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Free Harassment Policy Templates for Small Business

Free harassment policy templates for small business, including New York, California, and Chicago versions with state requirements. Download as DOCX.

Nick Anisimov

Nick Anisimov

FirstHR Founder

Compliance•
•
16 min

Harassment Policy Templates

9 free, ready-to-adapt workplace harassment policies for small business: a comprehensive flagship, an anti-discrimination version, a plain-language small-team version, a zero-tolerance variant, and state-specific policies for New York, California, Chicago, Connecticut, and Maine. Download as DOCX.

A harassment policy is the written document that states your commitment to a workplace free from harassment, defines what harassment is, and sets out how employees report it and how you respond. For a small business owner adopting one for the first time, it does two jobs at once. It sets clear expectations for everyone on the team, and it builds the documented, reasonable-care record that protects the business if a complaint is ever filed.

These nine policies cover the common situations: a comprehensive flagship for most employers, a combined anti-harassment and anti-discrimination version, a genuinely short small-business version for a team with no HR, a zero-tolerance variant, and five state-specific policies written to track the distinct requirements in New York, California, Chicago, Connecticut, and Maine. Each is free to download, with the federal, state, and acknowledgment guidance the generic samples leave out. Because a harassment policy usually lives inside a broader handbook, the employee handbook templates are a natural companion.

TL;DR
A harassment policy (also called a workplace or anti-harassment policy) is a written document that prohibits workplace harassment and sets out how to report and respond to it. A complete policy includes a statement, scope, definitions, examples, multi-channel reporting, investigation, non-retaliation, consequences, and a signed acknowledgment. Federal Title VII applies at 15 employees, but states like New York require a policy for all employers and several require training. Download nine free policies as DOCX, including New York, California, Chicago, Connecticut, and Maine versions, then have counsel review before adopting. This is general information, not legal advice.

What a Harassment Policy Is

A harassment policy, also called a workplace harassment policy or anti-harassment policy, is a written document that prohibits harassment in the workplace, defines it, and explains how employees report concerns and how the employer investigates and responds. It names the protected characteristics covered, gives examples of prohibited conduct, and sets out the consequences of a violation.

Its value is twofold. It communicates a clear standard to everyone in the workplace, and it builds the documented record that helps an employer establish a reasonable-care defense if harassment is reported. The terms are interchangeable: a harassment policy, a workplace harassment policy, an anti-harassment policy, and an employee harassment policy all describe the same document. The guide to workplace harassment covers the underlying concepts in more depth.

What to Include in a Harassment Policy

A complete harassment policy covers four groups of elements: the statement and scope, the definitions and examples, the reporting and investigation procedure, and the protections and consequences. The reporting procedure and the acknowledgment are what thin templates most often skip, and they are what make a policy both usable and defensible.

Statement and scope
A clear commitment to a harassment-free workplace
Who and what the policy covers
Protected characteristics named explicitly
Definitions and examples
Harassment and sexual harassment defined
Quid pro quo vs hostile environment
Concrete verbal, physical, visual, and digital examples
Reporting and investigation
Multiple reporting channels, not just one
A contact outside the chain of command
A prompt, impartial, confidential investigation
Protection and consequences
A clear non-retaliation guarantee
Discipline up to and including termination
A signed acknowledgment of receipt

The two parts that do the most work are the multi-channel reporting procedure and the signed acknowledgment. Give employees more than one person to report to, including someone outside their chain of command, and collect a signature confirming each employee received the policy. The closely related issue of workplace retaliation is worth understanding, since the non-retaliation guarantee is a core part of any harassment policy.

Which Policy Should You Use?

Start with how comprehensive you need the document to be, whether you want harassment and discrimination combined, and whether you operate in a state with its own requirements. The flagship works for most employers; the combined version covers both topics in one document; the small-business version is short and plain; the zero-tolerance version is the strongest-statement variant; and the New York, California, Chicago, Connecticut, and Maine versions track those specific jurisdictions. Use this guide to choose, then adapt.

Workplace Harassment Policy
The comprehensive flagship
The full policy: statement, scope, definitions, examples, multi-channel reporting, investigation, non-retaliation, consequences, manager duties, training, and an acknowledgment form. The default for most employers.
Anti-Harassment and Anti-Discrimination
Both in one document
Combines harassment and discrimination into a single equal-opportunity policy. Use this when you want one document that covers protected-class harassment and discriminatory employment decisions together.
Small Business Version
Short and plain-language
A genuinely short, plain-language policy for a small team with no HR. Names one designated contact plus a backup outside the chain of command. The version that fits an owner-run business.
Zero-Tolerance Policy
Strong-statement variant
An explicit zero-tolerance framing for employers who want the strongest signal, with a clear note that zero tolerance means a prompt response to every violation, applied with fair process and proportionate discipline.
New York Version
All employers, any size
Tracks New York's requirements: an included complaint form, the lower not-severe-or-pervasive standard, rights-and-remedies language, distribution at hire and annually, and annual training for all employers regardless of size.
California Version
FEHA and 2 CCR 11023
Tracks California's required policy elements: the full FEHA protected-category list, the internal complaint process, external CRD and EEOC filing, anti-retaliation, and the SB 1343 training tie-in for employers with five or more.
Chicago Version
City plus Illinois rules
Tracks Chicago's added rules on top of Illinois: a written policy delivered in the first week and in the employee's primary language, clear reporting, annual plus bystander training, and five-year recordkeeping.
Connecticut Version
Time's Up Act, 3+
Tracks Connecticut's Time's Up Act: the workplace posting, the statutory definition and remedies, and the requirement to distribute the information to each employee within three months of hire by email, website, or a CHRO link.
Maine Version
26 M.R.S. 807
Tracks Maine's requirements: the workplace posting and an annual individual written notice to every employee describing harassment and the protections against it, plus training at 15 or more employees.
Match the Policy to Your Situation
Most employers wanting a complete document: Workplace Harassment Policy. One document covering both harassment and discrimination: Anti-Harassment and Anti-Discrimination. A small team that wants something short and plain: Small Business Version. The strongest possible statement: Zero-Tolerance Policy. Employees in New York, California, Chicago, Connecticut, or Maine: start from the matching state version, which tracks that jurisdiction's specific requirements. Whichever you choose, name a real reporting contact plus a backup, fill in the brackets, and have it reviewed by an attorney before adopting.

9 Free Harassment Policy Templates

Download all seven as a single Word document or copy individual policies. Each follows the same structure: a commitment statement, scope, definitions, examples, multi-channel reporting, investigation, non-retaliation, consequences, and a signed acknowledgment, with a clear not-legal-advice disclaimer. The first four work in any state; the last three are written to track the specific requirements in New York, California, and Chicago. Fill in the brackets, name your contacts, and have counsel review before you adopt.

Download All 9 Harassment Policy Templates
Comprehensive, anti-discrimination, small-business, zero-tolerance, plus New York, California, Chicago, Connecticut, and Maine. All in one DOCX.

Template 1: Workplace Harassment Policy (Comprehensive)

The full flagship policy: statement, scope, definitions, examples, multi-channel reporting, investigation, non-retaliation, consequences, manager duties, a training reference, and an acknowledgment form. The default for most employers.

