Imagine facing a workplace investigation where every detail counts. The stakes are high, timelines are tight, and there’s no room for error.

For HR case managers, the pressure to get it right has never been greater.

That’s why many HR pros are turning to artificial intelligence tools to tackle these challenges head-on. These tools don’t just save time — they help organizations avoid costly mistakes, from compliance missteps to legal risks.

By leveraging AI prompts, HR teams can streamline investigations, ensure policy compliance, and resolve issues with confidence.

In this blog, we’ll walk through 11 prompts you can use with AI tools to help your company navigate investigations smoothly and avoid critical errors.

#1 Prompt for Drafting Incident Summaries

Investigating workplace disputes often involves sifting through multiple accounts to draft a clear, accurate incident summary.

This task can take several hours as HR professionals work to piece together a coherent narrative from conflicting perspectives. AI can drastically reduce this time by pulling together information quickly and impartially.

Using a prompt like:

“Summarize the following witness statements to highlight key points of agreement and disagreement.”

Here’s an example of what the output might look like:

“Based on the provided statements, here’s a summary: The disagreement arose over project deadlines, with Employee A feeling pressured and Employee B emphasizing team accountability. Both acknowledge the discussion became heated, with differing views on who escalated the situation. Key points to address include…”

This approach transforms a process that could take hours into a task completed in minutes, ensuring HR teams can focus on resolution rather than administrative bottlenecks.

Using AllVoices and Vera to Draft Incident Summaries

With Vera, AllVoices’ AI co-pilot, HR professionals can quickly and accurately draft incident summaries from a workplace investigation.

Vera’s ability to process witness statements and produce clear, concise summaries allows HR teams to focus on addressing the core issues of the investigation rather than getting bogged down in administrative tasks.

Learn more about AllVoices and how we're leading the way in AI for HR by signing up for a demo today.

#2 Prompt for Creating Follow-Up Questions

Handling anonymous feedback or complaints often requires careful clarification.

Crafting thoughtful follow-up questions is essential to uncovering the truth while maintaining a fair and unbiased process. This can be particularly time-consuming when the feedback is vague or incomplete. AI can help HR professionals develop targeted follow-up questions that keep the investigation on track.

Using a prompt like:

“Generate follow-up questions to clarify discrepancies in these employee statements.”

Here’s an example of what the output might look like:

“Based on the provided information, here are some follow-up questions: 1. Can you elaborate on what you meant by ‘unprofessional conduct’? 2. Were there any witnesses present during the incident? 3. Can you provide specific examples of the behavior you described?”

This prompt not only saves time but ensures that the follow-up questions are comprehensive and relevant, helping HR teams get the clarity they need.

Whether handling anonymous feedback or resolving internal disputes, these questions guide the investigation in a more structured way, minimizing the risk of overlooking critical details.

Use Vera to Come Up With Follow-Up Questions

Vera can help HR teams can seamlessly generate thoughtful follow-up questions tailored to anonymous feedback or specific complaints.

This ensures that even when initial feedback lacks detail, investigations remain thorough and on track. By automating this step, Vera helps HR professionals save time and focus on resolving issues effectively.

#3 Prompt for Drafting Employee Communications

Communicating investigation outcomes to employees requires a careful balance of transparency and discretion. Crafting these messages can be challenging, especially when sensitive information is involved.

AI prompts can assist HR teams by providing clear, professional drafts tailored to various scenarios.

Using a prompt like:

“Write a communication to employees regarding the outcome of the investigation.”

Here’s an example of what the output might look like:

“Dear Team,
We want to inform you that the recent investigation into [incident] has been concluded. We take these matters seriously and have taken appropriate actions in line with our company policies. Please remember that maintaining a respectful and supportive workplace is a shared responsibility. For any questions or further concerns, feel free to reach out.”

This saves time while ensuring that communication remains professional, clear, and aligned with company values.

#4 Prompt for Identifying Policy Violations

A crucial part of any workplace investigation is determining whether any company policies were violated.

This often involves cross-referencing the details of an incident with the company’s policy documents—a process that can be time-consuming and prone to oversight. AI can streamline this by quickly identifying potential policy breaches.

Using a prompt like:

“Analyze the following actions and determine if they align with company policy.”

Here’s an example of what the output might look like:

“Based on the provided actions, these sections of the company’s code of conduct may have been violated: 1. Policy 3.1: Harassment in the Workplace. 2. Policy 4.2: Respectful Conduct. Consider further review of these specific policies for additional context.”

By automating this initial analysis, HR teams can focus on investigating the nuances of the case, ensuring thorough and timely resolution without getting bogged down in manual document reviews.

