Incident Details
A clear chronological narrative describing what happened, where, and when, including verbatim statements when available, so reviewers can assess credibility and sequence.
Using a consistent template preserves critical facts, reduces ambiguity, and streamlines investigations. It helps employers meet recordkeeping obligations, assists legal evaluation, and gives employees a clear way to document incidents while supporting defensible, timely responses.
Internal HR teams, employees who report incidents, and outside counsel commonly use the template to capture and evaluate alleged discrimination.
The template supports multiple audiences: complainants, investigators, employers, and administrative agencies that may receive a formal charge.
A clear chronological narrative describing what happened, where, and when, including verbatim statements when available, so reviewers can assess credibility and sequence.
Identification of complainant, accused, witnesses, and supervisors with job titles and contact details to support targeted interviews and document collection.
Explicitly state alleged protected characteristics to determine statutory coverage and whether additional investigative procedures are required.
Catalog documents, emails, photos, and other items by filename, date, and brief description to ensure nothing is missed during evidence collection.
Document interim actions taken by employer, such as temporary reassignments, leave granted, or separation of parties, including dates and authorizations.
Investigation findings, corrective actions, and follow-up steps with responsible owners and deadlines to maintain accountability and auditability.
Include full email threads and chat exports with timestamps and sender/recipient details to show context and communication patterns.
Attach performance reviews, disciplinary notices, and attendance logs that may rebut or support motive and credibility claims.
Gather short written statements from witnesses describing what they observed, with dates, times, and signature where possible.
Provide prior complaints, prior investigations, and any accommodation requests to show history and employer response.
| Field | Configuration |
|---|---|
| Signature Type | eSignature (ESIGN/UETA compliance) |
| Authentication | Email link or SMS code for signer identity |
| Conditional Fields | Show follow-up questions based on answers |
| Retention Policy | Automated archival and access controls |
Ensure the platform you use supports legal e-signatures, audit trails, and secure storage before collecting sensitive complaint data.
Report incidents as soon as possible, typically within 30 days for best evidence preservation.
File a charge within 180 days; up to 300 days in states with local agencies.
Deadlines vary by state; some extend federal filing periods.
Complete initial fact-gathering within 30–90 days when feasible.
Retention begins at incident report or personnel action date.
They implemented an online intake form to centralize complaints and preserve chain-of-custody for emails and records.
BIS standardized complaint capture to reduce intake variability across regions.
An HR manager or designated investigator typically signs or acknowledges receipt, undertakes the investigatory steps, and documents employer actions. Their signature records employer receipt and commencement of the investigatory process and helps establish timelines for follow-up.
The employee or complainant signs to attest that the facts provided are true to the best of their knowledge. This signature documents intent and attribution and supports the record if the matter advances to an administrative charge or litigation.
| Document Type | Primary Use |
|---|---|
| Employment Discrimination Template | formal complaint |
| Incident Report | operational record |
| EEOC Charge | federal filing |
| Settlement Agreement | resolution document |
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial | Yes | Yes | Yes | Yes |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |