Letter Template For Informing An Employee That They Are Subject To An Investigation

This Template Is Part Of Our Free HR Tool Kit Collection

As a business owner, at one point or another, you will likely have to investigate one of your employees. The responsibility falls on you to act quickly and effectively at the first sign of a problem.

If any misconduct has occurred, you want to get to the bottom of it as soon as possible. It will also be on you to ascertain the facts and decide how to act correspondingly and according to the law.

Once an investigation is underway into an employee’s actions, you will need to inform the employee that they are under investigation. Our template for notifying an employee of an investigation should help you to follow this process formally.

Conducting A Staff Investigation

The word document can be downloaded for free below. We hope this makes managing your small business HR needs a little easier!

The Team at SINC

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Some Common Reasons For Investigations Of Employees Are:

  • Harassment
  • Theft In The Workplace
  • Discrimination
  • Substance Abuse
  • Work Rule Violations
  • Attitude Problems
  • Threat/Safety Problems

When Do You Need An Investigation?

Knowing when you need to investigate is an important part of running a successful business. You want to be sure you don’t miss any red flags that you or other employees notice. An investigation will be the logical next step when:

  • An employee reports something suspicious
  • An employee is suspected of misconduct
  • An employee files a formal complaint
  • Any violation of a workplace rule happens
  • An employee has a sudden change in behavior

Common Steps To An Investigation

There are a few different ways a company can conduct an investigation. Here are some general guidelines for you to follow.

  • 1. The company must acknowledge when an investigation is necessary.
  • 2. The investigation must be clear in what it’s setting out to establish. It’s a good idea to clearly document this.
  • 3. Investigators must be assigned.
  • 4. Identify any relevant documents and/or witnesses for review.
  • 5. Make sure to keep all details and records of the investigation secure. This documentation will be relevant for any subsequent actions management takes.
  • 6. Inform the employee who is being investigated about it.

Letter Informing Employee they are Subject to Investigation:

Dear [name],

This letter is to inform you that the company has made the decision that it is necessary to conduct an investigation concerning your actions [list employee actions]

The company representative in charge of the investigation is [name of company representative]. The proposed outcome of the investigation is to gather as much information as possible concerning this incident from a range of people involved.

We plan for the investigation to be completed by [date]. When we have completed our investigation, you will be informed of the findings be asked to attend a disciplinary hearing.

You may be asked to attend an investigation meeting with the person in charge to explain your account of what happened. If this is the case, you will be provided with the date and time in advance.

If you have any questions or wish to discuss anything information you might have in regards to the investigation, please contact [name of the person in charge of the investigation]. Their contact details are [contact details]

We ask that you keep these matters confidential to ensure this investigation is conducted in a fair manner. A breach of confidentiality could result in disciplinary procedures.

Please note that you are still required to attend work as usual [unless you feel a suspension is necessary, then amend this section]



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This sample resource is provided to you free by SINC BUSINESS CORPORATION to help with your compliance efforts and includes no warranty as to its suitability for any particular task. It is only our opinion based on our experience and should not be considered legal advice.