How to document a workplace incident
General information, not legal advice. Your company policy and state rules control.
When something happens at work — harassment, a hostile comment, a pattern of being cut out — the instinct is to hope it stops. It usually doesn't. And months later, when it matters, the question everyone asks is the same: what exactly happened, and when? A calm, dated log answers that question. It's not about building a case for its own sake; it's about making sure your version of events is the one with the details, not the one that faded.
Why contemporaneous records win
"Contemporaneous" means written at the time — the same day, ideally within hours. HR investigators and courts weight a same-day note far more heavily than a summary you piece together later, because memory drifts and dates blur. If a dispute ever arises, the person with the dated, specific record has the advantage. The one relying on "I think it was sometime in spring" does not. Write it down while it's sharp, even when you're sure you'll remember.
What to capture, every time
- Date and time. The exact day and, when you can, the time. This is what turns scattered complaints into a documented pattern.
- Exact words. Quote what was said as closely as you can, in quotation marks. Paraphrase loses the thing that mattered.
- Who was there. Names of witnesses and anyone else present. A witness who can confirm the moment is worth more than any adjective.
- What you did. How you responded, who you told, whether you reported it. This shows you acted reasonably.
- Evidence. Screenshots of messages, emails, or a photo of a note — attached to the entry so it's tied to the date.
Keep it factual, keep it private
The most credible log is the most boring one: facts, dates, exact words — no name-calling, no guessing at motives. State the impact as a fact ("I left the meeting early") but leave the labels out. Keep it private, too. A log stored on a shared work drive or a company account can be seen, deleted, or used against you. Your own record belongs on your own device — something the company can't switch off or reach into.
When to escalate to HR
Escalate when the behavior is serious, repeated, or unsafe, or when policy requires it. Bringing a dated log changes that meeting: instead of "this keeps happening," you show a timeline with times, quotes, and witnesses. Report in writing so there's a record of what you said and when — and keep your own copy regardless of what happens next.
- Nothing leaves your phone. No server, no account, no analytics — your records live on-device and export to your own iCloud Drive or Files.
- Yours, even if we disappear. Cloud tools get shut down and take your data with them. A local-first app can't be switched off from a server — your records stay files you control.
- Paid once. One-time purchase. No subscription, no upsell, updates included.
Date, time, what was said, witnesses and screenshots — a factual timeline you can export as one PDF when you need it. One-time purchase, no subscription. Nothing leaves your phone.
FAQ
Why do dated, contemporaneous records matter so much?
Because memory fades and dates get disputed. A note written the same day — with the time, the exact words, and who was present — carries far more weight with HR, an investigator, or a court than a summary you reconstruct months later. 'Contemporaneous' is the word professionals use, and it's the difference between evidence and recollection. Write it down while it's fresh.
Is it legal to keep my own log of what happens at work?
Keeping your own private notes about things you personally experienced or witnessed is generally fine and common. Recording conversations is different — some states require all parties to consent, so know your state's rule before you hit record. Keep your log to facts you observed, store it on your own device, and don't take confidential company documents you're not entitled to.
Should I write down how I felt, or just the facts?
Lead with facts — date, time, place, exact words, witnesses, what you did. You can note the impact ('I left early because I felt unsafe') as a fact of what happened, but skip speculation about motives and labels like 'he's a creep.' Factual, specific, and calm reads as credible; emotional and conclusory reads as a grudge, even when you're right.
When should I take it to HR?
Escalate when the behavior is serious, repeated, or unsafe, or when your company policy requires reporting. A dated log makes that conversation far stronger: you can show a pattern with times and witnesses instead of 'it keeps happening.' Report in writing (email works) so there's a record of what you told HR and when — then keep your own copy.