Is a written policy legally required?

Federal law does not mandate a single written policy, but numerous state laws and best-practice standards require employers to adopt, distribute, and train on non-harassment policies to demonstrate preventative efforts and limit liability.

Can employees sign electronically?

Yes. Electronic signatures satisfy ESIGN (15 U.S.C. ch. 96) and state UETA rules provided intent, consent, attribution, and record retention requirements are met; ensure consumer-disclosure requirements where applicable.

What records should HR keep?

Maintain complaint forms, investigation notes, findings, disciplinary actions, and training acknowledgments. Retain per applicable federal rules such as IRC §6501(a) and HIPAA where relevant.

How soon must an employer investigate?

Investigations should begin promptly after receiving a complaint; many employers set internal targets (for example, initial assessment within 3 business days and completion within 30 days) to demonstrate timeliness.

Who should be involved in investigations?

Use trained HR professionals and, where appropriate, legal counsel. In complex matters, consider neutral external investigators to preserve objectivity and evidence integrity.

How do we update the policy?

Review annually or after significant incidents, update text for legal or organizational changes, obtain leadership sign-off, and redistribute acknowledgments; maintain versioned records for auditability.

Electronic Signature
Templates
Legal
Legal Non-Harassment Policy

Legal Non-Harassment Policy

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

LEGAL NON-HARASSMENT POLICY

This Legal Non-Harassment Policy (the "Policy") is entered into by and between Company Name: and Employee Name: . Effective Date:

RECITALS

WHEREAS, the Company is committed to maintaining a work environment free from unlawful harassment, discrimination, and retaliation; and

WHEREAS, the Company seeks to ensure that all employees, contractors, vendors and visitors are treated with dignity and respect and that complaints of harassment are addressed promptly and fairly; and

WHEREAS, the Employee acknowledges receipt of this Policy and agrees to comply with its terms as a condition of employment or continued engagement;

NOW, THEREFORE, in consideration of the mutual promises set forth herein, the parties agree as follows:

1. POLICY STATEMENT

The Company strictly prohibits harassment of any person on the basis of protected characteristics, including but not limited to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, or any other characteristic protected by applicable law. Harassment is prohibited whether committed by supervisors, managers, co-workers, non-employees, or third parties.

2. SCOPE

This Policy applies to all employees, applicants, interns (paid or unpaid), contractors, vendors, and visitors while conducting business for or on behalf of the Company, at Company premises, or at Company-sponsored events.

3. DEFINITIONS

"Harassment" means unwelcome conduct, verbal or physical, that is based on a protected characteristic and that either (a) is made a term or condition of employment, (b) is used as the basis for employment decisions, or (c) has the purpose or effect of substantially interfering with an individual's work performance or creating an intimidating, hostile, or offensive work environment.

"Sexual Harassment" includes unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment, or when such conduct unreasonably interferes with work performance or creates a hostile environment.

4. PROHIBITED CONDUCT — EXAMPLES

Examples of prohibited conduct include, without limitation: unwelcome touching or deliberate physical contact; derogatory jokes or slurs; offensive comments regarding a protected characteristic; requests for sexual favors; explicit or demeaning images or messages; and any conduct that denigrates, ridicules or ostracizes an individual on the basis of a protected characteristic.

5. REPORTING PROCEDURES

Any person who believes they have been subject to or witnessed harassment should report the incident promptly. Reports may be made orally or in writing to the immediate supervisor, any member of management, or the Human Resources Representative listed below.

Human Resources Representative Reporting Contact Phone Alternate Reporting Contact

6. INVESTIGATION

The Company will conduct a prompt, thorough, and impartial investigation of all reports of alleged harassment. Investigations will be conducted in a manner that preserves confidentiality to the extent practicable, obtains relevant evidence, interviews witnesses, and provides an opportunity for the reporting and responding parties to present information.

Interim measures to protect employees may be implemented during the investigation. The Company will take appropriate corrective action based on the investigation's findings, up to and including termination of employment or contractual relationship.

7. NO RETALIATION

The Company strictly prohibits retaliation against any individual who in good faith reports harassment, participates in an investigation, or assists in any related proceeding. Retaliation is a violation of this Policy and will result in disciplinary action.

8. CONFIDENTIALITY

To the fullest extent practicable, the Company will keep reports and investigations confidential. Information will be disclosed only to those with a legitimate need to know for purposes of investigating and resolving the complaint or as required by law.

9. CORRECTIVE ACTION

If harassment is found to have occurred, the Company will take timely and effective remedial and disciplinary action, proportionate to the severity of the misconduct, which may include counseling, suspension, demotion, or termination.

10. TRAINING AND PREVENTION

The Company will provide regular training regarding this Policy to management and staff, and periodic reminders designed to prevent harassment and inform employees of reporting options and protections.

