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Workplace Harassment

Questions and Recording Standards for Workplace Harassment Witness Interviews
2026.08.12 09:35
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Workplace Harassment ยท Witness Interview Guide

Workplace harassment witness interview,
Distinguish between facts and speculation when asking questions and recording them.

The questions and recording standards for witness interviews regarding workplace harassment are items that investigators must organize to verify the facts. A witness interview is not a procedure to confirm the position of the complainant or the accused on their behalf, but rather a process of verifying the facts directly seen or heard by the witness and recording them in the investigation.

short answer

Ask questions based on the facts the witness directly experienced or perceived.
The core flow is as follows: explanation of the purpose of the interview โ†’ explanation of confidentiality โ†’ verification of directly perceived facts โ†’ restriction of speculative or evaluative questions โ†’ verification of the gist of the statement โ†’ record storage and access control management โ†’ additional verification if necessary.

๐Ÿ•’ When will it be applied?

Standards for questions and records regarding witness interviews for workplace harassment are required in the following situations.
situation
Items to check by the person in charge
The statements of the complainant and the accused differ.
Confirming facts directly seen or heard by the witness
There were several people at the meeting and conversation at the time.
Check attendees, remarks, atmosphere, and context
There is data such as messenger messages, emails, and recordings.
Check if the reference person can explain the context of the material
Rumors are spreading within the department
Distinguishing between facts and speculation and confidentiality guidelines
The witness feels burdened by the interview.
Guide to Interview Purpose, Confidentiality, and Prevention of Disadvantage
The witness is in the same department as the party involved.
Concerns over retaliation and pressure confirmed due to leaked meeting schedule
Interviewed several witnesses in sequence
Prevention of statement contamination and management of interview order
Before writing the investigation results report
Summary of the facts and supporting evidence in witness statements
Follow-up management after the investigation is completed
Check if the witness suffered any disadvantage or burden of the relationship.
Witness interviews are a procedure designed to enhance the fairness of an investigation, but inappropriate interviewing methods can lead to secondary harm or the spread of rumors. Therefore, it is advisable to define the scope of questions and the recording method before the investigation begins.

๐Ÿงญ What HR & Investigation Managers Should Do

STEP 01

We will first explain the purpose of the interview and the confidentiality standards.

Since the witness is neither the complainant nor the accused, they may feel burdened by why they are being interviewed. It is advisable to explain the purpose of the interview and the standards of confidentiality before starting the interview.
Today's meeting is a procedure to objectively verify the facts regarding the workplace harassment report. This is not an occasion to assign blame to the witness, but rather to confirm what was directly seen or heard. We kindly ask that you refrain from unnecessarily sharing the details of the meeting or information related to the investigation.
Guide Items
Explanation
Purpose of the interview
Interview with a witness to verify the facts
witness status
They are not the complainant or the accused, but are subjects of reference statements.
Question range
Verify based on facts directly seen or heard
Confidentiality
Instructions to avoid unnecessarily sharing interview facts and investigation details
Prevention of disadvantages
Manage to ensure no disadvantages arise for participating in the interview
Additional tips
If you remember anything after the interview, please convey it to the designated person in charge.
Record management
Interview records are retained to the extent necessary for the purpose of the investigation.
Explaining too much case information to a witness may reveal the direction of the investigation or influence their statement. It is advisable to guide them on the purpose of the interview only to the extent necessary.
STEP 02

Questions are structured based on directly perceived facts.

It is better to ask witnesses โ€œwhat they saw or heardโ€ rather than โ€œwhat they think.โ€ The investigator must review the entire set of materials to make a judgment, and the witness should not be allowed to determine whether or not it constitutes harassment.
Confirmation area
Question example
date
Do you remember when that situation occurred?
location
Where did this take place at the time?
participant
Who was there?
Direct perception
What did you see or hear firsthand?
Content of the remarks
Do you remember any specific expressions or the intent behind the words?
action
What actions or situations occurred at that time?
Context
What happened before and after that situation?
Repeatability
Have you seen a similar situation before?
data
Are there any related messengers, emails, meeting materials, etc.?
Subsequent changes
Has there been any change in the work atmosphere or relationships since then?
It is best to start with open-ended questions to avoid leading to a conclusion all at once, and then proceed with clarification questions if necessary.
STEP 03

I avoid questions that speculate, evaluate, or take sides.

