Third-Party Harassment Policy Template

Creating a safe and respectful workplace isn’t just about fostering healthy relationships between employees — it’s also about safeguarding them from inappropriate behavior by individuals outside the organization. Third-party harassment occurs when non-employees — like vendors, customers, clients, or contractors — engage in unwelcome or offensive conduct toward employees. Despite being external to the organization, these individuals can still have a significant impact on employee wellbeing and workplace culture.

A well-drafted third-party harassment policy sends a clear message: Everyone who interacts with your workforce is expected to uphold your standards of respect, inclusion, and safety. This policy not only supports a healthy work environment but also demonstrates your organization's commitment to compliance and employee protection.

What a Third-Party Harassment Policy Should Include

When writing or updating your third-party harassment policy, make sure it includes the following components:

• Definition of third-party harassment and how it differs from internal harassment
• Examples of unacceptable conduct by non-employees (e.g., clients, customers, vendors)
• Clear statement of zero tolerance for harassment from third parties
• Employee rights and responsibilities, including how and when to report incidents
• Reporting procedures and points of contact (e.g., HR, compliance team)
• Investigation process once a report is filed
• Potential actions the company will take against third parties who violate the policy (e.g., termination of vendor contracts, refusal of service)
• Support resources for affected employees, such as counseling or time off
• Anti-retaliation clause for those who report third-party harassment
• How the policy applies to remote, hybrid, and off-site work settings

Purpose of a Third-Party Harassment Policy

The main purpose of a third-party harassment policy is to proactively protect employees from harassment originating outside the organization. By setting clear expectations for external stakeholders and outlining a process for addressing violations, employers reinforce their commitment to employee safety and legal compliance.

This policy also ensures:

• Employees feel empowered to report misconduct without fear of retaliation.
• The organization can swiftly address issues without jeopardizing vendor relationships or customer satisfaction.
• Leaders and managers are equipped to respond appropriately when incidents arise.

Now, let’s look at a sample third-party harassment policy you can tailor to your organization’s needs.

Sample Third-Party Harassment Policy

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1. Policy Statement

We are committed to providing a workplace that is free from harassment, discrimination, and inappropriate conduct — including those committed by individuals who are not employed by our organization. Third-party harassment will not be tolerated, and we will take prompt, appropriate action to protect our employees and uphold our standards of respect and inclusion.

2. Who This Policy Covers

This policy applies to all employees, including full-time, part-time, temporary, and contract workers, as well as interns. It protects employees from inappropriate conduct by any non-employee who interacts with them in a work context, including but not limited to:

• Customers and clients
• Vendors and suppliers
• Consultants and contractors
• Delivery personnel
• Business partners and stakeholders
• Event attendees or participants
• Any other third party with whom employees may come into contact in the course of their work

3. Definition of Third-Party Harassment

Third-party harassment refers to any unwelcome conduct by a non-employee that creates a hostile, intimidating, or offensive work environment for an employee. This may include actions based on race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other characteristic protected by law.

Examples of third-party harassment include:

• Inappropriate jokes, comments, or gestures
• Sexual advances or suggestive remarks
• Physical intimidation or unwanted touching
• Threats, insults, or yelling
• Discriminatory or biased treatment
• Stalking or persistent unwanted contact
• Sharing offensive images, texts, or emails

Harassment does not need to be severe or pervasive to be considered a violation of this policy.

4. Employee Rights and Responsibilities

Employees have the right to work in a safe and respectful environment. If an employee experiences or witnesses harassment by a third party, they are encouraged — and in some cases required — to report the incident as soon as possible.

Employees should:

• Speak up if they feel safe doing so, making it clear that the behavior is unwelcome
• Report the incident to a manager, HR representative, or via our designated reporting channels
• Provide as much detail as possible, including the names of involved individuals, dates, times, locations, and descriptions of the incident

All reports will be handled with discretion and sensitivity.

5. Reporting Procedures

Reports of third-party harassment can be made through the following channels:

• Directly to your manager or supervisor
• Human Resources: [Insert HR email or contact]
• Anonymous reporting hotline or online form: [Insert details]

Reports should be submitted as promptly as possible. Employees will not be penalized for delays in reporting, but timely reports help ensure accurate investigations and effective resolution.

6. Investigation and Response

Upon receiving a report, we will:

• Acknowledge receipt and offer support resources
• Conduct a prompt, impartial investigation
• Interview involved parties and any witnesses
• Document all findings and maintain confidentiality to the extent possible

Following the investigation, appropriate action will be taken. Depending on the outcome, this may include:

• Limiting or ending the third party’s access to our premises
• Escalating the issue to the third party’s employer or organization
• Terminating contracts or vendor relationships
• Pursuing legal remedies, if applicable

We will inform the employee who reported the harassment of the outcome, as appropriate, while maintaining confidentiality.

7. Protection from Retaliation

We strictly prohibit retaliation against any employee who reports third-party harassment or participates in an investigation. Retaliation may include adverse changes in job responsibilities, exclusion from meetings, threats, or other unfair treatment. Any retaliation should be reported immediately and will be treated as a serious policy violation.

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8. Support for Affected Employees

We understand that harassment — from any source — can be distressing. Employees who experience third-party harassment will have access to:

• Paid time off to attend therapy or recover, if needed
• Counseling and mental health resources through our Employee Assistance Program (EAP)
• Manager and HR support to adjust work responsibilities or environment as necessary

Requests for accommodations will be handled confidentially and compassionately.

9. Remote and Off-Site Work

This policy applies equally in remote work settings, off-site locations, and virtual environments. Examples include:

• Harassment during video calls or online chat
• Inappropriate emails or social media messages from clients
• Disrespectful behavior during off-site meetings, conferences, or travel

Employees are encouraged to report third-party harassment no matter where it occurs.

10. Policy Review and Training

This policy will be reviewed annually and updated as needed. Training on identifying and addressing third-party harassment will be provided during onboarding and at regular intervals for all employees, especially those in customer-facing or vendor-management roles.

Frequently Asked Questions

What makes third-party harassment different from internal harassment?
Third-party harassment is perpetrated by someone outside your company — not a fellow employee or manager. While you can’t control third-party behavior directly, you can take steps to shield employees and hold external individuals accountable.

Can a customer or client be banned because of harassment?
Yes. If a third party violates this policy, we reserve the right to refuse service, cancel contracts, or end the relationship entirely to protect our employees.

What if the harassment is subtle or hard to document?
Even if behavior seems minor or hard to prove, employees are encouraged to report it. A pattern of seemingly small actions can still create a hostile environment. HR will consider the full context when investigating.

Can I report harassment that I witness, even if it didn’t happen to me?
Yes. Bystanders play a crucial role in maintaining a respectful workplace. If you witness third-party harassment, you should report it through the same channels.

Is there a statute of limitations on reporting third-party harassment?
There’s no formal deadline, but prompt reporting allows us to act quickly and accurately. The sooner an incident is reported, the more effectively it can be addressed.
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