11. RECORDKEEPING

The Company will maintain records of all reports and investigations in a secure manner for a period consistent with business and legal requirements. Access to those records will be limited to authorized personnel.

12. EMPLOYMENT STATUS

Please indicate your current status with the Company:

Full-time Part-time Contractor Intern

13. NOTICES

All notices required or permitted under this Policy shall be in writing and delivered to the contact information provided below or to such other address as a party may designate in writing.

Company Notice Address Employee Notice Address

14. AMENDMENTS; WAIVER

Any amendment or waiver of any provision of this Policy must be in a written instrument signed by an authorized representative of the Company. No course of conduct or failure to enforce a provision shall constitute a waiver of the provision.

15. GOVERNING LAW

This Policy shall be governed by and construed in accordance with the laws of the state or jurisdiction in which the Company principally operates, without regard to conflict of laws principles.

16. ENTIRE AGREEMENT

This Policy constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior or contemporaneous oral or written agreements concerning the subject matter.

17. SEVERABILITY

If any provision of this Policy is held to be invalid, illegal or unenforceable in any respect, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired.

18. COUNTERPARTS

This Policy may be executed in counterparts, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument.

ACKNOWLEDGMENT

By signing below, the Employee acknowledges that they have received, read, and understand this Non-Harassment Policy, that they understand their rights and responsibilities under the Policy, and that they agree to comply with its terms.

Employee Comments or Notification of Accommodation Needs (optional)

Company

Printed Name:

By:

Date:

Employee

Printed Name:

By:

Date:

What a Legal Non-Harassment Policy Covers

A Legal Non-Harassment Policy is a written employer document that defines prohibited conduct, reporting channels, investigatory procedures, and protections against retaliation. The policy sets clear expectations for employees, managers, and third parties, explains how complaints are handled, and identifies responsible points of contact. It supports compliance with federal and state employment laws, helps reduce organizational risk, and documents the employer’s process for responding to allegations in a consistent, defensible manner.

Why a Clear Policy Matters for Compliance and Risk Management

A written non-harassment policy clarifies obligations, standardizes complaint handling, and helps demonstrate good-faith compliance with employment laws such as Title VII and state anti-harassment statutes.

Which Roles Typically Adopt and Use This Policy

The document also supports auditors, regulators, and legal defense by providing a recorded process and evidence of employer efforts to prevent harassment.

Human resources teams use the policy to train employees and manage complaints.
Managers and supervisors apply the policy when responding to incidents and documenting actions.
Employees acknowledge the policy and use its reporting channels when incidents occur.

Typical Signatories and Responsible Parties

HR Manager

Human resources leaders are responsible for publishing the policy, coordinating training, receiving complaints, and maintaining investigation records in accordance with retention rules.

General Counsel

Company legal counsel reviews policy language for statutory compliance, advises on investigations, and ensures records meet evidentiary and litigation-hold standards.

Core Elements Every Professional Policy Should Include

A practical policy combines clear definitions, reporting options, investigation procedures, protections, and training requirements so managers and employees understand expectations and remedies.

Scope

Define who the policy covers (employees, contractors, vendors) and when the policy applies, including off-duty or remote conduct that affects the workplace.

Definitions

Provide precise definitions for harassment, hostile work environment, and protected characteristics to reduce ambiguity in complaint assessments.

Prohibited Conduct

List examples of unacceptable behavior, including verbal, physical, visual harassment, and any discriminatory conduct tied to protected classes.

Reporting Process

Describe how to report concerns, multiple reporting channels, confidentiality limitations, and anonymous reporting options if available.

Investigation Procedure

Explain how investigations are initiated, timelines, evidence collection, interim measures, and how findings are documented.

Non-Retaliation

State protections for complainants and witnesses, describe retaliation reporting, and list disciplinary consequences for retaliatory conduct.

Essential Information and Fields to Capture

Complainant Name: Full legal name

Respondent Name: Full legal name

Incident Date: MM/DD/YYYY

Incident Location: Worksite or virtual location

Witnesses: Names and contact details

Supporting Evidence: Documents, messages, attachments

Step-by-Step: Implementing and Executing the Policy

Follow a clear sequence to adopt, approve, distribute, and record employee acknowledgments for the policy.

01

Draft: Assemble legal and HR input and prepare the policy text.
02

Approve: Obtain senior leadership or board sign-off as required.
03

Distribute: Share policy with all staff and required audiences.
04

Record: Collect and store signed acknowledgments and training records.

Recommended Digital Workflow Settings

Configure online workflows to capture signatures, preserve audit trails, and enforce retention policies for legal defensibility.

