If something is happening at work and you are not sure what to call it yet, start with a record. A clear incident log can help you see patterns, prepare for a conversation, and avoid relying on memory during a stressful process.

Why an incident log matters

Workplace harassment, discrimination, retaliation, coercion, and abuse of power often unfold through repeated moments rather than one obvious event. A supervisor may make comments in private, change your schedule after you raise concerns, exclude you from normal work opportunities, or pressure you to stay quiet. Each moment can feel small on its own, but together they may show a pattern.

An incident log gives you one place to record what happened while the details are still fresh. It can help you explain the timeline to a trusted support person, an internal investigator, a union representative, a lawyer, or a human rights body. It can also help you separate facts from feelings, which matters when you are asked to describe an experience clearly.

What to record after an incident

Use plain language. You do not need legal words to make a useful record. For each incident, write down:

• Date and time: When did it happen, and how long did it last?
• Location: Was it in person, by text, by email, by phone, in a meeting, or on a workplace platform?
• People involved: Who was present, who spoke, and who may have witnessed it?
• Exact words or actions: Write direct quotes where you remember them. If you do not remember the exact words, say that.
• Impact on you: Did it affect your schedule, pay, assignments, safety, health, reputation, or ability to work?
• Evidence connected to it: Note emails, screenshots, schedules, messages, photos, policy documents, or names of witnesses.
• Follow-up: Did you report it, ask someone to stop, speak with HR, or receive a response?

Keep the log factual and readable

A helpful log is not a diary entry, although your feelings are valid and may belong in a separate support journal. For an incident log, focus first on what a third party can understand: who, what, when, where, and what changed afterward. Instead of writing, “My manager was abusive all week,” write the specific conduct: “On Tuesday at 3:10 p.m., my manager said X in front of Y and Z, then removed me from the Friday shift.”

If you are unsure whether something was harassment or discrimination, record it anyway. You are not making a legal conclusion by documenting what happened. You are preserving information so you can make better decisions later.

Where to store it

Use a safe place that your employer cannot access. Do not store your only copy on a company laptop, company email account, or workplace phone if you are worried about access. If you take screenshots, save them with dates and context. If you forward workplace emails to yourself, make sure you are not breaching confidentiality rules or policies. When in doubt, ask for advice before moving sensitive documents.

A simple template you can copy

Date and time:
Location or platform:
People involved:
What happened:
Exact words, if remembered:
Witnesses:
Evidence saved:
Impact on work, health, pay, schedule, or safety:
What I did next:
What happened afterward:

Do not wait for certainty

Many workers delay documenting because they are not sure whether the conduct “counts.” You do not need to know that yet. If something feels wrong, if a person in power is using their role to pressure you, or if your treatment changes after you raise a concern, make a note. Patterns are easier to see when you have a timeline.

General information only: This article is educational and is not legal advice. If you are dealing with workplace harassment, discrimination, retaliation, or abuse of power in Alberta, you can start by reading our Publications or by using Tell Us Your Truth to share what happened.