Documenting The Statement Of Complaint

As part of the organizational complaint procedures for a Internal Investigations, it is also a good best practice to develop a Statement of Complaint document.

A good Statement of Complaint document will ask for important information to clarify a complaint and to identify the level of significance. This will help employers identify the true nature - and the seriousness - of the complaint, as well as the potential risk to the organization. Maintaining human resources compliance throughout this process is a key duty for an HR Generalist.

A Statement of Complaint generally includes the following:

• Date of Statement
• Case Number (if relevant)
• Employee Name, Title/Position, Department
• Employee's Immediate Supervisor
• Date of the incident/event
• Individuals involved in the incident/event
• Employee's relationship to those involved in the complaint, particularly to the accused
• Names and contact information of other witnesses
• Employee's accounting of the incident(s)/event(s) and specific facts regarding the complaint. If the incident involves medical leaves, ensure FMLA or ADA protocols are cross-referenced.
• Clarity regarding employee's specific allegations
• Policy(ies) that may have been violated, such as labor law or HIPAA privacy standards.
• Standard language - at end of statement, just before signature, indicating how statement was created