Workplace Harassment Policy (Comprehensive)
WORKPLACE HARASSMENT POLICY
[Company Name]
Effective date: _ Last reviewed: _
Policy owner: __ (name / title)
1. POLICY STATEMENT
[Company Name] is committed to providing a work environment free from harassment,
where every employee is treated with respect and dignity. We do not tolerate
harassment of or by employees, supervisors, owners, clients, vendors, or visitors.
Harassment based on any protected characteristic is against the law and against our
values, and we will address any violation of this policy promptly and fairly.
This policy applies to everyone in our workplace and compliance with it is a
condition of employment. Every employee shares responsibility for keeping our
workplace free from harassment by following this policy, treating others with
respect, and reporting conduct that violates it.
2. SCOPE
This policy applies to all employees, including full-time, part-time, temporary,
and seasonal staff, as well as interns, applicants, contractors, and volunteers.
It covers conduct that occurs:
•In the workplace and on company property
•At any work-related setting, including business trips, conferences, training,
company events, and social functions
•At client, customer, or vendor sites
•Through any work-related communication, including email, phone, text, chat,
video calls, and social media connected to work, whether on company or personal
devices
This policy also covers harassment by or toward non-employees with whom employees
interact in the course of work, such as customers, clients, vendors, and visitors.
If you are harassed by a non-employee, report it the same way you would report
harassment by a coworker, and we will take appropriate action.
3. DEFINITIONS
HARASSMENT
Harassment is unwelcome conduct directed at a person because of a protected
characteristic, when the conduct creates an intimidating, hostile, or offensive
work environment, or when enduring the conduct becomes a condition of continued
employment. Harassment can be verbal, physical, visual, or digital, and it can come
from a supervisor, a coworker, or a non-employee.
PROTECTED CHARACTERISTICS
Protected characteristics include race, color, religion, creed, sex, pregnancy,
childbirth and related conditions, sexual orientation, gender identity or
expression, national origin, ancestry, age (40 and over), physical or mental
disability, medical condition, genetic information, marital status, military or
veteran status, citizenship status, and any other characteristic protected by
applicable federal, state, or local law.
SEXUAL HARASSMENT
Sexual harassment is a specific form of harassment that includes unwelcome sexual
advances, requests for sexual favors, and other unwelcome verbal, physical, or
visual conduct of a sexual nature. It takes two recognized forms:
•Quid pro quo ("this for that"): when submission to or rejection of unwelcome
sexual conduct is used, explicitly or implicitly, as the basis for an employment
decision such as hiring, pay, promotion, assignment, or continued employment.
•Hostile work environment: when unwelcome conduct of a sexual nature, or based on
sex, is severe or pervasive enough to create a work environment that a reasonable
person would find intimidating, hostile, or abusive. A single serious incident
can be enough, or a hostile environment can build from a pattern of smaller
incidents over time.
Sexual harassment can occur between any individuals regardless of their sex or
gender, and is prohibited in all forms.
RETALIATION
Retaliation is any adverse action taken against a person because they reported
harassment, opposed harassment, filed a complaint, or participated in good faith in
an investigation. Adverse actions include termination, demotion, discipline,
reduced hours, undesirable assignments, exclusion, or any other action that would
discourage a reasonable person from reporting.
4. EXAMPLES OF PROHIBITED CONDUCT
The following are examples of conduct that may violate this policy. This list is
illustrative, not exhaustive.
Verbal:
•Slurs, epithets, name-calling, or derogatory comments based on a protected
characteristic
•Unwelcome sexual comments, jokes, innuendo, or questions about a person's sex
life, body, or appearance
•Unwelcome sexual advances, propositions, or repeated requests for dates
•Threats, intimidation, or demeaning remarks tied to a protected characteristic
Physical:
•Unwanted touching, hugging, kissing, patting, or brushing against a person
•Blocking movement, cornering, or impeding someone's path
•Assault, or any threat or attempt of physical harm
•Unwelcome sexual gestures
Visual:
•Displaying or sharing offensive or sexually suggestive images, posters,
cartoons, or objects
•Offensive or demeaning gestures
•Leering, staring, or suggestive looks
Digital:
•Sending harassing or sexually explicit emails, texts, messages, or images
•Posting harassing or demeaning content about a coworker on social media
•Sharing inappropriate content through work systems or channels
5. HOW TO REPORT HARASSMENT
If you experience or witness harassment, report it as soon as possible. Prompt
reporting allows us to investigate and respond before the situation worsens. You do
not have to be the target of harassment to report it.
You may report to any of the following, so that you are never required to report
only to the person involved:
•Your direct manager or supervisor
•[Name / title of designated contact, for example the owner or office manager]
•[Backup contact / title, outside the normal chain of command]
You may report verbally or in writing, and you may use whichever channel you are
most comfortable with. When you report, please include, to the extent you can: what
happened, who was involved, when and where it occurred, whether anyone else
witnessed it, and any documents or messages that are relevant. If you are not sure
whether something violates this policy, report it anyway and let us evaluate it.
We will treat every report seriously, handle it as confidentially as the
investigation allows, and inform you of the general outcome where appropriate.
6. CONFIDENTIALITY
We will keep reports and investigations as confidential as possible, sharing
information only with those who need it to investigate, respond, or take corrective
action. We cannot promise absolute confidentiality, because a fair investigation
may require speaking with the accused and with witnesses, but we will protect
privacy to the greatest extent we reasonably can and will not tolerate gossip or
disclosure that could harm anyone involved.
7. INVESTIGATION PROCESS
We will investigate every report promptly, thoroughly, and impartially. A typical
investigation follows these steps:
1. Acknowledge the report and, if needed, take interim measures to protect the
people involved (for example, adjusting schedules or reporting lines) without
penalizing the person who reported.
2. Interview the person who reported, the person accused, and any witnesses, and
gather relevant documents or messages.
3. Evaluate the information gathered fairly, giving both the reporting and the
accused person a chance to be heard.
4. Reach a conclusion based on the facts, and determine appropriate corrective
action if the policy was violated.
5. Communicate the outcome to the people involved to the extent appropriate, and
document the investigation and its result.
6. Follow up to confirm that the conduct has stopped and that no retaliation has
occurred.
8. NON-RETALIATION
We strictly prohibit retaliation against anyone who reports harassment in good
faith, opposes harassment, or participates in an investigation. Retaliation is a
serious violation of this policy in its own right, and anyone who retaliates will be
subject to discipline, up to and including termination, regardless of the outcome
of the underlying complaint. If you believe you have experienced retaliation, report
it immediately using the channels in Section 5.
9. CONSEQUENCES
Anyone who violates this policy will be subject to disciplinary action,
appropriate to the severity and circumstances of the conduct, up to and including
termination of employment. Discipline may include a warning, mandatory training,
reassignment, suspension, or termination. Where appropriate, we will also take
steps to prevent the conduct from recurring. Serious misconduct, such as assault or
a credible threat, may warrant immediate termination.
10. GOOD-FAITH REPORTING
We expect all reports to be made in good faith. No one will be disciplined for
making a good-faith report that turns out, after investigation, to be unsubstantiated.
However, a report that is knowingly false or made in bad faith is itself a violation
of this policy and may result in discipline. The goal of this provision is to
protect honest reporting, not to discourage it.
11. MANAGER AND SUPERVISOR RESPONSIBILITIES
Managers and supervisors hold additional responsibility under this policy. They
must:
•Model respectful, appropriate behavior at all times
•Take every report and concern seriously, and never dismiss or minimize it
•Report harassment they observe or learn about through the proper channel, even
if no formal complaint has been made
•Maintain confidentiality to the extent possible
•Never retaliate, and never tolerate retaliation by others
•Support a workplace where employees feel safe raising concerns
12. TRAINING
[Company Name] provides harassment-prevention training to employees as a matter of
good practice and as required by applicable law. Several states require harassment-
prevention training on a set schedule; where training is mandated, we will provide
it within the required timeframe and keep records of completion. Employees are
expected to complete assigned training.
13. POLICY REVIEW
We review this policy periodically and update it as laws and our workplace change.
Questions about this policy may be directed to [contact name / title].
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received, read, and understand the [Company Name]
Workplace Harassment Policy. I understand that compliance with this policy is a
condition of my employment, and that I am expected to report conduct that violates
it. I understand that my signature confirms receipt of this policy and does not
waive any of my rights.
Employee name (print): __
Employee signature: __ Date: _
Manager / witness (optional): __ Date: _
DISCLAIMER: This is a sample template provided for general informational purposes
only and is not legal advice. It is a starting point, not a guarantee of compliance
in any jurisdiction. Harassment and anti-discrimination law varies by state and
locality, and requirements change over time. Have this policy reviewed and adapted
by an employment attorney licensed in your state before adopting or distributing
it.

