Free checklist template · Word

POSH Investigation Checklist

The POSH investigation checklist is a step-by-step tracker the Internal Committee uses to run an inquiry from intake to closure. It helps members confirm that every procedural step, from sharing the complaint with the respondent to issuing the final report, is done and documented.

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[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)

Copy of complaint sent to respondent within [Number] working days
Respondent's reply and documents received within [Number] days
Reply shared with complainant where required for fairness
Interim relief requests received and recommendations sent to employer

Phase 4 – Hearings and Evidence (Committee)

Hearing notices issued to complainant, respondent and witnesses
Separate hearings held; parties not forced to face each other
Statements recorded, read back and signed
Questions from one party put through the committee
Digital evidence collected and preserved with date and source
Minutes and attendance of every sitting recorded
Adjournments and absences recorded with reasons

Phase 5 – Findings and Report (Committee)

Evidence analysed against each allegation
Findings reasoned and based on preponderance of evidence
Recommendations drafted (action or no action)
Report signed by all participating members
Report submitted to employer within [Number] days of completing inquiry
Copies made available to both parties

Phase 6 – Closure (Employer / HR)

Employer acted on recommendations within [Number] days
Action communicated in writing to parties
Anti-retaliation monitoring for complainant and witnesses
Case file sealed and access restricted
Case reflected in the annual report

Verified by
[Presiding Officer Name]
Presiding Officer, Internal Committee
Date: [Date]

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What this template includes

Intake steps: receipt logged, quorum confirmed, conflicts declared
Conciliation decision recorded before inquiry begins
Natural justice steps: notice to respondent, reply, opportunity to cross-examine through the committee
Evidence handling: documents, digital records, witness statements
Interim relief requests tracked
Report drafting and submission to employer
Closure: action implemented, records sealed, annual report updated

When to use it

As soon as a complaint is registered, to plan the inquiry
At each committee meeting to see which steps are pending
When a new or less experienced member joins an inquiry midway
Before signing the final report, as a procedural self-audit

How to customise this template

1Add the actual dates and [Number] days limits from current rules into each phase
2Assign an owner to each item (Presiding Officer, member, HR support)
3Insert links to your own templates for notices and statements
4Keep one checklist per complaint in the case file
5Review with your legal adviser after the first live use

HR tips

Record every meeting's attendance; lack of quorum can invalidate proceedings
Do not let HR or management sit in hearings unless the committee invites them for a defined purpose
Give both parties copies of statements they need to respond to
Track interim-relief requests separately so they are not forgotten

Inquiry steps and time limits come from the POSH Act, 2013, its rules and your service rules; verify current provisions and take legal advice on complex cases.

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Frequently asked questions

What are the main stages of a POSH inquiry?+

Typically: receipt of complaint, optional conciliation, notice to respondent and reply, hearings of both parties and witnesses, findings and report, and action by the employer. This checklist follows that sequence.

Can lawyers represent parties in a POSH inquiry?+

The rules have generally not allowed parties to bring legal practitioners to represent them in committee proceedings. Verify the current rules before deciding.

What is the minimum quorum for hearings?+

The rules set a minimum number of members, including the presiding officer, for proceedings. Check the current figure and record attendance each time.

All 50 posh, workplace safety & compliance →

[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]
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

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]

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]
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

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)

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 Investigation Checklist

Preview of the checklist

Phase 1 – Intake (Presiding Officer)

Phase 2 – Conciliation (Committee)

Phase 3 – Notice and Reply (Committee)

Phase 4 – Hearings and Evidence (Committee)

Phase 5 – Findings and Report (Committee)

Phase 6 – Closure (Employer / HR)

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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