How to file a notice of occurrence (Canada Labour Code)

If you work for a federally regulated employer, you start the harassment and violence resolution process by giving a notice of occurrence to your employer or to the designated recipient named in its workplace harassment and violence prevention (HVP) policy. Under the Work Place Harassment and Violence Prevention Regulations, the notice can be oral or written and must contain the names of the principal party and the responding party, if known, the date of the occurrence and a detailed description. The principal party is the person the occurrence was directed at; a witness can also give notice.

Who can use the federal notice of occurrence process

Part II of the Canada Labour Code covers federally regulated industries and workplaces. The Government of Canada's list includes banks, airlines and airports, telecommunications and broadcasting, postal and courier services, railways and road transport that cross provincial or international borders, most federal Crown corporations and the federal public service. If you don't work in a federally regulated industry, look to your province or territory instead. To check which applies, see how to tell whether your workplace is federally or provincially regulated.

Two rules to check early. If the principal party or the responding party is the employer, the notice must go to the designated recipient. And the regulations exclude notice when all three apply: the responding party is neither the employer nor an employee, exposure to harassment and violence is a normal condition of the work, and the employer has measures in place for it.

What to include in a notice of occurrence

• Who: the principal party and the responding party, if known, and their roles if that helps identify them.
• When: the date of each event, marked as approximate where it is.
• What happened: the words or actions, where it happened, who saw or heard it, and what happened next.

Use a separate entry for each event, quote words only when you are sure of them, and leave out guesses about motive and unrelated personal information. People who handle the process may read it. Our incident log template shows one way to set out each event, and how to document workplace harassment in Canada covers what to write after each one.

A fictional example: “Principal party: me. Responding party: my team lead. Thursday, September 3, 2026, about 10:15 a.m., weekly video meeting. When I presented the schedule, the team lead called my work ‘embarrassing’ and told me to stop talking. Two colleagues were on the call. At 11:40 a.m. I emailed asking for specific feedback; no reply as of September 4.”

What happens after you file: the dates to track

1. Day 0: keep a copy of what you sent, with the date and channel. If you gave notice orally, note the date, who received it and what you said.
2. Within 7 days: the employer or designated recipient must contact you to confirm receipt, explain how to access the HVP policy and each step of the process, and tell you that you may be represented, for example by a union representative, colleague, friend or family member.
3. Within 45 days: negotiated resolution must begin, including a joint review of whether the notice describes harassment and violence as the Code defines it.
4. Every month: the employer or designated recipient must give you a status update, starting the month after the notice.
5. Within one year: the employer must ensure the process is completed, or later if a party is absent from work for more than 90 consecutive days.

If a step is missed, note the date. The HVP policy must also name the person who receives complaints that the employer is not following Part II of the Code; raise it with that person or your supervisor first.

If you are in immediate danger, call 911 first. Your employer must also have emergency procedures for occurrences that pose an immediate danger and make them available to employees.

Kirokune keeps your notes, photos, recordings and imported chats in one case on your iPhone, in date order. It does not decide whether an event meets the Code's definition.

Frequently asked questions

Can I file a notice of occurrence for something that happened years ago?

Yes. The Government of Canada's steps say a notice can be given even for events that happened years in the past. If you have already left the employer, a separate time limit for former employees applies, so check it with the federal Labour Program early.

Can a witness file a notice of occurrence anonymously?

Yes. A witness may give notice anonymously. The employer must then contact the principal party, but if the notice does not name the principal party or otherwise allow them to be identified, the regulations treat the occurrence as resolved after the initial review.

Is there an official notice of occurrence form?

The Government of Canada publishes a sample template, and your employer may have its own form. Neither is required: the regulations accept notice in writing or orally, as long as it contains the required information.

Kirokune helps you keep a record. It does not diagnose, decide what happened, or give legal advice.