Sample Reply Letter to Harassment Complaint: Where an employee reports a complaint of harassment or bullying under the terms of your dignity at work policy, an investigation should be conducted with the utmost confidentiality. While the investigation is ongoing, the employer may want to reply the claimant on alleged harassment at the workplace on investigation to be taken by the company and the expected duration for providing the outcome to the complainant.
Once the investigation is completed, the employer must let the employee know the outcome. On the other hand, upon investigation completion and harassment confirmed, the employer shall issue some disciplinary action against the harasser probably with a warning that any further misconduct would be grounds for termination.
____________________ (Date)
____________________ (Employee’s Name)
____________________(Employee’s Address)
____________________ (Contact Information of the Employee)
Dear (Employee’s Name),
Sub: Sexual Harassment Complaint Response
I was distressed upon reading your complaint regarding the treatment you received from the shift manager. I am investigating her managerial style. I must talk with several co-workers and then speak to the legal department. You can expect to hear about the results in two weeks. The age discrimination you describe is a serious matter. I will look into it from many vantage points. Rest assured, no such discriminatory behavior will be tolerated in my production plant.
Sincerely,
______________ Signature
______________ [Employer’s name]
cc: file
____________________ (Date)
____________________ (Employee’s Name)
____________________ (Employee’s Address)
____________________ (Contact Information of the Employee)
Dear (Employee’s Name),
Sub: Letter to Respond to Sexual Harassment
This letter summarizes the results of ____________________ [Company Name]’s investigation into your allegations that ____________________ [Accused Employee or Employees] acted inappropriately and/or violated company policy by ____________________ [summary of the nature of the complaint].
As we discussed, ____________________ [Company Name] takes such allegations very seriously and will not tolerate inappropriate behavior in the workplace. Employees are encouraged to bring such matters to our attention at any time, without fear of any adverse action being taken against them for doing so.
As you know, ____________________ [Accused Employee or Employees] [has/have] been on leave since [date] to allow us to investigate your complaint. In my capacity as human resource manager, I have interviewed all the employees involved, including you and [the accused employees], and our investigation is now complete. Though we could not confirm all of your allegations, it does appear that inappropriate behavior and violations of company policy took place, specifically in violation of the [policy] found in the company employee handbook. A copy of that policy is attached to this letter.
Although privacy considerations limit our ability to share confidential information with you about other employees, I can tell you that the appropriate action has been taken to ensure that such conduct does not repeat itself. Should you experience any further problems, please feel free to let me know or to speak with another trusted member of management. Any future misconduct, including any retaliation, will be dealt with swiftly and severely as the circumstances dictate.
Please do not hesitate to ask questions or speak up about matters that concern you. If you feel any form of retaliation occurs, report it immediately, so it can be addressed quickly.
Thank you again for bringing this matter to our attention.
Sincerely,
____________________ [name]
____________________ [designation]
cc: file
____________________ (Date)
____________________ (Name of the Recipient)
____________________ (Address of the Recipient)
____________________ (Contact Information of the Recipient)
Dear (Name of the Recipient),
I am writing this letter regarding your recent email to me on the day of (mention the date). In that email I did not like the tone and approach of your words and sentences, nor did I like the unwanted comments on my appearance and (mention the details).
I also find them very disrespectful and unprofessional towards me. I told you that I was not interested in your proposal for (mention the details); therefore I don’t want your attention towards me. I refused many times your proposal of meeting privately; let me tell you that these are very disgusting for me.
I want our relationship and interactions to be only professional, so I request you to stop harassing me like this each and every day. Otherwise, I have to take more serious action against you.
I hope you will consider my earnest request and don’t force me to take legal steps against you in the near future.
Hope you will seriously consider my request and oblige me.
Thank you very much.
With regards,
____________________ (Signature)
____________________ (Your Name)
____________________ (Your name)
____________________ (Your address)
____________________ (Your contact information)
____________________ (Date)
____________________ (Name of the Recipient)
____________________ (Address of the Recipient)
____________________ (Contact Information of the Recipient)
Dear (Employee’s Name),
I just received your disturbing complaint of sexual harassment and forwarded it to our human resources department for investigation. According to the procedures outlined in your Employee Handbook, you should hear from us within 20 days. If the problem you describe makes work uncomfortable for you, I am willing to reassign you until we resolve this matter–and it will be resolved.
Sincerely,
____________________ (Your name, title)
____________________ (Designation)
cc: file