How to report harassment to HR (with template)

In My Corner · Learn — 8 min read · Updated July 2026

Putting it in writing is a threshold — it makes the thing real, and in the US it does real legal work. A good report isn't a scream or a lawsuit; it's a calm, dated record of facts that asks for it to stop. Here's how to write one that holds up.

Why writing it down matters (more than you'd think)

It puts the employer on notice. For protected-class harassment, once you report it the company is on the hook to respond reasonably — and its failure to act becomes part of your case.
It starts your retaliation protection. Complaining about discrimination is "protected activity." If they punish you for it afterward, that retaliation is separately illegal — and the written, dated complaint is what proves you engaged in protected activity, and when.
It creates the record. Memories blur and people leave. Paper doesn't.

Who to send it to, and the clock

Send it to HR and/or your manager's manager, following your handbook's complaint process if there is one — and keep a copy on a personal device. If you're in a union, your rep can help. Separately, know the government clock: to preserve a federal discrimination claim you generally must file a charge with the EEOC within 180 days of the act (300 days in states with their own fair-employment agency). Your internal HR complaint does not stop that clock — file with the EEOC (or your state agency) in time even if HR is still "looking into it."

What a strong report contains

Facts, dated and specific — not adjectives. "On March 12, in the team meeting, in front of the group, [name] said…" beats "he's always awful."
The protected-class link, if there is one — "these comments target my [race/sex/age/disability/religion/national origin]." That's what turns bullying into potentially illegal harassment.
The pattern or severity — connect incidents to show it's severe or pervasive.
The effect on you and your work — briefly and factually.
A clear ask — that it be investigated and that it stop.

A template you can adapt

To: [HR / manager's manager] Date: [date] Re: Formal complaint of workplace harassment I am writing to formally report conduct I believe constitutes harassment, and to ask that it be investigated and stopped. - On [date], [location/context], [exactly what was said or done], witnessed by [name if any]. - On [date], [incident 2]. - On [date], [incident 3]. I believe this conduct is based on my [protected characteristic, if applicable], and it has been [repeated over (period) / severe] to the point of affecting my work and wellbeing. I am requesting that the company investigate these facts and take action to ensure the conduct stops. I am happy to provide any further detail. Please confirm receipt of this complaint. Sincerely, [Name, title, date]

Before you send

Read it cold, ideally with a trusted person. Check every fact and date. Send it by a method that leaves proof (email), and keep a copy for yourself off work systems. This document is the anchor for everything that might follow — including, if you need it, an EEOC charge or a conversation with an employment attorney.

If any of this has you at the edge — not sleeping, dreading every morning, or worse — please put this article down and talk to a human first: the 988 Suicide & Crisis Lifeline — call or text 988, or chat at 988lifeline.org (free, confidential, 24/7). The job problem can wait an hour; you matter more.

You don't have to work this out alone. In My Corner is a team of five AI companions for exactly this — one who listens, one who decodes letters and knows your deadlines, one who keeps your evidence organised, one for fresh starts, one who teaches. Private by design: conversations are never stored on our servers.

Talk it through — In My Corner

This article is general information, not legal advice, and it covers US federal baseline law — state and city law varies a lot and is often broader, and deadlines are strict. For decisions that matter, talk to the EEOC (1-800-669-4000), your state fair-employment agency, or an employment attorney (many offer a free consultation).