Purpose and Scope
This policy applies to all personnel at [Organisation Name], including employees, contractors, and agency staff. It covers conduct by and toward coworkers, managers, customers, vendors, and visitors across all premises, client sites, work events (including social functions), and work communications (calls, email, messaging, and social media).
This policy is not an employment contract and does not change at-will employment at [Organisation Name]. It sets the behavioral standards we enforce and details the standard procedures we follow, regardless of who is involved.
Working through related paperwork at the same time? See also our Anti-Bribery & Corruption Policy Template, Anti-Bribery & FCPA Policy Template and Bullying & Harassment Policy Template.
Policy Statement
[Organisation Name] prohibits harassment based on any characteristic protected by federal, state, or local law. We address harassing behavior early, before it becomes severe or pervasive. We investigate all reports promptly and strictly prohibit retaliation against anyone who reports conduct in good faith or participates in an investigation.
Definition and Prohibited Conduct
Harassment is unwelcome conduct based on a protected characteristic, including race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, disability, age, genetic information, or any other legally protected status.
Sexual harassment includes unwelcome sexual advances, requests for sexual favors, and conditioning employment decisions on sexual compliance. No manager may tie employment decisions to a personal or sexual relationship.
Prohibited conduct includes, but is not limited to:
- Slurs, jokes, mimicry, or offensive banter targeting a protected characteristic.
- Unwelcome touching, blocking movement, leering, or gestures.
- Unwelcome sexual comments, propositions, or romantic attention.
- Displaying or sending offensive images, memes, or messages through physical or digital channels.
- Threats, intimidation, or work sabotage tied to a protected characteristic.
- Online or electronic conduct targeting an individual based on a protected characteristic.
Responsibilities
Everyone covered by this policy must help maintain a professional workplace free from harassment.
- Targets and Witnesses: Anyone who experiences or witnesses harassment should report it. You do not need to confront the offender before filing a report.
- Managers: Any manager or supervisor who sees harassing conduct or receives a formal or informal report must escalate the matter to [Role] the same day.
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Reporting Procedure
Submit reports verbally or in writing through any of these channels:
- Directly to your immediate manager, [Role], or [Second Role].
- Through designated reporting tools (e.g., dedicated email address, hotline, or intake form), which route directly to [Role].
- Reports can come directly from the target or from a witness acting on their behalf.
Nothing in this policy limits anyone’s right to file a formal complaint with regulatory agencies like the Equal Employment Opportunity Commission (EEOC) or local fair employment bodies.
Complaint Handling Procedure
- Acknowledgment: [Role] acknowledges receipt within [Number] days and sets initial steps, including interim protective measures. Operational adjustments (like schedule changes or temporary reassignments) are arranged neutrally or applied to the respondent. We do not impose these changes on the reporting party.
- Investigation: We conduct a prompt, impartial investigation. The investigator interviews the reporting party, respondent, and witnesses, then reviews relevant communications and records. If internal staff have a conflict of interest, we hire an external investigator.
- Confidentiality: We share information strictly on a need-to-know basis. Due process prevents complete secrecy, but we maintain discretion throughout the process.
- Findings: The investigator reaches an evidence-based conclusion and communicates the outcome to both the reporting party and the respondent.
- Corrective Action: Confirmed violations trigger corrective action under our progressive discipline framework, up to and including termination.
- Follow-Up: [Role] checks in with the reporting party at [Interval] after case closure to confirm the behavior has stopped and check for retaliation.
Protection Against Retaliation
We strictly prohibit retaliation against anyone reporting harassment in good faith or participating in an investigation. Retaliation covers official employment actions as well as indirect changes to working conditions, including bad shift assignments, cut hours, exclusion from work activities, or unfair scrutiny.
Report suspected retaliation using standard reporting channels. We investigate retaliation complaints as separate policy violations.
Training, Records, and Review
- Training: All personnel complete harassment prevention training upon hire and every [Frequency] after that. Managers receive additional training on intake responsibilities and mandatory escalation. [Role] maintains training materials to match legal standards.
- Records: We store reports, investigation files, and outcome records confidentially in [Location/System], separate from general personnel files. Access is restricted to [Roles].
- Review Cycle: [Role] reviews this policy every [Frequency], after major operational or investigative outcomes, or when legal standards change.
Policy Owner: [Role] Next Review Date: [Date]
FAQs on an anti-harassment policy
What is an anti-harassment policy?
An anti-harassment policy applies to all personnel at your organisation, including employees, contractors, and agency staff. It covers conduct by and toward coworkers, managers, customers, vendors, and visitors across all premises, client sites, work events (including social functions), and work communications (calls, email, messaging, and social media).
Having it written down means the same rules apply to everyone, so managers are not making judgement calls case by case under pressure.
What does an anti-harassment policy include?
This template covers definition and prohibited conduct, reporting procedure, complaint handling procedure and protection against retaliation.
Every section is written to be filled in. The bracketed placeholders mark the decisions that are yours to make, such as timescales, approval owners and retention periods.
How to implement an anti-harassment policy with Whale
Copy this template into Whale and work through the bracketed placeholders so it reflects how your organisation actually operates.
Assign it to the teams it applies to so it sits where people work rather than in a shared drive, and set a review date so it gets revisited on schedule instead of quietly going out of date.
Use our templates to fast-track your documentation
Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.