Free notice template · Word

POSH Hearing Notice

A POSH hearing notice is issued by the Internal Committee to call the complainant, respondent or a witness to appear at a hearing. It states the date, time and venue or video link, what to bring, the ground rules of the hearing and the consequences of not attending without reason.

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[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

Your company ID card
Any documents, messages or records relevant to the matter, with copies
A list of witnesses you wish the committee to examine, with contact details (complainant and respondent only)

Conduct of the Hearing

Proceedings are confidential; do not discuss them with colleagues or on social media.
Parties are not permitted to bring a legal practitioner to represent them.
Audio or video recording by any participant is not permitted.
Questions to the other party, if any, will be put through the committee.
Your statement will be recorded, read back to you and you will be asked to sign it.

If you are unable to attend for a genuine reason, please write to the committee at [IC Email Address] at least [Number] days before the hearing with the reason and your availability. Please note that if a party remains absent for [Number] consecutive hearings without sufficient cause, the committee may proceed as permitted under the applicable rules.

Any attempt to influence witnesses or retaliate against any person involved in this inquiry will be treated as serious misconduct.

Yours sincerely,

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

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What this template includes

Addressee's role in the case (complainant, respondent or witness)
Date, time and venue or secure video-conference link
Documents and evidence the person should bring
Ground rules: no legal representation, no recording, confidentiality
Adjournment procedure with contact details
Consequence of repeated absence stated neutrally

When to use it

Calling the respondent to present their side after their written reply
Calling the complainant to record her detailed statement
Summoning a witness named by either party
Rescheduling a hearing after a valid adjournment request

How to customise this template

1Select the correct role line and delete the others
2Fill in the hearing venue; choose a private room away from the respondent's team
3For virtual hearings, insert the link and require a private space with camera on
4State the reasonable notice period you give, using [Number] days
5Send by sealed envelope and email with read receipt

HR tips

Schedule complainant and respondent at different times to avoid an encounter
Give witnesses an assurance against retaliation in the notice
Keep proof of delivery in the case file
Offer a woman escort or support person for the complainant if your policy allows

The committee's powers to summon and proceed ex parte come from the POSH Act, 2013 and its rules; verify the current provisions before relying on them and seek legal advice where needed.

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Frequently asked questions

What happens if the respondent does not attend the POSH hearing?+

The rules allow the committee to proceed or terminate proceedings after repeated absence without sufficient cause, subject to notice. Check the current rules and record each absence.

Can a POSH hearing be held online?+

Many committees hold virtual hearings, especially for remote employees. Ensure privacy, identity verification and that no one records the session without the committee's permission.

How much notice should be given before a hearing?+

Give reasonable notice so the person can prepare; many policies specify a set number of days. Use the [Number] days placeholder and fill in what your policy states.

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

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)

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

[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 Hearing Notice

Preview of the notice

Subject: Notice to appear before the Internal Committee in Complaint No. [Reference Number]

Please Bring

Conduct of the Hearing

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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