POSH Compliance Checklist for HRs

POSH Compliance Checklist

This POSH Compliance Checklist gives HR teams and managers a step by step guide to organize tasks, reduce compliance and operational risks, and improve consistency in handling workplace sexual harassment matters.

Who this checklist is for: HR professionals, managers, internal complaints committee members, compliance officers, and recruiters responsible for workplace safety and policy enforcement.

Practical value and outcomes: Use this checklist to ensure a current POSH policy, trained committee members, timely case handling, secure documentation, and measurable follow up that reduces legal exposure and supports a safer workplace.

Compliance and Policy

1. Review the POSH policy to confirm alignment with current statutory requirements and company code.
2. Obtain formal approval of the POSH policy from senior leadership or legal counsel.
3. Define roles, responsibilities, and timelines for the internal complaints committee in writing.
4. Publish the policy in accessible formats and confirm employee acknowledgement.
5. Set a clear disciplinary framework and appeals process tied to the policy.

Planning and Preparation

1. Appoint and document internal complaints committee members and alternates with clear term dates.
2. Schedule and deliver POSH training for committee members and periodic refresher training for all staff.
3. Create an intake and escalation workflow with defined timelines for each step.
4. Prepare templates for complaints, notices, acknowledgment letters, and investigation reports.
5. Identify and arrange access to neutral investigators or legal advisors for complex cases.

Execution and Process

1. Log every complaint promptly and issue an acknowledgement to the complainant within 24 to 48 hours.
2. Conduct a preliminary assessment within 7 days to determine urgency and interim measures.
3. Notify the respondent and complainant of rights, interim measures, and confidentiality rules in writing.
4. Convene inquiry hearings within statutory timeframes and document meeting minutes accurately.
5. Collect evidence and witness statements impartially and maintain a chain of custody for records.

Documentation and Records

1. Store complaint forms, correspondence, and acknowledgements in a secure and access controlled location.
2. File investigation reports, hearing minutes, findings, and recommendations with dated records.
3. Keep signed witness statements and evidentiary attachments together with the case file.
4. Record disciplinary actions, settlements, and follow up steps with implementation dates.
5. Apply a retention schedule for POSH records and maintain secure disposal processes when retention ends.

Review and Follow Up

1. Communicate case outcomes and required corrective actions to relevant stakeholders while preserving confidentiality.
2. Monitor implementation of corrective actions for a defined period, typically 30 to 90 days, and log results.
3. Conduct case reviews to identify process gaps and update procedures as needed after each closed matter.
4. Perform regular audits of POSH case files, training completion, and committee performance quarterly.
5. Report aggregated compliance metrics and improvement plans to leadership at regular intervals.