What Is a Confidential Investigation Report?

Merriam Webster Dictionary defines confidential as a document that holds material and if released without permission, might jeopardize the national interest. When a formal complaint is filed or an event happens, an investigation report is a document that describes the results of the inquiry. This is where the investigators keep track of the concerns, examine the evidence, and come to a decision. An investigative report is essential because it provides decision-makers with the information they need to make a choice. Investigation reports also seek to guarantee that a case, including workplace events, is investigated in a timely, thorough, and accurate manner.

Why Is It Important to Write Investigation Report?

Accidents are investigated in locations other than police offices through Police Reports. Some businesses have their own internal specialists to deal with problems. Complaints, small faults, and infractions are all possibilities. Such issues are resolved in accordance with corporate regulations, and investigation findings aid in the implementation of preventative measures. Unless the violation violates a state or country’s laws, authorities choose these actions on their own. When this happens, the matter is taken over by law enforcement agencies, and a criminal investigation report is written. Reports play an important part in this, since they may aid in the investigation of crimes and the arrest of criminals. Since a result, it is critical to take the preparation of an investigation report seriously, as inadequate documentation can derail the case.

How to Write a Confidential Investigation Report

An investigation is a process for determining facts about a problem or occurrence in a step-by-step manner. However, without adequate documentation in the form of an official investigation report, it is impossible to provide a comprehensive picture of what occurred. An investigator should take three important procedures to guarantee that all facts, testimonies, and evidence are collected for subsequent study. Fact-finding investigation procedures won’t be quick to accomplish, which is why you should utilize a confidential investigation report template in order to have a prompt base at the ready.

Step 1: List the Basic Information

The very first thing you should do is list the department you belong to, whether it be under a certain company or organization, you need to include who you are affiliated with. Next would be the allegation or issue, the type of Investigation, the name and job title of the Employee involved, the subject of the investigation, and if applicable the name of the complainant, and if there is a present investigator then write their name as well.

Step 2: State Background

The next step you would need to elaborate on is regarding the issue surrounding the investigation. You would need to give sufficient information on how the issue came to be a problem in the Workplace Investigation and what were the actions taken prior to the investigation itself. This helps investigators or authorities who will be reviewing the paperwork to be more aware of the surrounding information regarding the issue.

Step 3: Remit Of The Investigation

As for this step, you would need to elaborate on the specific allegations or concerns of the complainant that were brought to your attention to be investigated. You can list as much as the complainant states. And for it to easily be read, don’t hassle yourself with a paragraph and instead opt for bullet points. Use phrases or as much as what the complainant is stating. Be as specific as possible, spare no details in this part.

Step 4: Investigation Process and Findings

For the next step, you would need to cover and give a brief description of the method that would be used to gather the information necessary to process the complaint. Whether it be seeking out witnesses to interview or going through files and papers, you would need to describe the method. Following such, you would also need to record what the interviewees and their statements are regarding the investigation. And most of all, list out the names of the witnesses that were approached and interviewed. Authorities may have additional inquiries and through knowing who is involved, they can easily approach them. You would also need to write a summary of findings and Observations for each individual accusation or cause for concern examined, with any documentation cross-referenced as appropriate.

Step 5: Conclusions

No Report Form is complete without the presence of a conclusion to wrap up the details of the contents of the Investigation Report. The conclusion includes each concern or allegation was evaluated to obtain an overall conclusion based on the “balance of probability” on whether there was evidence to substantiate the claims made. As well as recommendations on whether or not additional measures should be taken under the applicable employment process. At the very end, it should be signed by the investigating officer if there is a presence of one.

Step 6: Appendices

As for the last step, you should not forget to attach witness statements, investigatory notes, and even the chronological recollection of the events. These act as supplementary evidence and can support the confidential investigation report.

Necessary Details Included in a Confidential Investigation Report

Handling a confidential investigation report is not an easy task, as heavy as an investigation report already is, with the added fact that it is confidential raises the stakes. This is why you must be prepared and utterly thorough when writing a report. And most importantly, have every information, contact resource, and other significant detail included in the report. It is best to have all of it prepared beforehand and have it ready rather than chasing after it when you would initially think it isn’t useful. Another item that can ease your stress is to use a report template, that way you won’t have to start from scratch.

