Free notice template · Word

POSH Committee Constitution Letter

A POSH committee constitution letter is the company-wide order that formally sets up the Internal Committee under the POSH Act, 2013. Management issues it when the committee is first formed or reconstituted, naming every member, their role and tenure, and telling employees how to reach the committee.

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[Company Logo][Company Name]

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.

Role	Name	Designation / Organisation	Phone	Email
Presiding Officer	[Member Name]	[Designation] (senior woman employee)	[Phone]	[Email]
Member	[Member Name]	[Designation]	[Phone]	[Email]
Member	[Member Name]	[Designation]	[Phone]	[Email]
External Member	[Member Name]	[NGO / Organisation Name]	[Phone]	[Email]

Tenure

The committee shall hold office for a period of [Number] years from the effective date, or until reconstituted by the management, whichever is earlier. Any vacancy shall be filled by a fresh order.

How to Raise a Complaint

Write to the committee at [IC Email Address] or hand a written complaint to any committee member.
Complaints may also be placed in a sealed envelope marked 'Confidential – Internal Committee' and handed to the Presiding Officer.
A complaint should ideally be made within [Number] days of the incident; the committee may consider delayed complaints as permitted by law.
The identity of the complainant, respondent, witnesses and the proceedings will be kept confidential.

Any form of retaliation against a person who raises a complaint or participates in an inquiry is prohibited and will be treated as misconduct. Copies of this order shall be displayed on all notice boards and the company intranet.

For [Company Name]
[Authorised Signatory]
[Designation]
Date: [Date]

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What this template includes

Reference number and effective date, so the order can be cited in annual reports
Member table with role, designation and contact, so employees know whom to approach
Presiding officer identified as a senior woman employee, as the Act expects
External member from an NGO or person familiar with sexual harassment issues
Tenure of the committee, so reconstitution dates are not missed
Ways to file a complaint (email, in person, sealed envelope) and confidentiality assurance
Display instruction for notice boards and intranet

When to use it

Your organisation crosses 10 employees and must set up an Internal Committee for the first time
The existing committee's tenure has ended and a new committee is being constituted
A member resigns, leaves the company or is removed and the committee is reconstituted
You open a new office, branch or plant that needs its own committee
An audit or client due-diligence asks for documentary proof of committee constitution

How to customise this template

1Fill in each member's name, designation, phone and official email in the member table
2Confirm at least half the members are women and the presiding officer is a senior woman employee
3Insert the external member's organisation and confirm the agreed honorarium separately
4Add a separate table per location if each branch has its own committee
5Have the letter signed by the employer or authorised signatory and display it at every workplace

HR tips

Do not appoint the person to whom most employees report (such as the CEO) as a member, to avoid conflict of interest
Keep a dated copy of every constitution and reconstitution order in the POSH file
Translate the notice into the local language used by shop-floor or field staff
Update the notice board the same day a member changes; stale notices are a common audit finding

This letter is a general template based on the POSH Act, 2013; verify the current Act, rules and any state notifications on committee composition and tenure, and review with a legal adviser before issuing.

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Frequently asked questions

Who signs the POSH committee constitution letter?+

It is signed by the employer, usually the managing director, CEO, director or another authorised signatory. The signature shows the order is issued with management authority.

How many members should the Internal Committee have?+

The Act provides for a presiding officer, employee members and one external member, with at least half being women. Check the current Act and rules for exact numbers before constituting the committee.

Do we need a committee at every branch?+

The Act contemplates a committee at each office or administrative unit located at different places. Many companies with several branches constitute one per location; confirm your position with a legal adviser.

Where should the constitution letter be displayed?+

Display it at a conspicuous place in each workplace, such as notice boards near entry points or canteens, and publish it on the intranet or employee handbook.

All 50 posh, workplace safety & compliance →

[Company Logo][Company Name]
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.
Letter · Word
Internal Committee Appointment Letter
Download .docx
[Company Logo][Company Name]
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
Letter · Word
POSH Committee Member Appointment
Download .docx
[Company Logo][Company Name]
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
Policy · Word
POSH Policy
Download .docx
[Company Logo][Company Name]
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
Full Name
Employee ID / Contractor / Visitor
Designation
Department
Work Location
Preferred Contact Number
Preferred Email
Best time and way to contact you
Part B – Respondent Details
Name of Respondent
Designation
Department / Organisation
Work Location
Relationship to you (manager, colleague, client, vendor, other)
Part C – Details of the Incident(s)
Form · Word
POSH Complaint Form
Download .docx
[Company Logo][Company Name]
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.
Letter · Word
POSH Complaint Acknowledgement
Download .docx
[Company Logo][Company Name]
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)
Checklist · Word
POSH Investigation Checklist
Download .docx
[Company Logo][Company Name]
INQUIRY REPORT OF THE INTERNAL COMMITTEE
Complaint Ref. No.:
[Reference Number]
Complainant:
[Complainant Name], [Designation]
Respondent:
[Respondent Name], [Designation]
Date of Complaint:
[DD/MM/YYYY]
Date of Report:
[Date]
Classification:
Strictly Confidential
1. Committee Members Who Conducted the Inquiry
Name Role Sittings Attended
[Member Name] Presiding Officer [Number]
[Member Name] Member [Number]
[Member Name] Member [Number]
[Member Name] External Member [Number]
2. Summary of the Complaint
The complainant alleged that [brief factual summary of each allegation, with dates and places]. The complainant sought [relief requested].
3. Reply of the Respondent
Report · Word
POSH Investigation Report
Download .docx
[Company Logo][Company Name]
NOTICE OF HEARING – INTERNAL COMMITTEE
Ref. No.:
[Reference Number]
Date:
[Date]
Classification:
Confidential
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
Subject: Notice to appear before the Internal Committee in Complaint No. [Reference Number]
Dear [Employee Name],

The Internal Committee of [Company Name] is conducting an inquiry into Complaint No. [Reference Number] under the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013. You are requested to appear before the committee in your capacity as [complainant / respondent / witness] as per the details below.
Particular Details
Date [DD/MM/YYYY]
Time [Time]
Venue [Meeting Room, Floor, Building] / Video link: [Link]
Expected Duration [Number] hours
Contact for queries [Member Name], [Phone]
Please Bring
Notice · Word
POSH Hearing Notice
Download .docx