You’ve done all the hard work, gathered all the evidence, interviewed all the witnesses, and now it’s time to draft your report. Start with a summary of the complaint and your approach, lay out the sequence of events and evidence, then conclude with your findings and recommendations.
This step-by-step process may feel overwhelming, but staying organised and focused on the details will help you get to the bottom of the situation and propose appropriate solutions.
First, create an outline to organise your thoughts. Include sections for the background of the complaint, details of your investigation process, summaries of witness statements, and your analysis of the evidence.
Within each section, list the key points you want to convey. An outline will make the writing process much easier.
Briefly describe the nature of the complaint and your role in investigating the matter. Explain your methodology for a fair and impartial investigation. For example:
This report summarises my investigation into complaints of bullying and harassment within the marketing department. I conducted private interviews with all parties involved as well as key witnesses, and reviewed relevant documents and correspondence. My role was to gather and analyse evidence in an objective manner.
Objectively summarise each witness account and piece of evidence, without commentary. Use direct quotes where relevant, and note any inconsistencies between statements. Present copies of documents, emails, or other records as attachments.
Based on your analysis of the evidence, clearly state whether or not you substantiated the allegations. For example:
After reviewing all witness statements and records, I find evidence, on the balance of probabilities, to substantiate claims that John Doe subjected Jane Doe to ongoing bullying and harassing behaviour, including frequent insulting and demeaning comments, as well as unfair demands and work assignments intended to undermine her authority.
I did not find sufficient evidence to substantiate allegations of harassment by John Doe against Jane Doe. Although their working relationship appears strained at times, none of the witnesses could confirm instances of direct bullying, threats, or discriminatory actions as claimed in the initial complaint.
Your conclusions should be supported by specific examples from the evidence and witness testimony. The report allows leadership to take appropriate action, whether that is disciplinary measures, mediation, policy changes, or closing the matter.
Once you have conducted a thorough investigation and analysis, it’s time to determine appropriate recommendations and follow up to remedy issues, prevent future incidents, and promote a respectful work environment.
Based on your findings, suggest targeted recommendations to address specific problems uncovered during the investigation.
For example, if the issue involved improper training or lack of policy awareness, recommend instituting regular training on workplace conduct and harassment prevention.
Or, if the problem stems from a systemic issue or culture of disrespect, suggest sensitivity or team-building training to help shift mindsets.
Whatever recommendations you make, be sure they are: