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August 27, 2021 Ann Leigh Wilson -->

The Expert’s Guide to Writing Investigation Reports

As a private investigator, writing investigative reports is a critical piece of both the investigative and post-investigative processes. In many ways, these reports will form the backbone of what Private Investigators are hired to do. The reports Private Investigators write are read carefully by a number of parties, such as HR teams, senior business leadership, police, and possibly even the courts, and the findings and evidence they present are often used as the basis for future disciplinary and/or legal action. For these reasons, investigative reports must be done well. If you produce a high-quality investigative report, chances are you will be hired again. Do a poor or sloppy job and you will likely not be contracted again.

In this post, we will guide you on how to write expert investigative reports that achieve their purposes and function as testimonials to the quality of work that you do as a Private Investigator. We will explore what an investigative report is, the various elements of an investigative report, some tips on how to write an investigative report, and ways to improve your investigative report writing skills.

What is an investigative report?

An investigative report is a document that details the findings (evidence) related to a formal complaint or allegation, such as a workplace harassment complaint. These reports are often commissioned immediately upon the receipt of a formal complaint, and they are generally used to establish whether an allegation is supported by the facts.

Elements of an investigative report

Investigative reports can vary in size and scope depending on the type of allegation or complexity of a particular case. Lesser complaints of harassment that will result in basic disciplinary actions by an HR department generally require fewer elements than a larger, multi-faceted insurance fraud case destined for the court system. That said, in general, all reports will include some form of the following elements:

Generally, the very first element of an investigative report is the cover page or case summary page. In the private investigative context, this page should include a summary of all of the relevant case information in a concise and scannable format. Information that should appear on this page includes the case number, date, location of the incident, all relevant contact information, and any other relevant case reference information. For employee cases commissioned by a business, this would likely include things like the employee’s name, ID number, job code, email address, and any other identifying employee information required by the company.

Executive Summary

The Executive Summary is the most important piece of an investigative report. It is also the most read. It should provide a complete, yet concise, picture of the particular complaint or allegation, the scope of the investigative activities, a summary of the findings, and a conclusion.

This summary should answer all of the main questions that a person or organization will have about a particular case, such as:

• What happened?
• Who was involved?
• Where did the incident occur?
• When did it occur?
• How was the investigation conducted?
• What did the investigation find?
• Does the evidence support the complaint or allegation?
• What course of action is recommended?

Allegation Summary

The allegation summary is the place where you will go into the most detail about the specific complaint or allegation. It will include all of the specific details about what happened, who was involved, when it happened, what events led up to the incident, who witnessed it, etc.

Details of Investigation

This section of the report is where most of your documentation and detailed work will go in the report. Here you will carefully, concisely, and completely summarize every aspect of your investigation in an easy-to-follow, highly detailed, start-to-finish way. You will detail every aspect of your investigation (often in chronological order) and present key findings and evidence along the way. In many ways, this section of the report will function as a reference guide for each of the various summary documents in the report and will present the evidence in detail that led to your various conclusions or recommendations.

Conclusion & Recommendations

The conclusion is where you will wrap up your report with the key evidence that led you to your particular conclusion and the reasons why you believe the evidence either does or does not support the particular allegation or complaint. You will also provide any relevant assessments of an individual’s credibility, evaluations of the plausibility of the incident, and any other judgments that lead you to interpret the evidence the way that you did.

5 Tips for Writing a Successful Investigative Report

While the elements of a report are fairly straightforward, there are some best practices that you must adhere to if you want your reports to be most effective. These include:

1. Be clear and concise

The best way to convey your message is to avoid passive tense, jargon, acronyms, big words, long-winded explanations, and anything else that can clutter up your writing style. Write in a clear, easy-to-follow, straightforward style with minimal digressions and verbal clutter. Simply state things as they are without any frills.

