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HR Investigation Interview Form

An HR investigation interview form guides the investigator through a structured interview with a complainant, respondent or witness and records what was said. It includes an opening script covering confidentiality and non-retaliation, space for open questions and answers, and a sign-off by the interviewee.

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[Company Logo][Company Name]

INVESTIGATION INTERVIEW RECORD

Case No.:: [Reference Number]
Date:: [Date]
Time:: [Start] to [End]
Venue / Mode:: [Meeting Room / Video Call]

Interview Details

Interviewee name and Employee ID
Designation / Department
Role: Complainant / Respondent / Witness
Investigator(s)
Note-taker
Companion or translator present (name)

Opening Statement (read to interviewee)

Thank you for meeting us. We are investigating [neutral description of issue] under case number [Reference Number]. No decision has been made. We are speaking to everyone relevant to understand the facts. Please answer honestly and tell us if you do not know or do not remember. This discussion is confidential, and we ask you not to discuss it with colleagues. The company does not allow anyone to be treated unfavourably for taking part in an investigation; if this happens, please tell HR immediately. Do you have any questions before we begin?

Questions and Answers

No.	Question	Answer (in interviewee's words)
1	Please describe your role and how you work with [Name].	[Answer]
2	What happened on [Date]? Please take us through it.	[Answer]
3	Who else was present or might know about this?	[Answer]
4	Do you have any messages, emails or documents about this?	[Answer]
5	[Further question]	[Answer]

Closing

Is there anything else you would like to add?
Documents handed over (list)
Notes read back to interviewee? (Yes/No)
Corrections made by interviewee

I have read (or had read to me) these notes, and they are an accurate record of what I said. I understand the need for confidentiality and that I am protected from retaliation for taking part.

Interviewee
[Name]
Date: [Date]

Investigator
[Investigator Name]
Date: [Date]

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What this template includes

Interview details and attendees
Opening script on purpose, confidentiality and non-retaliation
Role-specific question prompts
Question-and-answer table for accurate notes
Interviewee's chance to add anything
Read-back and signature confirming accuracy

When to use it

Interviewing anyone during a grievance, misconduct or complaint investigation
When two investigators share the work and need consistent notes
When the interviewee prefers to speak in a regional language and a translator is present
When interviews are held on video call and need a written record

How to customise this template

1Prepare questions in advance from the terms of reference
2Use open questions such as 'what happened next?'
3Add rows as needed during the interview
4Record whether a companion or translator was present
5Offer the interviewee a copy of their signed record

HR tips

Avoid leading questions such as 'did he shout at you?'
Record answers in the interviewee's words, not a summary
Do not share what other interviewees said
Allow breaks if the interviewee is distressed

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Frequently asked questions

How do you conduct an HR investigation interview?+

Explain the purpose and confidentiality, ask open questions, record answers accurately, let the person add anything and have them review and sign the notes.

Can an employee refuse to be interviewed?+

Employees are generally expected to cooperate. A respondent who declines should be told the investigation will proceed on available evidence.

Can the interview be recorded?+

Only with the interviewee's consent and in line with company policy. Written notes signed by the interviewee are common.

All 50 employee relations & grievances →

[Company Logo][Company Name]
GRIEVANCE INVESTIGATION FORM
Case No.:
[Reference Number]
Date Opened:
[Date]
Classification:
Strictly Confidential
Part 1: Case Details
Complainant [Employee Name], [Employee ID], [Department]
Respondent (if any): Name, Designation, Department
Date grievance received
Grievance category
Part 2: Terms of Reference
Issue 1 to be investigated
Issue 2 to be investigated
Issue 3 to be investigated
Matters outside scope (if any)
Target completion date
Part 3: Investigator Appointment and Independence
Form · Word
Grievance Investigation Form
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Complainant	[Employee Name], [Employee ID], [Department]
Respondent (if any): Name, Designation, Department
Date grievance received
Grievance category

Issue 1 to be investigated
Issue 2 to be investigated
Issue 3 to be investigated
Matters outside scope (if any)
Target completion date

[Company Logo][Company Name]

WHISTLEBLOWER INVESTIGATION FORM

Disclosure Code:: [Reference Number]
Date Received:: [Date]
Vigilance Officer:: [Name]
Classification:: Strictly Confidential

1. Preliminary Assessment

Summary of disclosure (without whistleblower identity)
Falls within vigil mechanism policy? (Yes/No, reason)
Seriousness: High / Medium / Low
Involves director or senior management? (if yes, inform Audit Committee Chair)
Decision: Investigate / Refer to another forum / Close (reason)

