How to create an effective workplace harassment policy

A robust workplace harassment policy is an essential document for any business. It’s a formal statement of your company’s commitment to a respectful and safe work environment.

This guide will walk you through the key elements of a robust policy, provide a step-by-step process for creating your own and offer best practices for implementation. You will also find a downloadable policy template to help you get started. 

Why every workplace needs a harassment policy

A harassment and bullying policy is more than just a legal document; it’s a foundation for a positive work culture. It clarifies expectations for behaviour and ensures all employees feel protected. 

Having a clear policy is a legal requirement in most Canadian provinces, as it demonstrates an employer’s commitment to a safe work environment and can protect the company in the event of a complaint. A well-defined policy supports a culture of respect, inclusion and safety.

Key elements of a workplace harassment policy

Developing a comprehensive harassment policy is essential for any business committed to a respectful and safe work environment. This section outlines the key elements you must include to ensure your policy is effective, clear and aligned with your workplace expectations.

• Statement of commitment: Start with a clear declaration from leadership that the company is dedicated to a harassment-free workplace.
• Clear definitions and examples: Explicitly define workplace harassment, bullying, sexual harassment and discriminatory harassment. Provide a variety of examples of prohibited behaviour, covering both direct and indirect actions.
• Scope of the policy: Specify who the policy applies to, including employees, contractors and volunteers. Also, clarify where it applies, such as at work-related events, on social media and during work-related travel.
• Responsibilities: Outline the duties of employees and managers in preventing and addressing harassment.
• Reporting process: Detail the step-by-step procedure for reporting an incident, including who to report to and how to ensure the process is safe and confidential.
• Investigation process: Explain how complaints will be investigated, including a commitment to fairness, timeliness and confidentiality.
• Disciplinary actions: State the consequences for violating the policy, which can range from a warning to termination.
• Confidentiality assurances: Reassure all parties that information will be kept confidential to the extent possible during the investigation.
• Anti-retaliation clause: Include a strong statement prohibiting any form of retaliation against individuals who report harassment or participate in an investigation.
• Policy review schedule: State when the policy will be reviewed and updated to ensure it remains effective and compliant with current laws.

Step-by-step guide to developing your own policy

Step 1: Review local legal requirements

Harassment laws vary by province in Canada. Before you begin drafting, research the specific requirements in your province. The federal government, as well as provincial ministries of labour and human rights commissions, offer valuable resources for businesses. Be sure to link to these authoritative government sources in your final document.

Step 2: Involve your team in drafting the policy

Creating an effective policy requires input from various stakeholders. Engage HR professionals, legal counsel and company leadership for research. Consider gathering anonymous feedback from employees through surveys or focus groups to ensure the policy addresses real-world concerns and is easy to understand.

Step 3: Customize for your industry and workplace

Tailor the policy to your specific business. A global tech company will have different risks than a construction company or a retail store. Use examples that are relevant to your industry and adapt the tone to your company size and culture.

Step 4: Train your managers and communicate the policy well 

Simply establishing a policy is not enough. You must actively communicate the same to your employees. Train your managers on how to identify harassment, respond to complaints with sensitivity and objectivity and follow the correct reporting procedures. They are the first line of defence and their actions are very critical.

Step 5: Document and review regularly

Keep a record of all policy versions and training sessions. This documentation is crucial for demonstrating due diligence. Conduct an annual review of the policy to ensure it remains up-to-date with legal changes and is still effective for your workplace.

Workplace harassment policy template 

Here’s a preview of the customizable Workplace Harassment and Bullying Policy template you can download: 

Best practices for implementation and culture change

• Communicate clearly and consistently: The policy should be easy to access and understand. Use multiple channels to communicate it, such as email, company portals, team meetings and onboarding documentation.  
• Make reporting safe and easy: Ensure employees feel safe coming forward without fear of retribution. Provide multiple reporting avenues, such as a manager, teammate or HR business partners. 
• Lead by example: Leadership must visibly and consistently support the policy. Their actions set the tone for the entire company culture.
• Encourage feedback: Ask employees for feedback on the policy’s clarity and effectiveness. This not only shows you value their input but also helps you continuously improve the policy.

Common mistakes to avoid

Avoid the following mistakes when drafting a harassment and bullying policy for your workplace:  

• Using a generic, off-the-shelf policy without customization.
• Failing to properly train managers on their responsibilities.
• Having a policy but not enforcing it consistently.
• Ignoring informal complaints or “small” issues.

Creating and maintaining an effective Workplace Harassment and Bullying Policy is a critical component of building a safe, respectful and productive work environment. By defining clear expectations, establishing a robust reporting process, and committing to fair investigations, you not only comply with legal requirements but also foster a culture where all employees feel valued and protected.

Remember that a policy is only as good as its implementation. Regular training, consistent enforcement and visible leadership support are essential for its success.

To help you get started on this vital process, we’ve provided a downloadable, fillable policy template. Use it as a solid foundation and customize it to fit the unique needs of your workplace.

The information in this template is current as at 1 August 2025, and has been prepared by Employment Hero Pty Ltd (ABN 11 160 047 709) and its related bodies corporate (Employment Hero). The content is general information only, is provided in good faith to assist employers and their employees, and should not be relied on as professional advice. Some information is based on data supplied by third parties. While such data is believed to be accurate, it has not been independently verified and no warranties are given that it is complete, accurate, up to date or fit for the purpose for which it is required. Employment Hero does not accept responsibility for any inaccuracy in such data and is not liable for any loss or damages arising directly or indirectly as a result of reliance on, use of or inability to use any information provided in this template. You should undertake your own research and seek professional advice before making any decisions or relying on the information in this template.