NOTE TO EMPLOYERS: The following sample form can be used when investigating an internal employee complaint. Managers should be aware of the organization’s policy and procedure for handling complaints. See example communication below:
XYZ Company has an “open door policy” and encourages employees to bring up concerns regarding their employment. Sometimes these concerns involve allegations of unfair treatment, unethical behavior or unprofessional conduct. As an employer, we need to investigate these complaints in a timely, thorough, and just manner. As a manager, you are expected to contact Human Resources when allegations or complaints are brought to your attention. Your role is key as a first step in assuring all complaints and allegations are thoroughly investigated and acted upon.
Human Resources will conduct internal investigations and will rely on management support, as applicable. At the beginning of every investigative meeting, HR will explain to the employee involved that their role is to be a fact-finder and a resource to assist in resolving the situation.
Human Resources will ensure that conversations with employees are conducted in private and should not be interrupted. A form will be used (see example below) when conducting an investigation that will provide an outline of questions to ask the employee during a meeting.
At the end of the meeting, Human Resources will:
- Tell the complainant that he/she can talk with HR anytime.
- Give the complainant a timeline that HR will follow up with him/her.