2. Be detailed

Your job in the reporting process is to be extremely detailed. This means that you will consistently include names, dates, times, locations, specific quotes, and any other relevant facts in the report. Don’t simply say, “John saw Ali carrying the stolen files.” Rather, say something like, “John said he saw Ali leaving the west building and walking to the parking lot at approximately 9:15 p.m. on Friday night. She was carrying a large brown box with a white label on the side that said Financials.”

3. Be thorough

Double check your details and corroborate them with witnesses if possible. Sometimes it’s easy to take certain facts for granted. Part of your job in being accurate is to stress-test the various claims made during investigative interviews and flesh out the reasons why a person feels certain about their recollection of a particular detail or story.

4. Be inclusive of all evidence

Never omit facts that do not fit the narrative. Your report must cover everything, including the pesky facts that don’t seem to quite fit or may not appear immediately relevant. If you knowingly omit information or evidence from a report, it can result in serious personal or legal consequences for others and can lead you to develop a negative reputation within the investigative industry.

5. Be polished

Your writing must be free of grammatical mistakes, syntax issues, formatting issues, misspellings, and anything else that may call into question the quality of your report. If you’re not the most comfortable in this space, consider hiring a proofreader or editor to assist you in the creation of the report.

How to improve your investigative report writing skills

Many of the skills that private investigators need to perform their jobs are skills that can be taught. One of the best and fastest ways to learn these skills is through guided learning and instruction. 

At NITA, we offer a variety of online courses to help private investigators improve their skills. Our Field Notes and Report Writing Course is a great way to learn the core components of how to write an investigative report, as well as developing an understanding of the importance of observation and memory in the investigative process. You will also review a number of investigative report examples and learn some additional best practices for writing reports.

Interested in learning more? At NITA, we provide a wide selection of online courses for private investigators . We offer courses for people just setting out on their PI certification journey and seasoned private investigators looking to continue their education or maintain their certification.

You might also like:

• 9 Surveillance Techniques for Private Investigators
• Types of Evidence in an Investigation and How They are Used

Our enrollment counselors are here to answer any questions you might have about our state- and board-approved status, pre-licensing training, or professional development programs.

Related Articles

Types of Private Investigator Licenses in Florida Explained

The Ultimate Guide to the Private Investigator Test by State

How to Become a Private Investigator in Minnesota

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12 Tips for Writing an Effective Investigation Report

Step-by-step instructions to create a stellar report

For many new investigators, writing the final investigation report is a dreaded chore. They rush through the process, cobble together the information from documents and files, and end up with something that is either too long-winded, too vague or misses relevant information.

Seasoned investigators know that the final investigation report is a perfect place to showcase the thorough investigation they conducted, present the facts to stakeholders in a way that makes the conclusion clear, and reduce the need for follow-up work. A great investigation report saves everyone time and effort by presenting all the necessary facts in a simple, clear and accurate summary. But even experienced investigators sometimes forget the importance of this final report in the rush of getting to the next case.

Learn more: Read the Ultimate Guide to Writing Investigation Reports .

Keep Investigation Reports Simple, Clear and Accurate

Whether you are a new investigator, someone who conducts investigations occasionally or a seasoned investigator managing multiple investigations, you can probably use a refresher on the essentials of writing effective investigation reports . In this 10-minute video, employment attorney Xan Raskin discusses the elements of a stellar investigation report.

The video covers:

• writing the introduction or overview
• high-level summary or scope
• documentation of evidence, including interviews
• relevant policies and pivotal documents related to the complaint and whether to include attachments or incorporate the text into the report
• summary, allegations and the factual findings
• benefits of having an executive summary on top of all the interviews
• conclusions
• documenting credibility decisions
• recommendations for corrective action
• drafting pitfalls
• drawing conclusions
• communicating the report to management and third parties

Need a quick reference? Download our Investigation Report Writing Cheat Sheet .

