Dealing with harassment can be incredibly difficult and stressful. When you decide to document or report an incident, writing an email is often a crucial first step. This guide will walk you through how to write an email about harassment effectively, ensuring you communicate your concerns clearly and professionally.
Gathering Your Thoughts Before You Write
Before you even start typing, it's important to take a moment to organize your thoughts and collect any relevant information. This preparation is key to creating a clear and impactful message. Being thorough and factual is paramount when documenting harassment.
Consider the following:
- What happened? Be specific about the dates, times, and locations of each incident.
- Who was involved? Include the names of the harasser(s) and any witnesses.
- What was said or done? Quote directly if possible, or describe the actions as accurately as you can.
- How did it make you feel? While not always the primary focus, your emotional response can be important context.
It can be helpful to create a timeline of events. This can be done in a simple list or even a table:
| Date | Time | Incident Description | Witnesses |
|---|---|---|---|
| October 26, 2023 | 10:00 AM | Unwanted physical touch (hand on shoulder for extended period) | Jane Doe |
| October 27, 2023 | 2:30 PM | Inappropriate joke made about appearance | None |
Once you have your information organized, you can begin drafting your email. Focus on being objective and sticking to the facts. Avoid emotional language, accusations, or assumptions. The goal is to present a clear record of what occurred.
How to Write an Email About Harassment: Reporting Unwelcome Comments
Subject: Formal Complaint - Unwelcome Comments on [Date of Incident]
Dear [Manager's Name or HR Department],
I am writing to formally report an incident of unwelcome comments made by [Name of Harasser] on [Date of Incident] at approximately [Time of Incident] in [Location of Incident].
During our conversation, [Name of Harasser] made the following comments:
- "[Quote the first comment verbatim or describe it accurately.]"
- "[Quote the second comment verbatim or describe it accurately.]"
These comments were inappropriate and made me feel [explain your feeling, e.g., uncomfortable, disrespected, anxious]. This is not the first time I have experienced unwelcome remarks from this individual. On [previous date, if applicable], [briefly describe previous incident, if applicable].
I am requesting that you investigate this matter. I have been employed at [Company Name] since [Start Date] and have always strived to maintain a professional working environment. I would appreciate your assistance in ensuring this type of behavior does not continue.
Thank you for your time and attention to this serious matter.
Sincerely,
[Your Name]
How to Write an Email About Harassment: Documenting Repeated Behavior
Subject: Continued Concerns Regarding Behavior of [Name of Harasser]
Dear [Manager's Name or HR Department],
This email serves as a formal documentation of my ongoing concerns regarding the behavior of [Name of Harasser]. Despite previous informal attempts to address the situation, the pattern of inappropriate conduct has continued.
Since my last communication on [Date of last communication, if applicable], the following incidents have occurred:
- On [Date], at [Time], [describe the incident, e.g., Mr./Ms. X stared at me for an unusually long time and made a comment about my clothing].
- On [Date], at [Time], [describe the incident, e.g., Mr./Ms. X sent an inappropriate meme to me via company chat].
- On [Date], at [Time], [describe the incident, e.g., Mr./Ms. X cornered me in the breakroom and made personal remarks].
These repeated actions are creating a hostile work environment for me and are significantly impacting my ability to perform my duties effectively. I have tried to ignore the behavior, but it is now a constant source of stress.
I am requesting a formal investigation into these incidents and the implementation of measures to prevent further harassment.
Thank you for your immediate attention to this serious issue.
Regards,
[Your Name]
How to Write an Email About Harassment: Reporting Physical Intimidation
Subject: Urgent: Incident of Physical Intimidation by [Name of Harasser]
Dear [Manager's Name or HR Department],
I am writing to report a deeply concerning incident of physical intimidation that occurred on [Date] at approximately [Time] in [Location]. The incident involved [Name of Harasser].
During this incident, [Name of Harasser] [describe the physical action, e.g., blocked my exit from the room, stood very close to me and spoke in an aggressive tone, made a threatening gesture]. I felt physically threatened and unsafe.
This behavior is unacceptable and I am requesting an immediate investigation and action to ensure my safety and well-being at work.