Template 2: Anti-Harassment and Anti-Discrimination Policy

Combines harassment and discrimination into one equal-opportunity policy. Use this when you want a single document covering protected-class harassment and discriminatory employment decisions together.

Anti-Harassment and Anti-Discrimination Policy
ANTI-HARASSMENT AND ANTI-DISCRIMINATION POLICY
[Company Name]
Effective date: _ Last reviewed: _
Policy owner: __ (name / title)
1. EQUAL EMPLOYMENT COMMITMENT
[Company Name] is an equal opportunity employer. We are committed to a workplace
free from discrimination and harassment, and we make all employment decisions based
on merit, qualifications, and the needs of the business. We provide equal
employment opportunity to all employees and applicants without regard to any
protected characteristic, and we expect everyone to support that commitment.
Compliance with this policy is a condition of employment for every employee,
supervisor, and owner.
2. PROTECTED CHARACTERISTICS
This policy protects against discrimination and harassment based on race, color,
religion, creed, sex, pregnancy, childbirth and related conditions, sexual
orientation, gender identity or expression, national origin, ancestry, age (40 and
over), physical or mental disability, medical condition, genetic information,
marital status, military or veteran status, citizenship status, and any other
characteristic protected by applicable federal, state, or local law.
3. PROHIBITED DISCRIMINATION
We prohibit discrimination in every aspect of employment, including recruitment,
hiring, job assignment, compensation, benefits, training, promotion, discipline,
layoff, and termination, when it is based on a protected characteristic.
Discrimination means treating a person less favorably because of who they are
rather than how they perform, and it is prohibited whether it is intentional or the
result of a policy or practice that has an unjustified discriminatory effect.
4. PROHIBITED HARASSMENT
We also prohibit harassment based on any protected characteristic. Harassment is
unwelcome conduct that creates an intimidating, hostile, or offensive work
environment, or that is made a condition of employment. It can be verbal, physical,
visual, or digital, and it can come from a supervisor, a coworker, or a
non-employee.
SEXUAL HARASSMENT
Sexual harassment is specifically prohibited and takes two recognized forms:
•Quid pro quo: when submission to or rejection of unwelcome sexual conduct is used
as the basis for an employment decision.
•Hostile work environment: when unwelcome conduct of a sexual nature, or based on
sex, is severe or pervasive enough to create an abusive working environment. A
single serious incident can be enough, or it can build from a pattern.
Sexual harassment can occur between any individuals regardless of sex or gender.
5. SCOPE
This policy applies to all employees, including full-time, part-time, temporary,
and seasonal staff, as well as interns, applicants, contractors, and volunteers. It
covers conduct in the workplace, at work-related events, on business travel, at
client and vendor sites, and through any work-related communication, including
email, text, chat, video calls, and work-related social media. It also covers
conduct by or toward non-employees such as customers, clients, and vendors.
6. EXAMPLES OF PROHIBITED CONDUCT
The following are examples, not an exhaustive list:
•Making a hiring, pay, promotion, or termination decision based on a protected
characteristic
•Slurs, epithets, jokes, or insults based on a protected characteristic
•Unwelcome sexual advances, comments, or requests for sexual favors
•Unwanted physical contact, blocking movement, or assault
•Displaying or sharing offensive or sexually suggestive images or messages, in
person or online
•Demeaning comments about a person's protected status
•Excluding or isolating a person because of a protected characteristic
7. HOW TO REPORT
If you experience or witness discrimination or harassment, report it as soon as
possible to any of the following, so you are never limited to reporting to the
person involved:
•Your manager or supervisor
•[Name / title of designated contact]
•[Backup contact / title, outside the normal chain of command]
You may report verbally or in writing. Please include what happened, who was
involved, when and where, any witnesses, and any relevant documents or messages. If
you are unsure whether something violates this policy, report it and let us
evaluate it.
8. CONFIDENTIALITY AND INVESTIGATION
We investigate all reports promptly, thoroughly, and impartially, and we keep them
as confidential as the investigation allows. The investigation will include
interviewing the people involved and any witnesses and reviewing relevant
information. Both the reporting and the accused person will have a fair chance to be
heard. We will document the investigation and outcome, take appropriate corrective
action where the policy was violated, and follow up to confirm the conduct has
stopped.
9. NON-RETALIATION
We strictly prohibit retaliation against anyone who reports discrimination or
harassment in good faith, opposes it, or participates in an investigation.
Retaliation is itself a serious violation of this policy, independent of the outcome
of the underlying complaint, and will result in discipline up to and including
termination.
10. CONSEQUENCES
Violations of this policy result in disciplinary action appropriate to the severity
and circumstances of the conduct, up to and including termination of employment.
Where appropriate, we will also take steps to prevent the conduct from recurring.
11. TRAINING AND REVIEW
We provide anti-harassment and anti-discrimination training as required by
applicable law and as good practice, keep records of completion where required, and
review this policy periodically as laws and our workplace change. Questions may be
directed to [contact name / title].
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received, read, and understand the [Company Name]
Anti-Harassment and Anti-Discrimination Policy. I understand that compliance is a
condition of my employment. I understand that my signature confirms receipt and
does not waive any of my rights.
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template provided for general informational purposes
only and is not legal advice. It is a starting point, not a guarantee of compliance
in any jurisdiction. Anti-discrimination and harassment law varies by state and
locality, and requirements change over time. Have this policy reviewed and adapted
by an employment attorney licensed in your state before adopting or distributing
it.
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Template 3: Small Business Harassment Policy (Plain Language)

A genuinely short, plain-language policy for a small team with no HR. Names one designated contact plus a backup outside the chain of command. The version that fits an owner-run business.

Small Business Harassment Policy (Plain Language)
HARASSMENT POLICY
[Company Name]
Effective date: _
OUR COMMITMENT
[Company Name] is committed to a respectful workplace where everyone is treated
fairly. We do not tolerate harassment of any kind. This policy applies to every
person who works here, in any role.
WHAT HARASSMENT IS
Harassment is unwelcome behavior toward someone because of a protected
characteristic such as race, color, religion, sex, sexual orientation, gender
identity, national origin, age, disability, or pregnancy, when it creates an
intimidating, hostile, or offensive environment. Sexual harassment, which includes
unwelcome advances and a hostile environment of a sexual nature, is also
prohibited. This applies in the workplace, at work events, and in any work-related
messages or calls.
HOW TO REPORT A PROBLEM
If you experience or see harassment, tell us right away. You can report to:
•[Owner / manager name and title]
•[Backup person and title, in case the first person is involved]
You can report in person or in writing. We will take it seriously, keep it as
private as we can, and look into it fairly. You will not get in trouble for making
a good-faith report.
WHAT HAPPENS NEXT
We will look into every report promptly and fairly, talk with the people involved,
and decide on the right action. Anyone who violates this policy may face
discipline, up to and including being let go. We will not retaliate against anyone
for reporting a concern or helping with a review, and retaliation by anyone else is
also against this policy.
ACKNOWLEDGMENT
I have received and read this Harassment Policy and understand it.
Employee name: __
Signature: __ Date: _
This is a sample template for general information only, not legal advice.
Harassment law varies by state and locality. Have a qualified employment attorney
review this policy before you adopt it.

