HR investigation template and examples

An HR investigation template gives your team the structure to handle sensitive workplace issues—whether it’s a report of harassment, a conflict between co-workers, or a potential policy breach. Team members expect the human resources department to treat every case seriously, and consistency builds trust.

With 30 percent of employee relations professionals managing more than 26 active issues at once, process matters. A clear, well-run investigation brings focus to complex situations, protects everyone involved, and shows your company truly cares.

In this guide, we’ll break down what an HR investigation involves, share best practices for managing them professionally, and provide a downloadable template you can tailor to your team’s needs.

<< Manage conflicts with a free HR investigation template. >>

What is an HR investigation?

An HR investigation is a formal, structured process for understanding workplace and employee relations issues. It helps HR teams uncover the facts behind concerns like harassment, discrimination, or misconduct that may violate company policies or legal standards.

The goal isn’t to assign blame, but to uncover what happened and respond fairly. Most investigations begin with a report and follow clear steps: gathering documentation, speaking with those involved, and reviewing the facts with care and objectivity.

Your role as an HR leader is to guide the process with professionalism and empathy so that people feel respected, heard, and protected.

Why HR investigations matter

HR investigations protect your organization from legal risk—and help create a culture where people feel safe to speak up. When someone raises a concern, whether it’s a serious allegation or a day-to-day conflict, they’re putting their trust in you to listen, act fairly, and treat everyone involved with respect.

A well-run investigation shows that concerns matter. Even if the outcome isn’t what every party hoped for, a thoughtful process helps build confidence in HR and leadership.

A strong investigation process:

• Protects everyone involved: A clear structure supports both the person raising the concern and the person it’s about. It reduces bias, uncovers key facts, and ensures decisions are made with care and fairness.
• Prevents issues from escalating: Small problems can grow if ignored. Addressing them early helps resolve conflict faster and rebuilds a positive team dynamic.
• Builds long-term trust: Conflicts can leave people feeling exposed—especially when the stakes are high. When HR responds with professionalism and consistency, it sends a message that fairness matters and it’s safe to raise difficult topics.

<< Download our free HR investigation template to streamline the process. >>

Workplace investigation examples

Every workplace investigation is unique—but having a clear, structured approach helps you navigate even the most sensitive situations with care and consistency. Here are some common scenarios HR teams may encounter, each showing how a thoughtful investigation process can uncover facts, support fair outcomes, and protect your people and culture.

Harassment allegation

Definition: Harassment includes unwelcome behavior—verbal, physical, or visual—that creates a hostile or uncomfortable work environment. It often involves comments or actions targeting someone’s identity, beliefs, or background.

A team member, Jane, reports that her colleague, John, has repeatedly made inappropriate jokes during team meetings that reference her political party. She asked him to stop, but he continued the behavior. HR meets with Jane to understand the situation and then interviews John and several teammates.

After confirming the behavior through multiple interviews, HR documents the findings in an internal report, citing specific examples shared by team members. John receives a formal written warning, and HR enrolls him in a mandatory harassment training course. To reinforce expectations, the entire team also participates in a group training session focused on workplace conduct and respectful communication.

Discrimination complaint

Definition: Discrimination occurs when someone is treated unfairly based on protected characteristics like age, gender, race, or disability—especially in decisions around hiring, promotion, or pay.

Hector applies for an internal promotion but is passed over in favor of a younger, less-experienced colleague. He files a complaint, stating he believes his age was a factor in the decision. HR launches an investigation by reviewing Hector’s qualifications, the job description, and interview feedback.

Interviews with the hiring committee reveal that panelists made age-related comments during deliberation, indicating potential bias in the decision-making process. HR escalates the findings to leadership and works with them to revisit the promotion process, resulting in updated hiring training and a new review panel for future promotions. Hector is offered a re-evaluation for the role under the revised process, along with a follow-up meeting to discuss career development opportunities and restore trust.

Workplace misconduct

Definition: Misconduct includes unprofessional or disruptive behavior that undermines team cohesion, productivity, or wellbeing. It often involves inappropriate communication, intimidation, or refusal to follow workplace norms.

A manager, Tim, notices growing tension in his department and learns that one team member, Leah, has been sending condescending messages to her teammates via Slack. HR steps in, reviews chat logs, and interviews those involved.

The investigation confirms that Leah’s messages include intimidation and inappropriate language. HR documents the behavior, issues a formal disciplinary action, and enrolls Leah in a communication and conflict resolution training to help her rebuild trust with the team. HR also partners with Tim to create a shared document outlining team norms for respectful communication moving forward.