The most important thing to avoid during witness interviews is prompting the witness to evaluate the person involved. Such questions lower the credibility of the statement and can lead to a deterioration of the relationship or the spread of rumors after the investigation.
Questions to Avoid
Questions to change
Who do you think is lying?
What facts did you verify firsthand?
Is the person reported originally like that?
Have you ever seen a similar situation firsthand?
Is the reporter on the sensitive side?
What was the caller's reaction at the time?
Do you consider that to be harassment?
Do you specifically remember the remarks or actions at the time?
Was the team atmosphere always bad?
Were there any changes in work before or after that situation?
Everyone else knows that too, right?
Was there anyone else who saw the same situation?
Whose side are you on?
Please tell me only what you know personally.
Even when a witness says, โ€œIn my opinionโ€ฆโ€, it is advisable for the investigator to record facts and opinions separately, rather than unconditionally excluding the opinion.
STEP 04

It allows the witness to say they do not know what they do not know.

A witness may not be aware of the entire situation. They may have seen only a part of it or be unaware of the full context. In such cases, it is important to guide the witness so that they do not fill in the blanks based on speculation.
It is okay to say that you do not know about matters you do not remember or have not seen firsthand. It is more helpful for the investigation if you only provide information you have personally verified, rather than speculation.
division
Recording method
I witnessed it firsthand
โ€œThe witness stated that they directly heard remark A during the meeting.โ€
Listen directly
โ€œThe witness stated that they heard the relevant details from the complainant on the day of the incident.โ€
Indirect message
The witness explained that the information was heard from another employee.
calculation
The witness stated that they do not know the exact circumstances but presume them to be so.
Memory unclear
Stated that he could not remember the exact date.
Unknown
Stated that they were unaware of the relevant matters
If you record things by mixing what you witnessed firsthand, what you heard, and speculation, it may become difficult to determine the facts later.
STEP 05

Interview records are kept based on facts.

When recording witness interviews, it is better to structure the information necessary for the investigation rather than writing it in as much detail as possible. However, if the record is written too briefly, it is difficult to verify later what questions were asked and what answers were received.
division
Record contents
Interview Information
Date of interview, location, interviewer, witness, attendees
notification
Information on the purpose of the meeting, confidentiality, and prevention of disadvantage
Summary of the question
Key questions identified by the investigator
Summary of the answer
Key points directly stated by the witness
Cognitive pathway
Distinction between direct eyewitnessing, direct hearing, and indirect word.
Submission materials
Messenger, email, meeting materials, photos, etc.
Additional verification
Whether verification of other references or materials is necessary
Check records
Whether the witness confirmed the gist of the statement
It is best to write based on facts rather than emotional evaluations or assertions. It is appropriate to record information centered on verifiable details, such as specific statements, actions, and frequency, rather than stating, โ€œThe witness said the accused is very bad.โ€
STEP 06

Restricts access to interview schedules and records.

Rumors about witness interviews can spread simply by the exposure of the schedule. It is advisable to avoid displaying schedule names that reveal the investigation on public calendars or sharing interview schedules in department group chats.
Management Items
Recommended direction
Schedule name
Use neutral expressions such as individual interviews and HR meetings.
location
A quiet space not exposed to the outside
participant
Minimum number of personnel required for the investigation
Invitation method
Private individual schedules or individual notifications
Archives
Event-specific restricted folders or secure storage
Access permissions
Necessary personnel such as investigators and HR managers
Sharing method
Restricted links or in-person viewing rather than email attachments
Copy management
Organize personal PC, messenger, and downloaded files
Since witness interview records may contain third-party statements and personal information, access rights must be managed to ensure they are not retained even after the investigation is concluded.
STEP 07

We will check whether witness protection is provided after the interview.

Witnesses may feel burdened after the interview, worrying, "Will it become known that I cooperated with the investigation?" or "Will I face difficulties within the department?" Therefore, it is advisable to verify, if necessary, that there is no disadvantage or pressure even after the interview.
Confirmation items
Confirmation details
Exposure of the interview
Whether the interview schedule or the fact of attendance became known to those around you
Coercion and pressure
Whether the party or a colleague asked about or pressured the content of the statement
Work disadvantage
Whether there was exclusion from work, pressure regarding evaluations, or unfair instructions
Relationship burden
Whether there were rumors, distancing, or conflicts within the team
Additional statement
Is there anything additional you remembered after the interview?
Need support
Whether HR/EAP guidance is necessary in cases of significant anxiety or burden
Although witness protection may not have the same structure as whistleblower protection, it may be necessary for the purpose of managing the situation to ensure that no disadvantages or pressure arise from cooperating with the investigation.

๐Ÿ“‹ Management Sheet Example

The table below is an example of internal management guidelines that can be used to organize questions and record-keeping standards for witness interviews regarding workplace harassment. The actual items should be adjusted to suit your company's employment rules, grievance handling procedures, personal information protection standards, and investigation methods.
division
Management Items
Record example
Case Information
Case number, date of filing, investigator
2026-001 / 2026.08.12 / HR Manager
Witness Information
Classification of witness, department, relationship with the party
Same meeting attendees
Interview Information
Date, location, and attendees of the interview
August 13, 2026 / Private Conference Room / 2 Investigators
Advance Notice
Information on the purpose of the interview, confidentiality, and prevention of disadvantages
Pre-interview guidance completed
Question range
Fact-based questions based on direct observation and listening
Checking the content of remarks made during the meeting
Summary of the statement
Key facts stated by the witness
Statement that it was repeatedly pointed out in public meetings
Cognitive pathway
Direct eyewitnessing, direct listening, indirect message, presumption
I witnessed it firsthand
Submission materials
Messenger, email, meeting materials, etc.
Submit a screenshot of the meeting minutes
Additional verification
Whether additional references or materials are needed
Need to confirm one additional attendee
Check records
Whether the gist of the statement has been confirmed
Confirm the main points before the interview ends
Access permissions
Persons eligible to view records
Investigator, HR Manager
Post-mortem verification
Whether there was pressure or disadvantage after the interview
Check after 1 week if necessary

โœ… Checklist

The checklist below is for internal inspection purposes to verify that question and recording standards have been applied without omission during workplace harassment witness interviews.
especially Information on the purpose of the interview, confidentiality notice, confirmation of directly known facts, restriction of access to records is a basic verification item. Among all items If 3 or more are insufficient It is recommended to review investigation procedures, confidentiality standards, witness protection, and record management methods.
division
Confirmation items
check
Purpose of the interview
It was explained to the witness that the interview was for the purpose of verifying the facts.
โ˜
witness status
It was announced that they were subjects for reference statements, not as the complainant or the accused.
โ˜
Confidentiality
Instructions were given not to unnecessarily share the details of the investigation and the fact of the interview.
โ˜
Prevention of disadvantages
It was announced that measures would be taken to ensure that no disadvantages arise for participating in the interview.
โ˜
Question range
I asked questions based on facts I had seen or heard firsthand.
โ˜
Distinction between guesses
Distinguished between direct eyewitnessing, indirect accounts, presumptions, and unclear memories.
โ˜
Evaluation Question Limitation
Questions that would allow for the determination of the party's personality, reputation, or whether harassment occurred were avoided.
โ˜
Data verification
I checked the materials that can be submitted, such as messenger messages, emails, and meeting materials.
โ˜
Summary of the statement
I confirmed the main points of the statements before the interview ended.
โ˜
Schedule exposure
We ensured that the details of the investigation were not revealed in the calendar, meeting room name, or messenger.
โ˜
Archives
Interview records were stored in case-specific restricted folders or secure storage.
โ˜
Access permissions
Access to the records was restricted to necessary personnel, such as investigators.
โ˜
Organize copies
I cleaned up temporary copies of personal PCs, email attachments, messenger files, etc.
โ˜
Post-mortem verification
After the interview, we checked to ensure that the witness did not suffer any pressure or disadvantage.
โ˜

โš ๏ธ Common mistakes

POINT 01

Explaining the entire case in detail to a witness

If you provide more information than the witness needs to know, the direction of the investigation may be exposed or the statement may be influenced.
POINT 02

Requesting a judgment from a witness

Rather than asking questions like, โ€œDo you think this is harassment?โ€ or โ€œWho do you think is right?โ€, it is better to verify the facts the witness directly saw and heard.
POINT 03

Recording a witness's conjecture as if it were a fact

You must distinguish between what you witnessed firsthand, what you heard secondhand, what you estimated, and what you cannot remember.
POINT 04

Exposing the interview schedule as is on a public calendar

Since the fact of an investigation can spread simply through the event name, it is recommended to use a neutral event name and set it to private.
POINT 05

Widely sharing witness records with department heads or parties involved

Witness statements must be managed only to the extent necessary for the purpose of the investigation, and the purpose of coordinating work and the purpose of sharing statements must be distinguished.
POINT 06

Leaving the witness as they are after the interview

Since a witness may be pressured if the fact of their participation in an interview becomes known or if the party inquires about the details of their statement, follow-up verification may be necessary if required.