Use Vera to Stay Compliant

With Vera, HR teams can take this a step further by uploading their company’s policies and procedures directly into the platform.

Vera can then cross-reference these documents during investigations to identify any policy breaches in real time.

After an investigation, companies can easily update or re-upload their policies to ensure they reflect the latest standards.

This keeps everything current and ensures that employees are always working within clear, up-to-date guidelines, reducing compliance risks and improving accountability across the organization.

#5 Prompt for Building a Timeline of Events

A clear timeline is essential in workplace investigations to establish what happened and when. This step can be especially challenging when dealing with multiple sources of information, including emails, interviews, and incident reports. AI can help by organizing key events into a coherent, chronological order.

Using a prompt like:

“Organize the following events into a clear timeline.”

Here’s an example of what the output might look like:

1. March 3, 9:00 AM – Employee A reports a disagreement during a team meeting.
2. March 3, 11:30 AM – Manager schedules a one-on-one with Employee B to discuss the incident.
3. March 4, 2:00 PM – HR interviews both employees and compiles initial findings.
4. March 5, 10:00 AM – Investigation report submitted to leadership.

This not only saves HR teams time but ensures no critical detail is overlooked, providing a structured foundation for further analysis.

Organizing Cases on AllVoices

Managing cases on AllVoices is streamlined to ensure efficiency and clarity throughout the investigation process.

Our platform allows HR teams to track and manage cases from initial reporting through to resolution. Each case is centralized and documented, enabling easy access to relevant information and supporting materials.

#6 Prompt for Documenting Witness Interviews

Capturing accurate and concise summaries of witness interviews is a critical part of workplace investigations.

These summaries help establish the context and provide valuable insights into the case. However, drafting them can be time-consuming, especially when multiple interviews are involved. AI can simplify this process by generating clear and structured summaries based on raw interview transcripts.

Using a prompt like:

“Draft a summary of the following witness interview.”

Here’s an example of what the output might look like:

“Interview Summary:
The witness observed an argument between Employee A and Employee B during a team meeting on March 3. The witness confirmed that Employee A raised their voice and appeared visibly upset. Employee B attempted to de-escalate the situation but later became defensive. The witness noted that the argument disrupted the meeting and impacted the team’s productivity. No other attendees intervened at the time.”

This prompt ensures that HR teams can quickly document critical details without sacrificing accuracy, allowing them to focus on further investigation steps.

#7 Prompt for Compiling Investigation Reports

Once all the evidence and testimonies have been gathered, HR teams must compile their findings into a comprehensive investigation report. This document is crucial for outlining what occurred, what policies were involved, and any recommendations for next steps. AI can help streamline this process by drafting a well-organized report based on the investigation’s key elements.

Using a prompt like:

“Create a formal investigation report based on the following findings. [Copy/Paste findings]”

Here’s an example of what the output might look like:

“Investigation Report:
Incident Summary: On March 3, a disagreement occurred between Employee A and Employee B during a team meeting.
Key Findings: Witness accounts confirm that Employee A raised their voice, citing pressure over project deadlines. Employee B attempted to de-escalate but later became defensive.
Policy Implications: Potential violation of Policy 3.1 (Workplace Conduct) and Policy 4.2 (Respect and Collaboration).
Recommendations: Formal mediation session between Employee A and Employee B. Manager to provide additional training on conflict resolution.”

By automating the report’s structure, HR professionals can focus on the accuracy of the content and ensure the report is ready for leadership review or legal purposes.

Use Vera to Compile Investigation Reports

Vera helps HR teams quickly compile detailed investigation reports by pulling together relevant findings, witness statements, and policy analyses.

By automating these steps, Vera reduces the risk of errors and ensures that reports are comprehensive, accurate, and ready for leadership review. This not only saves time but also allows HR professionals to focus on resolving workplace issues efficiently.

#8 Prompt for Evaluating Past Case Precedents

When dealing with complex investigations, reviewing past case precedents can provide valuable context and guidance. However, sifting through historical cases can be tedious and time-consuming. AI can quickly surface relevant past cases, summarize their outcomes, and highlight similarities to the current investigation.

Using a prompt like:

“Summarize similar past cases and their resolutions from the provided data.”

Here’s an example of what the output might look like:

“Case Precedent Summary:
Case 1 (March 2022): Employee A and Employee C were involved in a conflict over workload distribution. The resolution involved mediation and a formal apology, with no policy violations recorded.
Case 2 (July 2023): A similar disagreement between Employee D and Employee E regarding project deadlines led to disciplinary action for violating Policy 3.1 (Workplace Conduct).
These cases provide insight into effective resolution strategies and potential policy implications for the current investigation.”