Step-by-Step Investigation Reports

Top 10 Investigation Report Must Haves

How to write an investigation report that's clear and credible, what should go into an investigation report, getting the workplace investigation report right, 11 guidelines for conducting impartial internal investigations, how to write an investigation report that holds up in court, 4 steps to a winning workplace investigation report, related resources, hr burnout is real: how to prevent it with case management software, download these fraud investigation tools to protect your organization now.

What is an Investigation Report and How to Write One? [2023 Guide]

Introduction

Investigation reports are crucial documents that serve as a record of the findings and conclusions reached as part of an investigation. Whether you conduct an investigation within your organization or you work as a private investigator, compiling a thorough investigation report is essential in order to efficiently communicate your findings and recommendations with the relevant stakeholders.

In this blog article, we will cover the key elements of an investigation report as well as provide practical tips on how to write an investigation report that meets the needs of your audience. Let's start by covering some basics.

What is an investigation report? What is the added value of an investigation report? What should be included in an investigation report? 10 steps towards writing a comprehensive investigative report How ZyLAB ONE can support your investigation efforts?

What is an investigation report?

An investigation report is a document that provides details on the findings of your investigation - be it a simple workplace one, or a more complex criminal case. When you write an investigation report, be sure to include all pertinent information about the case and any evidence that was gathered. 

What is the added value of writing an investigation report?

An investigative report is important, because it serves as a written record of an entire investigation and can be used in court as evidence documentation. Other benefits of writing an investigation report include: communicating your investigation findings clearly to a judge or jury as well as coming up with the right recommendations for further action based on the key findings.

Moreover, investigation reports can help promote a common understanding of the situation among stakeholders, and even prevent similar incidents from occurring in the future, if recommendation are implemented efficiently. Through the investigation process, you may also identify areas of your organization that require improvement, such as policies or procedures. By documenting these findings in the investigation report, you can help to ensure that these issues are addressed and corrected.

What should be included in an investigation report?

Efficient investigation reports should consist of the following sections:

Executive summary: should represent a concise overview of an investigation from A to Z. This section should not contain any information that is not already covered within the investigative report itself. As most people reading an investigation report, most of the time do not go beyond executive summary, it is crucially important that the executive summary section covers the key takeaways related to the allegations, investigation, and outcome without having to dive deeper into the details.

Preliminary case information: this section should cover the most important information related to the case and is usually displayed either before or after the Executive Summary. Make sure to record the following information: your name and investigator identification number; the case number; the date that the case was assigned to you; when the report was reviewed; how the report was received (i.e. hotline; email to HR, verbally, etc.).

If the reporter of the incident is an employee, record their: name; email address; job position or department; hire date; hire code; location; employee identification number. If the reporter is not an employee, having their email address and personal phone number is enough.

Incident summary: the goal of an incident summary is to answer the who, when, where, what about the reported incident. As part of this section, be sure to provide clear input on the following matters:

• What type of incident is it? - e.g. harassment, discrimination, fraud, or other workplace misconduct
• Who is the alleged victim?
• Who is the subject of the investigation?
• What are the parties involved?
• Where and when did the incident occur?
• Delineate the details of the allegation - i.e. describe the allegation in simple and clear language that is understandable across your organization and to all relevant stakeholders and parties involved.

Allegation subject: this section aims to highlight details about the alleged subject of the investigation. For every alleged 'bad actor', include the following details: name; email; phone number. If the subject happens to be an employee of your organization, include their employment status; job seniority/ position; job code; hiring date; business location; employee identification number.

Investigation details and notes: start this section by defining the scope of the investigation. Next, record in details each action undertaken during the investigation and mention who it was performed by, when, and what consequences it had. Consider structuring this section by: type of action (e.g. initial review, meeting, contacting parties, conducting an interview, etc.); person responsible for the action; date and time when the action was performed; short description of the action (i.e. who you met with, where, and for how long). Be sure to include all the possibly relevant information related to the investigation within this section, as it might be a useful resource in case you ever need to refer back to the full details of your investigation . Investigation interviews: with each and every interview that you conduct as part of your investigation, it is important that you create brief outlines of each interview, covering details such as: who conducted the interview; who was interviewed; where and when the interview took place; and summary of the key points discussed. Make sure you assess the credibility of each interview subject.