Template 4: Zero-Tolerance Harassment Policy

An explicit zero-tolerance framing for the strongest signal, with a clear note that zero tolerance means a prompt response to every violation, applied with fair process and proportionate discipline rather than automatic termination.

Zero-Tolerance Harassment Policy
ZERO-TOLERANCE HARASSMENT POLICY
[Company Name]
Effective date: _ Last reviewed: _
Policy owner: __ (name / title)
1. ZERO-TOLERANCE STATEMENT
[Company Name] maintains a zero-tolerance approach to harassment. We do not
tolerate harassment of any kind, by or toward any employee, supervisor, owner,
client, vendor, or visitor, and we will respond to every substantiated violation
with firm, prompt action. A respectful, harassment-free workplace is
non-negotiable, and compliance with this policy is a condition of employment.
WHAT "ZERO TOLERANCE" MEANS
Zero tolerance means we take every report seriously, investigate it, and respond to
every confirmed violation, with discipline proportionate to the severity and
circumstances of the conduct. It does not mean that every report results in
automatic termination regardless of the facts. We apply fair process and sound
judgment, while making clear that harassment has real and immediate consequences
here.
2. SCOPE
This policy applies to all employees, including full-time, part-time, temporary,
and seasonal staff, as well as interns, applicants, contractors, and volunteers. It
covers conduct in the workplace, at work-related events, on business travel, at
client and vendor sites, and through any work-related communication, including
email, text, chat, video calls, and work-related social media. It also covers
conduct by or toward non-employees such as customers, clients, and vendors.
3. PROTECTED CHARACTERISTICS
This policy prohibits harassment based on race, color, religion, creed, sex,
pregnancy, sexual orientation, gender identity or expression, national origin,
ancestry, age (40 and over), physical or mental disability, medical condition,
genetic information, marital status, military or veteran status, citizenship
status, and any other characteristic protected by applicable federal, state, or
local law.
4. WHAT IS PROHIBITED
We prohibit all harassment based on a protected characteristic, in every form:
•Verbal: slurs, jokes, insults, unwelcome sexual comments, or unwelcome advances
•Physical: unwanted touching, blocking movement, or assault
•Visual: offensive images, gestures, or displays
•Digital: harassing messages, posts, or images on any platform
Sexual harassment is specifically prohibited and includes both quid pro quo
harassment (tying an employment decision to unwelcome sexual conduct) and a hostile
work environment (unwelcome conduct of a sexual nature that is severe or pervasive).
5. REPORTING
Report any harassment immediately. You do not have to be the target to report it.
You may report to any of the following, so you are never required to report only to
the person involved:
•Your manager or supervisor
•[Name / title of designated contact]
•[Backup contact / title, outside the normal chain of command]
Reports may be verbal or in writing. We keep reports as confidential as the
investigation allows, sharing information only with those who need it to investigate
and respond.
6. PROMPT RESPONSE AND INVESTIGATION
We investigate every report promptly, thoroughly, and impartially. We interview the
people involved and any witnesses, review relevant information, and give both the
reporting and the accused person a fair chance to be heard. We act quickly to stop
confirmed harassment, document the investigation and outcome, and follow up to
confirm the conduct has stopped and no retaliation has occurred.
7. NON-RETALIATION
Retaliation against anyone who reports harassment in good faith, opposes
harassment, or participates in an investigation is strictly prohibited and is itself
a serious violation of this policy. Anyone who retaliates will face discipline up to
and including termination, regardless of the outcome of the underlying complaint.
8. CONSEQUENCES
Confirmed violations result in disciplinary action up to and including termination,
based on the severity and circumstances of the conduct. Serious misconduct, such as
assault, a credible threat, or egregious harassment, may warrant immediate
termination on a first offense. Lesser violations may result in a warning,
mandatory training, reassignment, or suspension, escalating with severity or
repetition. In all cases, our response is prompt and proportionate.
9. GOOD-FAITH REPORTING AND TRAINING
No one will be disciplined for a good-faith report that proves unsubstantiated. A
knowingly false report, however, is itself a violation. We provide harassment-
prevention training as required by law and as good practice, keep records of
completion where required, and review this policy periodically.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received, read, and understand the [Company Name]
Zero-Tolerance Harassment Policy. I understand that compliance is a condition of my
employment, and that my signature confirms receipt and does not waive any of my
rights.
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template provided for general informational purposes
only and is not legal advice. It is a starting point, not a guarantee of compliance
in any jurisdiction. Harassment law varies by state and locality, and requirements
change over time. Have this policy reviewed and adapted by an employment attorney
licensed in your state before adopting or distributing it.

Template 5: New York Sexual Harassment Prevention Policy

Written to track New York's requirements, which apply to all employers regardless of size: an included complaint form, the lower not-severe-or-pervasive standard, rights-and-remedies language, distribution at hire and at each annual training, and annual training for all employees.

New York Sexual Harassment Prevention Policy
SEXUAL HARASSMENT PREVENTION POLICY (NEW YORK)
[Company Name]
Effective date: _ Last reviewed: _
NOTE: New York State requires every employer, regardless of size, to adopt a sexual
harassment prevention policy that meets or exceeds state minimum standards, to
include a complaint form, to distribute the policy in writing at hiring and at each
annual training, and to provide annual sexual harassment prevention training. This
template is written to track those requirements, but you must confirm it against
current New York State Department of Labor and Division of Human Rights guidance.
1. POLICY STATEMENT
[Company Name] is committed to maintaining a workplace free from sexual harassment.
Sexual harassment is a form of unlawful discrimination under federal, New York
State, and applicable local law, and it will not be tolerated. This policy applies
to all employees, applicants, interns (paid and unpaid), and non-employees in our
workplace, regardless of immigration status. Compliance is a condition of
employment.
2. WHAT SEXUAL HARASSMENT IS
Sexual harassment is unwelcome conduct based on sex, sexual orientation, gender
identity or expression, or the status of being transgender. Under New York law,
harassment is unlawful when it subjects an individual to inferior terms,
conditions, or privileges of employment; it does not need to be severe or pervasive
to be unlawful. Sexual harassment includes:
•Quid pro quo harassment, where submission to or rejection of unwelcome sexual
conduct is tied to an employment decision
•A hostile work environment created by unwelcome conduct of a sexual nature
•Unwelcome physical, verbal, visual, or digital conduct of a sexual nature
3. EXAMPLES OF PROHIBITED CONDUCT
•Unwelcome sexual advances, comments, jokes, or questions
•Unwanted touching, gestures, or physical contact
•Displaying or sharing sexually suggestive images or messages
•Sexual or gender-based remarks, including about transgender status
•Retaliation against anyone who reports or opposes harassment
4. REPORTING AND COMPLAINT PROCEDURE
Anyone who experiences or witnesses sexual harassment is encouraged to report it.
You may report to any of the following, so you are never required to report only to
the person involved:
•Your manager or supervisor
•[Name / title of designated contact]
•[Backup contact / title, outside the normal chain of command]
A complaint form is available at [location, for example the company's internal site
or from the designated contact], and is included with this policy. You may submit a
complaint in writing using that form, or report verbally and a written record will
be made. Managers and supervisors who receive a complaint or observe harassment
must report it to [designated contact].
5. INVESTIGATION
We will conduct a timely, thorough, and confidential investigation that ensures due
process for all parties. The investigation will include interviewing the people
involved and any witnesses, reviewing relevant documents, and reaching a conclusion
based on the facts. We will keep the investigation as confidential as possible and
inform the parties of the outcome, and we will document the investigation and its
resolution.
6. YOUR RIGHTS AND REMEDIES
Sexual harassment is prohibited by Title VII of the federal Civil Rights Act
(employers with 15 or more employees), the New York State Human Rights Law (all
employers), and applicable local law. In addition to this internal procedure,
employees may file a complaint with the New York State Division of Human Rights, the
federal Equal Employment Opportunity Commission, or, where applicable, a local
human rights agency, and may have the right to pursue legal action. Contact
information for these agencies is available from [designated contact] and on the
state policy materials.
7. NON-RETALIATION
Retaliation against any person who reports sexual harassment, provides information,
or otherwise assists in an investigation is unlawful and strictly prohibited. Anyone
who retaliates will be subject to discipline up to and including termination.
8. TRAINING
[Company Name] provides sexual harassment prevention training to all employees on
an annual basis, consistent with New York State requirements. New employees are
trained as soon as possible after hire. We provide this policy in writing at the
time of hiring and again at each annual training, and we retain training records.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Sexual Harassment
Prevention Policy, including the complaint form. I understand my rights and the
procedure for reporting.
Employee name (print): __
Employee signature: __ Date: _
COMPLAINT FORM (attach and keep available to employees)
Complainant name: __ Date: _
Job title / department: __
Contact information: __
Person(s) accused: __
Date(s) and location of incident(s): __
Description of what happened:
_
Witnesses (if any): __
Have you reported this before? [ ] Yes [ ] No To whom: _
Complainant signature: __ Date: _
DISCLAIMER: This is a sample template provided for general informational purposes
only and is not legal advice. It is a starting point, not a guarantee of compliance
in New York. New York requirements and minimum standards change over time. Confirm
this policy against current New York State Department of Labor and Division of Human
Rights guidance and have it reviewed by an employment attorney licensed in New York
before adopting or distributing it.

