When you need to conduct a workplace investigation, getting the communication right is essential. We're breaking down five key email templates to guide you through the process.
Using a template as your starting point helps remove the stress and uncertainty from drafting these sensitive emails, ensuring you communicate with clarity and consistency.
<template>
Subject: Formal Acknowledgment of Your Harassment Complaint
Dear [*Employee Name*],
This email confirms that we have received your formal complaint regarding harassment, dated [*Date of Complaint*]. Thank you for bringing this matter to our attention.
We take allegations of harassment very seriously and are committed to ensuring a safe and respectful work environment. We are initiating a prompt and thorough investigation into the concerns you raised. Please be assured that this process will be handled with the utmost confidentiality and discretion to the extent possible.
Our company maintains a strict non-retaliation policy. This protects you from any adverse action for reporting this concern in good faith. The next step is for us to meet and discuss the details of your complaint. Please let me know your availability over the next [*number*] business days to schedule a confidential meeting.
We appreciate your courage in coming forward.
Sincerely,
[*Your Name*]
[*Your Position*]
[*Company Name*]
</template>
<template>
Subject: Regarding Your Report of Misconduct
Dear [*Employee Name*],
This email is to confirm we have received your report concerning alleged misconduct, submitted on [*Date of Report*]. We appreciate you bringing this to our attention.
We are committed to maintaining a professional and ethical workplace. In line with this commitment, we are launching a formal investigation into the matter you've raised. Our process is designed to be thorough and impartial.
Please be assured that this investigation will be handled with the highest degree of confidentiality possible. We also want to remind you of our strict non-retaliation policy, which protects you from any negative repercussions for reporting this issue in good faith.
The next step is to schedule a meeting to discuss your report in more detail. Please reply with your availability for a confidential discussion within the next [*number*] business days.
Thank you for your cooperation.
Sincerely,
[*Your Name*]
[*Your Position*]
[*Company Name*]
</template>
<template>
Subject: Regarding Your Report of a Policy Violation
Dear [*Employee Name*],
This email is to confirm that we have received your report dated [*Date of Report*] regarding a potential violation of our [*Specific Policy Name, e.g., Code of Conduct*] policy. Thank you for bringing this matter to our attention.
We are committed to upholding our company policies to ensure a fair and consistent work environment for everyone. A formal investigation into the concerns you raised is being initiated. Our goal is to conduct a thorough and objective review of the situation.
This process will be handled with discretion and confidentiality to the greatest extent possible. We also want to assure you that our company has a strict non-retaliation policy, which protects you from any negative consequences for reporting this in good faith.
The next step is to schedule a meeting to discuss the details of your report. Please let me know your availability over the next [*number*] business days for a confidential discussion.
We appreciate your commitment to our company standards.
Sincerely,
[*Your Name*]
[*Your Position*]
[*Company Name*]
</template>
<template>
Subject: Notice of Disciplinary Action
Dear [*Employee Name*],
This email follows the conclusion of the investigation regarding your conduct on [*Date of Incident*]. The purpose of this message is to formally communicate the disciplinary action being taken.
After a thorough review of the findings, we have determined that your actions were in violation of our [*Specific Policy Name, e.g., Code of Conduct*] policy. As a result, the following disciplinary action will be implemented: [*Clearly state the disciplinary action, e.g., a formal written warning, suspension from Date to Date, termination of employment*], effective immediately.
This decision underscores our commitment to maintaining a safe and professional environment for all team members. A formal record of this action will be placed in your personnel file. We expect immediate and sustained improvement in adherence to all company policies.
Please contact [*Name of Manager or HR Representative*] to discuss this matter further.
Sincerely,
[*Your Name*]
[*Your Position*]
[*Company Name*]
</template>
<template>
Subject: Conclusion of Workplace Investigation
Dear [*Employee Name*],
This email provides an update on the investigation initiated from your report on [*Date of Report*]. We appreciate your patience as we conducted a thorough and impartial review of the matter.
The investigation is now complete. After reviewing the information gathered, we have reached a conclusion. [*Briefly and neutrally state the outcome, e.g., "The investigation confirmed that a violation of company policy occurred," or "The investigation could not substantiate the allegations based on the information available."*]
In response to the findings, we have taken appropriate action to address the situation and reinforce our commitment to a professional and respectful workplace. While specific personnel actions remain confidential, please be assured that we have addressed this matter in line with our company policies.
We want to remind you of our strict non-retaliation policy, which protects you from any negative consequences for reporting your concerns. Should you have any questions about the process, please do not hesitate to reach out.
Thank you for your courage in coming forward.
Sincerely,
[*Your Name*]
[*Your Position*]
[*Company Name*]
</template>
Mastering internal communications with clear, professional templates is a vital step for any business. When you're ready to apply that same level of care to your external marketing, Flodesk provides the tools to connect with your audience.
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Having clear, consistent email templates for workplace investigations helps you handle sensitive situations with professionalism. This structured approach to internal communication ensures everyone is treated fairly and understands the process.
When you're ready to bring that same clarity to your external marketing, Flodesk is here to help. Our platform makes it easy to design and send emails that connect with your audience, and you can get started here.
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