You’ve completed your investigation. You’ve interviewed everyone involved in the incident. You’ve double checked all the evidence. You’ve reached your conclusions. Now it’s time to close out the investigation.
Workplace investigations are stressful and are often disruptive to the workplace. It’s important to close out the investigation properly and make sure all documentation is in order. There are specific steps that you should take in order to protect your company from legal repercussions, as well as to try to mitigate any hurt feelings or tensions that might exist.
1. Conducting Final Meetings with Involved Parties
The first step in properly closing out an investigation is to conduct meetings with the accused as well as with the complainant. It may be a good idea to also include management in these closing out meetings. The purpose of these last meetings is to inform everyone of the closure of the investigation, as well as to let them know of any additional actions that may be occurring.
Need help with this step? Download the cheat sheet: 8 Basic Questions to Ask in Every Investigation.
Answer any questions they may have truthfully and thank them for their participation. Remind the accused that while it was the right of the complainant to file a complaint, it was also their right as the accused to have a fair and impartial investigation. It is also a good idea to remind everyone that the investigation, as well as any follow up, is confidential.
Conducting Final Meetings
Final meetings with involved parties are crucial for ensuring closure and clarity at the end of an investigation. These meetings provide an opportunity to review findings, address any remaining concerns, and reinforce the company’s commitment to a fair and transparent process. Best practices include:
- Prepare in Advance – Gather all relevant documentation and ensure consistency in messaging.
- Maintain Professionalism – Approach discussions with empathy, ensuring all parties feel heard and respected.
- Clarify Next Steps – Inform employees about any corrective actions, policy updates, or available support resources.
Ensuring Transparency and Confidentiality
Balancing transparency with confidentiality is essential to maintain trust and compliance. Key considerations include:
- Limited Disclosure – Share only necessary information with relevant parties to protect privacy.
- Clear Explanation of Findings – Provide factual, objective summaries without unnecessary details.
- Protecting All Parties – Ensure no retaliation occurs and reinforce a safe workplace culture.
2. Document Everything
Once you have verbally met with the accused and the complainant, it is time to document everything. Make sure you document everything and store all materials, videos, audio recordings, files, etc. in a secure place.
Thorough documentation protects the investigator, the company and everyone involved in the investigation.
Watch our free webinar on how to write investigation reports that stand up to scrutiny.
3. Deliver Clear Communication of the Outcome
Closing out an investigation is also the time to review everything and to make sure that all aspects of the investigation were clear and well-communicated.
Often when an investigation ends with no visible result, such as a firing or transfer, the rumour mill begins. You want to ensure that the rumour mill is silenced as much as possible. This can go a long way towards preventing bitterness, anger, false information, etc.
Investigation Follow-up Letter to Complainant
A well-documented follow-up letter ensures the complainant understands the investigation outcome while maintaining confidentiality. Key elements include:
- Summary of the Investigation Process – Outline steps taken without disclosing sensitive details.
- Findings and Conclusions – Provide a high-level summary of whether the complaint was substantiated.
- Next Steps and Support – Explain any corrective actions, policy changes, or available resources.
- Encouragement to Report Future Concerns – Reinforce the company’s commitment to a safe workplace.
Related: How to Conduct a Workplace Investigation Step-by-Step.
4. Review Company Policies & Gaps
The next step in the process is to review current policies and examine if they contributed in any way to the complaint. Check your harassment and diversity policies. Discuss your findings with management.
If possible, management may want to consider holding a meeting that offers general information on the investigation, or if the reason or the results of the investigation may affect company policies. It is very important that this be done without violating the confidentiality of the investigation or the parties that were involved.
Identifying Policy Gaps
An effective investigation should include a review of company policies to identify areas that require improvement. This includes:
- Assessing Policy Effectiveness – Determine if existing policies adequately address reported concerns.
- Benchmarking Best Practices – Compare policies with industry standards to identify shortcomings.
- Gathering Employee Feedback – Solicit input from employees to uncover policy blind spots.
Collaborating with Management for Revisions
After identifying gaps, organizations should work with leadership to implement necessary changes. Strategies include:
- Cross-Departmental Collaboration – Involve HR, legal, and management teams in policy updates.
- Updating Training Materials – Ensure policy changes are integrated into employee training programs.
