When workplace issues come up, companies often have to do investigations. Once the investigation is finished, the findings need to be shared. This essay will explain what a “Sample Letter Of Investigation Findings” is and show you examples of what these letters might look like in different situations. Understanding these letters is important because they’re a key part of how companies handle problems and keep things fair.
The Purpose and Importance of Investigation Findings
A letter of investigation findings is a formal document that summarizes the results of an internal investigation. It outlines the facts gathered, the analysis performed, and the conclusions reached regarding the issue under investigation. This letter is usually prepared by a human resources representative, a supervisor, or a designated investigator. It’s then provided to the relevant parties, such as the employee(s) involved, their supervisor, and possibly upper management.
The primary purposes of this letter are to:
- Clearly communicate the outcome of the investigation.
- Provide a basis for any disciplinary actions, if necessary.
- Document the investigation process for legal and record-keeping purposes.
The letter of findings is a critical part of a fair process. It ensures that everyone involved is informed about the investigation’s outcome, and it creates a record of how the issue was addressed. The letter’s content should be factual, objective, and based solely on the evidence gathered during the investigation. It should avoid personal opinions or biases.
Example: Findings Regarding a Performance Issue (Email)
Subject: Findings of Investigation – Performance Review
Dear [Employee Name],
This email summarizes the findings of the investigation into the performance concerns outlined in your recent performance review.
During the investigation, the following steps were taken:
- Review of your performance metrics from the past quarter.
- Interviews with you and your supervisor, [Supervisor’s Name].
- Review of relevant project documentation.
Based on the evidence, the investigation found that [Summarize the findings: e.g., performance fell below expectations in [Specific Area]].
[Explain any contributing factors: e.g., Limited training or support in the use of new software].
We will be implementing the following action plan: [State the action plan: e.g., additional training on X, a revised performance plan with clear goals, and regular check-ins with your supervisor].
Please contact me if you have any questions regarding these findings or the action plan.
Sincerely,
[Your Name/HR Department]
Example: Findings Regarding a Harassment Complaint (Letter)
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Findings of Investigation – Harassment Complaint
Dear [Employee Name],
This letter summarizes the findings of the investigation regarding your complaint of harassment, received on [Date].
The investigation included interviews with you, [Alleged Harasser’s Name], and [Witness Names].
After careful consideration of the evidence, the investigation found [Summarize findings: e.g., the alleged behavior did/did not violate the company’s harassment policy. State specific instances that were substantiated or unsubstantiated, explaining the reason for the conclusion based on evidence].
Based on the findings, [State the actions to be taken: e.g., training will be provided, or disciplinary action will be taken, or the complaint was unsubstantiated and no further action is necessary].
Please be assured that the company takes such matters very seriously. If you have any questions or concerns, please do not hesitate to contact me.
Sincerely,
[Your Name/HR Department]
Example: Findings Regarding a Violation of Company Policy (Email)
Subject: Investigation Findings – Policy Violation
Dear [Employee Name],
This email outlines the findings of the investigation concerning the violation of [Specific Company Policy: e.g., Social Media Policy] on [Date].
The investigation involved:
- Review of [Specific Evidence: e.g., the social media post].
- Your statement.
The investigation has concluded that [Summarize the findings: e.g., the post violated the company’s policy regarding [Specific policy details]].
As a result, [State the consequences: e.g., You will receive a written warning; and You will be required to complete a refresher course on the company’s social media policy].
Please review this information carefully. Contact [HR Contact] at [Phone Number] or [Email Address] if you have any questions.
Sincerely,
[Your Name/HR Department]
Example: Findings Regarding a Workplace Injury (Letter)
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Investigation Findings – Workplace Injury
Dear [Employee Name],
This letter summarizes the findings of the investigation into your workplace injury, which occurred on [Date].
The investigation included:
- Examination of the incident location.
- Interviews with you and any witnesses.
- Review of safety protocols.
The investigation revealed that [Summarize the findings: e.g., the injury was caused by [Specific Cause] and that [Whether safety protocols were followed or not].
Based on these findings, [State the actions to be taken: e.g., safety improvements will be made, retraining will be offered, or medical leave will be addressed].
Your health and safety are our priority. Please contact your supervisor or HR if you have further questions or concerns.
Sincerely,
[Your Name/HR Department]
Example: Findings Regarding Theft or Misconduct (Email)
Subject: Investigation Findings – Regarding [Incident Description]
Dear [Employee Name],
This email summarizes the investigation findings regarding [briefly describe the incident: e.g., missing company property].
The investigation included the following steps:
| Action | Description |
|---|---|
| Review of Inventory Records | Examined the records of the missing items. |
| Interviews | Conducted interviews with you and potential witnesses. |
Based on the findings, [Summarize the finding, be specific and clear. e.g., The investigation determined that [Describe the employee’s actions based on findings]].
Consequently, [State the consequences: e.g., Your employment is terminated due to a violation of company policy regarding theft].
Further details are available upon request. Please contact [HR Contact] at [Phone Number] or [Email Address] if you have any questions.
Sincerely,
[Your Name/HR Department]
Example: Findings Regarding Attendance Issues (Letter)
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Investigation Findings – Attendance Concerns
Dear [Employee Name],
This letter summarizes the findings of the investigation into your recent attendance record.
The investigation reviewed your attendance logs for the past [Time Period].
The investigation found that [Summarize the findings: e.g., your attendance record shows [Number] instances of unexcused absences, and [Number] instances of tardiness, in violation of company policy].
Based on the investigation, and your history with company policy, [State the consequences: e.g., You will be placed on a performance improvement plan to address these attendance issues].
If you have any questions, or wish to discuss, please contact me. Please review your copy of the company attendance policy.
Sincerely,
[Your Name/HR Department]
In conclusion, Sample Letter Of Investigation Findings are essential for a fair and transparent workplace. They offer a clear overview of the investigation, help ensure fairness, and provide a basis for any further actions. Understanding these letters is key to navigating workplace challenges and maintaining a respectful environment for everyone.