How to Document Bullying

Effective bullying documentation goes far beyond keeping a simple diary of events. It requires creating a comprehensive record that demonstrates patterns of behaviour, shows the impact on your work and wellbeing, and provides objective evidence that supports your subjective experience of being bullied.

The key is understanding what constitutes workplace bullying in legal terms. Not every unpleasant interaction qualifies as bullying - the behaviour must be repeated, unreasonable, and create a risk to health and safety. Your documentation needs to clearly establish these elements through specific examples and evidence.

Courts and mediators look for consistency, detail, and corroboration in bullying claims. They want to see that incidents were recorded contemporaneously, that you sought help through appropriate channels, and that the behaviour had genuine impacts on your work performance or wellbeing. Weak or inconsistent documentation can undermine even legitimate bullying claims.

Remember that documentation serves multiple purposes: it helps you identify patterns you might not otherwise notice, provides evidence for internal complaints or external proceedings, and demonstrates that you took the situation seriously enough to keep detailed records.

Your incident log is the backbone of your bullying documentation. Each entry should read like a mini-report that someone else could understand without additional context. Include the date, time, and location of each incident, along with the names of everyone present, including witnesses.

Describe exactly what happened using specific quotes where possible. Instead of writing 'John was rude to me in the meeting', write 'John interrupted me three times during my presentation, said my ideas were stupid in front of the entire team, and rolled his eyes when I tried to respond'. The difference between vague descriptions and specific details can make or break your case.

Document the immediate impact of each incident. How did it make you feel? Did it affect your ability to do your job that day? Did you have trouble sleeping or feel anxious about coming to work? These impacts help establish that the behaviour was more than just personality differences - it was genuinely harmful.

Keep your log updated regularly, ideally within 24 hours of each incident while the details are fresh in your memory. Use a secure method like a password-protected document on your personal device or a private email account that your employer cannot access.

Digital communications often provide the strongest evidence in bullying cases because they capture the bully's exact words and can be difficult to dispute. However, digital evidence can also disappear quickly if not preserved properly, so you need to act fast to secure important communications.

Save copies of all relevant emails, text messages, instant messages, and social media posts to your personal devices immediately. Don't rely on keeping them in your work email system, as employers can delete or restrict access to these accounts. Take screenshots of messages that might be deleted, and forward important emails to your personal email account.

When saving digital evidence, preserve the metadata where possible. This includes timestamps, sender information, and any other technical details that prove when and how the communication was sent. Screenshots should show the full context, including dates, times, and participant names.

Be particularly careful with social media evidence, as posts can be deleted or privacy settings changed. If the bullying extends to social media platforms, document everything immediately and consider having a trusted friend take independent screenshots as backup evidence.

Remember that your employer's IT policies may restrict what you can do with work communications, but you generally have the right to preserve evidence of potential legal violations. Consult with an employment lawyer if you're unsure about the boundaries.

Witness testimony can transform a 'he said, she said' situation into a compelling case with independent corroboration. However, gathering witness statements requires sensitivity and strategy, as colleagues may be reluctant to get involved in workplace disputes, especially if they fear retaliation.

Start by identifying who has witnessed bullying incidents or their aftermath. This might include colleagues who were present during meetings, people who saw you upset after interactions with the bully, or those who have observed changes in your behaviour or performance. Even witnesses to single incidents can be valuable.

Approach potential witnesses carefully and professionally. Explain that you're documenting workplace issues and would appreciate their honest account of what they observed. Don't pressure anyone or suggest what they should say - you want their genuine, independent recollection of events.

When someone agrees to provide a statement, ask them to write down what they saw, heard, or observed in their own words. The statement should include dates, times, locations, and specific details about what happened. Have them sign and date the statement, and keep the original in a safe place.

Be prepared for some colleagues to decline to provide statements, especially if they're concerned about their own job security. Respect their decision and don't let it damage your working relationships. Sometimes people who won't provide written statements may still be willing to speak informally to investigators or mediators.

