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To give yourself the best chance to adequately resolve workplace sexual harassment, you need to notify your employer in writing as soon as possible. But most employees aren’t taught how to write a harassment complaint letter to HR during orientation, and find making internal complaints to be daunting.
In this blog post, we’ll explain what you should know about how to write a sexual harassment complaint letter at work. We’ll cover what you need to draft a letter, discuss the critical information to include, and show an example of an effective harassment complaint.
If you’re a California employee with questions about your rights when facing inappropriate behavior at work, an experienced Los Angeles sexual harassment attorney at King & Siegel LLP can help. Contact our office to speak to our attorneys today.
How to Prepare for Writing a Sexual Harassment Complaint Letter
Before you start writing your complaint letter, it’s important to take some steps to prepare. Proper preparation ensures your letter is clear, comprehensive, and supported by documentation. Here are some things to consider before you begin writing.
Understand Company Policies
Review your company’s employee handbook or harassment policy to understand the process for reporting complaints. Knowing the correct procedures ensures you direct your letter to the appropriate person or department. Your employer’s complaint procedure should also inform you what information is necessary to make a formal, internal report.
Gather Evidence
Collect any evidence related to the harassment. This can include:
- Texts, emails, or digital messages with inappropriate content;
- Screenshots or pictures of explicit images used in harassment;
- Records of unwanted and harassing calls you received;
- Copies of your company’s harassment policy; and
- Statements from witnesses who observed the harassment or its impact on you.
Having physical or documentary evidence of the situation strengthens your case and demonstrates the seriousness of the behavior.
Document Incidents
In addition to evidence, it’s often helpful to write down a detailed account of the harassment separate from the letter. This allows you to create a personal log of the incidents, including dates, times, locations, and specific actions. The more specific you can be, the easier it will be for you to explain the situation to HR.
Know Your Rights
Learn about how California and federal law define sexual harassment and employers’ obligations when addressing allegations of inappropriate behavior.
Understand that retaliation for reporting harassment is illegal under both California and federal law. If you face backlash from your employer or coworkers after submitting a harassment complaint, that can be grounds for additional legal action.
What to Include in a Sexual Harassment Complaint Letter
When writing your complaint letter, including specific information to ensure your concerns are taken seriously is important. Here are some crucial things to include:
- Name of the complainant. Include your full name and contact information.
- Date, time & place of incident(s). Specify when and where each incident occurred.
- Name of the respondent. Provide the name and contact details of the accused individual.
- Allegations with context. Describe what happened before, during, and immediately after each incident.
- Evidence (if any). While not mandatory, any materials like screenshots, call logs, or messages can aid the investigation.
- Witnesses. List any witnesses with their contact details.
- Impact on the complainant. Describe any emotional distress, work-related impacts, or other consequences.
- Remedy sought. Specify your desired outcome, such as an apology, compensation, or disciplinary action.
- Date and Signature of Complainant. Sign and date the complaint for submission.
Let your employer know from the beginning that your correspondence is regarding sexual harassment in the workplace. While it is important to remain professional, you should not mince words or sugarcoat any harassment you have endured. By using matter-of-fact language, you can prevent your employer from feigning ignorance or twisting your words during litigation.
A Sample Sexual Harassment Complaint Letter
Imagine you identify as male, your name is John Doe, and you make arrangements in a flower shop. Your supervisor constantly makes comments implying that he believes men shouldn’t be arranging flowers, especially for events that he believes are more “feminine.” Your supervisor also engages in non-consensual touching. For this scenario, the following is a sexual harassment complaint letter you might write to your employer’s human resources department.
To:
Jane Smith
Human Resources
From:
John Doe
Lead Florist
Re: Sexual harassment complaint against supervisor Daniel Brown
This is my official complaint regarding sexual harassment from my supervisor, Daniel Brown.
