When harassment occurs in the workplace, maintaining thorough documentation is essential. Accurate records not only preserve the details of each incident but also strengthen your position if you decide to take formal action. You don’t need legal training to do this—just a careful, consistent approach.
Create detailed written accounts immediately
Document every incident as soon as possible while the details are fresh in your mind. Include the date, time, location, and full names of those involved, along with any witnesses. Describe the behavior or comments objectively and clearly. Avoid embellishment—focus on exactly what was said or done and how it impacted your ability to work. These written accounts should remain private and secure.
Preserve all forms of evidence
Gather and save any materials that support your account. This may include emails, text messages, instant messages, voicemails, handwritten notes, or social media communications. Take screenshots of inappropriate content and store them in a password-protected folder. If harassment occurs during a phone call or video meeting, summarize what was said or done immediately afterward. Every piece of evidence adds context and credibility to your report.
Establish a timeline that reveals patterns
Organize your documentation chronologically to highlight patterns of behavior. Repeated or escalating conduct can demonstrate that the harassment is ongoing, not isolated. If the behavior affects your mental health, job performance, or work attendance, make sure to include that information. Keep track of when you report concerns and how your employer responds, as this may prove relevant later.
Once you’ve documented multiple incidents, formally report the harassment to your supervisor or human resources department. Provide them with copies of your records, and retain the originals in a safe location. Protecting your documentation ensures that you remain in control of the evidence. You have the right to protect your workplace environment.