Template 6: California Harassment, Discrimination, and Retaliation Policy

Written to track California's required policy elements under 2 CCR section 11023: the full FEHA protected-category list, the internal complaint process, external CRD and EEOC filing, anti-retaliation, and the SB 1343 training tie-in for employers with five or more.

California Harassment, Discrimination, and Retaliation Policy
HARASSMENT, DISCRIMINATION, AND RETALIATION PREVENTION POLICY (CALIFORNIA)
[Company Name]
Effective date: _ Last reviewed: _
NOTE: California regulations (2 CCR section 11023) require employers to develop and
distribute a written harassment, discrimination, and retaliation prevention policy
with specific required elements. Employers with five or more employees must also
provide sexual harassment prevention training (one hour for non-supervisory
employees, two hours for supervisors) every two years, and distribute the Civil
Rights Department (CRD) fact sheet. This template tracks those elements; confirm it
against current CRD guidance.
1. POLICY STATEMENT
[Company Name] is committed to a workplace free from unlawful harassment,
discrimination, and retaliation. This policy applies to all employees, applicants,
unpaid interns, volunteers, and contractors, and compliance is a condition of
employment. We are an equal opportunity employer.
2. PROTECTED CATEGORIES
We prohibit harassment, discrimination, and retaliation based on the following
protected categories under the California Fair Employment and Housing Act (FEHA):
race, color, religion (including religious dress and grooming), national origin,
ancestry, physical or mental disability, medical condition, genetic information,
marital status, sex, pregnancy, childbirth, breastfeeding and related conditions,
gender, gender identity, gender expression, age (40 and over), sexual orientation,
reproductive health decisionmaking, veteran or military status, and any other basis
protected by law.
3. PROHIBITED CONDUCT
We prohibit discrimination in any employment decision based on a protected
category, and harassment that creates a hostile, offensive, or intimidating work
environment. Sexual harassment includes both quid pro quo harassment and a hostile
work environment, and may be verbal, physical, visual, or digital. Examples include
slurs, unwelcome advances, offensive jokes or images, unwanted touching, and
demeaning comments based on a protected category.
4. INTERNAL COMPLAINT PROCESS
If you believe you have experienced or witnessed harassment, discrimination, or
retaliation, report it promptly. You may report to any of the following, so you are
not required to report to a supervisor who may be involved:
•Your supervisor or manager
•[Name / title of designated contact]
•[Backup contact / title, outside the normal chain of command]
This complaint process is designed to provide a fair, timely, and impartial
investigation that gives all parties due process and reaches reasonable conclusions
based on the evidence collected. Complaints will be kept confidential to the extent
possible. You are not required to complain to a person who is the subject of the
complaint.
5. INVESTIGATION AND RESPONSE
We will conduct a fair, timely, and thorough investigation, maintain
confidentiality to the extent possible, and take appropriate remedial action if
misconduct is found. We will inform the parties of the outcome and document the
investigation.
6. NON-RETALIATION
Retaliation against any person who reports, opposes, or participates in an
investigation of harassment, discrimination, or retaliation is prohibited and will
result in discipline up to and including termination.
7. EXTERNAL REMEDIES
In addition to this internal process, employees may file a complaint with the
California Civil Rights Department (CRD) or the federal Equal Employment Opportunity
Commission (EEOC). These agencies investigate and prosecute complaints of unlawful
harassment, discrimination, and retaliation. Contact information is available from
[designated contact] and on the CRD fact sheet provided to employees.
8. TRAINING AND DISTRIBUTION
If [Company Name] has five or more employees, we provide sexual harassment
prevention training (one hour for non-supervisory employees, two hours for
supervisors) within six months of hire or promotion and every two years
thereafter, and we distribute the CRD sexual harassment fact sheet and this policy
to all employees. We retain training and distribution records.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Harassment,
Discrimination, and Retaliation Prevention Policy.
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template provided for general informational purposes
only and is not legal advice. It is a starting point, not a guarantee of compliance
in California. The required elements under 2 CCR section 11023 and related rules
change over time. Confirm this policy against current California Civil Rights
Department guidance and have it reviewed by an employment attorney licensed in
California before adopting or distributing it.

Template 7: Chicago Sexual Harassment Policy

Written to track Chicago's added rules on top of Illinois: a written policy delivered within the first calendar week and in the employee's primary language, clear reporting, annual plus bystander training, and five-year recordkeeping.

Chicago Sexual Harassment Policy
SEXUAL HARASSMENT POLICY (CHICAGO, ILLINOIS)
[Company Name]
Effective date: _ Last reviewed: _
NOTE: Chicago requires employers to maintain a written policy prohibiting sexual
harassment, provide it to employees within the first calendar week of employment
and in the employee's primary language, include clear reporting procedures, train
employees annually (one hour for employees, two hours for supervisors, plus one
hour of bystander training), and retain records for at least five years. This is in
addition to Illinois statewide annual training. Confirm against current Chicago
Commission on Human Relations and Illinois Department of Human Rights guidance.
1. POLICY STATEMENT
[Company Name] prohibits sexual harassment in any form. Sexual harassment is
unlawful under federal, Illinois, and Chicago law, and it will not be tolerated.
This policy applies to all employees and is provided to each employee within the
first calendar week of employment, in the employee's primary language where
required. Compliance is a condition of employment.
2. DEFINITION
Sexual harassment includes any unwelcome sexual advances, requests for sexual
favors, or other verbal, visual, or physical conduct of a sexual nature, as well as
sexual misconduct. It includes quid pro quo harassment, where an employment decision
is tied to submission to sexual conduct, and a hostile work environment created by
unwelcome conduct of a sexual nature. Under Chicago and Illinois law, this also
includes conduct based on sexual orientation and gender identity.
3. EXAMPLES OF PROHIBITED CONDUCT
•Unwelcome sexual advances, propositions, or requests for sexual favors
•Unwelcome sexual comments, jokes, or questions
•Unwanted touching or physical contact
•Displaying or sharing sexually suggestive images or messages
•Sexual misconduct or assault
4. REPORTING PROCEDURE
If you experience or witness sexual harassment, report it promptly. You may make a
confidential report to any of the following:
•Your manager or supervisor
•[Name / title of designated contact, for example the owner or HR]
•[Backup contact / title, outside the normal chain of command]
You may report verbally or in writing using the internal complaint process. You may
also contact the Chicago Commission on Human Relations, the Illinois Department of
Human Rights, or the federal Equal Employment Opportunity Commission. Contact
information is available from [designated contact].
5. INVESTIGATION AND RESOLUTION
We will investigate every report promptly, impartially, and as confidentially as
possible, give all parties a fair chance to be heard, take corrective action where
warranted, and document the outcome. We will follow our complaint resolution
process through to a conclusion.
6. NON-RETALIATION
Retaliation against anyone who reports sexual harassment or participates in an
investigation is unlawful and strictly prohibited, and will result in discipline up
to and including termination.
7. TRAINING AND RECORDKEEPING
[Company Name] provides annual sexual harassment prevention training to all
employees (one hour for employees, two hours for supervisors) plus one hour of
bystander training, consistent with Chicago requirements, and provides this written
policy within the first calendar week of employment. We retain the written policy
and training records for at least five years, or longer if a claim or investigation
is pending.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Sexual Harassment
Policy.
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template provided for general informational purposes
only and is not legal advice. It is a starting point, not a guarantee of compliance
in Chicago or Illinois. Local and state requirements change over time. Confirm this
policy against current Chicago Commission on Human Relations and Illinois Department
of Human Rights guidance and have it reviewed by an employment attorney licensed in
Illinois before adopting or distributing it.

