What happens during a workplace investigation?

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by Rebecca Lister | 14th Apr 2025

Your Guide to HR Investigations – Understand how to manage HR investigations from complaint to resolution—legally, fairly, and efficiently.

The very thought of a formal workplace investigation can bring fear to any employer’s heart. It is a critical process for employers and HR professionals to address workplace misconduct, grievances, or breaches of company policies.

It helps ensure legal compliance, protect employees, and uphold standards. This guide explains what happens during the process, how to manage it effectively, and when to seek expert support.

Workplace investigations can quickly become time-consuming and disruptive—especially if not managed correctly.

Knowing how to properly conduct a thorough HR investigation is essential in ensuring your organisation remains legally compliant, maintains employee trust, supports wellbeing and upholds its integrity. Read on to find our helpful tips for dealing with internal investigations.

What Are HR Investigations and When Are They Needed?

Formal investigations are a key part of managing employee relations and maintaining a safe, compliant work environment. Whether you’re dealing with allegations of serious misconduct, complaints about workplace harassment or potential data breaches, a thorough investigation is essential for uncovering the facts and protecting both the organisation and its workforce.

An HR investigation may be triggered by various incidents—from concerns raised about misconduct, to formal disciplinary matters, to breaches of company policies or employment law. Employers are legally obligated to respond to such matters with a reasonable investigation that is impartial, confidential, and well-documented.

What Happens During a Workplace Investigation?

When complaints or concerns are raised, an organisation must take prompt actions to determine the facts. This includes creating an investigation plan, gathering multiple sources of evidence, and conducting interviews with relevant parties—including the employee under investigation, witnesses, and potentially other employees.

An investigation meeting provides the opportunity to clarify the issue, review documentation, and gather witness statements. The purpose is not to determine guilt but to establish facts. Throughout, confidentiality and data protection obligations must be upheld in line with company policies and practices, especially when handling sensitive information or serious allegations.

Depending on the findings, disciplinary action may follow, or the issue may be closed if no breach is established. In more complex or high-risk situations, such as those involving harassment, serious misconduct, or significant workplace issues, employers may appoint external investigators to ensure objectivity and compliance with both internal procedures and external legal requirements.

At the end of the formal investigation, the investigation findings are compiled into a written report. This document outlines the steps taken, the types of evidence reviewed, any witness statements, and suggested next steps—which could include a recommendation to proceed to a formal disciplinary hearing, training, workplace mediation, or changes to company policies.

Need help with an HR investigation or more information on what happens during a workplace investigation? Eclipse HR’s consultants bring clarity, objectivity, and compliance to every case. Get in touch to discuss how we can support your business.

Key Tips for Investigation Management

For employers and HR, managing internal investigations requires a balance of thoroughness, fairness, and legal awareness.

• Follow formal procedures. Keep to your organisation’s disciplinary grievance and other relevant procedures to ensure consistency and legal compliance.
• Maintain neutrality and fairness. Ensure a fair, unbiased investigation process by approaching each disciplinary matter objectively.
• Protect confidentiality. Respect the rights of all parties involved and handle sensitive information in line with data protection policies.
• Document everything. Record interviews in real-time, keep detailed paperwork, and store all evidence securely—it may be needed in an employment tribunal.
• Keep to the facts. Keep the investigation meeting focused on the specific incident and avoid discussing unrelated matters.
• Assess risk early. Consider suspension only where necessary for safety, business continuity, or to protect the work environment.
• Know when to escalate. For complex or high-risk cases, seek legal advice and/or bring in external investigators to ensure compliance and objectivity.
• Keep a clear trail. Maintain an accurate, confidential record of all steps, findings, and the final report for audit purposes.

Mismanaging an investigation can result in reputational damage, employee dissatisfaction, or even legal action. Employers who fail to follow proper processes may face claims at an employment tribunal, especially if the investigation lacks impartiality or overlooks critical issues.

How an External HR Consultant Can Help

Given the complexities and risks involved, many businesses choose to partner with external HR professionals to manage or support formal investigations. An experienced HR consultant can:

• Assist with investigation management from start to finish
• Provide expert advice on employment law and compliance
• Conduct formal investigations with impartiality
• Act as an impartial investigator where internal resources are limited or conflicted
• Ensure thorough, fair, and legally sound outcomes for all parties

Working with an external consultant also supports your management team by easing workload and improving the integrity of the investigation. Whether you’re dealing with workplace misconduct, complex grievances, or potential policy breaches, external support ensures your business handles the situation professionally, compliantly, and compassionately.

Why choose Eclipse HR

Our highly experienced team here at Eclipse HR are best equipped to understand your companies’ needs and our wealth of experience means tailored solutions can be offered that truly reflect the unique needs of your company.

Our expert consultants are able to conduct investigations thoroughly to ensure a fair and compliant process, with an aim to support appropriate outcomes for both you and your employees.

Working as an integrated team, alongside leading law firm Whitehead Monckton, we can also ensure that when clients need specialist employment law advice, the integration is seamless, and the support offered is of the same high quality.

Need help navigating an investigation or want to understand what happens during a workplace investigation?

Eclipse HR’s expert consultants provide clarity, objectivity, and full compliance throughout every stage of the process. Contact us today to discuss how we can support your organisation with thorough, impartial investigation management.