Workplace Harassment Complaint Letter: Free Template and What to Include

If you need to formally complain about harassment related to a protected characteristic, a written letter is the recommended first step — it creates a clear record and shows you're pursuing the matter formally. Below is what a strong workplace harassment complaint should include.

What this letter needs to cover

• State it is a formal complaint under the Equality Act 2010
• Describe the harassing behaviour with dates and witnesses
• Identify the protected characteristic it relates to
• Explain the impact
• State that the behaviour is unwanted
• Request formal action and a meeting

What counts as harassment under the Equality Act

Harassment related to a protected characteristic is unwanted conduct that violates your dignity or creates an intimidating, hostile, degrading, humiliating, or offensive environment. It doesn't need to be repeated — a single sufficiently serious incident can meet this test, and it doesn't need to be directed at you personally if it still creates that environment for you.

What to include before you send it

• A clear, factual description of the specific incidents, including dates and witnesses if any
• The protected characteristic the harassment relates to
• The impact this has had on you and your work
• What action you want your employer to take

Why your employer can be liable even for a colleague's conduct

Employers can be held responsible for harassment by employees during the course of their employment, even if the employer didn't know about it, unless they can show they took all reasonable steps to prevent it. This is why raising a formal complaint matters — it triggers a duty to investigate and act.

Frequently Asked Questions

Does this cover harassment by customers or clients, not just colleagues?
Employers have specific duties regarding third-party harassment too, particularly following recent strengthening of preventative duties under the Equality Act, so this isn't limited to conduct by other staff.

What if I'm worried about retaliation for complaining?
Victimisation for raising a genuine harassment complaint is separately unlawful — if you experience any negative treatment as a result of complaining, that itself becomes a further, distinct complaint.

[Your Name]
[Your Address]
[Your Postcode]
[Your Phone Number]
[Your Email Address]
[Name of Contact / HR Manager]
[Company Name]
[Company Address]
[Company Postcode]
[Date]

Dear [Name of Contact / HR Manager],

Subject: Formal Grievance – Harassment at Work

I am writing to make a formal complaint of harassment under section 26 of the Equality Act 2010.

I have been subjected to unwanted conduct related to my [protected characteristic, e.g. sex / race / age / disability / sexual orientation] [or: unwanted conduct of a sexual nature]. This conduct has had the purpose or effect of violating my dignity and creating an intimidating, hostile, degrading, humiliating or offensive environment for me.

The details are:
• [Date] – [What happened, who was involved, and any witnesses, e.g. My supervisor made offensive jokes about my age during the team lunch, witnessed by [name].]
• [Date] – [e.g. I received emails with comments about my appearance from a colleague.]

[Optional: I asked [Name] to stop on [date], but the conduct has continued.]

This has affected me because [e.g. I dread coming to work / I have been off sick with stress].

[If it is sexual harassment:] I also note your legal duty under section 40A of the Equality Act 2010 to take reasonable steps to prevent sexual harassment of employees (all reasonable steps from 30 October 2026).

Please deal with this urgently under the formal grievance procedure. Please confirm the date of the grievance meeting and who will investigate my complaint.

Yours sincerely,

[Your Signature]
[Your Printed Name]

[Note for the page: The Equality Act 2010 does not apply in Northern Ireland, which has its own equality laws.]