Understanding the Importance of a Sample Letter Of Investigation Findings

Dear [Employee Name],

This letter is to inform you of the findings of an investigation regarding your attendance record from [Start Date] to [End Date]. The investigation was initiated due to a pattern of absences beyond the company’s attendance policy, as outlined in the employee handbook.

The investigation included a review of your attendance records and conversations with your supervisor. The investigation revealed:

1. You were absent on [Number] days during the specified period.
2. [Number] of these absences were unexcused.
3. Documentation for your absences was [Adequate/Inadequate].

Based on these findings, [State the conclusion, e.g., “the company has determined that your attendance record does not meet company standards.”]. We will [State the next steps, e.g., “schedule a meeting to discuss a performance improvement plan.”]

Sincerely,

[HR Representative Name]

Subject: Investigation Findings – Harassment Allegation

Dear [Employee Name/Complainant],

This letter is to inform you of the findings of the investigation into the complaint of harassment you filed on [Date]. The investigation was conducted following the company’s anti-harassment policy.

The investigation included interviews with [List individuals interviewed] and a review of [List documents/evidence reviewed]. The findings are as follows:

• [Describe the alleged behavior that was investigated.]
• [Summarize the evidence gathered during the investigation.]
• [State whether the allegations were substantiated or not.]

Based on the evidence, [State the conclusion and any actions to be taken, e.g., “the investigation did not substantiate the allegations. The case is now closed.” or “the company has determined that the allegations were substantiated. Disciplinary action will be taken.”].

Sincerely,

[HR Representative Name]

Subject: Investigation Findings – Misuse of Company Resources

Dear [Employee Name],

This letter summarizes the findings of an investigation concerning the alleged misuse of company resources. The investigation was initiated on [Date] after a report was received regarding [Specific resource, e.g., company vehicle, email account].

The investigation involved a review of [Specify the documents/evidence reviewed, e.g., vehicle logs, email records, etc.]. The findings are as follows:

• [Describe the misuse that was investigated.]
• [Provide specific details of the evidence discovered.]
• [Include any statements or admissions made during the investigation.]

Based on the evidence, [State the conclusion and any actions to be taken, e.g., “the company has determined that company resources were misused. Disciplinary action will be taken.”].

Sincerely,

[HR Representative Name]

Subject: Investigation Findings – Policy Violation

Dear [Employee Name],

This letter communicates the findings of an investigation into a potential violation of company policy. The investigation was undertaken following a report of [Briefly describe the alleged violation, e.g., a breach of the confidentiality policy].

The investigation included [List the steps taken, e.g., a review of the incident report, interviews with relevant employees]. The following key findings were established:

1. [Clearly state the policy that was allegedly violated.]
2. [Provide specific details of the evidence gathered, referencing specific policy clauses.]
3. [Summarize any statements made by the employee or other parties involved.]

Based on these findings, [State the conclusion reached, e.g., “the investigation concluded that a violation of company policy occurred. Appropriate disciplinary measures will be enacted.”].

Sincerely,

[HR Representative Name]

Subject: Investigation Findings – Workplace Safety Incident

Dear [Employee Name/Affected Party],

This letter summarizes the findings of the investigation into a workplace safety incident that occurred on [Date]. The investigation was conducted to understand the cause of the incident and to identify measures to prevent similar incidents in the future.

The investigation included [List actions taken, e.g., reviewing incident reports, interviewing witnesses, inspecting the work area]. The key findings are as follows:

• [Describe the incident.]
• [Identify the cause of the incident.]
• [Detail any contributing factors.]

Based on the investigation, [State the conclusion and necessary steps, e.g., “the company is implementing measures to improve safety, including additional training and changes to the work process.”].

Sincerely,

[Safety Officer/HR Representative Name]

Subject: Investigation Findings – Performance Concerns

Dear [Employee Name],

This letter is to share the findings of an investigation conducted to assess your job performance, as per concerns raised by [Supervisor/Manager]. The investigation was initiated on [Date] to address [Specific performance issues, e.g., missed deadlines, poor quality of work].

The investigation involved a review of [Specific documents or processes, e.g., performance evaluations, project reports, etc.] and conversations with [Specific individuals, e.g., Supervisor, relevant team members]. The key findings are as follows:

1. [Describe the performance issues identified.]
2. [Provide specific examples from performance reviews or other documentation.]
3. [Detail the impact of the performance issues on the team or company.]

Based on these findings, [State the conclusion and proposed solutions, e.g., “the company has determined that performance improvement is required. You will be scheduled for a meeting to discuss a performance improvement plan.”].

Sincerely,

[HR Representative Name]