Template 8: Connecticut Sexual Harassment Policy and Notice

Written to track Connecticut's Time's Up Act, which applies at three or more employees: the workplace posting, the statutory definition and remedies, and the requirement to distribute the information to each employee within three months of hire by email, website, or a CHRO link.

Connecticut Sexual Harassment Policy and Notice
SEXUAL HARASSMENT POLICY AND NOTICE (CONNECTICUT)
[Company Name]
Effective date: _ Last reviewed: _
NOTE: Connecticut's Time's Up Act (Public Act 19-16), effective October 1, 2019,
requires employers with three or more employees to post information on the
illegality of sexual harassment and remedies in a prominent workplace location, and
to provide that information to each employee within three months of hire. The
information may be sent by email with a subject line including the words "Sexual
Harassment Policy," posted on the company website, or sent as a link to the
Connecticut Commission on Human Rights and Opportunities (CHRO) materials. Employers
with three or more employees must also provide two hours of training. Confirm
against current CHRO guidance.
1. POLICY STATEMENT
[Company Name] prohibits sexual harassment in the workplace. Sexual harassment is a
form of sex discrimination and is illegal under federal law and under Connecticut
law, including Section 46a-60 of the Connecticut General Statutes. It will not be
tolerated. This policy and notice apply to all employees, and compliance is a
condition of employment.
2. WHAT SEXUAL HARASSMENT IS
Under Connecticut law, sexual harassment means any unwelcome sexual advances,
requests for sexual favors, or other conduct of a sexual nature when submission to
the conduct is made a term or condition of employment, when submission to or
rejection of the conduct is used as a basis for employment decisions, or when the
conduct substantially interferes with work performance or creates an intimidating,
hostile, or offensive working environment. It includes verbal, visual, physical, and
digital conduct.
3. EXAMPLES OF PROHIBITED CONDUCT
•Unwelcome sexual advances, propositions, or requests for sexual favors
•Unwelcome sexual comments, jokes, questions, or messages
•Unwanted touching, gestures, or physical contact
•Displaying or sharing sexually suggestive images or messages
•Retaliation against anyone who reports or opposes harassment
4. REMEDIES AVAILABLE TO VICTIMS
Connecticut law provides remedies for victims of sexual harassment, which may
include cease and desist orders, back pay, compensatory damages, hiring,
reinstatement or promotion, and attorney's fees and costs. Employees may file a
complaint with the Connecticut Commission on Human Rights and Opportunities and,
where applicable, the federal Equal Employment Opportunity Commission. There are
time limits for filing, so do not delay.
5. HOW TO REPORT
If you experience or witness sexual harassment, report it promptly to any of the
following, so you are not required to report to a person who is involved:
•Your manager or supervisor
•[Name / title of designated contact]
•[Backup contact / title, outside the normal chain of command]
We will investigate promptly, impartially, and as confidentially as possible, and
take corrective action where warranted.
6. NON-RETALIATION
We will not retaliate, and we prohibit retaliation, against any person who reports
sexual harassment, files a complaint, or participates in an investigation. Note that
Connecticut law also limits the corrective action an employer may take that modifies
a complainant's employment conditions without the employee's written consent.
7. NOTICE, DISTRIBUTION, AND TRAINING
We post information on the illegality of sexual harassment and remedies in a
prominent and accessible workplace location, and we provide this information to each
employee within three months of hire, by email with a subject line including the
words "Sexual Harassment Policy," on our website, or by a link to the CHRO
materials. We provide two hours of sexual harassment training to employees as
required, with supplemental training at least every ten years, and we keep records.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Sexual Harassment
Policy and Notice (Connecticut).
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template provided for general informational purposes
only and is not legal advice. It is a starting point, not a guarantee of compliance
in Connecticut. State requirements change over time. Confirm this policy and notice
against current Connecticut Commission on Human Rights and Opportunities guidance and
have it reviewed by an employment attorney licensed in Connecticut before adopting or
distributing it.
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Template 9: Maine Sexual Harassment Policy and Annual Notice

Written to track Maine's requirements: the workplace posting and an annual individual written notice to every employee describing harassment and the protections against it, delivered in a way that reaches all employees, plus training at 15 or more employees.

Maine Sexual Harassment Policy and Annual Notice
SEXUAL HARASSMENT POLICY AND ANNUAL NOTICE (MAINE)
[Company Name]
Effective date: _ Last reviewed: _
NOTE: Maine law (26 M.R.S. Section 807) requires employers to post a sexual
harassment notice in a prominent workplace location, and to provide each employee an
annual individual written notice describing sexual harassment and the protections
against it, delivered in a manner that reaches all employees, such as with a
paycheck. Employers with 15 or more employees must also provide training within one
year of hire. Confirm against current Maine Human Rights Commission and Maine
Department of Labor guidance.
1. POLICY STATEMENT
[Company Name] prohibits sexual harassment in the workplace. Sexual harassment is a
form of unlawful sex discrimination under the Maine Human Rights Act and under
federal law, including Title VII of the Civil Rights Act of 1964. It will not be
tolerated. This policy and notice apply to all employees, and compliance is a
condition of employment.
2. WHAT SEXUAL HARASSMENT IS
Sexual harassment is unwelcome sexual advances, requests for sexual favors, and
other verbal, visual, physical, or digital conduct of a sexual nature when
submission to or rejection of the conduct affects employment, unreasonably
interferes with work performance, or creates an intimidating, hostile, or offensive
work environment. It includes both quid pro quo harassment and a hostile work
environment.
3. EXAMPLES OF PROHIBITED CONDUCT
•Unwelcome sexual advances, propositions, or requests for sexual favors
•Unwelcome sexual comments, jokes, questions, or messages
•Unwanted touching, gestures, or physical contact
•Displaying or sharing sexually suggestive images or messages
•Retaliation against anyone who reports or opposes harassment
4. HOW TO REPORT (INTERNAL COMPLAINT PROCESS)
If you experience or witness sexual harassment, report it promptly to any of the
following, so you are not required to report to a person who is involved:
•Your manager or supervisor
•[Name / title of designated contact]
•[Backup contact / title, outside the normal chain of command]
We will investigate promptly, impartially, and as confidentially as possible, and
take corrective action where warranted.
5. LEGAL RECOURSE AND HOW TO CONTACT THE COMMISSION
In addition to this internal process, you may file a complaint with the Maine Human
Rights Commission and, where applicable, the federal Equal Employment Opportunity
Commission. The Maine Human Rights Commission can be contacted at its published
address, phone, and website. There are time limits for filing, so do not delay.
6. PROTECTION AGAINST RETALIATION
Maine law protects employees against retaliation for opposing harassment or
participating in a proceeding. We will not retaliate, and we prohibit retaliation,
against any person who reports sexual harassment, files a complaint, or assists in
an investigation.
7. POSTING, ANNUAL NOTICE, AND TRAINING
We post the required sexual harassment notice in a prominent and accessible
workplace location, and we provide each employee an individual written notice
annually describing sexual harassment and the protections against it, delivered in a
manner that reaches all employees, such as with a paycheck. If we have 15 or more
employees, we provide sexual harassment training to all employees within one year of
hire, with additional training for supervisors, and we keep training records for at
least three years.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Sexual Harassment
Policy and Annual Notice (Maine).
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template provided for general informational purposes
only and is not legal advice. It is a starting point, not a guarantee of compliance
in Maine. State requirements change over time. Confirm this policy and notice against
current Maine Human Rights Commission and Maine Department of Labor guidance and have
it reviewed by an employment attorney licensed in Maine before adopting or
distributing it.