Information about this case: Begin your report with case-specific information that clearly identifies the situation. Include details such as the investigator’s name, case number, case entry date, and the date the case was assigned to the investigator. Do you require assistance with writing investigative reports? Check out the available templates we have available which you can choose and use to your needs.Source of Referral: The following part should provide the specifics of the complaint. The complainant’s Workplace phone number, e-mail address, employee number, office location, department, and job title can all be used to identify the person who made the complaint.Allegation Details: Fill in as much information as possible regarding the first complaint in this section. You will also need to figure out what kind of case you are dealing with. Such as the identity of the purported victim, who may or may not be the same as the complainant. The allegation specifics on what happened, where it happened, when it happened, and any other information supplied in the original complaint, whether it was received by hotline, face-to-face, web form, etc.Subject Information: This time, however, it is the information of the subject (accused person) that is being recorded. Name, e-mail address, office phone number, department, and job title should all be included.Purpose of Investigation: Include a statement that outlines the investigation’s mission and aims in the scope or purpose section.Case Notes: Include a summary of the duties assigned and actions done throughout the inquiry in the case notes section. Include a brief description of the task, the steps needed to complete it, and who and when the activity was completed. Use our accessible and free Investigation Report Template to get started on your own report.Summary of interviews: Make a list of all the interviews that took place throughout the course of the investigation. Assemble the list in chronological order, beginning with the first interview and ending with the last. The interviewer’s name, as well as the names of any other persons who sat in on the interview, are listed in the summary details. Name of the individual questioned, as well as their complaint, topic, and witness, and involvement in the inquiry. Indicate the location of the interview and, more crucially, the date of the interview.Interview Reports: These are brief descriptions of each interview conducted during the inquiry. This section expands on the investigative interview to incorporate a credibility evaluation, in which specific variables evaluate the trustworthiness of an interviewee’s assertions. This portion of the report should include any signs that lead to the conclusion that the interviewee is or isn’t a trustworthy source. The investigator notes follow, which include a summary of the interview’s introduction, incident overview, and conclusion. Outline the interviewer’s position in the inquiry, the interview’s objective, and attempts to ensure confidentiality in the introduction. The interviewee’s account of the incident’s occurrences, whether or not they are aware of any witnesses, where and when the incident happened, and the incident summary section should contain any background information about the relevant persons.List of Evidence: You would need to make a list of the evidence gathered during the inquiry, which is as easy as it seems. Include any type of recording of the interview, whether on video, a collection of pictures, or even an audiotape, e-mail, etc. for the sake of the Investigation Report. The name of the person who presented the evidence, as well as his or her position in the inquiry. The date the evidence was obtained and the location of the evidence.Suggestions: Make recommendations at the end of the report. After reviewing all of the investigation documents, what steps should be taken? Is there evidence that a policy violation happened at Work? Make sure that any comments you make are backed up by the consequences outlined in the company’s code of conduct or other workplace laws. Include a plan of action that outlines the next stages in the problem-solving process.

Benefits Of Conducting A Workplace Investigation

There are several advantages to conducting a good Workplace Inspection. For a variety of reasons, your time and effort, whether you lead the investigation or collaborate with an independent investigator, may be quite beneficial to your company.

What happened can be determined with early intervention: The first goal of any inquiry should be to figure out exactly what happened so that it can be stopped. Or to figure out why someone is complaining if nothing has happened. In any case, your inquiry should lead to a better knowledge of workplace culture concerns sooner rather than later. A thorough investigation will unearth workplace concerns in one way or another, allowing business executives to devise a strategy for moving forward and avoiding potential workplace liabilities.Workplace Culture Issues: Diagnosing and Correcting: You can usually discover possible negative/detrimental workplace culture concerns through an inquiry. The problems you find are then identified, and you have the option to fix them. This offers a chance for good workplace culture shifts that allow your company to move toward inclusiveness, diversity, and a welcoming environment for your employees.Ensure that company policies are followed: Policies should be followed rather than disobeyed. Demonstrating to workers that your firm investigates rules breaches in the workplace creates the proper tone. You may demonstrate that you care about your company’s standards and procedures by conducting an inquiry and that your firm is prepared to hold people accountable for their actions.Reduce or eliminate liability: Regardless of the conclusion, a successful investigation will aid your organization in avoiding or defending future claims. If there has been misbehavior and it has been halted, the risk of liability is lessened. If it didn’t happen and you can prove it, you’ve built a strong case against any formal employee lawsuit.


Is it possible for an employee to see the results of an investigation?

If a person has been identified in a report, they have the right to read any sections of the report that contain information about them or are based on information they have given.

What are the different types of investigation reports?

An oral report can save time and save money if the inquiry is done by an outside investigator. However, oral reports must still be accompanied by some sort of documentation. Another type and the most flexible of the written reports are executive summaries. They might be as simple as stating the investigative technique and results to as complex as providing all of the investigator’s analysis and everything in between. It permits the investigator to concentrate on the analysis rather than reciting the evidence or providing background information. An executive summary, like an oral debrief, can save time and money for these reasons.

What characteristics distinguish an excellent investigative report?

The goal of the investigative report should be to inform and convince. The report should describe how the findings were arrived at. Avoid any suggestion of prejudice in the report by keeping it as brief and straightforward as possible.

Investigations are necessary to conduct in order to gather and identify information that may be crucial for your company. And what better way to do it than through a confidential investigation report. That way, you and the company will remain organized and even have a paper trail to support the claims your complainant or witnesses are making and have an official report to send to an authorized party or the investigator. Most importantly, confidential matters are not to be taken lightly. So it is important to handle everything to a certain degree of professionalism and care.