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POSH Complaint Acknowledgement

A POSH complaint acknowledgement is the Internal Committee's written confirmation to the complainant that her complaint has been received and registered. It gives a reference number, explains what happens next and reassures her about confidentiality, interim relief and protection from retaliation.

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[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

The committee will share a copy of your complaint with the respondent within [Number] working days, as required for a fair inquiry.
The respondent will be given an opportunity to submit a reply and documents.
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.
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.
You will be informed in writing of hearing dates and of the outcome.

Documents Required

To proceed, please submit the following, if not already provided, by [Date]: [Number] additional copies of the complaint, copies of supporting documents, and names and contact details of witnesses.

Your Protection

Your identity and the contents of your complaint will be kept confidential. During the inquiry you may write to the committee requesting interim relief such as a transfer, leave or restraint on the respondent from reporting on or evaluating your work. Any retaliation against you for raising this complaint should be reported to the committee immediately and will be treated seriously.

For any questions, please contact [Member Name], Internal Committee, at [Phone] or [IC Email Address].

Yours sincerely,

[Presiding Officer Name]
Presiding Officer, Internal Committee
[Company Name]
Date: [Date]

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What this template includes

Complaint reference number and date of receipt, which start the inquiry clock
Plain-language outline of the next steps in the process
Request for any missing documents or witness details
Option to seek conciliation explained neutrally, without pressure
Information on interim relief that may be requested
Confidentiality and anti-retaliation assurance
Committee contact for questions

When to use it

Immediately after the Internal Committee receives a written complaint
When a complaint arrives by email or post and the complainant needs proof of receipt
When the committee needs further copies or documents from the complainant
When a complaint is received through a third party on behalf of the aggrieved woman

How to customise this template

1Insert the complaint reference number from your POSH register
2List any documents still required, or delete that paragraph
3Replace timelines with [Number] days values confirmed against the current rules
4Send in a sealed envelope or from the official IC email, never through the reporting manager
5File a copy in the confidential complaint folder

HR tips

Acknowledge the same or next working day; delays erode trust
Keep the tone neutral; do not express a view on the merits
Do not copy the respondent or managers on the acknowledgement
Name one point of contact on the committee to avoid confusion

Procedure and time limits are set by the POSH Act, 2013 and its rules; verify current provisions before quoting any timelines, and review with a legal adviser.

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Frequently asked questions

Is it mandatory to acknowledge a POSH complaint?+

Acknowledging receipt in writing is good practice and creates a clear record of the date the complaint was received, which matters for time-bound steps. Many POSH policies make it mandatory.

Who signs the acknowledgement?+

The Presiding Officer or a committee member authorised by the committee signs it. HR should not sign on the committee's behalf.

Should the acknowledgement mention the respondent?+

It can refer to the complaint against the named respondent but should not include any judgement. Keep the description factual and brief.

All 50 posh, workplace safety & compliance →

[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]
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

Full Name
Employee ID / Contractor / Visitor
Designation
Department
Work Location
Preferred Contact Number
Preferred Email
Best time and way to contact you

Name of Respondent
Designation
Department / Organisation
Work Location
Relationship to you (manager, colleague, client, vendor, other)

[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

Notice · Word

POSH Committee Constitution 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]
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

Name	Role	Sittings Attended
[Member Name]	Presiding Officer	[Number]
[Member Name]	Member	[Number]
[Member Name]	Member	[Number]
[Member Name]	External Member	[Number]

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]

[Company Logo][Company Name]

STATEMENT OF WITNESS BEFORE THE INTERNAL COMMITTEE

Complaint Ref. No.:: [Reference Number]
Date of Recording:: [DD/MM/YYYY]
Time:: From [Time] to [Time]
Place / Mode:: [Venue / Video Conference]

Witness Details

Name of Witness
Employee ID (if employee)
Designation / Organisation
Department
Witness called by (Complainant / Respondent / Committee)
Relationship with Complainant
Relationship with Respondent
Language of statement

Committee Members Present

Presiding Officer
Member
Member
External Member

Opening Assurance

Form · Word

POSH Witness Statement

Download .docx

POSH Complaint Acknowledgement

Preview of the letter

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

What Happens Next

Documents Required

Your Protection

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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