This helps HR teams contextualize their current case, offering a more informed approach to resolution.

#9 Prompt for Preparing Leadership Briefings

Once an investigation concludes, HR often needs to present findings to leadership.

These briefings must be concise, clear, and focused on actionable insights. Crafting such summaries can be time-consuming, but AI can assist by generating structured briefs that highlight key points.

Using a prompt like:

“Draft a concise briefing for leadership on the investigation’s key findings.”

Here’s an example of what the output might look like:

“Leadership Briefing:
Incident Summary: On March 3, a conflict occurred between Employee A and Employee B during a team meeting, disrupting productivity.
Key Findings: Witness accounts confirm heated exchanges and raised voices, with potential violations of Policy 3.1 (Workplace Conduct).
Recommendations: Initiate formal mediation between the parties involved and consider additional training on team collaboration. No further disciplinary action is recommended at this time.”

By automating the drafting process, HR professionals can ensure leadership receives the necessary information promptly, allowing them to make informed decisions efficiently.

#10 Prompt for Highlighting Key Evidence

In any investigation, certain pieces of evidence carry more weight than others. Identifying and summarizing the most relevant evidence can be a painstaking process, especially when dealing with a large volume of data.

AI can streamline this by pinpointing key evidence and summarizing its importance to the case.

Using a prompt like:

“Identify and summarize the most relevant pieces of evidence from these documents.”

Here’s an example of what the output might look like:

"Key Evidence Summary:

1. Email from Employee A to Employee B (March 2): Outlines project concerns and workload disputes.
2. Witness statement from Employee C: Confirms the argument escalated during the March 3 meeting.
3. Meeting recording (March 3): Verifies the tone and content of the discussion, supporting claims of raised voices and tension.
   These pieces of evidence collectively highlight the central issues in the dispute and provide a clear basis for further action."

This allows HR to focus on the investigation's most critical elements, expediting the resolution process.

Use Vera to Highlight Critical Evidence

With Vera, AllVoices’ AI co-pilot, HR professionals can streamline this process even further. Vera helps identify and prioritize the most significant pieces of evidence from large data sets, such as emails, documents, and interview transcripts.

This allows HR teams to zero in on the facts that are most relevant to the investigation, saving time and ensuring that no critical detail is missed.

#11 Prompt for Summarizing Policy Updates for Future Cases

As workplace policies evolve, it’s essential for HR teams to stay informed and ensure these updates are reflected in their investigations. Summarizing recent policy changes can help prevent future issues and guide employees in adhering to the latest standards. AI can quickly digest and summarize updates, making it easier for HR to communicate them effectively.

Using a prompt like:

“Summarize recent updates to company policies relevant to workplace investigations.”

Here’s an example of what the output might look like:

"Policy Update Summary:

1. Policy 3.1 (Workplace Conduct): Expanded to include guidelines on remote work behavior.
2. Policy 5.4 (Incident Reporting): Updated reporting channels to include anonymous submissions via the company’s feedback platform.
3. Policy 6.2 (Conflict Resolution): New requirement for mandatory mediation before disciplinary action in non-severe cases.
   These updates aim to improve transparency and provide clearer guidance on handling disputes in various workplace settings.”

This ensures that all team members, especially managers and employees, remain aligned with the latest policies, reducing the risk of non-compliance.

Why AI is Essential for HR Case Management

AI has revolutionized the way HR teams handle workplace investigations.

From drafting incident summaries to identifying policy violations and compiling comprehensive reports, AI tools like GPT can simplify and accelerate many of the most time-consuming tasks. These tools are invaluable for general tasks, offering flexibility and efficiency for day-to-day HR needs.

However, when it comes to managing sensitive investigations, housing everything within a secure and dedicated platform is critical.

That’s where AllVoices comes in.

With Vera, our AI co-pilot, you get all the benefits of advanced AI within a system designed specifically for HR case management.

Unlike general AI platforms, which may pose risks of data leaks or security breaches, AllVoices keeps your investigations safe, private, and fully integrated.

This means no juggling between platforms or worrying about sensitive information being exposed. Everything from anonymous feedback to follow-up questions and report generation happens in one secure place, giving you peace of mind and a more efficient workflow.

If your goal is to stay ahead of the game, maintain compliance, and protect your company’s sensitive data, AllVoices is the clear choice. Ready to take your HR case management to the next level? Schedule a demo today and see how we can transform your processes.