Need Help with Closure Report Format for Harassment Case in Small Office Setting

Hi Everyone, I am currently working in an SME, where I am the sole HR personnel. I need some assistance in obtaining a format for documenting a case in our office records. A female colleague has filed a complaint against a male colleague regarding unwelcome touch. After investigation, he was terminated. I need a closure report for the office record. If anyone can provide the necessary format, it would be a great help. Thanks in Advance.

There is no prescribed format for making a closure report. It has to be a speaking order (giving reasons). The domestic inquiry report format can be followed. Start with the gist of the charges, the reply given by the delinquent employee, then the documentary evidence followed by the oral evidence adduced by the parties. Further, add an analysis of the evidence with respect to the charges, and finally the conclusions. The report shall be submitted by the Members of the Inquiry Committee and put up to the disciplinary authority for approval.

In my understanding, the proceedings have reached their finality with the termination of the employee following due process. As such, no further steps are required. In the parlance of criminal proceedings, a "closure report" signifies that, after diligent inquiry/investigation, the complaint/allegation has been found to be baseless. Hence, further proceedings could be considered as closed.

Dear Mr. Gaursha,

For an unwelcome touch, your employee has already been terminated from service. Please let us know who conducted the inquiry and who awarded the punishment of termination from service.

Now, you need a format for documenting a case for your office records. Please modify your question based on the facts of which you are aware. Seek assistance from someone experienced in handling sexual harassment complaints.

Hi Gaursha,

It's important to be thorough and sensitive in your documentation. Here's a template you can use:

[Your Company Name]

Case Closure Report

Case Title: [Brief description of the case, e.g., "Complaint of Unwelcome Touch"]

Date of Case Closure: [Date]

Case Reference Number: [Unique identifier for the case]

Complainant: [Name of the complainant]

Respondent: [Name of the respondent]

Summary of the Case:

[Provide a concise summary of the case, including the nature of the complaint, the individuals involved, and the actions taken.]

Investigation Details:

[Describe the steps taken during the investigation, including interviews, evidence collected, and any relevant documents.]

Findings:

[Detail the findings of the investigation, including any evidence supporting the complaint.]

Conclusion:

[Explain the final decision or outcome of the case, including any disciplinary actions taken.]

Actions Taken:

[Specify any actions taken as a result of the investigation, such as termination, warnings, or other measures.]

Recommendations:

[Include any recommendations for preventing similar incidents in the future, such as additional training or policy updates.]

Follow-up Actions:

[Detail any steps taken to support the complainant, such as counseling or assistance with transitioning to a new work environment.]

Lessons Learnt:

[Share any insights gained from handling this case that may inform future HR practices.]

Attachments:

[If applicable, list any documents, emails, or other evidence that were part of the case.]

Reviewer's Signature:

[Signature]

Date:

[Date]

Thanks