Workplace harassment policy for federally regulated employers: the rules and a free template
Federally regulated employers (Canada Labour Code) must have a written workplace harassment and violence prevention policy, developed together with their "applicable partner" (the policy committee, or if there is none, the workplace committee or the health and safety representative). The Code defines harassment and violence as any action, conduct or comment, including of a sexual nature, that can reasonably be expected to cause offence, humiliation or other physical or psychological injury or illness to an employee. The regulations list what the policy must say, set training timelines, set out a resolution process for every notice of an occurrence (a report of harassment or violence), and require records and an annual report.
What the law requires in federally regulated workplaces
| The law | Canada Labour Code, Part II, and the Work Place Harassment and Violence Prevention Regulations (SOR/2020-130), especially section 10 (policy) and section 12 (training) |
|---|---|
| In force | In force since 1 January 2021 |
| Who it applies to | Employers in federally regulated industries covered by Part II of the Canada Labour Code, such as banks, airlines, interprovincial trucking and telecommunications. You must make the policy available to all employees. The rules we checked do not set a minimum number of employees. Federal guidance says that with fewer than 20 employees your applicable partner is usually your health and safety representative; with 20 to 299 employees it is the workplace committee; with 300 or more it is the policy committee. |
| Investigations | The regulations set out a resolution process that starts when the employer or designated recipient receives a notice of an occurrence. Within 7 days after the notice, the employer or designated recipient must contact the principal party (the person who was harassed). Efforts to resolve the occurrence through negotiated resolution must start within 45 days after the notice. The process can include negotiated resolution, conciliation and investigation, you must give the parties monthly updates on its status, and federal guidance says it must be completed within 1 year after the notice. Your policy must summarize this process and say how a notice can be given. Read the regulations in full, or use the federal Labour Program's guidance, before you handle a notice. |
| Training | You and your applicable partner must jointly develop or identify training that is specific to your workplace. Each employee must be trained within 3 months of starting, at least every 3 years after that, after the training is updated, and when they move into a role with a higher risk of harassment or violence. The employer and the designated recipient must also be trained; the designated recipient before taking on the role and at least every 3 years after. |
| Review | Review and update the policy jointly with your applicable partner at least once every 3 years, and after any change to an element of the policy. |
| Records | Keep records for 10 years, including your policy, workplace assessment documents, records of each review and update, annual reports and investigation reports. By 1 March each year, file an annual report with the Labour Program on occurrences in the previous calendar year, even if there were none. |
What your written policy must include
- A statement of your commitment to preventing harassment and violence (s. 10(2)(a))
- The roles of the employer, the designated recipient (the person or work unit named to receive notices of an occurrence), employees, and the policy committee, workplace committee or health and safety representative
- A description of the risk factors, both inside and outside the workplace, that contribute to harassment and violence
- A summary of the training you provide
- A summary of the resolution process, including who the designated recipient is and how a notice of an occurrence can be given
- A summary of your emergency procedures (s. 10(2)(g))
- How you will protect the privacy of people involved in an occurrence or in the resolution process (s. 10(2)(h))
- Any recourse available to the people involved, in addition to what the Act and regulations provide
- The support measures available to employees
Human rights law also applies
The Canadian Human Rights Act also protects employees of federally regulated employers from harassment related to protected grounds such as sex, race, religion and disability. Those complaints go to the Canadian Human Rights Commission.
Key terms: Workplace harassment · Sexual harassment · Workplace violence · Harassment investigation · Psychological harassment (Quebec) · Duty to accommodate · Human rights code (protected grounds)
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Questions
Does a small federally regulated employer need a harassment and violence prevention policy?
Yes. The Work Place Harassment and Violence Prevention Regulations apply to employers covered by Part II of the Canada Labour Code, and the rules we checked do not set a minimum number of employees. The policy must be developed with your applicable partner and made available to every employee.
How often do federally regulated employees need harassment training?
Within 3 months of starting, then at least every 3 years. Training is also needed after the training is updated and when an employee moves into a role with a higher risk of harassment or violence.
What is a designated recipient?
The person or work unit you name to receive notices of an occurrence (reports of harassment or violence). They must be trained before they take on the role and at least every 3 years after.
How often must I review a federal harassment policy?
At least once every 3 years, jointly with your applicable partner, and after any change to an element of the policy.
How long must a federally regulated employer keep harassment records?
10 years. That includes the policy, workplace assessment documents, annual reports and investigation reports.
Do federally regulated employers file a harassment report every year?
Yes. By 1 March each year you must file an annual report with the Labour Program for the previous calendar year, even if there were no occurrences.
Official sources
- Work Place Harassment and Violence Prevention Regulations (SOR/2020-130), Justice Laws Website
- Work Place Harassment and Violence Prevention Regulations, section 10
- Canada Gazette, Part II: Work Place Harassment and Violence Prevention Regulations
- Government of Canada: list of employer and designated recipient duties
- Government of Canada: sample harassment and violence prevention training syllabus
- Canadian Human Rights Commission
- Canada Labour Code, section 122 (definitions), Justice Laws Website
- Government of Canada: Requirements for employers to prevent harassment and violence in federally regulated workplaces
- Government of Canada: Employers, workplace harassment and violence occurrence
- Government of Canada: Work Place Harassment and Violence Prevention, interpretation 943-1-IPG-104
- Government of Canada: Sample form and steps for providing a notice of an occurrence
- Government of Canada: Sample harassment and violence prevention user guide
- Work Place Harassment and Violence Prevention Regulations, as made 17 June 2020 (archived), Justice Laws Website
General information for Canadian employers, not legal advice. This policy is a starting point: read it, change anything that doesn't fit your workplace, and check it against your province's current rules, or ask an employment lawyer or HR professional to review it. Rules were checked against official sources on 5 November 2026.
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