How to report workplace harassment through a reporting channel for companies

16 of May, 2025

Workplace harassment is a problem that your employees may face, not knowing how to proceed in these situations. In this article we will explain how to report workplace harassment through a reporting channel.

Moreover, we will explain what considerations to take when making an effective complaint.

Without a doubt, a reporting channel for companies is a form of internal response to harassment, particularly useful when there are problems related to internal matters.

So if you want to know who is behind the complaint channel for companies and how you can use it, keep reading!

Where to report workplace harassment in Spain?

It is essential to know how to report workplace harassment in Spain. One of the simplest and most effective ways is through the reporting channel for companies.

These channels offer internal communication tools and resources that can help detect workplace harassment in the company and take steps to combat it.

In addition, it is important to know that there are other methods to report workplace harassment. One option is the work inspection, where a complaint can be filed if it is believed that harassment has been suffered and there are no other avenues to pursue first.

And the other option is to go to the court, where the victim also has the right to file a civil lawsuit. This is useful if attempts at internal resolution were unsuccessful or if there are financial or bureaucratic problems with these attempts.

In this case, compensation could also be requested.

Deadline for filing a workplace harassment complaint in Spain

To prevent the situation from escalating, it is ideal to have an internal reporting channel like the one from Sesame HR to prevent your employees from directly going to the other options. Filing a workplace harassment complaint in Spain is a complex process.

In the case of following the whistleblower directive, it will be mandatory to obtain a receipt acknowledgment within a maximum of 7 days.

And the resolution of the complaint should be given within a maximum of 3 months.

How to report workplace harassment through a complaint channel?

How to report workplace harassment through a reporting channel? This is a good question and the answer depends on your company and your internal policies. However, companies are required to have reporting channels to receive information on any form of workplace harassment.

To make an effective harassment complaint, the relevant facts for the case should be identified and solid evidence should be gathered.

In addition to the internal avenues, there are also other claims that can be filed: with the work inspection or with the court. It is important to take into account that there are legal limits in relation to the time to present these complaints.

If you want to take parallel actions to improve the well-being of your employees, you can also download this guide on the employee experience for more ideas.

Gather proof of it

If employees opt for a workplace harassment complaint through a reporting channel for companies, it is important that they gather proof that substantiates what they are reporting.

This might include text messages, emails, or any other relevant material. Witness statements can also be presented, as well as medical reports, if applicable.

All these proofs are necessary to ensure that the complaint is taken seriously and the level of seriousness of the workplace harassment in question is determined.

Reporting through the internal channel in the company

Workplace harassment can be a delicate matter to deal with, especially if the person responsible for the complaint is also working in the company. So, how to report workplace harassment anonymously and safely?

By using a reporting channel for companies, a safe and confidential avenue is created to file a workplace harassment complaint. A good reporting channel will offer:

Features such as anonymity and advanced user protection.
Easy to navigate web application to submit a complaint directly to the company.
Fast tracking system to keep employees informed about the process.
A swift solution to any workplace harassment related problem.

By using these internal channels within companies, you can avoid having to resort to government agencies or external entities and ensures that labor problems will be addressed promptly and properly.

How to write an effective workplace harassment complaint

Regarding how to write a workplace harassment complaint, there are some tips to include in your channel’s policy. To begin with, it is important to provide parameters on how to file a workplace harassment complaint and make a comprehensive description of the situation the employees are being subjected to.

This implies detailing the situation and the events that have occurred from the beginning to the present, as well as the person responsible for the workplace harassment and the witnesses who may have witnessed the events.

To successfully write a workplace harassment complaint, it is also necessary to give the following advice:

Include all available evidence related to the incident and explain what they are.
Summarize in several sentences the most significant points before making the complaint.
The description of the complaint should be clear and accurate so that no important detail is lost.
Do not provide any false, inaccurate, or partially true data in bad faith.

Resort to other avenues for other claims

Employees can also resort to other avenues to make their complaints, especially in the case of not having an internal channel at their disposal. A situation that the Whistleblowing Directive seeks to reverse.

For instance, they could file a complaint with the Work Inspection or in Court in order to complain about workplace harassment.

Is a false workplace harassment complaint a crime in Spain?

And what happens if a false workplace harassment complaint is filed in the complaints channel?

If it is determined that part or all of the information provided is false, the complaint must be immediately removed, unless the lack of truthfulness could be considered a criminal offense.

In that case, the information would be kept for the duration of the legal proceedings. The information could only be kept in the information system for the time essential and necessary for these purposes.

This is dictated by Law 2/2023, of February 20, 2023, regulating the protection of those who report regulatory infringements and fight against corruption.

In conclusion, you should ensure the integrity of victims of workplace harassment, but also the truthfulness of information. To speed up these processes, you can install your own reporting channel for companies and explain these steps on how to report workplace harassment to your employees.

If you want to try a 14-day demo of our HR software, do not hesitate to ask for it. We will be delighted to help you!

HR professional with experience in building strong 𝐜𝐨𝐥𝐥𝐚𝐛𝐨𝐫𝐚𝐭𝐢𝐯𝐞 𝐜𝐨𝐦𝐦𝐮𝐧𝐢𝐭𝐢𝐞𝐬 among HR leaders. As the founder of the 𝐇𝐑 𝐂𝐥𝐮𝐛 and 𝐇𝐑 𝐂𝐨𝐦𝐦𝐮𝐧𝐢𝐭𝐲, I leverage my 15+ years of experience to enhance the professional landscape for HR leaders.

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tiagosantos

HR Content Specialist