How Do I Draft an Investigation Report for Employee Misconduct? Seeking Sample Reports

Hi Seniors, Recently, I was informed by my boss to investigate an issue between two senior employees who have been using indecent language in their emails. The situation escalated when they began to abuse their personal capabilities. I have conducted the investigation and have also developed a solution. Now, I just need a sample of an investigation report that I can present to my boss. Please provide a sample of an investigation report involving two employees who have been engaging in harsh communication with each other.

Thanks and regards, Shaq

The best way to go about this is to draft a report without mentioning names and then seek help to improve it. If required, you can send it as a private message to the moderators.

I agree with Mr. Simhan and would like to suggest that you need to draft a report first, and this can be done with the help of your IT Team. As you mentioned that you have been instructed by your boss/senior to investigate two employees for their indecent activities, the IT team can assist you by providing the correspondence that they have exchanged. They can provide you with all the correspondence and copies of emails containing any indecent language that has been used/exchanged. You can then draft a simple letter/report stating that you have found this indecent behavior.

You can use a warning letter/notice format along with this draft report.

Dear Arora, Thank you for your response. I don't want to issue warning letters as this could pose a significant threat to their jobs. Both of them are excellent performers, and giving warning letters will definitely affect their performance. Therefore, I prefer to provide them with a notice and conduct a counseling session to resolve the issue promptly.

I would appreciate it if you could provide me with a sample notice format and investigation report format.

Thanks and regards,
Shakeel

Shakeel, I never said that you need to give them a warning. I just advised you to use the format. The warning/notice format contains some elements that can be used, but it depends on you now.

I believe you need an "Employee Grievance Investigation Format." You can easily find many options by searching the web. Here is a quick guide to help you.

Regards,
Ukmitra

You may have a look at the attachment to see if it meets your requirements for the Notice format. The investigation report attached by Mr. UK Mitra should suffice as it is your internal report.

Regards,
V. Raghunathan
Navi Mumbai

Mr. Mitra's document is structured and does not contain full details. You may appreciate that you are required to carry out a preliminary investigation. This investigation should contain a first-hand report of the words being used by each of the employees in a narrative form, starting with who initiated it and how. During this course, you will automatically come to know the cause/genesis of the problem, which will help you to resolve it.

If this does not happen, you have to issue a show-cause notice instead of a charge sheet to each of them based on the findings in the preliminary inquiry. The draft is placed below:

Mr..............Design.......................Depar tment...............

It has been brought to the notice of the management that you have been using indecent language against each other in your emails. An extract of the same is reproduced below.

This action, on the one hand, affects the organization's production and also amounts to a violation of the organization's discipline. The management appreciates your record of good performance; therefore, before taking a stern step in this regard, it considers it prudent to require you to explain why disciplinary action should not be taken against you in this regard. The management expects your reply within 24 hours of receiving this show-cause notice. If no reply is received within the stipulated period or if the received reply is not satisfactory, the management will take disciplinary action against you as per the relevant rules.

Please sign the duplicate copy of this communication as a token of having received the same.

Issuing Officer

I hope this small communication will serve your purpose.

Regards,
S.K. Johri

Dear Seniors, Sorry for the delay in response as I was on vacation. I would like to thank Mr. Ukmitra, Mr. Raghunathan, and Mr. Johri. You guys have been a huge help for me to resolve my problem. Once again, thank you so much.

Best Regards,
Shaq