Some questions you might want to address in that regard: - Is the testimony believable at face value? Does it make sense? - Does the person's demeanour suggest you anything? - Does the person have a motive to falsify? Do they feel threatened for any reason? - Is there a witness or physical evidence that validates the person's testimony? - Does the alleged subject have a history of similar behaviour in the past?

(Physical) Evidence: this section is aimed at describing all the evidence you have obtained throughout your investigation - e.g. video or audio footage; email and messaging records; (physical) documents; computer and other device login records; etc. Number each piece of evidence for easy reference within your investigation report.

Recommendations and Conclusions: in the last section of your investigative report, you should provide comprehensive answers to all the questions you've set yourself at the beginning of the investigation. As an investigator, you want to include all conclusions that are defensible, and supported by relevant evidence documentation.

Depending on the outcome of your investigation, you might want to provide recommendations to the organization on how to proceed with the alleged subject of the investigation and the alleged victim.

Appendices: the investigation report concludes with appendices, where any supplementary information related to case that was not essential for the core section of the investigation report, yet still relevant, is listed.

10 steps towards writing a comprehensive investigative report

Investigation reports tend to be a time-consuming and tedious task for corporate investigators. Consider following these ten best practices next time you are faced with writing an investigation report.

Consider your audience

Before delving into writing your investigation report, consider the audience who will be reading your report. Depending on their function, level of expertise and involvement, you might want to tailor the language and the complexity of your writing to meet their needs and expectations.

Clearly define the purpose and scope of the investigation report

To keep your investigation report relevant and focused, define its scope and purpose clearly. Here are some extra steps that you should consider:

• Identify the problem or issue that the investigation conducted will address;

Identify the stakeholders who will be impacted by the investigation findings;

Determine the desired outcome of the investigation;

Organize the information you gather in a standardized format

Using a standardized format when organizing your information can help ensure that your investigation report is clear and easy to follow. Consider using headings, subheadings, and bullet points to structure the report efficiently. There are several commonly used investigation report templates that you might look into:

5W + H: this template includes the key elements of who, what, when, where, why, and how. It can be useful for investigations that focus on a specific incident or issue.

Incident report: this template is commonly used for workplace incidents and focuses on describing the incident and documenting witness statements, evidence, etc.

Root cause analysis: for investigations that focus on identifying the root cause of a problem.

Ensure confidentiality

In case the investigation contains sensitive information, take steps towards ensuring confidentiality of your interviewees. This might imply using pseudonyms or redacting the confidential information from the report.

Follow a timeline

If the investigation involves a timeline of events, it might be smart to create a visual timeline to accompany the investigation report. This will make it easier for readers to understand the sequence of events.

Use visual aids

Similarly, engaging visual aids might be helpful in illustrating the investigation findings. Consider using graphs that would support your investigation claims and findings and help readers better comprehend the full picture.

Check for biases

When listing the findings of your investigation, be aware of any biases that might influence the investigation conclusions. That said, you might want to look for alternative explanation for the evidence gathered.

Acknowledge limitations

Be transparent about any limitations in your investigation - if there are any gaps in the evidence or limitations in the scope of your investigation, make sure to mention them within your report.

Be objective

When compiling an investigative report, you have to ensure that you stay objective and only stick to the facts that are supported by evidence in your writing. Avoid making assumptions or drawing conclusions that are not supported by evidence.

Use AI-driven eDiscovery technology

Gathering relevant electronic data is a must when performing internal investigations and when subsequently creating an investigation report. Hence, eDiscovery solutions can be considered extremely helpful when it comes to investigation reports in several ways, namely it helps:

Identify relevant data sources - this can include emails, text messages, social media posts, and more.