State Requirements at a Glance

Most templates wave at check your state laws. The real value is knowing what those laws actually require. Several states mandate a written policy, training, or both, with thresholds that reach well below the federal 15-employee line. This table summarizes the broad private-sector requirements; verify the current details for your state, since these laws change.

StateWritten policyTraining mandate
New YorkRequired, all employersAnnual, all employees, all sizes
CaliforniaRequired (regulations)5+ employees: 1 hr staff / 2 hr supervisors, every 2 years
ConnecticutRecommended3+ employees: 2 hours
IllinoisRecommendedAll employers: annual
DelawareNotice required50+ employees
MaineRequired15+ employees; records kept 3 years
This Is a Starting Point, Not Compliance Certification
These templates are a starting point, not a guarantee of compliance in any jurisdiction. Harassment and anti-discrimination law varies significantly by state and locality, and the requirements above change over time. State agency resources such as the EEOC explain the federal baseline, but they do not replace advice on your specific situation. Before adopting any policy here, have it reviewed by an employment attorney licensed in your state. This is general information, not legal advice.

Federal Law, State Mandates, and the Paper Trail

A harassment policy is not just paperwork; it is protection. A clear, distributed, acknowledged policy is the foundation of the reasonable-care defense that limits employer liability when harassment is reported and handled properly. Here is what to keep in mind, from the federal floor to the state mandates that often matter more.

The federal baseline: Title VII and the reasonable-care defense
At the federal level, harassment based on a protected characteristic is prohibited by Title VII of the Civil Rights Act, which applies to employers with 15 or more employees. Federal law does not require a written policy or training, but having both is one of the strongest protections an employer has. Under the Supreme Court's Faragher and Ellerth decisions, an employer that has a clear anti-harassment policy, a reporting procedure, and a prompt response can raise a reasonable-care defense that limits liability when harassment is reported. A distributed, acknowledged policy is the front edge of that defense, which is why even a business below the 15-employee federal threshold benefits from adopting one. State and local laws often reach smaller employers. This is general information, not legal advice.
Several states require a written policy, and some require training
State law is where the real obligations often live, and they reach far below the federal 15-employee line. New York requires every employer, regardless of size, to adopt a written sexual harassment prevention policy and provide annual training, and the policy must include a complaint form. California requires a written harassment, discrimination, and retaliation policy under its regulations, and SB 1343 requires employers with five or more employees to provide one hour of sexual harassment prevention training to non-supervisory employees and two hours to supervisors every two years. Connecticut requires two hours of training for employers with three or more employees, Illinois requires annual training for all employers, and Delaware and Maine add their own thresholds. Check your state. This is general information, not legal advice.
Distribute it, collect a signature, and keep the record
A policy only works if employees actually receive it and you can prove they did. Best practice, and in some states a legal requirement, is to distribute the policy to every employee at hire and to collect a signed acknowledgment confirming they received and read it. The acknowledgment documents receipt, not agreement with any particular outcome, and it becomes important evidence if a complaint is ever filed. Several states also require employers to keep training and policy records for multiple years, for example three years in New York and Maine. Store signed acknowledgments and training completion records together so the documentation is there when it matters. This is general information, not legal advice.
Build in real reporting and a prompt, impartial response
The two features that separate a strong policy from a weak one are multiple reporting channels and a credible response process. Always give employees more than one person to report to, including someone outside their direct chain of command, so an employee is never forced to report harassment to the person harassing them. State clearly that every report will be investigated promptly, impartially, and as confidentially as possible, and that retaliation against anyone who reports in good faith is prohibited. A policy that names a real process, and a business that follows it, is both more protective for employees and far more defensible for the employer. This is general information, not legal advice.
Title VII Sets the Federal Floor at 15 Employees
Federal harassment protection under Title VII applies to employers with 15 or more employees, and the Department of Labor notes that prevention through a clear policy and reporting process is the best tool. Many state laws reach smaller employers, and New York applies to all employers regardless of size.

None of this requires an HR department, just a clear policy, a real reporting process, and consistent follow-through. State agencies and the federal resources cited above explain the doctrine, and your own counsel can confirm exactly what your state requires.

Writing a Harassment Policy Without an HR Department

A large company has HR and legal to draft and run a harassment policy. A small business has an owner or a manager doing it between everything else, often for the first time and unsure what the law requires. The templates online are mostly built for the former. Here is how to do it right at your scale, and the two details small-business policies most often get wrong.

You are the owner, the manager, and HR, and you have never written a policy
Most harassment policy templates online come from legal-form marketplaces or enterprise HR vendors, and many are generic, partly paywalled, or written for HR professionals who already know the process. Almost none are sized for the owner of a 5 to 50 person business who is writing a harassment policy for the first time and worried about the legal side. The policies here are written for exactly that person: plain language, the legal reasoning explained instead of assumed, real reporting channels, and a clear acknowledgment line. Pick the version that fits, fill in the brackets, name your designated contact, and have it reviewed by counsel. You do not need an HR department to put a defensible policy in place.
Name a real reporting contact, plus a backup outside the chain of command
The single most common failure in a small-business policy is giving employees only one person to report to, especially when that person is the owner or the only manager. If the complaint is about that person, the employee has nowhere to go, and the policy fails exactly when it matters most. Every version here asks you to name a primary contact and a backup who sits outside the normal chain of command. In a small company that backup might be a co-owner, a trusted senior employee, or an outside HR advisor or attorney. Giving people a genuine second channel is what makes the reporting procedure credible, and it is a detail enterprise templates assume you already have but small-business owners often miss.
A signed policy in a drawer is only half the job
Adopting the policy is step one. It only protects the business if every employee receives it, acknowledges it, and you can find that record later, and in mandate states if you also run the required training and keep the records. A paper form signed and filed in a folder is easy to lose and impossible to track across a growing team. FirstHR fits this people side: distribute the policy and collect a timestamped acknowledgment with e-signature, store the signed policy and acknowledgments in document management, assign and track the required harassment-prevention training through training modules, and run an annual policy-review and training-renewal reminder as a tracked task. To be clear about scope, FirstHR is an onboarding and HR platform, not a law firm, and it does not run payroll or administer benefits, so pair it with those and consult counsel for legal questions. The free policies below work on their own; FirstHR is how you distribute, sign, store, train, and renew them.

Distribute, Sign, Train, and Renew

A harassment policy only protects the business if every employee receives it, acknowledges it, and you can prove it, and in mandate states if you also run the required training and keep the records. Adopting the policy is step one; distributing, signing, training, and renewing is what turns a document into real protection.

