Incident Details
Clear statement of what occurred, including actions, language used, and how conduct relates to a protected characteristic; include specific examples and sequence.
A complete Legal Discrimination Document establishes chronology, preserves evidence, and supports internal and external investigations. It reduces ambiguity in fact-finding and strengthens options for administrative remedies or litigation when federal or state civil rights claims are pursued.
Different stakeholders create, file, or review discrimination documents depending on context and role.
Tailor the form and routing to match your organizational review process and any external filing requirements.
Clear statement of what occurred, including actions, language used, and how conduct relates to a protected characteristic; include specific examples and sequence.
Precise incident dates and times and any repeated occurrences; include the date the complaint is filed and any deadline-relevant timestamps.
Names, titles, and contact information for the alleged wrongdoer(s), witnesses, and anyone who observed or responded to the incident.
List and attach emails, messages, photos, personnel records, performance reviews, medical notes, or other documents that corroborate the complaint.
Cite relevant employer policies or statutes that the conduct may violate, such as anti-discrimination, harassment, or accommodation procedures.
State the desired outcome (investigation, transfer, discipline, accommodation, corrective action) and any interim safety or confidentiality needs.
| Field | Configuration |
|---|---|
| Authentication | Email link or SMS code; stronger KBA for sensitive cases |
| Routing | Auto-send to HR and legal distribution lists |
| Attachments | Allow PDF, DOCX, JPG up to preset limits |
| Retention | Encrypted storage with access logs and retention policy |
Choose platforms and formats that preserve the record, provide an audit trail, and meet any statutory authentication requirements.
Maintain tamper-evident storage and an audit trail showing who accessed and signed the document; consider platforms with encryption and logging for compliance.
Follow employer policy—often 30 to 90 days for prompt investigation
Typically 180 days from incident; may extend to 300 days with state law involvement
Varies by state; some statutes extend or shorten federal periods
Retain originals and copies while claims are active and through appeal periods
Civil filing deadlines vary; consult counsel for state-specific statutes of limitations
| Criteria | Internal Report | External Charge |
|---|---|---|
| Purpose | remedial action | legal enforcement |
| Formality | informal | formal legal document |
| Deadlines | employer policy | statutory filing window |
| Public Record | usually private | may become public |
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial | Varies by vendor | Varies by vendor | Varies by vendor | Varies by vendor |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No envelope cap | 100 envelopes/user/year | Varies by plan | Varies by plan | Varies by plan |
Signed or dated witness accounts describing what each witness observed, including contact information to allow investigators to follow up.
Email chains, text messages, and platform logs showing the date, time, participants, and content relevant to the incident.
Performance reviews, disciplinary history, accommodation requests, and job descriptions that provide context for alleged discriminatory actions.
When relevant, include consented medical documentation or leave paperwork to substantiate claims involving disability or accommodation requests.
Date of alleged discriminatory act or pattern occurrence.
Complainant submits the document to HR or designated intake within employer policy timeframe.
Employer or investigator initiates fact-gathering, interviews, and evidence collection.
Complainant may file with an agency or the matter resolves internally via corrective action.