Your workplace should feel safe, but millions of employees face harassment daily that makes their professional environment toxic and unbearable. From unwanted advances to discriminatory comments, workplace harassment takes many forms and leaves victims feeling powerless and uncertain about how to respond effectively.
Documentation becomes your strongest ally when harassment occurs, and a well-crafted letter can serve as both a formal complaint and legal protection.
This comprehensive guide provides ten carefully crafted sample letters that address different harassment scenarios, giving you the tools to stand up for yourself and create a paper trail that demands action.
Sample Letters of Harassment at Work
Each letter template below addresses specific harassment situations while maintaining professional standards and legal considerations. Use them as starting points, adapting the content to match your particular circumstances.
1. Letter Reporting Sexual Harassment to HR
[Date]
[Recipient’s Address]
Subject: Formal Complaint of Sexual Harassment
Dear HR Director,
I am writing to formally report incidents of sexual harassment that I have experienced from [Name of Harasser], who holds the position of [Position] in the [Department] department. The harassment has occurred on multiple occasions and has created a hostile work environment that affects my ability to perform my job duties.
The incidents include unwanted physical contact, inappropriate sexual comments about my appearance, and persistent requests for dates despite my clear rejections. Specifically, on [Date], [Name] cornered me in the supply room and made explicit comments about my body. On [Date], they touched my shoulder and back inappropriately during a team meeting. On [Date], they sent me a text message with sexual content after obtaining my personal phone number without permission.
I have documented each incident with dates, times, and witness information where available. I have also saved the inappropriate text message as evidence. This behavior has escalated over the past [time period] and has made me uncomfortable coming to work.
I request that immediate action be taken to investigate this matter and ensure that this harassment stops. I am prepared to provide additional details and evidence as needed for your investigation. I also request that measures be taken to prevent any retaliation against me for filing this complaint.
I look forward to your prompt response and resolution of this serious matter.
Sincerely,
[Your name and employee ID]
2. Letter to Supervisor About Colleague’s Verbal Harassment
[Date]
[Insert recipient’s mailing address]
Subject: Request for Intervention – Workplace Harassment
Hi [Supervisor’s Name],
I need to bring a serious workplace issue to your attention regarding repeated harassment from my colleague [Colleague’s Name]. This situation has been ongoing for [time period] and is affecting both my work performance and well-being.
[Colleague’s Name] has been making derogatory comments about my [race/gender/religion/etc.] on a regular basis. Last Tuesday, they referred to me using a racial slur in front of three other team members. Yesterday, they made disparaging remarks about my religious practices during our team lunch. They have also been undermining my work by spreading false information about my capabilities to other departments.
I initially tried to address this directly with [Colleague’s Name], but the behavior has only intensified. The hostile comments have become more frequent, and I now feel targeted and uncomfortable in what should be a professional environment.
Could we schedule a meeting this week to discuss how to handle this situation? I believe intervention is necessary to maintain a respectful workplace and prevent this from escalating further. I have been documenting these incidents and can provide specific details during our meeting.
Thanks for your time and attention to this matter.
Best regards,
[Sender’s name and position]
3. Formal Letter to Company President About Management Harassment
[Date]
[Recipient’s address]
Subject: Urgent Matter – Management Harassment and Hostile Work Environment
Dear [President’s Name],
I am compelled to write to you directly regarding severe harassment I have endured from my direct supervisor, [Supervisor’s Name], after my attempts to resolve this through normal channels have proven unsuccessful.
For the past six months, [Supervisor’s Name] has engaged in a pattern of harassment that includes public humiliation, excessive criticism of my work despite positive performance reviews, and deliberate exclusion from team meetings and projects. They have also made threats about my job security, stating that they will “make my life miserable until I quit” and that I should “find somewhere else to work where people like me fit in better.”
This harassment appears to be motivated by my recent request for reasonable accommodations for my disability. Since submitting my accommodation request in [Date], the hostile treatment has intensified significantly. [Supervisor’s Name] has made comments questioning my ability to perform my job and has assigned me menial tasks that are below my qualifications and experience.
I reported this situation to HR on [Date], but no meaningful action has been taken. In fact, the harassment has worsened since filing my complaint, which suggests possible retaliation for speaking up about the problem.
As the company’s highest-ranking executive, I am asking for your immediate intervention to stop this harassment and ensure that proper policies are followed. I am prepared to provide detailed documentation of all incidents and witness statements to support my claims.
I trust that you will treat this matter with the seriousness it deserves and take swift action to resolve this unacceptable situation.
Respectfully,
[Your name and department]
4. Letter Documenting Harassment Pattern to HR
[Date]
[HR Department Address]
Subject: Documentation of Ongoing Harassment – Request for Investigation
To Whom It May Concern:
This letter serves as formal documentation of a pattern of harassment I have experienced from multiple colleagues in the [Department Name] department over the past [time period]. I am providing this comprehensive account to establish a clear record and request immediate investigation.
The harassment has taken several forms: First, exclusion from work-related communications and meetings that are essential for my job performance. Second, deliberate sabotage of my projects through withholding of necessary information and resources. Third, spreading of false rumors about my personal life and work capabilities. Fourth, verbal intimidation and aggressive behavior during team interactions.
