Keep two factual records: one for specific conduct that may be workplace harassment, and another for workload, deadlines, and hours. In the United States, federal EEO harassment protections concern conduct connected to a protected characteristic; unpleasant, unfair, or excessive treatment is not automatically unlawful harassment under federal law. State and local laws may cover additional conduct. A heavy workload alone is not established here as unlawful, though unpaid hours, discrimination, retaliation, or safety concerns can raise separate issues.
How do I document harassment at work?
Make a contemporaneous log: write the entry as soon as practical after an incident, while details are fresh. Keep it factual and specific. EEOC employer guidance says complaint intake may ask who allegedly harassed whom, who witnessed it, when and where it occurred, and what happened.
- Date and approximate time: Include the date and, if you can, when the incident began or how long it lasted.
- Location or channel: Note the room, worksite, meeting, phone call, email, chat, or other relevant setting.
- People involved: Identify the person whose conduct you are recording, anyone affected, and witnesses.
- What happened: Record words or actions as accurately as possible. Use quotation marks only when you are confident the wording is exact.
- Your response and what followed: Note what you said or did, whether anyone intervened, and any later contact or related events.
Separate what you directly saw or heard from your interpretation. For example, describe the words, action, and context before noting why you believe the incident may relate to a protected characteristic. Do not embellish or alter original messages or other records.
What should I write down when my boss is harassing me?
Use the same incident details regardless of who is involved. If a manager assigns work, changes priorities, or treats you differently, record the specific instruction or conduct, when it occurred, who was present, and what happened next. If you believe the conduct is connected to a protected characteristic or followed a report or other protected activity, document the facts supporting that concern rather than relying on labels alone. The record does not itself determine whether the conduct violates the law.
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How do I document an unreasonable workload?
Keep a separate workload timeline so the volume and time demands can be understood. Record assignments and hours even when you are unsure whether a particular event has legal significance.
- Tasks assigned, who assigned them, and when.
- Expected deadlines, actual deadlines, and changes in priority.
- Staffing, tools, or other resource constraints that affected completion.
- Requests for clarification, help, or a deadline adjustment, and the responses.
- Hours actually worked, including work outside the scheduled day; note missed breaks where relevant.
For covered nonexempt workers, the Department of Labor says covered employers must keep wage and hour records and encourages workers to keep their own hour records. Its hours calendar can help organize a personal record: DOL: FLSA recordkeeping. A workload timeline can clarify what happened, but a demanding workload by itself does not establish an EEO or wage-law violation.
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Which records should I keep, and how do the two logs differ?
| Record | What to capture | What it helps make clear |
|---|---|---|
| Conduct and reporting log | Incidents, participants, witnesses, communications, reports, and responses | The sequence and details of alleged conduct |
| Workload and hours timeline | Tasks, priorities, deadlines, staffing, requests for help, and hours worked | The amount of work, time demands, and responses to requests |
The records may overlap if assignments are part of the conduct you are reporting. Keep the underlying facts in the relevant timeline and explain the connection without assuming what legal conclusion follows.
Preserve relevant emails, messages, schedules, policies, and reports in a lawful, secure way. Keep copies of what you report, when and to whom you sent it, and any response. Avoid changing source records. EEOC employer guidance recommends documenting a complaint from intake through investigation and resolution, and says privacy should be protected as far as possible while still allowing a thorough and impartial investigation; do not assume absolute confidentiality.
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The EEOC describes employer retention obligations for personnel or employment records, generally one year, with different periods for certain records and retention of relevant records through final disposition after an EEOC charge is filed: EEOC: Recordkeeping requirements. Those are employer obligations, not a universal format or retention period for an employee’s personal notes.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.How should I report harassment and preserve my options?
Check your employer’s anti-harassment policy and reporting channels. EEOC employee guidance says you may tell the person to stop if you feel comfortable, then follow the employer’s policy. If there is no policy available, you may report to a supervisor, including a different supervisor. You may also file a charge with the EEOC: EEOC: What to do if you believe you have been harassed at work.
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Federal anti-retaliation protections cover reporting harassment, participating in an investigation or lawsuit, and opposing discrimination. The EEOC states: “You have a right to report harassment, participate in a harassment investigation or lawsuit, or oppose harassment, without being retaliated against for doing so.” If you experience adverse treatment after reporting or participating, document the dates, actions, people involved, and any explanation given, and preserve related communications.
For many workers, the EEOC says the deadline to file a charge is generally 180 or 300 days, depending on location. Federal employees and applicants follow a different process and deadlines. Because location and employment status matter, consult current EEOC instructions or a qualified employment professional promptly rather than waiting for an internal process to conclude: EEOC: Filing a charge of discrimination.
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How to make a useful record
- Start separate conduct and workload timelines, dated as you make each entry.
- Record concrete details promptly: people, time, place or channel, words or actions, deadlines, hours, and follow-up.
- Preserve relevant original records and keep copies of reports and responses securely and lawfully.
- Review the employer’s reporting policy and use an appropriate channel; seek current agency or professional guidance promptly if you may need to file a charge.
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