I have been a male florist for Employer for 10 years. Five years ago, I was promoted to a lead florist position and was assigned to mainly wedding accounts by my previous supervisor, Josh Matthews. I excelled at the wedding assignments. Last year, Daniel Brown became my direct supervisor. Soon after Mr. Brown became my supervisor, I noticed I rarely received wedding assignments and was relegated to providing greenery for small corporate events. When I inquired about the change, the following harassment from Mr. Brown occurred:
- May 7, 2022 – After several weeks of working corporate events while other florists received large wedding assignments, I asked Mr. Brown if he was displeased with my wedding work. Mr. Brown replied, “I figured I was doing you a favor. What kind of man wants to play around with those harpies at the bridal barn all day?” I was shaken by this comment and told Mr. Brown that the wedding clients were wonderful. Mr. Brown rolled his eyes, told me, “Don’t get your panties in a twist,” and told me to “let the chicks handle it because that’s their wheelhouse.” I told Mr. Brown that I didn’t believe wedding arrangements were for just women, and I reminded him that I often received rave reviews from our wedding clients.
- June 15, 2022 – We were short-staffed for a large wedding. I volunteered to help the team design and complete the arrangements. My coworker Lisa Green also volunteered to help. Ms. Green and I approached Mr. Brown about helping. Mr. Brown rolled his eyes at me again and joked to Lisa that he was disappointed that “the only other dude in the office was so into this chick stuff.” Mr. Brown then said that maybe the team should start calling me “Julia” and that I probably had a “thing” for this wedding stuff because I was “that kind of guy.” I told Mr. Brown that I felt his statements were inappropriate. Mr. Brown said, “Alright, Julia,” and dismissed me.
- August 20, 2022 – When I asked Mr. Brown to stop calling me Julia, he stated, “Wow, you are such a sensitive guy. Are you on your period, young lady? Or maybe Julia needs a good pinch to lighten her up.” Mr. Brown then pinched me on my buttocks and laughed. I immediately told him to stop. Florist Nina Lewis witnessed this exchange from the break room and asked me if I was OK. I told Ms. Lewis that I felt humiliated.
I have been severely depressed since this harassing behavior began. I have also lost significant commissions and professional advancement because of Mr. Brown’s refusal to assign me to wedding accounts.
I request that Employer take appropriate action to remedy this issue. I appreciate your attention to this matter.
Respectfully,
John Doe
Tips for Writing a Sexual Harassment Letter at Work
Here are some additional tips for ensuring your complaint letter is as effective as possible:
- Be clear from the start. Put “official sexual harassment complaint” in the letter’s subject line. This helps ensure that your supervisor or HR will see it and take action promptly.
- Stick to the facts. Provide detailed information to make your complaint more credible, focusing on specific incidents. Avoid emotional or accusatory statements, as these can detract from the seriousness of your claims.
- Don’t give excuses. At the same time, don’t try to soften the severity of the inappropriate behavior. Even statements like “They might have just been overly friendly” can subtly justify the harasser’s actions.
- Name specific remedies. Clearly outline what actions you would like your employer to take, such as conducting an investigation, implementing policy changes, or providing employee training.
- Document everything. Make a copy of your letter and save it for your records. Also, keep track of any communication you have with your supervisor, management, or HR about your complaint.
- Follow up. If needed, check in with HR or the appropriate contact person to monitor the progress of your complaint and ensure your concerns are being addressed.
- Get legal support. For the best guidance on how to write a sexual harassment complaint letter, consult an experienced employment attorney. A lawyer can help you identify key evidence, frame your letter effectively, and advise on potential remedies for the harassment.
Following these steps can help safeguard your rights and improve your chances of a successful outcome.
Our Attorneys Can Help You
At King & Seigel, our experienced California sexual harassment attorneys are assertive, responsive, and compassionate toward mistreated employees. Our skilled attorneys provide the same quality of legal services to employees that this nation’s biggest companies receive.
If you feel unsure how to write a harassment complaint letter to HR, our attorneys can provide you with support and guidance. We hope you will call us in your time of need. Contact us any time.
Julian Burns King graduated with honors from Harvard Law School and founded King & Siegel in 2018. As head of the Firm’s discrimination and harassment practice areas, she champions the rights of working parents and victims of workplace discrimination and harassment. She has been recognized as a “Rising Star” by Super Lawyers annually since 2018 and has recovered tens of millions of dollars on behalf of her clients.