Collect and preserve data that has been identified - eDiscovery tools can help to do that in a forensically sound manner.

Process and analyze data - eDiscovery tools can help to process and analyze large amounts of electronic data quickly and efficiently.

Review and categorize data: After the data has been processed and analyzed, eDiscovery tools can be used to review and categorize the data based on its relevance to the investigation.

Produce reports: Finally, eDiscovery tools can be used to produce investigative reports summarizing the relevant electronic data and its significance to the investigation.

[ View source .]

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Darnell Training

Experienced Report Writing and Investigative Training

Report Writing and INVESTIGATIVE Training

With over twenty years of federal criminal investigative experience, and an award-winning teaching background, I have designed a highly effective and engaging report writing class specially tailored to  criminal  and administrative investigators, auditors, law enforcement officers, and corporate investigators.

Why Take a Writing Class?

After 20 years of reading reports written by educated professionals in various career fields, I have learned that many people are experts in most facets of their jobs, but they often struggle to convey their work in a well-written report. My program seeks to teach your employees how to apply advanced writing principles to the specific reports they produce for your department.

What Do I Teach?

I focus on how to improve the readability, accuracy, and conciseness of the students’ reports. I also address how to write for a specific audience, how to correct common grammar errors, and how to integrate useful visual tools into reports. I pay particular attention to teaching proper editing techniques that will dramatically improve writing performance.

How Do I Train?

The training atmosphere is enjoyable and relaxing, ensuring everyone is actively engaged in the class. I integrate practical exercises that offer students an opportunity to practice what they learn and allow me to provide critical individual feedback to improve everyone’s writing. I tailor the training to the specific needs of your department or office.

Investigative Skills

Whether your staff or department needs refresher training, or you have new employees who need to learn fundamental skills, I can provide critical training to improve your organization’s investigations.  Specializing in interview techniques, identifying important information in documentary evidence, determining appropriate investigative techniques for unique cases, and effectively presenting the results of an investigation to the decision makers, my engaging classes will enhance the investigative results of your staff.  Contact me to schedule a training class for your investigators.

Conferences

I have provided presentations to local, state, and federal government conferences, as well as corporate, non-profit, and member organization conferences.  As you can see from the testimonials below, my presentations are engaging, informative, and well-received by conference attendees.  I can adapt my presentation to the needs of your audience, but common topics include case studies of captivating major corruption investigations, contract and fraud investigative techniques, and report writing refresher training.  Contact me to discuss the needs for your next conference.

[email protected]

edarnell.com

I retired in 2021 after serving nearly 25 years as a federal criminal investigator.  As a Special Agent, I conducted diverse investigations involving government corruption, contract fraud, health care fraud, counterintelligence matters, and protective security operations. I am a certified adjunct instructor for the Federal Law Enforcement Training Center (FLETC), and regularly teach search warrant affidavit and report writing classes for the federal Inspector General Academy.  Additionally, I present effective report writing techniques and case studies at government and industry conferences.

Prior to becoming a criminal investigator, I taught English composition at the university level.

I have received multiple awards, including the Agent of the Year award in 2013 and the regional Agent of the Year award in 2007. I was the lead investigator on a major public corruption case that received the Significant Fraud Case award from the Financial Crimes Enforcement Network (FinCEN) in 2017. I received an Award for Excellence in 2012 from the Council for the Inspectors General on Integrity and Efficiency (CIGIE) for my work on a case involving defective battlefield munitions, and I received the adjunct instructor of the year award in 2017 from the CIGIE Criminal Investigator Academy.