Key incidents include: On [Date], [Name] deliberately excluded me from the weekly planning meeting and then criticized me for not being informed about project changes. On [Date], [Name] and [Name] made loud comments about my appearance and personal relationships within earshot of other employees. On [Date], [Name] raised their voice at me in the hallway and used profanity when discussing a minor work disagreement.
This pattern of behavior has created a hostile work environment that affects my ability to perform my duties effectively. The harassment appears to be coordinated among several individuals and has intensified over the past month.
I am requesting a thorough investigation into these matters and appropriate disciplinary action against those involved. I have maintained detailed records of all incidents and can provide witness information upon request.
Please contact me within [timeframe] to discuss the next steps in addressing this serious situation.
Sincerely,
[Insert your name and job title]
5. Letter to Union Representative About Workplace Harassment
[Date]
[Union Representative’s Address]
Subject: Request for Union Assistance – Workplace Harassment Case
Dear [Representative’s Name],
I’m reaching out as a union member seeking assistance with a workplace harassment situation that requires immediate attention and advocacy support.
My supervisor, [Name], has been subjecting me to consistent harassment that violates both company policy and our collective bargaining agreement. The harassment includes excessive monitoring of my work activities, unreasonable criticism of my performance despite meeting all productivity standards, and verbal abuse that occurs almost daily.
Specific examples include [Name] calling me “incompetent” and “worthless” in front of other employees, assigning me overtime work as punishment for minor issues, and threatening to write me up for infractions that other employees routinely commit without consequence. They have also made comments about my union membership, suggesting that my involvement with the union makes me a “troublemaker” who doesn’t deserve job security.
I’ve attempted to address this through the company’s grievance procedure, but management has been unresponsive to my concerns. The harassment has actually increased since I filed my initial complaint, which suggests retaliation for exercising my rights.
As my union representative, I need your help in filing a formal grievance and ensuring that management takes appropriate action to stop this harassment. I believe this situation also violates several provisions of our contract related to fair treatment and non-retaliation.
Can we meet this week to discuss my options and develop a strategy for resolving this matter? I have documentation of all incidents and am prepared to take whatever steps are necessary to protect my rights as a union member.
Thank you for your support and advocacy.
In solidarity,
[Your name and union member number]
6. Letter to External Regulatory Agency About Harassment
[Date]
[Agency Address]
Subject: Formal Complaint – Workplace Harassment and Discrimination
Dear Investigator,
I am filing this formal complaint against my employer, [Company Name], located at [Company Address], for violations of federal anti-harassment and discrimination laws. Despite multiple internal complaints, the company has failed to address ongoing harassment and has allowed a hostile work environment to persist.
The harassment I have experienced is based on my [protected characteristic] and includes daily verbal abuse, exclusion from opportunities for advancement, and deliberate creation of impossible working conditions designed to force my resignation. My immediate supervisor, [Name], has made explicit statements indicating that people like me don’t belong in this industry and should consider finding work elsewhere.
I have filed complaints with HR on [dates] and have escalated the matter to senior management without receiving any meaningful response or corrective action. Instead, the harassment has intensified, and I now face retaliation for speaking up about these violations.
The company’s inaction demonstrates a clear pattern of discrimination and harassment that violates Title VII of the Civil Rights Act. I am requesting a full investigation into these practices and appropriate enforcement action against the company.
Attached you will find copies of all internal complaints I have filed, documentation of harassment incidents, and evidence of the company’s failure to respond appropriately. I am prepared to cooperate fully with your investigation and provide additional information as needed.
Please contact me at [contact information] to discuss this matter further. I look forward to your prompt attention to this serious violation of federal law.
Respectfully submitted,
[Your complete name and contact details]
7. Follow-Up Letter After Initial Harassment Complaint
[Date]
[Manager’s Address]
Subject: Follow-Up on Harassment Complaint Filed [Date]
Dear [Manager’s Name],
I am writing to follow up on the harassment complaint I filed with you on [Date] regarding the inappropriate behavior of [Harasser’s Name]. It has now been [time period] since I brought this matter to your attention, and I have not received any communication about the status of the investigation or what steps are being taken to address the situation.
Unfortunately, the harassment has continued during this time. Just yesterday, [Harasser’s Name] made another inappropriate comment about my appearance in front of other employees. Last week, they deliberately bumped into me in the hallway while making a snide remark. This ongoing behavior demonstrates that the situation requires immediate intervention.
I understand that investigations take time, but the lack of communication and continued harassment is creating additional stress and making my work environment increasingly hostile. I need to know what actions are being taken and when I can expect resolution.
If internal processes are insufficient to address this matter, I will need to consider external options to protect my rights and well-being. I would prefer to resolve this internally, but I cannot continue to work in an environment where harassment is allowed to persist without consequences.
Please provide me with an update on the investigation status and timeline for resolution by [specific date]. I am also requesting that interim measures be put in place to prevent further incidents while the investigation is ongoing.
