How to Document a Workplace Investigation (Without Sabotaging It)
- Jon Orozco
- Jul 25
- 1 min read
A sloppy investigation report can do more damage than no report at all.
Proper investigation documentation serves as your paper trail, your legal defense, and your credibility all in one. But here’s the catch—documenting an investigation isn’t just about typing up what happened. It’s about capturing facts with precision, neutrality, and sufficient clarity that someone else could pick up the file and understand exactly what happened.
Here’s how to document an investigation the right way, and the common pitfalls that can put HR teams in hot water.
What Good Investigations Documentation Looks Like
A clear, factual timeline of events
Neutral language with zero editorializing
Quotes that are accurate and attributed
Notes on credibility without assumptions
A summary of findings tied to policy, not feelings
Common Mistakes to Avoid
Writing as if you're building a case for one side
Using vague or emotional language
Skipping key facts because “they seemed minor”
Forgetting to note when and how people were interviewed
Including personal opinions or unrelated history
Pro Tip
Always assume your documentation will be read by someone who wasn't there. Your job is to make the record strong enough that it stands on its own, even months later.
If you need support in building an internal template or training your team on documentation skills, I’ve got you covered.
Resources: FixingHR.com