Published by Report 2 HR · Updated October 31, 2026 · 3 min read
QUICK ANSWER
Write down each incident soon after it happens: date, time, place, who was there, what was said or done, in your own words. Keep copies of messages and other records somewhere you control, and note any report you make and the response.
Why documentation helps
Memory fades and details blur, especially when something is upsetting. Notes made close to the time make it easier to be accurate later, whether you decide to report to HR, talk to an agency or an attorney, or do nothing for now. Documenting is a private step that commits you to nothing.
You do not need to decide whether what happened is “harassment” in a legal sense. The EEOC explains that harassment is unlawful when it is based on a protected characteristic and either becomes a condition of continued employment or is severe or pervasive enough to create a hostile, intimidating or abusive environment, and that petty slights and isolated incidents are generally not enough unless extremely serious. Whether conduct meets that standard depends on the facts, so write down what happened and let others assess it.
What to record for each incident
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Date and approximate time.
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Where it happened (and whether it was in person, by message, call or video).
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Who did it, who else was present, who might have noticed.
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What was said or done, with exact words in quotes when you remember them.
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How you responded, and whether you told anyone at the time.
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Any effect on your work: schedule, assignments, absences.
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Where the supporting evidence is (screenshots, emails, photos), without needing to attach it anywhere.
The free report builder has fields for each of these, lets you add several incidents and a timeline, and keeps everything on your device unless you choose to save a copy.
Private by design: nothing is sent to HR or to Report 2 HR. You decide what to do with the finished document.
Keeping records safely
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Keep notes somewhere only you can access; avoid shared or employer-managed devices and accounts if you can.
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Follow your employer’s rules about confidential company information; describe a sensitive document instead of copying it.
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Do not secretly record conversations before checking the law where you are. Rules on recording differ and can have serious consequences.
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Back up your own notes; a stolen phone or a closed account should not erase them.
Notes and downloaded files are not encrypted by default. Anyone with access to your device or account may be able to read them.
Build a timeline
A one-line-per-event timeline makes patterns visible. Keep it factual and add the detailed notes underneath.
Fictional example
timeline entries
Mar 3 — Break room. Pat Example commented on my appearance in front of two coworkers. I said I didn’t like it.
Mar 10 — Front counter. Pat repeated a similar comment. A customer was present.
Mar 14 — Pat texted me a joke I found inappropriate. Screenshot saved on my phone.
Mar 21 — Stockroom. Pat stood close and said, “Don’t tell anyone.”
Names and events are made up for illustration.
If you decide to report
Your notes become the backbone of a complaint. Note each time you report, to whom, and what happens afterwards. Check deadlines early: the EEOC’s time limit for a charge is generally 180 days from the incident (300 days where a state or local agency also enforces a law against that discrimination), and for ongoing harassment it runs from the last incident. California’s Civil Rights Department states a three-year limit for an employment intake form from the date you were last harmed.
General information only
This is general educational information, not legal advice, and it has not yet been reviewed by an attorney. Laws and agency rules change and depend on your facts. Report 2 HR is a writing tool: it does not investigate, file complaints or protect deadlines.
Official sources
These pages were read when this article was written (October 31, 2026). Rules and deadlines change; check the source before you rely on it. Federal and California guidance are listed separately.