Please let me know what steps will be taken to address this serious concern.
Sincerely,
[Your Name]
How to Write an Email About Harassment: When Harassment Occurs via Text Message
Subject: Harassment via Text Message from [Name of Harasser]
Dear [Manager's Name or HR Department],
I am writing to report harassment I have received via text message from [Name of Harasser]. These messages have been occurring on [Date(s)].
Examples of the inappropriate messages include:
- On [Date] at [Time]: "[Quote the text message]"
- On [Date] at [Time]: "[Quote the text message]"
I have attached screenshots of these messages for your review.
These messages are unwelcome and are contributing to a hostile work environment. I am requesting that this behavior be addressed immediately.
Thank you for your prompt attention.
Best regards,
[Your Name]
How to Write an Email About Harassment: Addressing Online Harassment
Subject: Online Harassment from [Name of Harasser]
Dear [Manager's Name or HR Department],
I am writing to report instances of online harassment from [Name of Harasser]. This harassment has occurred on [Platform, e.g., Slack, internal company forum, social media related to work].
The specific incidents include:
- On [Date], at [Time], [Name of Harasser] posted [describe the post or comment]. I have attached a screenshot.
- On [Date], at [Time], [Name of Harasser] sent me a direct message containing [describe the content]. I have attached a screenshot.
This online behavior is unprofessional and creates a hostile work environment. I request that you investigate these incidents and take appropriate action.
Thank you for your assistance.
Sincerely,
[Your Name]
How to Write an Email About Harassment: Reporting a Specific Incident with Witnesses
Subject: Formal Complaint - Incident on [Date] with Witnesses
Dear [Manager's Name or HR Department],
I am writing to formally report an incident of harassment that occurred on [Date of Incident] at approximately [Time of Incident] in [Location of Incident]. The incident involved [Name of Harasser].
During this incident, [describe what happened factually and objectively].
This incident was witnessed by [Name of Witness 1] and [Name of Witness 2]. I believe they can corroborate my account.
This behavior is unacceptable and I am requesting a thorough investigation into this matter.
Thank you for your immediate attention to this.
Regards,
[Your Name]
How to Write an Email About Harassment: Requesting a Change in Work Assignment
Subject: Request for Work Assignment Change Due to Harassment
Dear [Manager's Name or HR Department],
I am writing to formally request a change in my work assignment due to ongoing harassment by [Name of Harasser].
As you may be aware, I have experienced [briefly summarize the nature of the harassment]. This has created a hostile and uncomfortable working environment, and I am finding it increasingly difficult to perform my duties effectively when I am in close proximity to or interacting with [Name of Harasser].
I am requesting a transfer to a different department, a change in my reporting structure, or any other arrangement that would minimize or eliminate my direct interaction with this individual.
I value my position at [Company Name] and wish to continue contributing to the team, but I need a work environment free from harassment.
Thank you for your understanding and consideration of my request.
Sincerely,
[Your Name]
How to Write an Email About Harassment: When You Need to Report to a Higher Authority
Subject: Formal Complaint Regarding Harassment by [Name of Harasser] - Escalation
Dear [Higher Authority Name or Department],
I am writing to formally escalate a complaint regarding ongoing harassment by [Name of Harasser], an employee in [Department of Harasser]. I have previously attempted to address this issue with [Name of Direct Manager or HR Representative] on [Date(s) of previous contact, if applicable].
The nature of the harassment includes [briefly summarize the harassment, e.g., repeated inappropriate comments, unwelcome physical contact, intimidation]. Specific incidents include:
- [Date], [Time]: [Brief description of incident]
- [Date], [Time]: [Brief description of incident]
I have documented these incidents and am available to provide further details and any supporting evidence I possess.
I am seeking your intervention to ensure a thorough investigation and to resolve this matter promptly. I believe this situation requires the attention of a higher authority to ensure a fair and effective resolution.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Writing an email about harassment is a significant step, and by following these guidelines, you can ensure your message is clear, factual, and professional. Remember to keep copies of all your correspondence for your records. If you feel unsafe or are unsure of the process, do not hesitate to seek external advice or support.