Whether it’s your boss threatening your job, a coworker bullying or stealing credit for ideas, or sexual harassment of any kind, it’s important to address these issues with HR. Keep your letter brief and professional, and include any proof you have, such as emails, memos, performance reviews, and witness statements.
- Introduce Yourself
If you’re dealing with a hostile work environment, it’s vital to keep your wits about you. Find a support network of coworkers and friends who can help you deal with the situation if you can. It’s also important to take care of yourself physically and mentally. Make sure you eat right, exercise regularly, and take time to relax and decompress outside of the workplace.
You should also try to document any incidents of harassment, so you can use them in a complaint letter. For example, write down the dates of each incident and what happened. Including any witnesses’ names and job titles can also be helpful. If you have any evidence, like e-mails or voicemails, ask for permission to use them in your letter.
In your letter, start by introducing yourself and identifying what the letter is about. Then, explain what you believe the problem is and why it’s a problem. It’s also important to note any steps you’ve taken to address the issue so far. For example, have you spoken to a supervisor or HR? If so, be sure to include the dates of each conversation.
Be as specific as possible when explaining the problem. For example, you should say, “I’m writing to report a pattern of behavior by my supervisor that has created a hostile working environment for me.” Avoid using emotional or accusatory language when describing the situation, and make sure your letter is concise. Once you’ve outlined the problem, end your letter by asking for action from the recipient. This could be anything from an investigation to disciplinary action to changes in company policy. You should also give the person your contact information so they can follow up on your request.
- State the Problem
The first part of your letter should state clearly what the problem is. This should include any examples of harassment you have experienced or witnessed and how it has affected your work. You should also describe what actions you would like to see taken to resolve the issue.
It is best to write this part of the letter while you are in a calm state. Writing while you are angry or distraught can lead to emotional language and a lack of objectivity, which will not help your case. You should also ask other employees who have witnessed the behavior to provide their statements for your letter, as this can strengthen your argument that the situation is a hostile work environment.
If the person creating a hostile work environment is your supervisor, it is important to talk with them about their behavior and make clear your expectations for how you wish to be treated at work. It is also a good idea to review your company’s policies regarding discrimination and harassment and their reporting procedures.
If speaking with the person creating a hostile work environment does not solve the problem, you may need to file a formal complaint with your human resources department. This can feel intimidating, but federal law protects you from retaliation if done in good faith. Reviewing your company’s complaint procedure before doing this is a good idea, as the process can vary between companies. You can even contact an employment attorney if you are uncomfortable going through the official channels. They can advise you on the best course of action to take.
- Describe the Harassment
If you want to file a formal complaint, it is crucial to have lots of data. This includes physical evidence like screenshots, photos, and recordings; written and dated records of each instance of harassing behavior; and witness statements that detail how each occurrence has impacted your work life. This evidence will also help strengthen your case if you need to go through legal proceedings.
Suppose the situation is severe enough to warrant a formal complaint. In that case, you must write a letter to the human resources department professional (or your union representative or direct supervisor if those individuals are not available). Your company’s employee handbook should have guidelines for filing harassment claims, so reviewing these will give you specific information to include in your complaint letter.
It is important to note that workplace harassment must be consistent and pervasive in order for it to rise to the level of a hostile work environment attorney. This means that petty slights, isolated incidents, and one-off instances of discrimination will not be considered illegal, regardless of how offensive you might find them.
In your letter, describe the types of behavior that are taking place, citing examples of each and noting how frequently they occur. Explain how the behavior impacts your ability to do your job effectively, including specific examples of how each incident has impacted you in your day-to-day activities and any negative effects it has had on your overall productivity.
If you can, try to connect the harassment to a specific type of bias, such as age, gender, race, national origin, or religion. This will make it clear to the reader that this issue requires attention and action.
- Offer Solutions
The key to a healthy workplace is communication, not hostility. However, when a coworker or supervisor creates a hostile environment, the victim can document the problem, talk to the person, and write a formal grievance letter if none of this works. Carefully worded letters can change how management responds to the situation and help workers get on with their work.
Start by reading your company’s policies on harassment, bullying, and discrimination to learn what constitutes a hostile work environment. One individual can create a hostile environment or an overall culture in a department or entire organization.
If a single person creates a hostile environment, there may be an easy solution – fire that person or at least warn them effectively so it doesn’t happen again. However, this might not be as simple as it sounds if the person is a star performer or the CEO and the company desperately needs them.
A general workplace environment may require more significant changes to address the toxicity, such as creating new policies, training, monitoring internal communications for harassment, or even making structural changes within the organization. Often, the best solution is to find a new job.
Write a detailed and professional letter that clearly states the problem, including the dates of any incidents. It also helps to include evidence that supports your case, such as documents or emails. If the hostile workplace affects your mental health, you can also include notes from any medical professionals you consulted with. Try to write your letter when you are calm and collected, as emotions can lead to sloppy or biased writing that will weaken your case.
- Ask for Action
Keeping your letter as factual and professional as possible gives it a better chance of being the catalyst for action. It can be easy to become emotional and use negative adjectives when writing a grievance about someone you work with, but this will only backfire.
If the person who is causing you to feel like you work in a hostile environment is not willing to stop the behaviors, it’s time to go to HR. Hopefully, they are well-versed in federal law, are aware of what qualifies as harassment, and will be able to put an end to the behavior.
However, it’s important to remember that workplace hostility must be consistent and pervasive in order to be considered illegal. Petty slights and isolated incidents are usually not enough to qualify as hostile workplace behaviors, but it’s still worth reporting them.
While you wait for HR to address the problem, be sure to document every instance of toxic behavior. This may include physical evidence such as screenshots and photos, written records of interactions, and witness statements. It’s also wise to gather any documents related to your work experience at the company, such as performance reviews and other job-related evaluations.
It’s best to write this letter while you are in a calm state of mind rather than immediately after the incident takes place. This will ensure that you are documenting facts and not emotions, which can be used against you in court. Ultimately, you’ll want to submit your letter and all documentation to your employer’s human resources department or supervisor. You should be able to find out from there what their next steps are, which may include mediation or even termination of the harasser.
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