Dealing with workplace issues can be tricky. Sometimes, companies need to look into problems, whether it’s a policy violation or a complaint from an employee. This is where investigations come in. After an investigation, a company needs to share its findings. This essay will explain all about the Sample Letter Of Investigation Findings, what they are, why they’re important, and how they’re used. We’ll look at different examples of these letters for various situations.
What’s Included in a Sample Letter of Investigation Findings?
A Sample Letter of Investigation Findings is a formal document that summarizes the results of an internal investigation within a company. It’s written after someone looks into a specific issue, like a complaint about harassment, theft, or a breach of company policy. The letter is sent to the person who’s the subject of the investigation, the person who made the complaint (if appropriate), and sometimes to other relevant parties. The goal is to explain what was found, whether the allegations were supported by evidence, and what actions the company will take based on the findings.
This letter is important because it ensures fairness and transparency. It provides a clear record of the investigation, allowing everyone involved to understand what happened and why certain decisions were made. This process helps protect the company and the rights of its employees. It shows the company takes complaints seriously and is committed to resolving issues fairly and promptly.
Here’s what you’ll usually find in a Sample Letter of Investigation Findings:
- The date of the investigation.
- Who conducted the investigation.
- The issue that was looked into (the complaint or concern).
- A summary of the evidence gathered.
- The investigator’s conclusions, based on the evidence.
- Any actions the company will take (disciplinary measures, changes in policy, etc.).
Email Example: Findings on a Harassment Complaint
Subject: Findings of Investigation – [Employee Name] – [Date of Complaint]
Dear [Employee Name],
This email is to inform you of the findings regarding the investigation into the complaint you filed on [Date of Complaint] concerning [Brief description of the complaint]. The investigation was conducted by [Investigator’s Name/Title] and involved interviews with you, [Name of Accused Employee], and [Names of Witnesses, if applicable]. We also reviewed [List of documents or evidence reviewed].
Based on the evidence gathered, the investigation found [Summary of findings – e.g., that the allegations of harassment were substantiated/not substantiated, or partially substantiated].
[If substantiated:] As a result of these findings, [Name of Accused Employee] will be [Disciplinary action, e.g., receiving a written warning, being required to attend training, or other consequences]. We are also taking steps to ensure a safe and respectful work environment for all employees. [Provide details of these steps if applicable].
[If not substantiated:] We understand this can be a difficult situation. If you have any further questions or concerns, please don’t hesitate to contact me or [HR Contact Person].
Sincerely,
[Your Name/HR Department]
Email Example: Findings on a Performance-Related Issue
Subject: Investigation Findings – Performance Review – [Employee Name]
Dear [Employee Name],
This email is to inform you of the findings of the investigation into your recent performance reviews. The investigation was conducted by [Investigator’s Name/Title] to analyze the feedback you received on [Date of Review]. The investigation involved a review of your work, conversations with your supervisor, and a comparison to performance expectations.
Based on the investigation, we found that [Summary of findings – e.g., the performance concerns are valid, there are gaps in performance, or there’s misunderstanding of tasks].
To address these concerns, we will [Specific actions, e.g., schedule additional training sessions, provide clarification on roles, or provide a performance improvement plan]. We are committed to supporting your professional development and expect improvement in these areas by [Date]. We will schedule a follow-up meeting on [Date] to review your progress.
If you have any questions, please contact me or [HR Contact Person].
Sincerely,
[Your Name/HR Department]
Letter Example: Findings on a Violation of Company Policy
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Findings of Investigation – Policy Violation
Dear [Employee Name],
This letter is to inform you of the findings of the investigation into the alleged violation of company policy that occurred on [Date of Incident]. The investigation was conducted by [Investigator’s Name/Title] and involved a review of [List of evidence reviewed, e.g., security footage, witness statements, and company records].
The investigation concluded that [Summary of findings – e.g., a violation of company policy [specify policy] occurred, the employee was found to have [Specific actions taken]].
As a result, [Disciplinary action, e.g., a written warning, suspension, or termination]. [Provide the reason for the action. Be sure to include details about the appeals process, if applicable].
We expect all employees to adhere to our company policies. We encourage you to review the [Policy Name] policy, which can be found in [Location of policy].
Sincerely,
[Your Name/HR Department]
Email Example: Findings Related to a Safety Incident
Subject: Investigation Findings – Safety Incident on [Date]
Dear [Employee Name],
This email is to inform you of the findings of the investigation into the safety incident that occurred on [Date]. The investigation, conducted by [Investigator’s Name/Title, e.g., Safety Manager], involved a review of the incident report, witness statements, and an inspection of the [affected area/equipment].
The investigation revealed that [Summary of findings – e.g., the incident occurred due to [cause of incident], a failure to follow safety procedures, or faulty equipment].
To prevent future incidents, the company will [Corrective actions, e.g., implement new safety protocols, provide additional training, and/or repair equipment]. [Employees involved will receive [disciplinary action, if any], like further training].
We are committed to maintaining a safe workplace for everyone. We appreciate your cooperation and encourage you to report any safety concerns immediately.
Sincerely,
[Your Name/Safety Department]
Letter Example: Findings on Allegations of Theft
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Findings of Investigation – Allegations of Theft
Dear [Employee Name],
This letter is to inform you of the findings of the investigation into allegations of theft that were made on [Date of Report]. The investigation was conducted by [Investigator’s Name/Title] and involved a review of [List of evidence, e.g., inventory records, security footage, and witness statements].
Based on the evidence collected, it was determined that [Summary of findings – e.g., there was sufficient evidence to conclude that company property was removed without authorization, the value of the items taken, or that no theft occurred].
As a result of these findings, we will [Specific actions: e.g., pursuing legal action, requiring restitution, or imposing disciplinary actions]. [Include details about any appeal process, if available].
We take theft very seriously. We would like to remind you of our company policy on theft, which is [briefly describe the policy or reference its location].
Sincerely,
[Your Name/HR Department]
Email Example: Findings on a Conflict of Interest
Subject: Investigation Findings – Conflict of Interest
Dear [Employee Name],
This email is to inform you of the findings of the investigation into the potential conflict of interest that arose on [Date of Report]. The investigation was conducted by [Investigator’s Name/Title] to analyze the circumstances around your involvement with [Details about the external entity].
Based on the investigation, we found that [Summary of findings – e.g., a conflict of interest, potential for conflict of interest, or no conflict of interest]. For example, [Provide specific details, such as the nature of the outside business].
To resolve the potential conflict, [Specific action, e.g., divestment of the investment, recusal from decision-making, or other measures].
We are committed to ensuring a fair and ethical workplace. We expect all employees to adhere to our policy on conflicts of interest, which can be found in [Location of Policy].
Sincerely,
[Your Name/HR Department]
In conclusion, a Sample Letter of Investigation Findings is a crucial document used in workplaces to communicate the results of internal investigations. These letters help maintain transparency, fairness, and compliance with company policies. The examples provided above give a better idea of how these letters are structured and what kind of information they usually include. Knowing the importance of these letters and how to write them helps build a fair and compliant workplace.