Distribute the policy
Send the policy to every employee at hire and at each annual notice, so everyone has it in writing. Some states require distribution.
Collect acknowledgment
Capture a signed acknowledgment of receipt with e-signature, so you have a timestamped record that each employee received and read it.
Assign required training
In mandate states, assign and track harassment-prevention training, then keep completion records for the period your state requires.
Store and renew
Keep the signed policy and training records together, and run an annual review and renewal so the policy stays current and provable.

The policies above work on their own. To distribute, sign, store, train, and renew without paper, FirstHR captures each employee's acknowledgment with e-signature, retains the signed policy in document management, and assigns and tracks required harassment-prevention training in one place, so the policy and the records that prove it live together. FirstHR is an onboarding and HR platform, not a law firm, and it does not run payroll or administer benefits, so connect those separately and consult counsel for legal questions. Applicant tracking is coming soon to FirstHR.

Key Takeaways
A harassment policy is a written document that prohibits workplace harassment and sets out how to report and respond to it.
A complete policy includes a statement, scope, definitions, examples, multi-channel reporting, investigation, non-retaliation, consequences, and a signed acknowledgment.
Federal Title VII applies at 15 employees, but many state laws reach smaller employers, and New York applies to all employers regardless of size.
Several states require a written policy or training, or both; California and New York are the strictest, so always check your state.
Give employees more than one reporting channel, including someone outside the chain of command, and collect a signed acknowledgment of receipt.
These templates are a starting point, not certified compliance; have an employment attorney in your state review before adopting. This is general information, not legal advice.

Frequently Asked Questions

What is a harassment policy?

A harassment policy is a written document that states an employer's commitment to a workplace free from harassment, defines what harassment is, and sets out how employees can report it and how the employer will respond. It is also called a workplace harassment policy, an anti-harassment policy, or an employee harassment policy, and these terms describe the same document. A complete policy includes a clear policy statement, the scope of who and what it covers, definitions of harassment and sexual harassment, examples of prohibited conduct, multiple reporting channels, an investigation process, a non-retaliation guarantee, the consequences of violating the policy, a training reference, and a signed acknowledgment. Its two purposes are to set clear expectations for everyone in the workplace and to protect the business by showing it took reasonable steps to prevent and address harassment. This is general information, not legal advice.

Is a harassment policy legally required?

It depends on where you operate and how many employees you have. Federal law under Title VII prohibits harassment for employers with 15 or more employees but does not specifically require a written policy or training, though having both is one of the strongest legal protections an employer can have. Several states do require a written policy, and some require training, regardless of the federal threshold. New York requires every employer, regardless of size, to adopt a written sexual harassment prevention policy and provide annual training. California requires a written harassment, discrimination, and retaliation policy and, under SB 1343, training for employers with five or more employees. Connecticut, Illinois, Delaware, and Maine have their own requirements. Because the rules vary widely, check your specific state and locality and confirm with counsel. This is general information, not legal advice.

What should a harassment policy include?

A strong harassment policy includes a clear policy statement committing to a harassment-free workplace; the scope, covering all workers and all work-related settings including events, travel, and digital communication; definitions of harassment and sexual harassment, including quid pro quo and hostile work environment; the protected characteristics covered; concrete examples of prohibited verbal, physical, visual, and digital conduct; a reporting procedure with multiple channels, including someone outside the normal chain of command; a prompt, impartial, and confidential investigation process; a non-retaliation guarantee; the consequences for violations, up to and including termination; manager and supervisor responsibilities; a training reference; and a signed acknowledgment of receipt. The acknowledgment should make clear that signing confirms the employee received and read the policy. Keeping the language clear and the reporting channels real is what makes a policy both usable and defensible. This is general information, not legal advice.

What is the difference between a harassment policy and an anti-harassment policy?

There is no real difference; a harassment policy and an anti-harassment policy are the same document. The terms harassment policy, workplace harassment policy, anti-harassment policy, and employee harassment policy are used interchangeably to describe a written policy that prohibits workplace harassment and sets out reporting and response procedures. A related term, an anti-harassment and anti-discrimination policy, combines harassment with broader employment discrimination into one document, which is why this page includes a combined version as well as standalone harassment policies. Whichever term your team uses, the content and purpose are the same. The templates on this page work under any of those names. This is general information, not legal advice.

Does a small business need a harassment policy?

In most cases, yes, and it is strongly advisable even where it is not strictly required. Federal Title VII coverage starts at 15 employees, but many state and local laws reach smaller employers, and some, like New York, apply to every employer regardless of size. Beyond the legal requirement, a written, distributed, and acknowledged harassment policy is one of the best protections a small business has, because it helps establish the reasonable-care defense that can limit liability when harassment is reported and handled properly. A small business also has less margin to absorb a costly dispute, so a clear policy and a credible reporting process are exactly the low-cost protection a small team needs. The small-business version on this page is written to be adopted as is, after a review by counsel. This is general information, not legal advice.

Do employees have to sign the harassment policy?

It is standard practice, and in some states effectively required as part of distributing the policy, to have employees sign an acknowledgment. The signature confirms that the employee received and read the policy, not that they agree with any particular outcome, and the acknowledgment line should say exactly that. Collecting a signed acknowledgment at hire, and again when the policy is updated or redistributed, creates the record that the policy was actually communicated, which is important evidence if a complaint is later filed. If an employee refuses to sign, note the refusal with a date and, ideally, a witness; the policy still applies. Several states also require keeping these records for multiple years. Storing signed acknowledgments where you can retrieve them is what makes the documentation useful when it matters. This is general information, not legal advice.

What states require sexual harassment training?

As of current guidance, a number of states require sexual harassment prevention training by statute for private employers, with thresholds that vary. California requires training for employers with five or more employees, with one hour for non-supervisory staff and two hours for supervisors every two years. New York requires annual training for all employers regardless of size. Connecticut requires two hours for employers with three or more employees, Illinois requires annual training for all employers, Delaware applies at fifty or more employees, and Maine applies at fifteen or more. Several cities, including Chicago and New York City, add their own mandates, and Washington has industry-specific rules. The list and thresholds change over time, so confirm your state and locality against current agency guidance before relying on any specific figure. This is general information, not legal advice.

Do you have state-specific harassment policy templates?

Yes. In addition to the four general policies, this page includes five state-specific versions written to track the jurisdictions whose rules most change the content or distribution of the policy itself: New York, California, Chicago, Connecticut, and Maine. The New York version applies to all employers and includes a complaint form, the lower not-severe-or-pervasive standard, and rights-and-remedies language. The California version tracks the required elements under 2 CCR section 11023, including the full FEHA protected-category list and external filing information. The Chicago version reflects the city's added rules on top of Illinois, including primary-language delivery and five-year recordkeeping. The Connecticut version reflects the Time's Up Act duty to distribute the information to each employee within three months of hire. The Maine version reflects the annual individual written notice requirement. Some states, including Illinois, Delaware, and Washington, mainly impose training requirements rather than dictating policy content, so the general templates work for them. Always confirm current requirements for your jurisdiction. This is general information, not legal advice.

What is the difference between quid pro quo and hostile work environment harassment?

They are the two recognized forms of sexual harassment, and a good policy names both. Quid pro quo, which is Latin for this for that, occurs when submission to or rejection of unwelcome sexual conduct is used as the basis for an employment decision, such as a promotion, a raise, or continued employment being tied to sexual demands. A hostile work environment occurs when unwelcome conduct of a sexual nature, or based on another protected characteristic, is severe or pervasive enough to create an intimidating, hostile, or offensive working environment, even if no specific employment decision is involved. A single serious incident can create a hostile environment, or it can build from a pattern of smaller incidents. A complete harassment policy defines both so employees and managers understand the full range of prohibited conduct. This is general information, not legal advice.

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