Successful workplace investigation reports require a meticulous approach throughout. The significance of an accurate and comprehensive investigation report cannot be overstated—it serves as the cornerstone for informed decision-making and resolution.

In this blog post, we present a professional guide: the Workplace Investigation Report Writing Checklist. Tailored for HR professionals and investigators, this checklist serves as a strategic framework, ensuring that every crucial aspect of the investigative process is not only covered but meticulously executed.

 

  1. Introduction:
  • Clearly state the purpose of the investigation report.
  • Provide a brief overview of the issue or complaint.
  • Include the date and time of the investigation.
  1. Terms of Reference:
  • Define the scope, objectives, and limitations of the investigation.
  • Outline the authority granted to the investigator.
  • Clarify any specific policies, procedures, or legal requirements to be considered.
  1. Basis of the Investigation:
  • Clearly identify the basis for the investigation (e.g., violation of policy, procedure, or employment law).
  • Specify the relevant policies, procedures, or laws applicable to the investigation.
  • Determine the specific allegations or concerns to be addressed.
  1. Background Information:
  • Summarise the context and background leading to the investigation.
  • Include relevant details about the individuals involved.
  • Specify the allegations or concerns prompting the investigation.
  1. Scope and Objectives:
  • Reiterate the defined scope and objectives of the investigation.
  • Confirm any adjustments made during the course of the investigation.
  • Identify any limitations or constraints.
  1. Investigation Process:
  • Describe the steps taken during the investigation.
  • Provide an overview of interviews conducted and evidence collected.
  • Detail the timeline of the investigation.
  1. Evidence Analysis:
  • Present the collected evidence systematically.
  • Assess the credibility and relevance of each piece of evidence.
  • Note any patterns or inconsistencies in the information.
  1. Interview Summaries:
  • Provide summaries of interviews conducted.
  • Include key statements made by each party.
  • Ensure participants sign these off as true and accurate records.
  1. Legal Compliance:
  • Confirm adherence to relevant employment laws and company policies.
  • Ensure data protection and privacy regulations are followed.
  1. Findings and Conclusions:
  • Clearly state the findings of the investigation.
  • Outline any violations of company policies, procedures, or regulations.
  • Draw conclusions based on the evidence presented.
  1. Communication of Findings:
  • Identify who will receive the investigation report.
  • Specify how and when findings will be communicated.
  • Address any potential impact on employee relations.
  1. Attachments and Appendices:
  • Include supporting documents such as interview transcripts, emails, or records.
  • Ensure that all attachments are relevant to the investigation.
  1. Quality Assurance Review:
  • Have an independent party conduct a quality assurance review.
  • Ensure the report aligns with investigative standards and best practices.
  • Address any concerns or inconsistencies identified during the review.
  1. Learn and Improve:
  • Reflect on the investigation process.
  • Consider feedback from involved parties.
  • Identify areas for improvement in future investigations.

Note:

  • Avoid including recommendations in the investigation report. This report is intended to establish facts only. Any recommendations or actions should be determined and implemented by the appropriate party receiving the report.
  • Also if you get stuck ACAS has some great resources including report templates.

 

At Tell Jane, we can support your organisation in conducting fair and impartial workplace investigations through training in-house investigations or carrying out investigations on your behalf. Talk to us today to learn more.

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