Understanding the Sample Letter Of Investigation Findings

Subject: Investigation Findings – Violation of Social Media Policy

Dear [Employee Name],

This letter summarizes the findings of the investigation into the alleged violation of the company’s Social Media Policy, which was initiated on [Date]. The investigation focused on [briefly state the issue].

During the investigation, we reviewed [list the evidence reviewed, e.g., screenshots of social media posts, employee statements]. Based on this review, the investigation found that [State your findings clearly and factually. For example: “Your social media post on [date] contained confidential company information, violating section [X] of the Social Media Policy.”].

Consequently, [State the consequence, e.g., “You will receive a written warning for this policy violation. Further violations may result in more severe disciplinary action.”].

You are welcome to discuss these findings with [HR representative name] at your convenience. Please also review the company’s Social Media Policy again and ensure full compliance in the future.

Sincerely,
[Your Name/HR Department]

Subject: Investigation Findings – Excessive Absenteeism

Dear [Employee Name],

This email summarizes the findings of the investigation into your recent attendance record. The investigation focused on the dates of absences [list dates] and any supporting documentation.

The investigation included a review of your attendance records, sick leave requests, and any doctor’s notes you provided. The investigation found that [State your findings factually. For example: “You exceeded the allowed number of sick days for the year.” or “You did not provide adequate documentation for your absences.”].

The investigation concluded that [State the conclusion clearly. For example: “Your absences have negatively impacted your team’s productivity.”]. Therefore, [State the outcome. For example: “You will be placed on a Performance Improvement Plan (PIP) to address your attendance. Your attendance will be monitored on a weekly basis.”].

Please contact [HR contact] by [Date] to schedule a meeting to discuss the PIP. We encourage you to provide the appropriate documentation as required.

Sincerely,
[Your Name/HR Department]

[Your Company Letterhead]

[Date]

[Employee Name]
[Employee Address]

Subject: Investigation Findings – Allegations of Workplace Harassment

Dear [Employee Name],

This letter summarizes the findings of an investigation into allegations of workplace harassment initiated on [Date], involving [briefly describe the nature of the allegations].

The investigation included interviews with [list witnesses], a review of [list documents/evidence], and a consideration of all relevant information. Based on the information gathered, the investigation found that [State the findings. For example: “Your behavior on [date] towards [complainant name] constituted harassment as defined by the company’s policy.”].

The investigation also found that [if applicable, add findings about specific policy violations]. As a result, [State the disciplinary action. For example: “You are hereby suspended from your position without pay for [number] days. You are also required to attend a mandatory harassment prevention training program. Further violations of this policy will result in termination.”].

You have the right to appeal this decision in writing to [Appeals Contact] within [Number] days of the date of this letter. Please ensure to follow the correct appeal guidelines.

Sincerely,
[Investigating Officer/HR Department]

Subject: Investigation Findings – Security Breach Incident

Dear [Employee Name],

This email is to inform you of the findings of an investigation into a recent security incident that occurred on [date]. The investigation aimed to determine the cause of the security breach and to assess the extent of the potential data exposure.

The investigation involved a review of [list evidence: system logs, access records, network traffic]. The investigation concluded that [State your findings: “Unauthorized access occurred through [method], potentially exposing [data types]”].

The incident appears to be a result of [State the cause, e.g., a phishing attempt, a weak password]. We have taken steps to secure our systems and prevent further incidents. [State the follow-up actions].

Based on these findings, [State consequences and/or actions: “You will be required to change your password and attend mandatory security training”].

Sincerely,
[IT Department/Security Manager]

[Company Letterhead]

[Date]

[Employee Name]
[Employee Address]

Subject: Investigation Findings – Alleged Misconduct

Dear [Employee Name],

This letter summarizes the findings of the investigation into the allegations of misconduct that were brought against you on [Date]. The investigation looked at [briefly describe the type of misconduct].

The investigation included interviews with [list witnesses], a review of [list documents/evidence], and consideration of all relevant information. Based on this, the investigation found that [State your findings factually. For example: “You violated company policy by [action taken], which directly contradicted the policy outlined in [Policy Name].”].

The investigation concluded that your actions constituted misconduct and a breach of company policy. As a result, [State the consequences. For example: “Your employment with the company is terminated, effective immediately.”].

This decision is final. Please return all company property by [Date].

Sincerely,
[Investigating Officer/HR Department]

Subject: Investigation Findings – Inappropriate Use of Company Resources

Dear [Employee Name],

This email summarizes the findings of the investigation into the inappropriate use of company resources. The investigation focused on [specify the resources, e.g., company vehicle, internet access, company time].

The investigation involved the review of [list the evidence, e.g., vehicle logs, internet usage records, time sheets]. It was determined that [State the findings. For example: “You used a company vehicle for personal use on [date(s)] without authorization.” or “You spent excessive time on non-work-related websites during work hours.”].

The investigation concluded that [State the conclusion. For example: “Your actions constitute a violation of the company policy on the use of company resources.”]. Therefore, [State the outcome. For example: “You will receive a written warning and will be required to attend a training session about proper use of company resources. Any repeated violation may result in more severe disciplinary action.”].

Please ensure that you read and follow the company policy on the use of resources carefully. If you need any clarification, please contact [HR Contact Person].

Sincerely,
[Your Name/HR Department]

[Company Letterhead]

[Date]

[Complainant Name (If appropriate)]
[Complainant Address (If appropriate)]

Subject: Investigation Findings – Whistleblower Complaint

Dear [Complainant Name or “Concerned Party”],

This letter summarizes the findings of an investigation into the whistleblower complaint received on [Date], concerning [briefly describe the nature of the complaint without revealing confidential details unless necessary].

The investigation involved the review of [list documents and evidence]. The investigation concluded that [State the findings. Example: “We found credible evidence of [specific wrongdoing] in violation of [policy or regulation].”]. If the complaint is anonymous, you may have to change your sentence to something similar to “The investigation could not substantiate claims of [specific wrongdoing], and the matter is now closed.”

As a result of these findings, [State the actions taken. Examples: “We are taking corrective actions, including [list of actions]. We will also be reaching out to the relevant stakeholders to address this situation as needed.” or “We are unable to substantiate your claim. The matter is considered closed”].

We appreciate your cooperation and your concern in bringing this matter to our attention. We are committed to maintaining a safe and ethical workplace.

Sincerely,
[Investigating Officer/Compliance Officer]