Policy violation

Definition: A policy violation happens when a team member breaks company rules or guidelines—whether intentionally or unintentionally. This can involve timekeeping, confidentiality, or conflicts of interest.

An anonymous tip to HR alleges that a team member, Alan, has been working a second job during company hours and falsifying timesheets. HR begins a quiet investigation by reviewing time logs and collecting device usage data.

The investigation confirms the misconduct, and Alan is brought in for a formal meeting to review the findings and share his side of the story. After discussing the evidence, HR confirms that Alan’s actions violated his employment agreement, which explicitly prohibits outside work during company hours. In accordance with company policy, HR moves forward with termination. As a follow-up, HR provides training to the broader team to reinforce time-tracking expectations and prevent future misunderstandings.

Safety concern

Definition: Safety concerns arise when team members are exposed to unsafe working conditions—whether due to negligence, pressure to bypass procedures, or failure to report hazards.

HR receives a report that Terry, a warehouse team lead, has been instructing team members to ignore required heavy lifting procedures to speed up shipments. The complaint includes details about two near-injuries that went unreported. HR meets with the person who filed the report, then interviews team members and reviews camera footage.

The investigation confirms that Terry was instructing team members to bypass safety protocols. Terry receives a written warning and is removed from supervisory duties until retraining is complete.

How to conduct an HR investigation

HR investigations need a structured process to ensure accuracy and fairness. Follow these essential steps to maintain objectivity, gather comprehensive evidence, and reach well-supported conclusions. 

1. Choose a lead investigator and create an investigation plan

Start by selecting a lead investigator who can handle the case objectively. For routine concerns, that might be anyone from the HR staff. But for more sensitive cases—like those involving important stakeholders or legal risk—consider choosing a senior HR leader. Whoever leads should be trained in investigative practices, remain neutral in their opinions, and have full access to the information they need. 

From there, build a structured investigation plan that outlines what they’re investigating, who they will interview, what documents they’ll review, and a general timeline. This plan keeps the process focused and shows that you’re treating the matter seriously and fairly.

Address questions of confidentiality upfront to encourage honest participation and protect everyone involved. While you can’t guarantee complete secrecy, you can commit to appropriate confidentiality by only sharing information with those directly involved in the process. 

Choosing the right investigator and laying out a clear plan from the start sets the tone for the entire process.

2. Conduct thorough interviews and gather evidence

Once the investigation plan is in place, start gathering information by interviewing the people involved. Begin with the person who raised the concern, then speak with any relevant witnesses and the accused party. Approach each interview with a clear set of questions tailored to the person’s role in the situation. Focus on open-ended questions that encourage detailed responses and avoid language that suggests blame. Here are a few examples of helpful investigation questions:

• “Can you walk me through what happened?”
• “Who else was present or involved when this occurred?”
• “Have you experienced or witnessed anything similar before?”

Always explain why the person is being interviewed without sharing confidential details about others involved. As you gather information, build a timeline of events to help you connect the dots and spot inconsistencies. Document everything that could potentially be relevant in your notes to avoid legal issues and to address any challenges to your decisions.

3. Examine evidence and create an HR investigation report

Review all evidence objectively. Look for patterns, inconsistencies, and any gaps in the information. As you evaluate what people said, focus on credibility indicators like consistency over time, plausibility, and alignment with other evidence instead of relying on gut feelings. Use the facts you’ve gathered to build a clear picture of what likely occurred.

Compile this full picture into a formal investigation report. This should include a summary of the original complaint, an overview of how you conducted the investigation, the evidence they reviewed, and your findings based on that evidence. 

Be clear about whether anyone violated company policies and what actions—if any—you will take. A structured template can make this process faster and more consistent so you can focus your energy on the investigation at hand.

<< Start your HR investigation report using a free template. >>

4. Share investigation results and follow up with involved parties

Share the outcome with the people directly involved—typically the reporting party, the accused, and any witnesses. Keep your communication focused on the facts. Explain the process you followed and any conclusions tied to company policy, but avoid sharing information that doesn’t directly apply to the person with whom you’re speaking. Whenever possible, deliver results in a private, one-on-one meeting and be ready to answer questions about what happens next.

Your work isn’t done after you share the outcome. Support everyone involved by checking in within the first month to make sure they’re okay and aren’t experiencing any lingering issues. Document any follow-up actions, including additional training or policy updates. This final step solidifies the trust you’ve built and reduces the risk of future issues.