Field	Configuration
Authentication Method	Email plus optional SMS code for signer verification
Signature Order	Allow any-order signing or enforce sequential as needed
Storage Location	Encrypted cloud storage with access controls
Retention Rule	Automate retention per legal and HIPAA rules where applicable

Technical Considerations for Digital Signing and Distribution

Proper configuration reduces manual steps, centralizes records, and helps meet ESIGN and UETA criteria for enforceability.

Audit Trail: Capture IP, timestamp, and signer actions
Integrations: Connect with HRIS, Google Workspace, or NetSuite
Security: TLS in transit and AES-256 at rest

Where to Send or File Completed Policy Acknowledgments

Route signed acknowledgments to secure storage and to designated personnel for oversight and auditing.

HR Records: Store a signed copy in each employee’s personnel file
Legal Archive: Retain master copies for legal and discovery purposes
Supervisor File: Provide supervisors with proof of employee acknowledgment
Compliance Audit: Make searchable copies available for internal audits

Typical Timelines and Response Expectations

Set measurable timelines for reporting, investigating, and closing matters to ensure prompt resolution and regulatory compliance.

Report Promptly:

Require reporting as soon as practicable after an incident

Initial Assessment:

Perform a preliminary review within 3 business days

Investigation Window:

Complete a full investigation within 30 calendar days where reasonable

Interim Measures:

Implement temporary protections immediately after complaint

Appeal Period:

Allow 14 calendar days for internal appeals

Key Implementation Milestones

Track core milestones from policy approval through training and annual review to maintain program effectiveness.

01

Policy Approval

Leadership signs and adopts the final policy text

02

Employee Rollout

Distribute policy and require acknowledgment within set timeframe

03

Training Completion

Complete required training sessions and record attendance

04

Annual Review

Review policy language and procedures at least yearly

Common Mistakes to Avoid When Preparing the Policy

Leaving definitions vague, which creates inconsistent interpretation during investigations.
Failing to provide multiple reporting channels, reducing employee confidence in the process.
Not documenting interim protections, which can lead to avoidable liability or repeated incidents.
Using an outdated distribution method that prevents reliable collection of signed acknowledgments.

Risks and Consequences of Inadequate Policies

Employment Claims: Lawsuits and damages

Regulatory Action: State agency investigations

Reputational Harm: Public disclosure risks

Operational Disruption: Loss of productivity

Financial Exposure: Settlement and defense costs

Recordkeeping Failures: Evidentiary gaps in litigation

How a Non-Harassment Policy Differs from Related Documents

Compare related workplace documents to avoid duplication and to clarify which document governs specific conduct or processes.

Document Type	Primary focus	Typical use
Non-Harassment Policy	prevent conduct	reporting and investigation
Anti-Discrimination Policy	protected classes	legal compliance
Code of Conduct	broad behavior	daily expectations
Employee Handbook	comprehensive rules	benefits and policies

Representative Use Cases

Real examples show practical application of a non-harassment policy across different organizational situations.

Case Study 1

A mid-size firm updated its policy after a workplace incident to clarify reporting channels and interim measures.

The update reduced response time to complaints.
The organization documented training and electronic acknowledgments and retained investigation files for defensibility during subsequent audits.

Case Study 2

A healthcare provider added confidentiality and HIPAA-language to its policy to protect patient-related allegations.

Added restricted-access storage for records.
The provider combined signed acknowledgments with role-based training and retained records per HIPAA retention rules to meet regulatory expectations.

Sample eSignature Pricing Comparison for Policy Acknowledgments

Compare common pricing and feature dimensions when selecting an eSignature provider for distributing and collecting policy acknowledgments.

	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 plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About Legal Non-Harassment Policies

Answers to common implementation and legal questions to help apply the policy consistently and lawfully.

Need help? Contact support

Is a written policy legally required?
Federal law does not mandate a single written policy, but numerous state laws and best-practice standards require employers to adopt, distribute, and train on non-harassment policies to demonstrate preventative efforts and limit liability.
Can employees sign electronically?
Yes. Electronic signatures satisfy ESIGN (15 U.S.C. ch. 96) and state UETA rules provided intent, consent, attribution, and record retention requirements are met; ensure consumer-disclosure requirements where applicable.
What records should HR keep?
Maintain complaint forms, investigation notes, findings, disciplinary actions, and training acknowledgments. Retain per applicable federal rules such as IRC §6501(a) and HIPAA where relevant.
How soon must an employer investigate?
Investigations should begin promptly after receiving a complaint; many employers set internal targets (for example, initial assessment within 3 business days and completion within 30 days) to demonstrate timeliness.
Who should be involved in investigations?
Use trained HR professionals and, where appropriate, legal counsel. In complex matters, consider neutral external investigators to preserve objectivity and evidence integrity.
How do we update the policy?
Review annually or after significant incidents, update text for legal or organizational changes, obtain leadership sign-off, and redistribute acknowledgments; maintain versioned records for auditability.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now