the letter and its implications.
What should the letter clearly state?
The letter must explicitly state that the employee’s behavior is considered harassment, detail the specific actions that constitute harassment, and clearly instruct the employee to cease such behavior immediately.
What are the potential consequences of continued harassment?
The letter should outline the disciplinary actions that will be taken if the harassment continues, which may include termination of employment.
Should I involve HR in drafting this letter?
Yes, it is strongly recommended to collaborate with Human Resources when drafting this letter to ensure compliance with company policies and relevant laws.
What documentation should I keep related to this letter?
Maintain a copy of the letter, proof of delivery (e.g., certified mail receipt), and any related documentation, such as investigation reports or witness statements, in the employee’s personnel file.
What if the employee denies the allegations?
If the employee denies the allegations, refer to the company’s harassment policy and continue with the established investigation process, documenting each step taken.