The impact of bullying on your health, wellbeing, and work performance is crucial evidence that demonstrates the seriousness of the situation. This documentation helps establish that the bullying wasn't just unpleasant - it was genuinely harmful and affected your ability to do your job effectively.

Keep detailed records of any physical or mental health symptoms you experience that you believe are related to the bullying. This might include headaches, sleep problems, anxiety, depression, or stress-related illnesses. Note when symptoms started or worsened in relation to bullying incidents.

Seek medical attention if the bullying is affecting your health, and ensure your doctor understands the workplace context. Medical records that link your symptoms to workplace stress can provide powerful objective evidence of the bullying's impact. Be honest with healthcare providers about what you're experiencing at work.

Document how the bullying affects your work performance. Are you making more mistakes? Struggling to concentrate? Avoiding certain meetings or projects? Taking more sick leave? Keep records of performance reviews, productivity measures, or feedback that shows changes in your work quality.

Track any career impacts, such as missed opportunities for promotion, exclusion from important projects, or damage to your professional reputation. These economic impacts can be significant and may form part of any compensation claim you pursue.

How your employer responds to reports of bullying is often as important as the original bullying behaviour itself. Documenting these responses helps establish whether your employer met their legal obligations to provide a safe workplace and address your concerns appropriately.

Keep detailed records of every time you report bullying or raise concerns, whether formally or informally. Note who you spoke to, when, what you told them, and how they responded. Save copies of any written complaints you submit and any responses you receive from management or HR.

Document any investigations that take place, including who was interviewed, what questions were asked, and what conclusions were reached. If you're not satisfied with an investigation, record your specific concerns about the process and any evidence that wasn't properly considered.

Track any changes in your treatment after you raise concerns. Unfortunately, some employers respond to bullying complaints by treating the complainant less favourably, which can constitute unlawful retaliation. Document any changes in your duties, exclusion from meetings, or different treatment by managers.

If your employer takes action to address the bullying, document whether these measures are effective. Sometimes employers implement superficial changes that don't actually stop the bullying behaviour, and this ongoing failure to protect you can strengthen your case.

Having extensive documentation is only valuable if you can present it clearly and persuasively. Organizing your evidence effectively makes it easier for investigators, mediators, or lawyers to understand your case and identify the strongest elements of your claim.

Create a chronological timeline that shows the progression of bullying incidents and your responses to them. This helps demonstrate patterns of behaviour and shows how the situation escalated over time. Include both the bullying incidents and your attempts to address them through workplace processes.

Categorize your evidence by type - incident logs, emails, witness statements, medical records, and workplace responses. This makes it easier to find specific pieces of evidence when needed and helps ensure nothing important is overlooked.

Prepare summaries of key incidents that highlight the most serious examples of bullying behaviour. While you should keep detailed records of everything, being able to quickly identify the strongest examples helps focus attention on the most compelling evidence.

Keep multiple copies of all evidence in different locations. Store originals in a secure location, keep working copies for daily reference, and consider giving copies to a trusted friend or family member for safekeeping. Digital evidence should be backed up to multiple secure locations.

While thorough documentation is important, you can't document forever without taking action. Employment law has strict time limits that can bar your claim entirely if you miss them, regardless of how strong your evidence might be.

Personal grievances must generally be raised within 90 days of the incident or when you first became aware that it was a problem. This doesn't mean you need to have perfect documentation before raising a grievance, but you do need to act within the legal timeframe.

The 90-day deadline applies to each incident, but continuing bullying can be treated as an ongoing situation where the deadline runs from the last incident. However, don't rely on this - if bullying is serious and ongoing, raise your concerns sooner rather than later.

Use the documentation period strategically. While you're building your evidence base, also try to resolve the situation through internal processes. This shows you attempted to address the problem constructively and gives your employer a chance to fix the situation before legal action becomes necessary.

If you're approaching the 90-day deadline and haven't been able to resolve the situation internally, don't delay raising a personal grievance just to gather more evidence. You can continue documenting incidents even after filing a grievance, and additional evidence can strengthen your case during mediation or tribunal proceedings.