Home How to Record a Harassment Incident at Work for a Small Business
How to Record a Harassment Incident at Work for a Small Business
Recording a harassment incident creates a clear note of what happened, who was involved and what steps followed. Since 26 October 2024 employers must take reasonable steps to prevent sexual harassment of their staff; from 30 October 2026 they must take all reasonable steps, and must not permit harassment of staff by customers and other third parties. A simple record helps show those steps. See the EHRC guidance and Acas.
Note the basic facts straight away
Write the date, time and place as soon as possible after the report. Include what was said or done in the person's own words where you can. List anyone who saw or heard it and what they said. Note the immediate action, such as speaking to the customer or offering the staff member a break. Do this while details are fresh. Keep the note factual.
Store the record securely and limit access
Keep the record in a locked drawer or a password protected file that only the owner or manager can open. Do not leave notes on the counter or in a shared diary. Tell the staff member that the record exists and who can see it. Archive old records after a set period if no longer needed. This protects privacy.
Follow up and link the record to further action
Use the record to decide what else is needed, such as a further conversation with the third party or a change to the rota. Note any follow up and the date. Share a summary with the next shift if the situation could repeat. After a few weeks, check with the staff member whether the steps helped. The record shows the duty in action.
Review records for patterns
Look at all records every few months. Spot if certain times, locations or types of third party appear more than once. Use that information to adjust your risk assessment or training. Keep a short summary of what the review found. Regular review helps meet the duty on an ongoing basis.
FAQ
How detailed does the record need to be?
Include the date, what happened, who was involved and what you did. A short factual note is enough for most small businesses.
Who should be allowed to see the record?
Limit access to the people who need it to manage the situation, usually the owner and any named manager. Do not share it widely.
Take the free 8 question quiz to check your current approach.
The Harassment Duty Kit at £79 includes practical templates and checklists for small hospitality businesses.
Not legal advice.