By: Karen Carrera

In the world of workplace investigations, clarity is critical. Attorneys, human resources professionals, and workplace investigators often operate in high-stakes environments where decisions carry significant legal and reputational consequences. Yet too often, investigation reports are cluttered with jargon, legalese, and unnecessarily complex language. This not only makes reports harder to understand—it can also undermine their effectiveness.

The Case for Clarity

At its core, an investigation report is a communication tool. Its purpose is to present facts, analyze evidence, and reach conclusions in a way that is accurate, defensible, and understandable to a broad audience. That audience may include internal stakeholders like HR managers and executives, external legal counsel, regulatory agencies, or even a jury. If your report is dense or difficult to follow, you risk misinterpretation—or worse, discrediting the entire investigation.

Plain English doesn’t mean dumbing things down. It means using direct, straightforward language to communicate complex ideas without sacrificing precision. When investigators use plain English, they increase transparency and trust. Readers can focus on the substance of the findings rather than getting bogged down trying to decipher what the writer meant.

Jargon and Legalese: More Harm Than Help

Consider the difference between these two sentences:

“The complainant’s allegations were deemed to lack sufficient evidentiary basis to substantiate the asserted claims.”

vs.

“The evidence did not support the complainant’s allegations.”

The second version says the same thing, but is more accessible and less formalistic. In a legal or investigative context, where people may already feel confused, intimidated, or defensive, using plain language reduces barriers to understanding and engagement.

Jargon can also lead to ambiguity. Words like “substantiated,” “unfounded,” or “unsubstantiated” have specific meanings in investigative practice, but may be interpreted differently by those outside the field. Defining such terms in plain language at the start of a report—or avoiding them when simpler alternatives suffice—can prevent confusion and misapplication of findings.

Plain Language Enhances Defensibility

Investigators should always write with the assumption that their report may one day be scrutinized in court. A report that is clear, concise, and logically organized is easier to defend. Judges, juries, and opposing counsel will be less likely to find fault with a report that demonstrates transparency and neutrality.

Moreover, writing in plain English helps reinforce the perception that the investigation was fair. When findings are clearly explained and supported by plainly stated evidence, the process appears more thorough and objective—an important consideration in both legal and workplace contexts.

Tips for Writing in Plain English

  • Use short sentences and active voice.
  • Favor common words over obscure ones (e.g., “use” instead of “utilize”).
  • Break up long paragraphs and use headings to guide the reader.
  • Avoid acronyms unless they’re widely known or clearly defined.
  • Edit ruthlessly—if a word doesn’t add value, cut it.

Conclusion

Plain English is not a trend—it’s a professional imperative. Investigative findings should speak for themselves, not be lost in a fog of overcomplicated language. Writing clearly and simply is not just good practice—it’s a mark of respect for your reader, your profession, and the importance of getting it right.

For more information on this matter, please contact Karen Carrera.