How to document microaggressions at work: keep the small incidents in order

To document microaggressions at work, write each one down as soon as you safely can: the date, the exact words or action, what was happening around it, who was there, and what happened next. One remark is easy to wave off, sometimes even by you. A dated list keeps every incident in its place, so you, and anyone you choose to show it to, can see how often it happens. You don't need to decide first whether any of it breaks the law. This guide is for people working in the United States.

Why a single incident is hard to raise

Microaggressions are brief, everyday comments or actions that single someone out because of who they are, such as their race, gender, age, disability, religion, or accent. Described on its own, each one can sound minor, and you may be told you misread it.

The EEOC says petty slights, annoyances, and isolated incidents (unless extremely serious) don't rise to the level of illegality. It also says harassment based on race, color, religion, sex, national origin, age (40 or older), disability, or genetic information can create a hostile work environment when it is so severe or so frequent that a reasonable person would find it abusive. Frequency is part of that picture, which is why the list matters more than any single entry. Whether a pattern reaches that point is for HR, the EEOC, a state or local agency, or a lawyer to judge. The EEOC's harassment page says it is under review and will be revised, so check the current version.

What to write for each incident

• When: the date and approximate time. Mark estimates as estimates.
• Where: the meeting, call, chat channel, email thread, or hallway.
• Exact words or action: quote only what you remember word for word; label the rest as a paraphrase.
• Context: what was happening just before, so the remark isn't read out of context later.
• Who was there: anyone who saw or heard it.
• What happened next: anything you said, and any reply.
• Your reaction: how it felt and what it affected, on a separate line.

Separate lines for fact and feeling make an entry easier for someone else to follow. The free incident log template uses the same prompts.

Keep the small ones too

A single comment about your accent may not seem worth writing down. Three comments across two months, each with a date and the people present, read differently. This example is fictional:

None of these entries guesses why it happened. If you remember more later, add a dated note instead of rewriting the original.

Early entries can also matter for timing. For ongoing harassment, the EEOC says a charge must be filed within 180 or 300 days of the last incident, and that it looks at all the incidents when investigating, including earlier ones.

Raising it with HR or an ERG

The EEOC notes that your employer may have an anti-harassment policy explaining how to report. Look on the intranet or in the employee handbook, or ask HR for a copy, and follow the steps it describes. An employee resource group (ERG) can be a source of support, but check whether the policy names it as a way to report; if it doesn't, telling ERG members may not count as telling the company.

1. Choose the entries you want to raise, oldest first.
2. Note the date you report, who you told, and how.
3. Keep a copy of anything you send in writing.
4. Keep logging new incidents, and anything that changes at work after you report.

The guide to bullying vs. harassment explains what federal law covers, and the checklist before you go to HR lists what to prepare.

Looking after yourself while you log

Writing an incident down can bring the moment back. Short entries are fine, and so is taking a break. If the notes start to weigh on you, talk with someone you trust, or check whether your employer offers an employee assistance program.

Kirokune keeps your notes, photos, recordings, and imported chats in one private case on your iPhone, in time order, so small incidents don't scatter across apps. The free version includes one case with unlimited records and no account. It helps you organize what happened; it does not decide what happened or give legal advice.

Frequently asked questions

Are microaggressions considered harassment?

Not automatically. The EEOC says isolated minor incidents generally aren't illegal, but harassment based on a protected characteristic can be unlawful when it is severe or frequent enough to create a hostile work environment. Your employer's policy may also cover conduct the law doesn't. HR, the EEOC, a state agency, or an employment lawyer can tell you which rules may apply.

Should I write down a microaggression that only happened once?

If it stayed with you, yes. A dated entry takes a minute, and if something similar happens again, the earlier entry shows it wasn't the first time. Describe it as a single incident rather than guessing at a pattern.

How do I describe a microaggression without sounding oversensitive?

Quote the words, describe the setting, and list who was there, then write your reaction on a separate line. A reader can follow what happened without having to accept your interpretation first, and your reaction is still part of the entry.

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