This article is all about understanding the Sample Letter Of Investigation Findings. We’ll dive into what these letters are, why they’re important, and how they’re used. We’ll also look at different examples, so you can get a clear idea of what to expect if you ever receive one or need to create one yourself.
What are Sample Letter Of Investigation Findings?
A Sample Letter Of Investigation Findings is a formal document. It summarizes the results of an internal investigation. Think of it as the official report card after a workplace issue has been looked into. It explains what happened, what was found, and any actions that will be taken because of those findings.
This kind of letter is used in a variety of situations, like when an employee is accused of misconduct, or if there’s a concern about workplace safety or policy violations. These investigations are conducted to gather facts, determine the truth, and ensure fairness for everyone involved. It’s important because it provides a clear and documented record of the investigation’s conclusions.
The findings are usually based on evidence collected during the investigation. This can include interviews, witness statements, documents, and other relevant information. The letter is then sent to the involved parties. The specific details in each letter will change based on the situation, but the goal is always the same: to be transparent and provide closure. Common elements that might be included are:
- A summary of the allegations or concerns.
- A description of the investigation process.
- A detailed account of the findings based on the evidence.
The goal of the letter is to ensure fairness.
Email Example: Findings Related to Attendance
Subject: Investigation Findings Regarding Attendance
Dear [Employee Name],
This email is to inform you of the findings of the investigation into your recent attendance record. The investigation was launched on [Date] following concerns raised about your consistent late arrivals and absences, as outlined in our previous communication on [Date of Previous Communication].
The investigation included a review of your attendance records, and interviews with you and your supervisor, [Supervisor’s Name].
Our investigation found that:
- You have been late to work on [Number] occasions over the past [Time Period].
- You were absent on [Number] days without proper notification.
- Documentation for your tardiness and absence were incomplete.
Based on these findings, we are issuing a written warning, which will be placed in your personnel file. We expect an immediate improvement in your attendance. A follow-up meeting will be scheduled in [Number] weeks to review your progress. Failure to improve your attendance may result in further disciplinary action, up to and including termination of employment.
Please contact [HR Contact Name] at [Phone Number] or [Email Address] if you have any questions.
Sincerely,
[HR Department/Investigator Name]
Email Example: Findings Related to Workplace Harassment
Subject: Investigation Findings Regarding Workplace Harassment
Dear [Employee Name],
This email outlines the findings of the investigation into the complaint of workplace harassment filed on [Date]. The complaint alleged [briefly summarize the allegations of harassment].
The investigation included interviews with the complainant, [Complainant’s Name], the alleged harasser, [Alleged Harasser’s Name], and several witnesses.
The investigation concluded that [State the conclusion: e.g., “the allegations of harassment were substantiated” or “the allegations were not substantiated”].
Based on the findings, [Describe the actions being taken. This may include disciplinary actions for the harasser, training for the entire team, or no action if the allegations were not substantiated].
The company is committed to providing a respectful and professional work environment for all employees. We take these matters very seriously.
If you have any questions or require further clarification, please contact [HR Contact Name] at [Phone Number] or [Email Address].
Sincerely,
[HR Department/Investigator Name]
Email Example: Findings Related to Policy Violation
Subject: Investigation Findings: Policy Violation Regarding [Policy Name]
Dear [Employee Name],
This email summarizes the investigation into the alleged violation of company policy regarding [Specific Policy Area]. The investigation was initiated on [Date] following [Briefly explain the reason for the investigation].
The investigation involved a review of [Relevant documents, e.g., emails, security footage, etc.] and interviews with yourself and [Other individuals involved].
The investigation determined that [State the findings. E.g., “You violated the policy by…” or “The investigation did not find sufficient evidence to support the allegation of a policy violation.”].
Due to the findings, we are taking the following actions [Outline the consequences. E.g., “a written warning,” “a mandatory training,” or “no further action is necessary”].
We appreciate your cooperation during the investigation. Please acknowledge receipt of this email by replying to this message.
Sincerely,
[HR Department/Investigator Name]
Letter Example: Findings Related to Theft
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Findings of Investigation Regarding Alleged Theft
Dear [Employee Name],
This letter summarizes the findings of an investigation into allegations of theft of company property, specifically [Describe the property]. The investigation commenced on [Date] following [Brief description of how the alleged theft came to light].