I look forward to your immediate response and swift resolution of this matter.
Sincerely,
[Sender’s name and employee ID]
8. Letter Requesting Accommodation Due to Harassment
[Date]
[Insert recipient’s address]
Subject: Request for Reasonable Accommodation – Harassment-Related Stress
Dear [HR Director’s Name],
I am requesting reasonable accommodations under the Americans with Disabilities Act due to anxiety and stress-related symptoms that have developed as a direct result of ongoing workplace harassment. My physician has documented that the hostile work environment has exacerbated my mental health condition and requires workplace modifications to ensure my continued employment.
The harassment I have experienced from [Name/Department] has created severe anxiety that affects my ability to function normally in the workplace. Symptoms include panic attacks, sleep disturbances, and difficulty concentrating, all of which have been documented by my healthcare provider.
To accommodate my condition while maintaining my job performance, I am requesting the following modifications: First, relocation to a different department or floor to minimize contact with the individuals involved in the harassment. Second, the option to work from home two days per week to reduce stress and anxiety triggers. Third, modified break schedules to allow for stress management activities.
I have attached a letter from my physician detailing my condition and the recommended accommodations. I am confident that with these reasonable modifications, I can continue to perform my job duties effectively while managing my health condition.
Please let me know what additional documentation or information you need to process this accommodation request. I am hopeful that we can work together to create a solution that allows me to maintain my employment while protecting my health and well-being.
Thank you for your consideration of this important matter.
Best regards,
[Your name and position]
9. Letter to Colleague’s Supervisor About Peer Harassment
[Date]
[Supervisor’s Business Address]
Subject: Concern About Employee Behavior – [Colleague’s Name]
Dear [Supervisor’s Name],
I hope this letter finds you well. I am writing to bring to your attention some concerning behavior from one of your team members, [Colleague’s Name], that has been affecting the work environment and my ability to collaborate effectively.
Over the past [time period], [Colleague’s Name] has displayed unprofessional behavior that crosses the line into harassment. They have been making inappropriate comments about my personal life, spreading false information about my work performance to other departments, and creating unnecessary conflict during team meetings.
Last month, [Colleague’s Name] made several inappropriate jokes about my marital status during a client presentation, which was embarrassing and unprofessional. They have also been intercepting my emails and phone calls from clients, claiming they need to “verify” my work before it goes out, which undermines my authority and damages client relationships.
I’ve tried to address this directly with [Colleague’s Name], but they become defensive and the behavior continues. The situation has begun to affect our department’s productivity and morale, as other team members have noticed the tension and inappropriate conduct.
As [Colleague’s Name]’s supervisor, I thought you should be aware of this situation so you can address it appropriately. I’m hoping we can resolve this professionally and restore a positive working relationship.
Would you be available to discuss this matter in more detail? I can provide specific examples and documentation if needed.
Thank you for your time and attention to this matter.
Sincerely,
[Your name and department]
10. Letter Creating Legal Record of Harassment
[Date]
[Company Legal Department Address]
Subject: Legal Notice – Workplace Harassment and Hostile Work Environment
Dear Legal Counsel,
This letter serves as formal legal notice that I have been subjected to ongoing workplace harassment and discrimination in violation of federal and state employment laws. I am providing this notice to ensure that [Company Name] is fully aware of these violations and has an opportunity to take corrective action before I pursue external legal remedies.
The harassment has been perpetrated by [Name(s)] and includes conduct that violates Title VII of the Civil Rights Act, state anti-discrimination laws, and company policies. Specific violations include discriminatory comments based on my [protected characteristic], creation of a hostile work environment, and retaliation for previous complaints about discrimination.
I have made multiple good-faith attempts to resolve this matter through internal channels, including formal complaints filed on [dates] with HR and management. Despite these efforts, the harassment has continued and intensified, demonstrating the company’s failure to take appropriate corrective action.
The hostile work environment has caused significant emotional distress, affected my job performance, and created financial hardship due to the stress-related health issues I have developed. I have been forced to seek medical treatment for anxiety and depression directly related to the workplace harassment.
This letter constitutes formal notice under applicable employment laws and triggers the company’s legal obligation to investigate and remedy these violations immediately. Failure to take prompt and effective action will result in the filing of charges with the Equal Employment Opportunity Commission and potential civil litigation.
I expect immediate investigation and resolution of these matters within [timeframe]. Please contact me to discuss the company’s response to this notice.
Very truly yours,
[Your full name and contact information]
Conclusion: Writing Effective Harassment Letters
Writing a harassment complaint letter can feel overwhelming, but having the right template makes the process manageable and ensures you cover all necessary points. Each situation requires a tailored approach that matches the severity of the harassment and your desired outcome.
Remember that documentation is your most powerful tool when facing workplace harassment. Keep detailed records of incidents, save relevant communications, and maintain copies of all letters you send. This creates a paper trail that protects your rights and strengthens any future legal action you might need to take.
Your workplace should be a place where you feel safe and respected. Don’t let harassment continue unchecked – use these letter templates as starting points to advocate for yourself and demand the professional treatment you deserve.