Witness statement form template
Our Witness Statement Form ensures accurate documentation of key details in workplace incidents, supporting fair investigations and maintaining clear records.
- 1 page / 125 words.
- Last updated 01/11/2024.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Witness statement form
1. Witness Details
- Name: _______________________________________________
- Job Title (if applicable): _________________________________
- Contact Information (optional): ___________________________
2. Incident Details
- Date of Incident: _______________________________________
- Place of Incident: ______________________________________
- Time of Incident: ______________________________________
3. Statement
Please provide details of
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The Witness Statement Form is a structured document designed to record statements accurately and fairly during workplace investigations, meeting the standards set by the ACAS guide to workplace investigations. This form ensures witness accounts are documented in a clear, concise, and impartial manner, supporting a thorough and transparent investigation process.
By using this form, organisations can capture key details relevant to the investigation, safeguard against bias, and provide a reliable record that may be used in formal proceedings. It guides witnesses to recount events accurately, promoting consistency and clarity in line with best practices.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Witness statement form template, to understand the workflow.
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Timings
Timings
Follow these best practice actions to get the most from the Witness statement form template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing |
| 1 | Identify and notify witnesses of the need for a statement | HR / Investigating Manager | 1-2 days before the meeting |
| 2 | Schedule and prepare for the witness statement meeting | HR / Investigating Manager | Within 1 day after notifying witness |
| 3 | Conduct the meeting, complete the Witness Statement Form together, and review for accuracy | HR / Investigating Manager & Witness | Within 3 days of scheduling |
| 4 | Witness reviews and signs the completed form at the end of the meeting | Witness | Immediately at end of meeting |
| 5 | Review the statement, follow up if needed, and inform the witness of next steps | HR | 1-2 days after meeting, ongoing if needed |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Witness statement form template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