Past Clients

I have provided investigative and report writing training to premier law enforcement, government, and private organizations around the country, including, among others:

• Council of the Inspectors General on Integrity and Efficiency (CIGIE)
• Health and Human Services Office of Inspector General
• Miami-Dade County (FL) Office of Inspector General
• Pinellas County (FL) Office of Inspector General
• Morrow County (OH) Probation Services
• Florida Court Clerks and Comptrollers
• Arkansas Bankers Association Annual Conference
• Association of Local Government Auditors (ALGA)
• Federal Deposit Insurance Corporation (FDIC)
• Arkansas Bankers Association Mega Conference

Testimonials

You were…super engaging and patient…There were a lot of useful tips to navigate very common issues.  The information provided was easy to understand and specific to the needs of our office.

The instructor was engaged, prepared, and entertaining.

This is honestly the best and most helpful class I have taken in a while. The tips given to help improve written [reports] were so helpful. The way he explained commas, active and passive. Everything was super interesting. I would even retake this class.

I found everything in your discussion extremely helpful. I could benefit from more training like this. You were entertaining while providing your instruction. You made the day fly by!

Please visit the Class Descriptions and Pricing to schedule an investigative report writing class that will dramatically improve the reports produced by your staff.

Have questions or need more information? Please contact me at [email protected] and I will be happy to help.

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Report Writing Part 1

” The chances of me enjoying writing an investigative report? About the same as me becoming the New Face of L’Oreal. “

People who do investigations generally like investigating.  Sorting out what the issues are, coming up with a plan, interviewing, that Eureka moment when you find something in an email or a cell phone bill.  Finding out what actually happened.  It’s fun. What’s there not to like……….…………other than the report writing?

Most people I know who do fact -finding – be it in the workplace, as a regulator or a cop – or any other kind of investigation – don’t look forward to the inevitable report writing stage.  It can be a chore and a challenge, particularly if you are dealing with complex issues and facts – hence the quote above.

This is the first of a series of short posts that may help you make report writing a bit less of a burden.

Today, we discuss basic principles and a general approach that applies to virtually anything you write – reports, letters, memos – even emails.  In upcoming posts we will cover a framework for writing a narrative report and a proven methodology that lets you explain the rationale for your findings, clearly and logically.

Basic principles

• Don’t write anything that is not supported by the facts. This is, by far , the most important writing tip. If in doubt, take it out. One tiny factual error and use it to discredit the entire report.
• Create a framework before writing (more about that in the next post)
• Write as you go. Add flesh to the framework, as your investigation progresses.
• Leave the analysis until last.

General approach

• Decide who are you writing for

Before you begin to write, ask yourself this.  Who is my audience? Is it my boss?  A complainant and/or respondent?  An adjudicator?  The public? The media? Anyone else who may have an interest in the investigation? All of the above?  Once you have determined who you are writing for, write in a way that will resonate with them.

• Keep it as short as you can

2 words good, 4 words bad. Boil down those mountains of evidence into key essentials.  If it is not relevant, don’t include it.

• If it’s a long report, write an executive summary.

Chances are, very few people are going to read every single word of your report, however brilliantly written it may be. Consider drafting a brief but strong executive summary. It should cover your key findings.

• Simplify where you can

Keep your writing as simple as possible. Just because you got a Thesaurus for your birthday doesn’t mean you have to look up the longest word for whatever it is you are trying to say.

• Avoid jargon and acronyms

Jargon can be incredibly off-putting, for those not in the know. If your audience isn’t in the know, don’t use it.

• Be neutral and balanced, particularly when you are setting out the evidence.

Set out the facts unadorned and without comment. They often speak most strongly for themselves. Wait until you get to the analysis and findings segment of the report before you add your perspective on those facts. If you don’t, it may seem that you have already made up your mind.

Link here: http://investigationstraining.com/report-writing-for-investigators/

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Criminal Justice 2011. Chapter 3: Note Taking. Class Name, Instructor Name. Date, Semester. Importance of Field Notes. Few people can remember everything they do Longer the span between an event and recalling it, the greater the chance for incomplete information

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