PoSH compliance is not limited to setting up policies or conducting training sessions alone. It also includes regular reporting and documentation that show how seriously an organisation takes workplace safety. One of the most important parts of this responsibility is the PoSH annual report filing.
For many HR teams, this filing becomes stressful only because it is addressed too late. Data is scattered, training records are incomplete, or timelines are unclear. With the right structure and year-round preparation, PoSH annual filing can be smooth, predictable, and well-managed.
At Prompt Personnel, we have made a checklist that explains what PoSH annual filing involves, what information must be reported, when and where it should be submitted, and how organisations can avoid last-minute pressure while staying fully compliant.
What Is PoSH Annual Filing
Under the PoSH Act, organisations with an Internal Complaints Committee are required to submit an annual report on PoSH compliance. This report summarises how the organisation has handled complaints and awareness activities during the calendar year.
In simple terms, PoSH annual filing answers three questions:
- Did the organisation have a functioning Internal Committe
- How were complaints handled, if any
- What steps were taken to create awareness and sensitisation
The annual report is prepared by the Internal Committee and shared with the employer. It is also submitted to the designated district authority as per local guidelines. This filing is a key part of demonstrating ongoing PoSH compliance, not just policy intent.
Which Organisations Need to File the PoSH Annual Report
Any organisation with 10 or more employees is required to:
- Constitute an Internal Complaints Committee
- Ensure PoSH compliance reporting through the annual filing
This applies to private companies, listed companies, LLPs, NGOs, trusts, societies, and other establishments that meet the employee threshold. The requirement applies regardless of whether any complaints were received during the year.
Even if there are zero complaints, the annual report must still be filed, clearly stating this along with details of awareness and training initiatives.
What Must Be Included in the PoSH Annual Report
The PoSH annual report follows a defined structure. HR teams should ensure the following information is accurately captured and reviewed by the Internal Committee:
- Number of sexual harassment complaints received during the calendar year
- Number of complaints disposed of after inquiry
- Number of complaints pending for more than 90 days, with reasons
- Nature of action taken by the employer or district authority, where applicable
- Number of PoSH awareness programs conducted for employees
- Number of capacity-building or orientation sessions conducted for Internal Committee members
Training records play an important role in PoSH annual filing. Organisations are expected to show that awareness and sensitisation are ongoing efforts, not one-time activities. This includes documentation of instructor-led sessions, workplace workshops, and structured digital learning initiatives that help employees understand appropriate conduct, reporting mechanisms, and organisational expectations.
Many organisations now use a mix of interactive sessions and digital learning to ensure consistent coverage across teams and locations. Well-designed PoSH training modules or a structured PoSH course helps teams maintain clear attendance and completion records throughout the year. Many organisations choose certification-based formats, documentation from a structured PoSH certification program to support standardised reporting and make annual filing more organised and verifiable.
When and Where the PoSH Annual Report Is Filed
The PoSH annual report covers activities from 1 January to 31 December of a calendar year.
In most cases:
- The report is prepared soon after the year ends
- Organisations aim to complete filing by January, subject to local district guidance
The report is submitted to the District Officer notified under the PoSH Act. Filing processes and formats may differ slightly by state, so it is important to follow local instructions issued by the district office or the Women and Child Development department.
In recent years, some administrative directions have also encouraged reporting through digital platforms such as the SHe-Box portal, in addition to physical or official submissions. Since practices vary by state, organisations should follow the latest district-level guidance to ensure full compliance.
For organisations operating across multiple locations, the report may need to be submitted separately in each district where an Internal Committee is constituted.
Records HR Should Maintain Throughout the Year
PoSH annual filing becomes stressful only when records are not maintained consistently. A year-round approach makes reporting simple.
HR teams should maintain:
- Complaint registers and inquiry timelines maintained confidentially by the IC
- Action taken records, where applicable
- Details of Internal Committee members and tenure
- Training logs for employee sensitisation programs
- Training records for IC orientation and refresher sessions
- Copies of PoSH policy communication shared with employees
Organisations using structured PoSH training platforms often find it easier to maintain attendance records, completion logs, and certification proof. These records directly support annual filing accuracy.
Important Update for Companies: What Changed in 2025–26
Recent regulatory updates have increased the importance of accurate PoSH reporting.
From July 2025 onwards, amendments under the Companies (Accounts) Rules require most companies to include PoSH-related disclosures in their Board’s Report. These disclosures typically cover:
- Number of complaints received
- Number disposed of
- Number pending beyond 90 days
- Confirmation that a compliant Internal Committee is in place
This means PoSH annual reporting is no longer only an HR responsibility. It also becomes part of board-level governance and statutory disclosures. Accurate data, clear records, and proper review by the Internal Committee are now more critical than ever.
How Prompt Personnel Helps Simplify PoSH Annual Filing
PoSH annual report filing becomes easier when compliance is supported throughout the year.
At Prompt Personnel, our PoSH services are designed to support organisations end-to-end, including:
- PoSH policy drafting and review
- Internal Committee setup and external member empanelment
- Employee sensitisation programs, including In-person sessions and other posh training formats
- IC orientation and refresher workshops
- PoSH documentation support and annual return filing
With over 28 years of HR experience, a repository of certified PoSH trainers, and 3,500+ employees trained, we help organisations maintain consistent records that flow naturally into annual reporting.
Instead of rushing in January, HR teams working with us follow a structured calendar where documentation, training, and reporting move together.
Staying Compliant Without the Last-Minute Stress
PoSH annual filing is not just a statutory formality. It reflects how consistently an organisation has worked towards a safe and respectful workplace.
When records are maintained, training is planned, and Internal Committees are supported, filing becomes routine rather than stressful. A calm, structured approach protects the organisation legally while also strengthening employee trust.
If your organisation wants a smoother PoSH compliance cycle, setting the right systems for training, documentation, and annual filing makes all the difference. For expert PoSH compliance support, call us at 8369690511 or write to [email protected]
To understand how organisations manage PoSH compliance holistically, you can also read Why Leading Organizations Partner with Prompt Personnel for End-to-End PoSH Compliance.