The investigation included a review of [list the evidence considered, such as security footage, inventory records, and witness statements] and interviews with yourself and [names of others interviewed].
Based on the evidence gathered, the investigation concluded that [State the findings clearly: e.g., “There is sufficient evidence to conclude you are responsible for the theft of…” or “The evidence does not support the claim of theft.”].
As a result of these findings, the following action is being taken: [State the disciplinary action, such as termination, suspension, or a requirement for restitution].
This decision is based on the seriousness of the matter and your violation of company policy regarding theft.
You have the right to respond to these findings. If you wish to do so, you must contact [HR Contact Name] at [Phone Number] within [Number] days of receiving this letter.
Sincerely,
[HR Department/Investigator Name]
Letter Example: Findings Related to Performance Issues
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Investigation Findings Regarding Performance Concerns
Dear [Employee Name],
This letter is to inform you of the findings of an investigation into your recent performance. This investigation was initiated on [Date] due to concerns regarding [Specific performance issues, e.g., missed deadlines, failure to meet sales targets, errors in work, etc.].
The investigation involved a review of [Documents reviewed, e.g., performance reviews, project reports, customer feedback, etc.] and conversations with your supervisor, [Supervisor’s Name], and yourself.
The findings of the investigation are as follows:
- [Specific finding 1, e.g., “You have missed the last three project deadlines.”].
- [Specific finding 2, e.g., “Customer feedback indicates a lack of attention to detail.”].
- [Specific finding 3, e.g., “Sales figures for the last quarter were below target.”].
In light of these findings, we require you to [Describe the actions required, e.g., “attend a performance improvement plan,” “participate in additional training,” “meet with your supervisor weekly,” etc.].
We will schedule a follow-up meeting in [Number] weeks to assess your progress. Failure to meet the requirements outlined in this letter may result in further disciplinary action, up to and including termination.
If you have any questions or require further clarification, please contact [HR Contact Name] at [Phone Number].
Sincerely,
[HR Department/Investigator Name]
Letter Example: Findings Related to Safety Violations
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Investigation Findings Regarding Safety Violation
Dear [Employee Name],
This letter summarizes the findings of the investigation into the safety violation that occurred on [Date] at [Location]. The investigation was launched after [Briefly describe how the violation was reported or discovered].
The investigation included a review of [Evidence considered, e.g., witness statements, incident reports, safety procedures, and any relevant video footage].
The investigation concluded that [State the findings. E.g., “you failed to wear the required personal protective equipment (PPE) as outlined in the safety manual” or “you operated equipment without proper certification”].
Due to this violation, and to ensure the safety of yourself and your colleagues, the following action is being taken: [State the consequences. E.g., “a written warning,” “mandatory retraining on safety protocols,” or “a period of suspension,” etc.].
Your commitment to safety is critical. We expect all employees to follow our safety guidelines at all times. Failure to do so will result in disciplinary action.
If you have any questions, please contact [HR Contact Name] at [Phone Number] or [Email Address].
Sincerely,
[HR Department/Investigator Name]
Email Example: Findings Related to Conflicts of Interest
Subject: Investigation Findings – Conflict of Interest
Dear [Employee Name],
This email outlines the findings of the investigation into a potential conflict of interest. The investigation was launched on [Date] after [Briefly describe how the issue came to light, e.g., “receiving information about your involvement with a competitor”].
The investigation considered [List what was examined, e.g., emails, contracts, financial records, and interviews with you and others].
The investigation determined that [Clearly state the findings. E.g., “your outside business activities create a conflict of interest with your role at the company” or “there is no evidence of a conflict of interest”].
Based on these findings, the following action will be taken [Describe the action. This could include anything from requiring you to cease the conflicting activity, reassignment to a different role, or other disciplinary measures].
We are committed to upholding our company’s code of ethics and avoiding conflicts of interest. Please contact [HR Contact Name] at [Phone Number] or [Email Address] if you have any questions.
Sincerely,
[HR Department/Investigator Name]
In conclusion, understanding Sample Letter Of Investigation Findings is essential for both employees and employers. These letters provide a clear and documented record of investigations. The examples provided above offer a good starting point for understanding how these letters are structured and the kind of information they include.