3 communication tips when closing a work investigation

Concluding a workplace investigation can feel like crossing the finish line after a long marathon. You’ve gathered the facts, asked the tough questions, and (hopefully) landed on the truth. But before you can truly close the case, there’s one last crucial step: communicating the results. 

Whether you decide to terminate (or not terminate) an employee, clear and thoughtful communication is essential to supporting a healthy and productive workplace. While your communications and level of detail will vary based on who you’re speaking to (the Accuser, Accused, a Witness, or even a manager), here are a few templates to lean on as a starting point.

Scenario #1: You’ve found evidence of wrongdoing and are taking corrective action that doesn’t involve termination.

When an investigation uncovers evidence of wrongdoing but falls short of a terminable offense, we face a unique challenge: how can we address the issue effectively while keeping the accused employee on board? In these cases, corrective actions — like a formal warning, mandatory training, or exec coaching — can be the most constructive path forward. 

Breaking the news to both parties requires a balance of firmness, fairness, and sensitivity to ensure the message is clear, while maintaining respect for those involved. Here’s how to approach communicating this outcome to the Accuser:

[Name],

Thank you for your cooperation in this investigation. 

I’m reaching out to notify you that the investigation has been concluded. After a thorough review of all the information available to us, we’ve determined that [Accused Employee]’s behavior was in conflict with our Code of Conduct, and have taken disciplinary action to address the situation. 

In order to maintain our employees’ privacy, we will not be sharing specific details on the actions taken. However, the employee in question has been instructed to cease all inappropriate and unprofessional behavior, effectively immediately. Please reach out if you have any questions or if any additional concerns or incidents take place.

Scenario #2: You’ve found evidence of wrongdoing severe enough to warrant termination.

So you’ve uncovered evidence of serious wrongdoing and have decided that termination is the necessary outcome. But even when the decision is clear-cut, delivering this news requires a balance of compassion, professionalism, and clarity. For HR, communicating a termination isn’t just about enforcing company policy; it’s about upholding trust and protecting morale while ensuring the process is both respectful and compliant. 

Here’s how to notify the accuser of this update — while respecting the privacy and dignity of the terminated employee:

[Name],

Thank you for your cooperation in this investigation. 

I’m reaching out to notify you that the investigation has been concluded. After a thorough review of all the information available to us, we’ve determined that [Accused Employee]’s behavior was in violation of our anti-Harassment and Bullying policy, and have terminated their employment. 

In order to respect this person’s privacy, we won’t be sharing additional details beyond that. Please reach out if you have any questions or if any additional concerns or incidents take place.

Scenario #3: You haven’t found evidence of wrongdoing.

Communicating the outcome of a workplace investigation, especially when no evidence of wrongdoing was found, requires a thoughtful and sensitive approach. It’s important to consider the emotional and professional impact on all parties involved and to communicate the results in a way that reinforces trust, transparency, and a commitment to a respectful workplace. 

Here’s how to ensure the accuser feels heard and valued while maintaining transparency about the investigation process and outcome.

[Name],

Thank you for your cooperation in this investigation. Your willingness to share your perspective was instrumental in helping us conduct a thorough review.

I’m reaching out to notify you that the investigation has been concluded. After a thorough review of all the information available to us, we’ve determined that [Accused Employee]’s behavior was not in violation of our company policies. 

This does not, in any way, mean that your concerns weren’t taken seriously — our goal was to conduct a fair and impartial investigation, and we appreciate your patience as we worked through this process.

However, if any additional concerns come up or if you have additional information not previously shared, please don’t hesitate to reach out.