Do these 3 things before closing this tab:
1Clear out junk files and repair common Windows errors2Fix the driver behind crashes, sound loss and screen glitches3Repair Windows errors before they cause bigger problemsWrite a dated, factual account soon after each incident, preserve relevant records in their original form, and keep track of who has firsthand knowledge. Documentation can help you remember events and communicate clearly; it does not by itself establish that conduct was unlawful or guarantee a particular outcome. Reporting routes and legal deadlines depend on where you work and which process applies.
What should you write down after workplace harassment?
Create one entry for each event while the details are fresh. A private notebook or a secure digital document can work; choose a format you can reliably access and protect. Record when you are writing the entry, and do not guess if a detail is uncertain.
Incident-log template
- Date and time: Include the date and approximate time. Mark estimates as approximate.
- Place or channel: Note the location or whether it happened in person, by email, in chat, on a call, or through another channel.
- People involved: Record names and roles, plus anyone who may have witnessed the event.
- What happened: Describe specific actions and words. Use quotation marks only for words you remember as exact; label an approximate recollection as such.
- Your response: Note what you said or did, whether anyone was notified, and any response you received.
- Work-related effects: Record immediate effects or follow-up, such as a changed assignment or an incident-related conversation.
- Related records: Identify relevant messages or documents, where each came from, and where you stored an intact copy.
- Changes to the note: If you add information later, date the amendment rather than silently rewriting the original entry.
Keep the account factual: distinguish what you personally saw or heard from what someone else told you, and avoid guessing at motives. The U.S. Equal Employment Opportunity Commission (EEOC) describes dates, locations, people involved, and a description of events as details a complaint process may request (EEOC, What You Should Know: What to Do if You Believe You Have Been Harassed at Work). Its evidence guidance also discusses records created at or near the event, originals, authenticity, and witness knowledge (EEOC Compliance Manual, Section 602: Evidence). A note made afterward may help refresh your memory, but it is not automatically proof of every assertion in it.
How do you preserve messages and other evidence?
Keep relevant records identifiable and intact. Preserve original messages, emails, policies, schedules, and other relevant material where possible, including their dates and surrounding context. Maintain a simple inventory that says what each item is, when you obtained it, where it came from, and where the unaltered copy is stored.
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- Keep the full conversation or message context when it matters, rather than saving only a fragment.
- Do not edit an original message or screenshot to remove context. If you need a redacted copy to share, keep the unaltered original securely and label the redacted copy.
- Identify witnesses and, where useful, note what each person personally saw or heard. Do not coach people or ask them to align their accounts.
- Protect records from loss or casual access, and make sure you can retrieve them if you need to speak with an employer, agency, or adviser.
Use care with confidential employer, customer, patient, or coworker information. The cited guidance does not establish a universal right to export workplace files or a universally safe storage method. Follow applicable policies and law; do not take unrelated sensitive information. If a record is not lawfully accessible or transferable, seek qualified local advice about how to preserve or describe it.
How should you report harassment and keep a record?
Check your employer’s anti-harassment policy or handbook for the reporting routes it provides. Keep a copy of a written report and note when and to whom it was sent. Save any acknowledgment or response. If you report verbally, make a dated note of the conversation. When appropriate, a brief factual follow-up email can confirm what you reported and what next step was discussed.
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For U.S. federal guidance, the EEOC says workers should follow an employer’s policy if one exists and may speak with a supervisor or HR; the agency also explains how to file an EEOC charge (EEOC, What You Should Know: What to Do if You Believe You Have Been Harassed at Work). If the person implicated controls the usual route, check whether the policy gives another option. EEOC promising-practices guidance recommends complaint avenues that include a way to raise concerns involving senior leaders (EEOC, Promising Practices for Preventing Harassment).
Do not assume a report will remain completely confidential. An employer may need to share information with people who must respond or provide information to investigate fairly. The EEOC recommends protecting privacy to the greatest extent possible while allowing a thorough, impartial investigation (EEOC, Promising Practices for Preventing Harassment).
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How do you document possible retaliation?
Keep later events in separate, dated entries rather than merging them into the original incident account. Record changes in duties, schedules, evaluations, or treatment, along with relevant communications or other supporting records. Describe what changed and when; do not assume every unfavorable workplace event is legally retaliation.
Under the U.S. laws enforced by the EEOC, protected reporting and participation are covered against retaliation. The agency’s worker guidance states, “The law protects you from retaliation (punishment) for complaining about harassment” (EEOC, What You Should Know: What to Do if You Believe You Have Been Harassed at Work). Whether a particular action is legally prohibited depends on the facts and applicable law.
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Which deadlines and rules apply?
Deadlines vary by jurisdiction and process. For U.S. federal discrimination charges, the EEOC’s general worker guidance gives a filing window of 180 or 300 days, depending on location. Federal employees and job applicants use a different process with different time limits. These are not universal deadlines for every claim or an internal employer report. Contact the appropriate agency or a qualified local adviser promptly rather than relying on this guide to calculate a deadline.
For UK readers, Acas says records may be useful if a complaint is later raised formally or becomes an employment tribunal claim. Its guidance concerns employer handling of complaints and should not be treated as a statement of U.S. law; the page was last updated 29 August 2025 (Acas, After handling a complaint — Handling bullying and discrimination).
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How long should you keep records?
The EEOC says covered employers generally must retain personnel or employment records for one year, subject to exceptions. When a charge is filed, records related to the issues must be kept through final disposition of the charge or related litigation (EEOC, Recordkeeping Requirements). These are employer recordkeeping rules, not a required retention period for an individual’s private notes. Keep relevant records securely while seeking advice, and follow any applicable preservation instruction.
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