2. Identity Protection

Whistleblower identity stored separately and accessible only to the Vigilance Officer
Disclosure code used in all documents
Investigator briefed not to attempt to identify an anonymous whistleblower
Monitoring for victimisation arranged

3. Investigator Mandate

Form · Word

Whistleblower Investigation Form

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[Company Logo][Company Name]
EMPLOYEE GRIEVANCE FORM
Company:
[Company Name]
Grievance Case No.:
[Reference Number]
Date of Submission:
[Date]
Use this form to formally raise a work-related grievance. Please write clearly and attach any supporting documents. Complaints of sexual harassment must be submitted to the Internal Committee under the company's POSH policy and not on this form.
Section A: Employee Details
Employee Name
Employee ID
Designation
Department
Work Location
Reporting Manager
Mobile Number
Official Email
Section B: Nature of Grievance
- Salary, wages, overtime or deductions
- Leave or attendance
- Working conditions, shift or safety
- Transfer, promotion or appraisal
- Interpersonal issue with a colleague or manager
- Application of a company policy
- Other (please specify)
Form · Word
Employee Grievance Form
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[Company Logo][Company Name]
EMPLOYEE COMPLAINT FORM
Company:
[Company Name]
Complaint No.:
[Reference Number]
Date:
[Date]
This form is used to report conduct that you believe breaches company rules or the code of conduct. All complaints are treated confidentially. If your complaint relates to sexual harassment, please approach the Internal Committee directly as per the company's POSH policy.
1. Complainant Details
Employee Name
Employee ID
Designation
Department
Work Location
Contact Number
Preferred mode of contact
2. Person(s) Complained Against
Name
Designation / Role
Department or Organisation (if vendor/customer)
Relationship to you (colleague, supervisor, vendor, other)
Form · Word
Employee Complaint Form
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[Company Logo][Company Name]
GRIEVANCE INVESTIGATION REPORT
Case No.:
[Reference Number]
Report Date:
[Date]
Prepared by:
[Investigator Name], [Designation]
Submitted to:
[Decision Maker Name]
Classification:
Strictly Confidential
1. Executive Summary
This report sets out the investigation into the grievance raised by [Employee Name], [Designation], on [Date]. Of the [Number] issues investigated, [Number] were substantiated, [Number] were not substantiated and [Number] were inconclusive.
2. Background and Terms of Reference
[Brief neutral description of the grievance.] The investigator was appointed on [Date] by [Name] to examine: (a) [Issue 1]; (b) [Issue 2]; (c) [Issue 3].
3. Methodology
Report · Word
Grievance Investigation Report
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[Company Logo][Company Name]
WORKPLACE COMPLAINT FORM
Site / Unit:
[Work Location]
Form No.:
[Reference Number]
Date:
[Date]
Anyone working at this site may use this form. You may give your name or leave it blank. For complaints of sexual harassment please contact the Internal Committee: [IC Presiding Officer Name], [Phone].
About You (optional)
Name
Employee ID / Gate Pass No.
Category: Employee / Contract Worker / Trainee / Apprentice
Contractor Company (if applicable)
Department / Line
Shift
Contact Number
Type of Complaint
- Safety hazard or unsafe practice
- Washroom, drinking water or hygiene
- Canteen or food quality
- Transport or shuttle
- Wages, overtime or deductions
- Behaviour of a person
- Equipment, PPE or tools
- Other
Form · Word
Workplace Complaint Form
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[Company Logo][Company Name]
WORKPLACE CONFLICT FORM
Company:
[Company Name]
Form No.:
[Reference Number]
Date:
[Date]
1. Submitted By
Name [Employee Name]
Employee ID [Employee ID]
Designation / Department
Submitting as: Party to the conflict / Manager / Other
2. Parties Involved
Name Designation Department Working Relationship
[Employee Name] [Designation] [Department] [Peer / Reports to / Cross-team]
[Employee Name] [Designation] [Department] [Relationship]
3. Nature of Conflict
Form · Word
Workplace Conflict Form
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[Company Logo][Company Name]
CONFLICT RESOLUTION FORM
Ref. No.:
[Reference Number]
Meeting Date:
[Date]
Facilitator:
[Facilitator Name], [Designation]
Parties
Party A [Employee Name], [Designation], [Department]
Party B [Employee Name], [Designation], [Department]
Issues Discussed
1. [Issue 1, e.g., allocation of client follow-ups]
2. [Issue 2, e.g., tone in team chat]
3. [Issue 3]
Agreed Commitments
Form · Word
Conflict Resolution Form
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