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POSH Confidentiality Declaration

The POSH confidentiality declaration is an undertaking signed by everyone who handles a sexual harassment complaint, from committee members and HR support staff to the parties and witnesses. It spells out what information must stay confidential, how records are handled and what happens if confidentiality is breached.

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[Company Logo][Company Name]

CONFIDENTIALITY DECLARATION – POSH PROCEEDINGS

Company:: [Company Name]
Complaint Ref. No. (if specific):: [Reference Number]
Date:: [Date]

Signatory Details

Name
Employee ID / Organisation
Designation
Contact Number

Presiding Officer / Member of Internal Committee
External Member
Complainant
Respondent
Witness
HR / Administrative support to the committee
Interpreter / Other (specify)

Undertaking

I, [Name], understand that I have been or may be given access to information relating to a complaint of sexual harassment under the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013 and the POSH policy of [Company Name]. In consideration of this access, I undertake as follows:

I will not disclose, publish or discuss the identity, address or any identifying detail of the complainant, respondent or witnesses.
I will not disclose the contents of any complaint, reply, statement, evidence, minutes, conciliation, report, recommendation or action taken.
I will not discuss the matter with colleagues, family, the media or on social media, messaging groups or any online platform.
I will store case documents only in [approved locked cabinet / encrypted folder], will not keep copies on personal devices, and will not print or forward material without the committee's approval.
I will use only the case reference number, not names, in email subject lines and file names.
I will return or destroy all case material in my possession when asked by the committee.
This undertaking continues after the case is closed and after my employment or engagement with the company ends.
I may disclose information only where required by law or a competent authority, and will inform the Presiding Officer before doing so where permitted.

Consequences of Breach

I understand that breach of confidentiality may attract penalties under the Act and rules as applicable, and disciplinary action under the company's standing orders, service rules or contract, which may include termination of employment or engagement.

Signatory
[Name]
Signature: ____________
Date: [Date]
Place: [Work Location]

Witnessed by
[Presiding Officer Name]
Presiding Officer, Internal Committee

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What this template includes

Signatory category so one form works for all roles
Definition of confidential information: identities, contents, evidence, outcome
Rules on storage, printing, email and sharing of case files
Exceptions, such as disclosures required by law
Duration: confidentiality continues after the case and after employment
Consequences of breach under the Act and company policy

When to use it

When a new Internal Committee member or external member joins
Before HR or admin staff provide secretarial support to an inquiry
At the first hearing of complainant, respondent and witnesses
When an interpreter or IT person is given access to case material

How to customise this template

1Tick the signatory category or prepare role-specific copies
2Add the case reference for party and witness versions; leave blank for committee members' standing declaration
3Insert your IT rules on approved storage (encrypted folder, no personal devices)
4Translate into the signatory's language where needed
5Keep signed originals in the POSH master file

HR tips

Brief signatories orally too; a signature alone does not guarantee understanding
Restrict email subject lines to case numbers, never names
Re-sign at each reconstitution of the committee
Explain that publicising the outcome on social media is also a breach

The POSH Act, 2013 prohibits publication of certain information about complaints and provides consequences for breach; verify the current provisions and rules and have your legal adviser review this undertaking.

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Frequently asked questions

What information is confidential under the POSH Act?+

Broadly, the identity and addresses of the aggrieved woman, respondent and witnesses, the contents of the complaint, conciliation and inquiry proceedings, and the recommendations and action taken. Check the Act for the exact scope and exceptions.

Can general information about a case be shared?+

The Act allows dissemination of information about justice secured without disclosing identities or identifying particulars. The annual report is an example of anonymised disclosure.

Does confidentiality end when the employee leaves?+

No. The undertaking should continue to apply after the case closes and after the person's employment or engagement ends.

All 50 posh, workplace safety & compliance →

[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]

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]
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