HR investigation templates

Every investigation is different, but having the right questions and template can help start the process. Below are example questions you can use or adapt based on the nature of the case and who you’re interviewing.

HR investigation questions examples

Hold off judgment or assumptions until you’ve spoken with everyone. Focus on what each witness directly saw or heard, not their personal opinion of events.

Questions for the reporting party:

• “Can you walk me through what happened, from your perspective?”
• “When did the incident occur? Has it happened more than once?”
• “Where did it take place, and who else was present?”
• “How did the situation affect you or your work?”
• “What steps—if any—did you take in response?”

Questions for witnesses:

• “Can you describe what you observed during the interaction?”
• “Do you recall where you were and what you heard or saw?”
• “Have you noticed similar behavior before between these individuals?”
• “Did you talk to anyone else about what happened?”
• “Is there anyone else who might have relevant information?”

Questions for the accused:

• “A concern has been raised involving [general context]. Can you tell me what happened?”
• “How would you describe your relationship with [the complainant]?”
• “What do you recall about the incident in question?”
• “Is there any additional context you think is important to share?”
• “Is there anyone you think I should speak with?”

HR investigation report template

Investigator information
Name:
Job title:
Team member ID:
Date:
Case overview
Summary of incident:	What happened? Briefly describe the reported incident
Who reported it:	[Name and role of the person who reported the issue]
When it occurred:	[Date and time (if known)]
Where it occurred:	[Specific location (Office, Zoom call, Slack, etc.)]
Investigation
Involved parties:	List the individuals connected to the case. Include names, roles, and their relationship to the situation—complainant, accused, or witness.
Key questions:	Ask questions relevant to your case. Here are some ideas you can use to get to the truth. Ask the complainant: –Can you walk me through what happened, in your own words? –When did the incident occur, and where were you at the time? –Have you spoken to anyone else about it? If so, who? –Have there been any past incidents involving this person? –How has this situation impacted you or your work? Ask the accused team member: –How do you recall the events described? –Were you aware that your behavior made others uncomfortable? –Have you had similar interactions with this person before? –Is there anything you’d like to clarify or explain? Ask witnesses: –Did you observe or hear the interaction in question? –What did you see or hear? –Have you witnessed similar behavior from either party before? –How did others in the room or chat respond, if at all?
Materials collected:	List or attach all relevant documents, including: –Emails –Chat logs –Interview notes –Performance records –Security footage
Investigation findings
Summary of findings	What did the investigation uncover? Include key evidence and any conflicting accounts.
Remaining questions	What, if anything, is still unclear or unconfirmed?
Conclusion	Is there enough information to confirm a policy violation? What action is recommended?

<<Download our HR investigation template. >>

Streamline HR investigations with confidence

Now that you know how to implement proper investigation procedures, you’re ready to take action the moment a concern is raised. When you follow consistent investigation processes, you demonstrate your commitment to addressing workplace concerns with integrity and professionalism.

<< Download our free HR investigation templates to keep things fair. >>

HR investigation FAQs

When does HR have to investigate a complaint?

HR should investigate any complaint that involves potential legal risks—like harassment, discrimination, retaliation, or safety concerns. It’s also important to look into serious policy breaches that could harm team culture or create a damaging precedent. Even informal concerns or rumors may deserve attention if they suggest a deeper issue. Acting quickly shows your team their concerns matter—and helps reduce risk.

How long does HR have to investigate a complaint?

There’s no fixed legal deadline, but it’s best to start the investigation as soon as possible. Timelines depend on the complexity of the situation, how many people are involved, and how easy the evidence is to gather. For serious allegations, a fast response helps limit disruption and builds trust.

What rights do employees have during a workplace investigation?

Everyone involved has the right to fair, unbiased treatment and protection from retaliation. Confidentiality is key—details should only be shared with those who need them to support the process. In some jurisdictions or under certain contracts, people may also have the right to involve a legal representative or be informed about outcomes that directly affect them.

What laws apply to HR investigations?

People have the right to fair treatment, protection from retaliation, and appropriate confidentiality throughout the investigation. Employers are also expected to follow internal policies and employment agreements, which may include giving people access to relevant evidence, an opportunity to respond, and protection from biased decision-making. 

In some cases—especially in unionized environments or public sector jobs—people may have additional rights like representation during interviews or access to their personnel records. Employers must also follow state and federal laws, including protections against discrimination, wrongful termination, and invasion of privacy.