Workplace harassment, including sexual harassment, can disrupt more than just your day; it can take a huge toll on your mental and emotional well-being, and in some cases, your physical health and career trajectory. If you’re facing harassment at work, you may feel overwhelmed, isolated, or uncertain about how to respond.
One of the most important steps you can take is to document everything that happens.
Keeping proper and complete documentation helps you build a clear, accurate record of events and can play a critical role if you choose to report the issue to HR, file a complaint, or pursue legal action with the help of an employment lawyer.
Why Does Harassment Documentation Matter?
Documentation gives structure to your experience. Harassment is often verbal, subtle, or ongoing, which can make it difficult to explain or prove.
A written record (preferably contemporaneous, meaning a record created shortly after the incident occurs) provides context, dates, and evidence that shows patterns of behavior. It also gives you a sense of control in an otherwise uncertain situation. If you ever need to involve a supervisor, HR representative, or attorney, your documentation becomes a reliable source that supports your claims and protects you from accusations of exaggeration, recent fabrication or misunderstanding.
In legal and workplace investigations, the person with the clearest timeline and supporting facts often has the strongest voice. Accurate documentation can shift the balance in your favor.
Start with a Private, Secure Record
Your first step is to document any incidents privately and securely. Never keep these notes on a company computer or in any shared files. Instead, use a personal notebook, a private app on your phone, or a secure cloud-based system. The goal is to have uninterrupted access to your records without fear of deletion, manipulation, or discovery by others in the workplace.
When documenting, write it down as soon as possible so the details are still fresh. Include the date of the incident, time, location, people involved, and what was said or done.
Be factual, not emotional. Stick to the specifics of what happened and try to avoid interpreting the harasser’s motives or intent. Let the details speak for themselves.
What to Include in Your Notes
Effective documentation captures all the elements of the harassment. You want your notes to show not just what happened, but how often, and how it impacted you. Include the following in each entry:
- Date and time of the incident
- Location (office, break room, Zoom call, etc.)
- Names of everyone involved, including witnesses
- Exact words used or specific actions taken
- Your response or reaction
- Any follow-up or reporting steps you took
- How the incident affected your ability to work
You don’t need to write a novel. A few clear, objective sentences per incident will go a long way.
Save Any Physical or Digital Evidence
As well as written notes, keep any supporting material or documentation that might reinforce your account of harassment.
Emails, text messages, voicemails, Slack messages, written notes or slurs, social media interactions, or even meeting recordings can serve as valuable evidence. Screenshot anything you think might be deleted or altered later.
If someone makes inappropriate comments during a meeting or video call, note who else was present and whether the meeting was recorded. Organize your documentation in a way that allows you to quickly retrieve it if needed.
Use folders, labels, or even a spreadsheet to log the events in chronological order.
Understand the Types of Harassment
Workplace harassment can take many forms—verbal, physical, visual, or digital. It may involve sexual comments, racial slurs, bullying, threats, unwanted physical contact, or repeated microaggressions. It can come from supervisors, coworkers, or even clients and vendors. The common thread is that the behavior was both unwelcome and created a hostile or intimidating work environment.
Sometimes the harassment is direct and obvious. Other times, it’s subtle and accumulates over time. Whether the behavior is blatant or under the radar, you have the right to feel safe at work. Document it either way.
When Should I Report Workplace Harassment?
There’s no single right moment to come forward, but don’t wait too long. If the harassment continues or escalates, consider reporting it to your HR department, direct supervisor (unless they’re involved), or a trusted manager. Bring your documentation with you but keep the original copies for your records.
You can share printed summaries or organized notes that present the facts without overwhelming the recipient.
If you feel unsafe or if your employer fails to act, you may want to contact an employment lawyer or file an official complaint with the Equal Employment Opportunity Commission (EEOC) or the equivalent state agency. When that happens, your documentation becomes a vital part of any official investigation or legal claim.
Protect Yourself During the Process
Retaliation is illegal but not uncommon. If you fear blowback for reporting harassment, continue documenting any signs of retaliation, such as demotion, exclusion, disciplinary actions without cause, or sudden changes to your schedule.
Your records can help demonstrate that any retaliation is connected to your initial report.
Stay professional in your interactions, even when the situation feels personal. Harassment cases are evaluated on evidence and behavior, so maintaining calm, clear records shows that you’re focused on resolving the issue constructively.
Harassment can sometimes be hard to define. You may wonder if you’re overreacting or if what you’re experiencing is “bad enough” to report. Trust your instincts. If something feels wrong, it probably is.
At Folkman Law, we think you shouldn’t have to wait for a major incident to occur before taking steps to protect yourself. Documenting your experience is a proactive way to affirm your boundaries, understand the situation, and prepare if action becomes necessary.
You deserve a workplace where you feel respected and safe. By keeping thorough, timely records, you empower yourself to respond to harassment with clarity, confidence, and control.
