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Newsletter – July 2025

Can I Tell You Something… But Please Don’t Do Anything? 🤔
Welcome to the July edition of My HR Specialist!
 
July marks the midpoint of the year—a time when many teams are taking summer vacations, planning for Q3, and reflecting on what’s working (and what isn’t) in their culture.
 
It’s also a moment to pause ⏸️ and check in on how we handle one of the most delicate aspects of leadership: responding to employee complaints.
Sometimes, employees share concerns—harassment, bullying, or other issues—but insist they don’t want you to act. It’s more common than you might think, and how you respond can make all the difference in protecting your team and your business.

This month, we’ll walk through clear, practical 📌steps for navigating these tricky situations with care, empathy, and compliance.
Why This Happens (and Why It’s Common)
In a 2023 workplace survey, over 60% of employees said they wouldn’t feel comfortable reporting harassment or misconduct—even if they knew it was serious. It can feel confusing 🤔when an employee finally shares a concern and then says, “But please don’t do anything.”

This is more common than you might think. Reasons include:
  • Fear of retaliation or tension.
  • Not trusting leadership to help.
  • Wanting to avoid being labeled “difficult.”
  • Just needing to vent, not escalate.
Even when something sounds minor, it could point to harassment, discrimination, or safety risks. That’s why it’s essential to listen without judgment.
 
What the Law Says (California & US)
Even if an employee asks you to stay quiet, you can’t always do that.

California Employers:
  • Under the Fair Employment and Housing Act, you must take reasonable steps to prevent and correct harassment or discrimination once you’re aware of it.
Federal Law:
  • Title VII and the ADA also require action if complaints involve protected categories or retaliation.
Bottom line: If the issue involves discrimination, harassment, or retaliation, you’re legally required to act—regardless of the employee’s wishes.
 
How to Respond Respectfully
Follow these clear steps:

✅ Acknowledge
“Thank you for trusting me with this.”

✅ Explain obligations
“Because this could be harassment, I have to look into it.”

✅ Outline next steps
“I’ll gather more information and keep you informed.”

✅ Reassure
Emphasize your anti-retaliation policy.

✅ Confirm in writing
A short email summarizing what you discussed.

Phrases You Can Use
“I hear you, and I want to help.”
“I’m required by law to take steps to keep the workplace safe.”
“I’ll handle this as confidentially as possible.”
“Retaliation is strictly prohibited.”
 
Handling complaints with compassion and clarity builds a culture of trust. While it’s never comfortable to act when someone asks you not to, it’s a vital part of your role—and a legal requirement you can’t ignore.
 

We understand that navigating this kind of conversation isn’t easy—especially when you care 🤝about your team and want to respect their wishes. The good news? You don’t have to figure it out alone, and you don’t have to guess your way through it.

Here are five practical tips to help you handle these conversations with care and confidence:

1. Keep thorough documentation.
Even if the employee says they don’t want action, you must document the conversation. Note the date, time, what was shared, any witnesses, and your response.

2. Clarify confidentiality boundaries.
Be clear that while you’ll respect privacy as much as possible, you cannot guarantee total confidentiality if the complaint involves legal or safety concerns.

3. Conduct a discreet risk assessment.
Quietly evaluate whether the issue presents potential legal exposure or risks to other employees.

4. Develop a preventive action plan.
Use these situations as a catalyst to improve policies, training, or culture—even if no formal investigation is needed. Small proactive steps (like refresher trainings or anonymous surveys) can help address underlying issues.

5. Know when to call in backup.
Some complaints fall into legal gray areas where mishandling can create liability. If you’re unsure about your obligations or how to approach a sensitive complaint, don’t hesitate to consult an expert. My HR Specialist is here to help you handle employee concerns the right way—from start to finish.
Disability Pride Month 🧡
 
July is Disability Pride Month, honoring the signing of the Americans with Disabilities Act (ADA) and celebrating the contributions of people with disabilities. It’s also a reminder that when employees share concerns—especially about accessibility, inclusion, or discrimination—how you respond matters. Taking every voice seriously helps build a workplace where everyone feels respected, valued, and safe.

Only half of employees (51%) say they'd report harassment if they couldn't remain anonymous—and 49% say they wouldn't report at all due to retaliation fears or reputation concerns.

Source: Traliant 2025 State of Workplace Harassment Report

 

When issues go unaddressed, organizations are 2–3 times more likely to face costly claims and turnover.
Source: SHRM, Preventing and Eliminating Harassment in the Workplace Toolkit, 2018.

43% of U.S. employees don’t trust their employer to handle misconduct fairly.
Source: HR Acuity 2023 Employee Experience Report

 
As we wrap up this month’s discussion on When Someone Makes a Complaint… But Doesn’t Want You to Do Anything About It, one thing is clear: the way leaders respond—especially in moments of hesitation or silence—sets the tone for the entire workplace.

As Carmen Torres highlights in The Smart HR Solution, responding with empathy—even when no immediate action is requested—helps create a culture where your team feel heard, valued, and safe to be honest. Because in HR, it’s not always the volume of the complaint that matters, but the way it’s received.
For more insights like this, check out The Smart HR Solution! 📘
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