Investigation meeting script template
Efficiently conduct investigations with our structured meeting script, promoting fairness, consistency, and thoroughness in gathering evidence
10 mins
What is an Investigation meeting script?
An investigation meeting script for an employer is a document that outlines the structure and content of a meeting that is conducted as part of an investigation into an employee's alleged misconduct or poor performance. The purpose of the script is to ensure that the employer conducts a fair and thorough investigation that respects the employee's right to a fair hearing.
The purpose of an investigation meeting script is to provide a structured framework and guidelines for conducting an investigation meeting. It helps ensure consistency, fairness, and thoroughness throughout the investigation process. The script serves several key purposes:
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Clarity: It provides clear instructions and guidance to the investigator on the sequence of events and topics to cover during the meeting. This ensures that important aspects of the investigation are not overlooked or missed.
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Standardisation: By following a scripted format, the investigation process can be standardised across different cases and investigators. This helps maintain consistency and fairness in how investigations are conducted within an organisation.
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Thoroughness: The script ensures that all relevant questions, topics, and evidence are addressed during the meeting. It helps the investigator gather comprehensive information, statements, and evidence to make well-informed decisions or recommendations.
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Documentation: A scripted meeting helps ensure accurate and consistent documentation of the investigation process. It provides a record of the questions asked, responses received, and any additional follow-up actions required.
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Compliance: Following a scripted approach can help ensure compliance with legal requirements and internal policies or procedures. It helps investigators adhere to established protocols and guidelines, reducing the risk of procedural errors or bias.
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Impartiality: The script assists in maintaining impartiality during the investigation process. It helps the investigator focus on gathering relevant facts, listening to all parties involved, and avoiding personal biases or assumptions.
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Reference and Review: The scripted investigation meeting can serve as a reference point for future review or for presenting findings to relevant stakeholders. It provides a clear record of the investigation process and aids in the preparation of a comprehensive investigation report.
Overall, an investigation meeting script promotes a structured and consistent approach to conducting investigations, ensuring fairness, thoroughness, and adherence to established protocols. It helps investigators gather accurate information, maintain objectivity, and document the investigation process effectively.
To be used at the meeting
The Employer (you) to the Employee
Great Britain & NI (United Kingdom), Worldwide
What legislation or best practices underpin this template / should I be aware of?
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The ACAS Code of Practice on Disciplinary and Grievance Procedures: This legislation sets out the best practices for conducting investigations into allegations of misconduct or poor performance in the workplace, including the requirement for the employer to conduct a fair and thorough investigation.
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The Equality Act 2010: This legislation requires that any investigation and subsequent disciplinary action taken by the employer does not discriminate against the employee on the basis of any protected characteristic, such as race, gender, religion, or sexual orientation.
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The Data Protection Act 2018: This legislation requires that any personal data collected during the investigation process is handled and stored in accordance with data protection laws.
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The Human Rights Act 1998: This legislation requires that the employee's right to a fair hearing is respected during the investigation process.
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The Employment Rights Act 1996: This legislation requires that employers follow a fair and reasonable process when conducting investigations into allegations of misconduct or poor performance.
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The GDPR: This legislation requires that employers obtain explicit consent from employees before collecting their personal data during the investigation process, and that they handle the data in accordance with GDPR regulations.
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Refer to your local employment legislation / labor laws to support the execution of the template. Review the wording for local accuracy.
Investigation meeting [Delete this line]
[Introduction]
Good morning/afternoon, [employee's name]. Thank you for joining me. I have asked to meet with you today to discuss an issue that has been brought to our attention.
The purpose of this meeting is to investigate a complaint/allegation that has been made against you, and to allow you to respond to these allegations.
Before we begin, I want to make it clear that this is an investigation and not a disciplinary hearing. The purpose of the investigation is to gather information, hear your version of events and any mitigating factors, and to determine whether or not there is a case for disciplinary action to be taken.
I also want to let you know that the investigation will be conducted in a fair and impartial manner, and that you will be given the opportunity to respond to the allegations against you.
Do you have any questions before we begin?
[Background Information]
The reason for this investigation is [briefly explain the nature of the allegation or complaint].
The complainant/allegation was brought to our attention on [date]. We take these matters seriously, and it is important that we investigate the matter thoroughly.
As part of the investigation, I have already spoken to [name of any witnesses or individuals involved] to gather their version of events. I would now like to hear your side of the story.
[Investigation]
To begin, can you please explain your understanding of the situation and the events that have been brought to our attention?
Can you tell me what you were thinking and feeling at the time of the incident?
Can you tell me if there were any mitigating factors that may have contributed to the incident?
Did you understand the implications and potential consequences of your actions?
Do you have any evidence or information that you would like to provide to support your version of events?
Are there any other witnesses or individuals who you believe may be able to provide additional information or support your version of events?
Is there anything else that you would like to add or clarify?
[Conclusion]
Thank you for providing your version of events. I will now take some time to review the information that has been provided, and to speak with any additional witnesses or individuals who may be able to provide further information.
Once I have gathered all the necessary information, I will review the matter and make a decision as to whether or not disciplinary action is necessary.
In the meantime, please be aware that you are not to discuss the matter with anyone, including other employees or individuals involved in the investigation.
Do you have any questions or concerns at this stage?
Thank you for your time today. I will be in touch with you as soon as possible to provide an update on the investigation.
What communication / process sequence is this part of?
Investigation meeting invitation (to subject of allegation) letter template
If an employee is suspected of misconduct, the employer must carry out a fair and proper investigation into the allegations and determine the facts of the case through gathering evidence.
Investigation report form template
This is a template investigation report that an investigator may adapt to suit the particular circumstances of their investigation.
Why buy our Investigation meeting script template?
- It's easily editable and implementable, saving you time and money
- It's designed by CIPD accedited Chartered HR practitioners with operational experience in this area
- You will maintain compliance with ACAS guidelines, legislation, and industry best practices
- Email notifications for any updates made to this template or its accompanying materials
- 12 months of unrestricted access without any additional costs (any update in that period is free to you)
- A 25% discount on all library, toolkit, and template purchases/renewals