- Regular Policy Reviews – Establish a routine review process to maintain compliance and relevance.
5. Implementing Preventative Measures
This might be a good time to institute changes. It is also a good time to review your company’s training programs. Perhaps additional training in areas like harassment or diversity might be in order. Investigations take time and money, so any actions that might prevent future incidents should be considered.
Training and Development Programs
Ongoing education is critical to preventing future workplace issues. Employers should:
- Offer Regular Training – Conduct annual training on workplace policies and reporting procedures.
- Customize Content for Different Roles – Tailor training to the needs of employees, managers, and HR professionals.
- Promote Awareness Campaigns – Use workshops, posters, and digital resources to reinforce key policies.
Monitoring and Continuous Improvement
A proactive approach to workplace compliance requires ongoing assessment. Best practices include:
- Tracking Incident Trends – Analyze reports to identify patterns and address systemic issues.
- Soliciting Employee Feedback – Use surveys and anonymous reporting systems to gauge policy effectiveness.
- Regular Compliance Audits – Conduct routine audits to ensure adherence to policies and legal requirements.
Why the Internal Investigation Process Matters
A well-structured internal investigation process is vital for legal compliance and organizational integrity. Key reasons include:
- Legal and Regulatory Compliance – Ensures the company meets labor laws, anti-harassment regulations, and workplace safety requirements.
- Risk Mitigation – Reduces the likelihood of lawsuits, reputational damage, and regulatory penalties.
- Employee Trust and Engagement – Demonstrates a commitment to fairness, encouraging employees to report concerns without fear.
- Continuous Organizational Improvement – Provides insights into workplace culture and helps refine policies for a safer, more ethical environment.
By maintaining a thorough and well-documented investigation process, organizations can protect employees, uphold ethical standards, and foster a more transparent workplace culture.
Case Study: How McMaster University Improved Risk Management with Case IQ
McMaster University successfully enhanced its internal investigation process by implementing a case management system that improved efficiency and reduced risk. Before adopting Case IQ, the university faced challenges in tracking cases, ensuring compliance, and maintaining transparency. By centralizing data, automating workflows, and leveraging analytics, McMaster streamlined investigations and gained new insights into systemic issues. This proactive approach led to more timely resolutions, improved accountability, and a stronger institutional commitment to fairness and compliance. The university’s success underscores the value of robust case management in strengthening investigative processes and mitigating organizational risk.
Frequently Asked Questions
1. How do you conclude an investigation?
To conclude an investigation, it's important to conduct meetings with the accused and the complainant, answer any questions truthfully, thank them for their participation, remind them of their rights to a fair investigation, and emphasize confidentiality throughout the process.
2. What happens after an internal investigation?
After an internal investigation, it's crucial to document everything thoroughly, review all communication to ensure clarity and address any potential rumors, review company policies to see if they contributed to the issue, and consider implementing changes or additional training to prevent future incidents.
3. What is a good closing statement for a conclusion?
A good closing statement for a conclusion could be to thank both the accused and the complainant for their participation, remind them of the importance of confidentiality, and assure them that the investigation was conducted fairly and impartially.
4. What happens after an HR investigation?
Once an HR investigation is complete, the company typically meets with the involved parties to share the outcome, review any necessary next steps, and ensure clear communication. Final documentation is secured, and policy updates or training may follow to prevent future incidents.
5. How long does it take for an investigation to close?
The time it takes to close an investigation varies, but most workplace investigations wrap up within a few weeks. Factors like case complexity, number of witnesses, and availability of evidence can affect the timeline. Prompt, thorough resolution is always the goal.
6. What if new evidence emerges after closing the investigation?
If new evidence comes to light after the investigation is closed, the case may need to be reopened or revisited. Companies should have protocols in place to assess the relevance of the new information and take appropriate action without compromising fairness or confidentiality.
7. Who should be informed of the investigation results?
Typically, only those directly involved in the case—like the complainant, the accused, and relevant managers or HR—are informed of the results. It's important to maintain confidentiality while ensuring key stakeholders understand the outcome and any follow-up actions.
8. What are common mistakes in closing investigations?
Some common mistakes include poor documentation, unclear communication, ignoring workplace perception, and failing to update policies. Skipping these steps can leave companies vulnerable to legal risks and future misconduct. A clear, structured closing process is essential.