HR Documentation Audit

HEALTH & SAFETY AUDIT CHECKLIST

Site:

[Company Name], [Work Location]

Audit Date(s):

[DD/MM/YYYY]

Lead Auditor:

[Auditor Name]

Audit Team:

[Names]

Scoring:

0 = Not in place, 1 = Partly in place, 2 = Fully in place with evidence

A. Leadership and Policy

B. Hazard Identification and Risk Control

C. Training and Competence

POLICY ON PREVENTION OF SEXUAL HARASSMENT (POSH)

Policy No.:

[Reference Number]

Version:

[Version Number]

Effective Date:

[Date]

Policy Owner:

Human Resources / Internal Committee

1. Purpose

[Company Name] is committed to a workplace free of sexual harassment. This policy is framed under the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013 and its Rules, to prevent sexual harassment and provide a fair redressal mechanism.

2. Scope

It applies to all employees, interns, trainees, consultants, contract staff and visitors at all locations of the company, including [Work Location]. 'Workplace' includes offices, sites, company transport, places visited during work, and work-related online spaces. As company policy, [the protections are extended to employees of all genders].

3. Definitions

ORDER CONSTITUTING THE INTERNAL COMMITTEE

Ref. No.:

[Reference Number]

Date:

[Date]

Effective From:

[DD/MM/YYYY]

Applicable To:

[Work Location / All Locations]

[Company Name]
[Company Address]

Subject: Constitution of the Internal Committee under the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013

In accordance with the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013 and the rules framed under it, the management of [Company Name] hereby constitutes the Internal Committee (IC) for [Work Location / All Locations] with effect from [DD/MM/YYYY]. The committee shall receive and inquire into complaints of sexual harassment at the workplace and recommend action in a fair, timely and confidential manner.

Tenure

APPOINTMENT AS PRESIDING OFFICER – INTERNAL COMMITTEE

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]

Subject: Appointment as Presiding Officer of the Internal Committee

Dear [Employee Name],

We are pleased to inform you that the management of [Company Name] has appointed you as the Presiding Officer of the Internal Committee constituted under the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013, vide order no. [Reference Number] dated [Date]. This appointment recognises your seniority, integrity and the trust that colleagues place in you.

Your Responsibilities

1. Chair meetings of the Internal Committee and ensure the required quorum is present.
2. Receive complaints, guide complainants on the process and record them properly.
3. Lead inquiries in line with principles of natural justice, giving both parties a fair hearing.
4. Consider requests for conciliation where the complainant asks for it, without monetary settlement.
5. Ensure the inquiry is completed within [Number] days or the period prescribed under current rules.
6. Sign and submit the inquiry report and recommendations to the employer.
7. Contribute to the annual report and awareness programmes.

APPOINTMENT AS MEMBER – INTERNAL COMMITTEE

Ref. No.:

[Reference Number]

Date:

[Date]

Member Category:

[Employee Member / External Member]

To,
[Member Name]
[Designation / Organisation Name]
[Address]

Subject: Nomination as Member of the Internal Committee

Dear [Member Name],

With reference to the order constituting the Internal Committee of [Company Name] (Ref. [Reference Number], dated [Date]), we are pleased to nominate you as a member of the committee for [Work Location / All Locations] under the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013.

For employee members: You have been nominated in view of your commitment to the cause of women, and your experience in [social work / legal knowledge / employee relations]. Committee work will be treated as part of your official duties.

For the external member: You have been nominated in view of your association with [NGO / Organisation Name] and your familiarity with issues relating to sexual harassment. You will be paid an honorarium of ₹[Amount] per sitting along with reimbursement of travel expenses of up to ₹[Amount], payable within [Number] days of each sitting.

Terms of Membership

COMPLAINT OF SEXUAL HARASSMENT AT THE WORKPLACE

To,
The Presiding Officer
Internal Committee, [Company Name]
[Company Address]
Email: [IC Email Address]

This form is confidential. You may attach additional sheets wherever space is insufficient.

Part A – Complainant Details

Part B – Respondent Details

Part C – Details of the Incident(s)

ACKNOWLEDGEMENT OF COMPLAINT

Complaint Ref. No.:

[Reference Number]

Date of Receipt:

[DD/MM/YYYY]

Date of this Letter:

[Date]

STRICTLY CONFIDENTIAL

To,
[Complainant Name]
[Designation], [Department]
[Work Location]

Subject: Acknowledgement of your complaint dated [DD/MM/YYYY]

Dear [Complainant Name],

The Internal Committee of [Company Name] acknowledges receipt of your written complaint dated [DD/MM/YYYY], received on [DD/MM/YYYY] through [in person / email / post]. Your complaint has been registered under reference number [Reference Number]. Please quote this number in all future communication with the committee.

What Happens Next

1. The committee will share a copy of your complaint with the respondent within [Number] working days, as required for a fair inquiry.
2. The respondent will be given an opportunity to submit a reply and documents.
3. Before starting the inquiry, you may ask the committee to attempt conciliation. This is entirely your choice and no monetary settlement can form the basis of conciliation.
4. If no conciliation is sought or it does not succeed, the committee will hold an inquiry, hear both parties and witnesses, and complete it within the period prescribed under the current rules.
5. You will be informed in writing of hearing dates and of the outcome.

POSH INQUIRY CHECKLIST

Complaint Ref. No.:

[Reference Number]

Date of Receipt:

[DD/MM/YYYY]

Presiding Officer:

[Presiding Officer Name]

Target Completion:

[DD/MM/YYYY]

Phase 1 – Intake (Presiding Officer)

• Complaint received in writing and logged in POSH register
• Acknowledgement issued to complainant with reference number
• Required copies and supporting documents received
• Each member has declared no conflict of interest, or recused
• Quorum for this case confirmed, including external member
• Case file opened and stored securely

Phase 2 – Conciliation (Committee)

• Complainant informed of option of conciliation
• Complainant's written choice recorded
• If conciliation: settlement recorded without any monetary element
• Copies of settlement given to both parties and employer
• If no conciliation or it fails: inquiry initiated

Phase 3 – Notice and Reply (Committee)