Workplace Bullying - Complete Guide to Documentation and Reporting

Knowing something is wrong at work is one thing. Knowing exactly how to document it and who to report it to is what actually changes your situation. This guide covers both ends of that process, from your first note to a formal application if it comes to that.

What counts as workplace bullying under Australian law

Under the Fair Work Act, bullying is repeated, unreasonable behaviour towards a worker (or group of workers) that creates a risk to health and safety. It can include verbal abuse, exclusion, unreasonable workloads, spreading rumours, or humiliating someone in front of others. Importantly, it needs to be repeated — a single unpleasant incident, while it may still be worth raising, doesn't usually meet the legal threshold on its own.

It's also important to know what bullying is not. Reasonable management action taken in a reasonable way — a fair performance review, a properly run disciplinary process, or a manager setting clear expectations — is specifically excluded, even if it doesn't feel good to be on the receiving end of it. Understanding this distinction early helps you document the right things and avoid a complaint being dismissed as a management disagreement.

Documenting incidents so they hold up

Related: Workplace Bullying - Expert Advice on Documentation and Reporting.

Every entry in your record should include the date and time, the location, exactly what was said or done (direct quotes wherever possible), who witnessed it, and the impact it had on you. Write it the same day if you can — notes made close to the event carry far more weight than a recollection pieced together weeks later, because memory naturally blurs detail and sequence over time.

Keep facts and feelings in separate lines. "At 11am, [Name] said in front of the team, 'You clearly can't handle this role'" is a fact. "This made me anxious about coming to work the next day" is impact — both belong in your log, but a decision-maker needs to be able to tell them apart.

Save supporting evidence as you go: emails, messages, rosters, meeting notes. Screenshot with visible timestamps and store copies outside your work systems, since access to work email or devices can be restricted the moment a complaint is lodged.

Building your record over time

A single incident report rarely tells the full story. What matters to an investigator or a tribunal is the pattern — the same behaviour recurring, the same person, a consistent target. Keeping every entry in one running log, rather than scattered across notebooks, phone notes and emails to yourself, means you can present a clear, chronological account whenever you need it. A tool built for this purpose, such as Bully Log, timestamps each entry automatically and keeps your evidence attached to the right incident, which adds real credibility if your documentation is ever reviewed formally.

Reporting internally: manager and HR

See also: Workplace Bullying - Tips and Strategies for Effective Documentation and Reporting.

Most processes start with an internal step — raising the issue with your manager if it's safe and appropriate, or lodging a formal complaint with HR if it isn't, or if the manager is the person involved. Bring your written record to this conversation rather than relying on memory. Ask what happens next, who will investigate, and what timeframe to expect. Request that the outcome, and any actions agreed, be put in writing. If your workplace has a bullying or grievance policy, follow its steps — this also demonstrates you gave the internal process a fair chance, which matters if you need to escalate later.

Reporting externally: unions, Fair Work, and beyond

If internal reporting doesn't resolve things, or the behaviour continues, there are several external avenues. Your union, if you're a member, can provide advocacy and support through the process. The Fair Work Ombudsman can advise on your general workplace rights. If the bullying is ongoing and you're still employed, you can apply to the Fair Work Commission for an order to stop the bullying — this is specifically designed for current employees facing an ongoing risk, rather than a claim for compensation. If the conduct is connected to work health and safety more broadly, your state's SafeWork regulator can also be involved, and if it relates to a protected attribute such as sex, race, disability or age, the Australian Human Rights Commission or your state's equivalent body may be relevant too.

Looking after yourself through the process

Reporting bullying is stressful, even when you're confident you're doing the right thing. Your employer's Employee Assistance Program offers confidential counselling, and it's worth using it. Tell someone you trust outside work what's going on, keep your log updated even after you've reported the issue, and give yourself permission to take things one step at a time.

This is general information, not legal advice — every workplace situation is different, and a union representative, the Fair Work Ombudsman, or an employment lawyer can help you apply it to yours. But whichever path you take, a clear, contemporaneous record is what makes every option that follows genuinely possible.