Harassment documentation log

What this harassment log helps you do

A simple, dated record can help you stay organized when work feels confusing or scary. If someone is harassing you, making sexual comments, targeting you because of your race, national origin, religion, sex, pregnancy, age, disability, or another protected trait, a clear log may help you remember details later.

Your notes may also help an attorney understand the timeline. This is general educational information, not legal advice. Whether something violates the law depends on the facts, the claim, and the state, so it is smart to speak with a licensed attorney about your situation.

If you are not sure whether what happened counts as illegal harassment, you can learn more about your rights, read our guide on hostile work environment, or get matched to request a free consultation.

What to write down each time something happens

Try to make an entry as soon as you can after each incident. Stick to facts. Write what you saw, heard, or experienced in plain words.

Use this checklist for each entry:
- Date and time
- Location
- Name and job title of the person involved
- Exactly what was said or done
- Names of witnesses
- How it affected your work or made you feel
- Whether you told a manager, HR, or anyone else
- What response you got
- Whether it happened before

Helpful example format:
1. Date/time: April 8, 2026, about 3:15 p.m.
2. Location: Break room
3. What happened: Supervisor said, "You people do not belong here," in front of two coworkers.
4. Witnesses: Maria R., James T.
5. Reported to: HR by email at 5:40 p.m.
6. Response: No reply yet

If you want more help getting organized, see our tools, the harassment documentation log, and our guide on how to report harassment at work.

Tips for making your notes stronger

Write facts, not guesses. Instead of "my boss is trying to get rid of me," write what happened: "My boss cut my shifts the day after I complained." Specific facts are usually more useful than conclusions.

Be consistent. If the conduct happens again, add a new entry. A timeline can matter, especially if the behavior gets worse after a complaint or after you ask for leave or an accommodation.

Include reporting steps. If you told HR, a manager, a union representative, or another supervisor, note when and how you reported it. If there was retaliation after your complaint, that may also matter. You can read more about retaliation after a complaint and sexual harassment at work.

Deadlines for employment claims vary by state and claim, and some can be short. In some situations, deadlines may start running quickly, so confirm timing with a licensed attorney as soon as you can.

A simple free template you can copy

You can copy this format into a notebook or personal notes app and make one entry for each incident:

• Entry number:
• Date:
• Time:
• Location:
• Person involved:
• Their role at work:
• What exactly happened:
• Exact words used, if you remember them:
• Witnesses:
• Did this relate to race, sex, pregnancy, religion, disability, age, national origin, or another protected issue?:
• Did you report it?:
• Who did you report it to?:
• How did you report it (in person, email, text, hotline)?:
• What response did you get?:
• How did this affect your job, schedule, pay, health, or sense of safety?:
• Did anything else happen after you reported it?:

Workplace rights generally apply regardless of immigration status. If you are new to the US or more comfortable in another language, you may still have workplace rights. Learn more at workplace rights for immigrant workers and non-English-speaking workers.

What to do next if you think the harassment is illegal

A log is a starting point, not the whole process. Depending on the facts, you might also review your company policy, report the conduct internally, and talk with a licensed employment attorney about what steps may make sense.

WorkRightMatch is not a law firm and not your lawyer. We do not give legal advice. We are a free attorney-matching and educational service that helps workers connect with independent, licensed employment attorneys. Many employment attorneys handle these matters on a contingency fee and often offer a free consultation, but fees and representation are decided directly between you and the attorney.

If you want to talk through your situation, get matched for a free consultation request. You can also read what counts as wrongful termination if you were fired, or filing an EEOC charge if you are trying to understand one possible next step.