Has an employee crossed the line? A “Sample Letter To Tell An Employee To Stop Harassment” helps address it. This letter is used when an employee’s behavior creates a hostile work environment. It’s a formal way to document the issue and demand change.
Do you need help crafting this important letter? We’ve got you covered. We will share examples and samples for you. These templates will make writing easier.
This article provides ready-to-use samples. You can adapt them to your specific situation. Let’s make sure your message is clear and effective.
Sample Letter To Tell An Employee To Stop Harassment
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
RE: Addressing Inappropriate Conduct
This letter addresses concerns regarding your behavior and its impact on other employees. We have received reports indicating that you have engaged in conduct that violates our company’s harassment policy.
Specifically, [briefly and factually describe the inappropriate behavior, including dates/times if possible. Be specific, e.g., “making inappropriate comments about a coworker’s appearance,” or “sending offensive emails”].
This behavior is unacceptable and will not be tolerated. Our company is committed to providing a work environment free of harassment for all employees. Your actions are a direct violation of this commitment and our company’s policy prohibiting harassment, which you acknowledged upon hire.
You are directed to immediately cease all behavior that could be construed as harassment. This includes [explicitly state what the employee needs to stop doing, e.g., “making inappropriate jokes,” “sending offensive emails,” “engaging in unwanted physical contact”].
We are taking this matter seriously. Failure to comply with this directive and our company policy will result in further disciplinary action, up to and including termination of employment.
We expect your full cooperation in this matter. You are required to attend a meeting with [Name(s) of HR representative(s) or manager(s)] on [Date] at [Time] in [Location] to discuss this further.
Sincerely,
[Your Name]
How to Write Sample Letter To Tell An Employee To Stop Harassment
Subject Line: Concision is Key
- Be direct. A vague subject line undermines the gravity of the situation.
- Example: “Cease of Harassment and Policy Violation Notification” – Immediately conveys the purpose.
- Avoid ambiguity.
Salutation: Professional Courteousness
- Address the employee by name. “Dear [Employee Name],” maintains a semblance of respect while asserting authority.
- Avoid familiarity. This isn’t a friendly chat; it’s a formal reprimand.
Opening Paragraph: Unambiguous Accusation
- State the purpose unequivocally. “This letter addresses your egregious behavior, specifically the harassment of [Victim’s Name(s)].”
- Reference specific incidents. Documentation is your bulwark.
- Avoid equivocating language. Assert the harassment occurred; don’t suggest it might have.
Body Paragraphs: Articulating Unacceptable Conduct
- Detail each instance of harassment with specificity. Dates, times, locations, and witnesses are crucial.
- Cite the company’s anti-harassment policy. Reinforce the violation and its implications.
- Explain the impact of the employee’s actions. Highlight the distress caused to the victim and the disruption to the workplace.
Demand for Cessation: An Imperative Directive
- Clearly state that the harassing behavior must cease immediately. “You are hereby directed to immediately cease all harassing behavior towards [Victim’s Name(s)].”
- Outline expected behavioral changes. Be explicit about what constitutes acceptable conduct.
- Mention potential disciplinary actions. “Failure to comply will result in further disciplinary action, up to and including termination of employment.”
Company Support and Resources: Offering Redress
- Inform the employee about available resources, such as EAP or counseling services, without implying culpability.
- Reiterate the company’s commitment to a safe and respectful workplace. Reinforce the organizational stance on harassment.
- Offer a point of contact for questions or concerns about the policy.
Closing: Formal Resolution
- Use a formal closing, such as “Sincerely,” or “Regards,” followed by your name and title.
- Ensure the letter is signed and dated.
- Provide copies to HR and legal counsel, maintaining scrupulous records.
Frequently Asked Questions: Cease and Desist Harassment Letter
This section provides answers to common questions regarding the process of issuing a formal letter instructing an employee to cease harassing behavior.
It is crucial to address harassment promptly and effectively to maintain a respectful workplace.
What should be included in a cease and desist harassment letter?
The letter should clearly identify the harassing behavior, state that it violates company policy, and instruct the employee to immediately stop the behavior. It should also outline potential consequences for continued harassment.
Can I use a template for a cease and desist harassment letter?
Yes, templates can be helpful, but ensure the letter is tailored to the specific situation and accurately reflects the harassment that occurred. Consult with HR and legal counsel.
What if the employee denies the harassment?
A thorough investigation is essential. Even if the employee denies the allegations, the letter should still be issued if the investigation supports the claim of harassment. Document all findings.
Should I involve HR before sending the letter?
Yes, always involve HR. They can ensure the letter complies with company policy and relevant laws, and they can provide guidance throughout the process.
What are the potential consequences if the employee continues to harass after receiving the letter?
Consequences may include disciplinary action up to and including termination of employment, as well as potential legal repercussions for the employee and the company.
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