๐Ÿ’ฌ When EAP support is needed

Witness interviews regarding workplace harassment are not an area that can be replaced by an EAP. Witness questioning, verification of facts, recording of statements, assessment of investigation results, protective measures, and follow-up personnel actions must be conducted in accordance with the company's official investigation procedures and legal standards.
However, the witness may feel burdened by participating in the interview, or may report anxiety, sleep problems, difficulty concentrating on work, or relationship tension after witnessing the incident. In such cases, the witness may be referred to an EAP as a supplementary channel.
division
role
Workplace harassment investigation
Verification of facts, review of protective measures, and follow-up personnel actions
Witness interview
Confirmation of facts and records based on direct observation and listening
HR & Grievance Handling Procedures
Interview scheduling, confidentiality, record management, prevention of disadvantage
EAP counseling
Support for witnesses' psychological burden, anxiety, and relationship difficulties
Emergency response
In the event of an immediate safety risk, prioritize internal company crisis response procedures and appropriate emergency support channels.
If participating in witness interviews during a workplace harassment investigation causes psychological burden, anxiety, or relationship difficulties, you may utilize the EAP counseling channel. EAP does not replace the workplace harassment investigation or official company measures; it is a supplementary channel designed to support employees' psychological well-being.
If an immediate safety risk is suspected, do not respond solely with general EAP guidance; instead, you must first identify the company's internal crisis response procedures and appropriate emergency support channels.

โ“ Frequently Asked Questions

Q1. To what extent should I explain the details of the report to the witness?

It is advisable to explain only the scope necessary for the witness to state the facts. Sharing the entire structure of the case or the statements of others in detail may expose the direction of the investigation or influence the witness's statement.

Q2. What should I do if a witness refuses an interview?

Rather than proceeding with the interview coercively, it is advisable to reiterate the purpose of the interview, confidentiality standards, and principles for preventing disadvantage, and to request cooperation in a manner that is feasible. If participation is difficult until the end, you can record the history of the interview request and the reason for non-participation, and review whether the facts can be supplemented with other materials or witnesses.

Q3. May I ask the witness whether it appeared to be harassment?

It is best to avoid this if possible. The investigator must comprehensively review the full facts, legal standards, and company regulations to determine whether harassment has occurred. For witnesses, it is appropriate to ask about remarks, actions, situations, and the context they directly witnessed or heard.

Q4. Is it permissible to share the witness's statement with the complainant or the accused?

It may be necessary to verify facts and provide opportunities for clarification to the extent required by the investigation procedure. However, care must be taken to ensure that the identities of witnesses, original statements, and unnecessary personal information are not shared verbatim. It is advisable to review the scope of sharing based on the specific case and procedure.

Q5. How detailed should the records of witness interviews be?

It is advisable to record the date and time of the interview, attendees, prior notice, main points of questions and answers, how you learned of the situation, submitted materials, and any additional verification items. However, it is safer to avoid excessively recording personal information, health details, speculative evaluations, or emotional expressions regarding the person concerned beyond the necessary scope.

Q6. Can witnesses also use EAP counseling?

Depending on the scope of EAP operations, reference persons may also utilize counseling. If a reference person experiences anxiety, burden, or relationship difficulties due to participation in the investigation, they may be referred to EAP counseling as a supplementary channel. However, it is recommended to manage counseling content separately from the investigation data.

๐ŸŽฏ Three things to check first

Priority check items
Confirmation details
Question criteria
Is there a fact-based questionnaire based on direct observation and hearing?
Recording standards
Do you distinguish and record direct cognition, indirect message, presumption, and unclear memory?
Confidentiality
Are interview schedules, statements, and access to records restricted?

Next step

The interview with the witness is
Please organize the questions and record standards first.
Try organizing everything from what to ask and what to record to who can view the records into a single interview operation standard.
Go to Nudge EAP Implementation Consultation โ†’

๐Ÿ“š Source and Information

โ€ข National Law Information Center, Article 76-2 of the Labor Standards Act: Prohibition of Workplace Harassment
โ€ข National Law Information Center, Measures under Article 76-3 of the Labor Standards Act in Case of Workplace Harassment
โ€ข National Law Information Center, Interpretation regarding the prohibition of disclosure of secrets under Article 76-3, Paragraph 7 of the Labor Standards Act
โ€ข Ministry of Employment and Labor, Workplace Harassment Judgment and Prevention/Response Manual
โ€ข National Law Information Center, Articles 15, 16, 17, and 18 of the Personal Information Protection Act
โ€ข National Law Information Center, Article 21 of the Personal Information Protection Act, Destruction of Personal Information
โ€ข Korea Labor Welfare Network, Introduction to the Employee Assistance Program (EAP)
This content is intended for general informational purposes. Specific legal matters, labor issues, investigation procedures, personal data protection, record keeping, mental health, and psychological counseling matters may vary depending on the workplace situation, the latest laws, and official guidelines; therefore, review by relevant experts or authorities may be required.
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  • Unknown User3
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  • Unknown User2
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  • Unknown User1
    ์ฐธ๊ณ ์ธ ๋ฉด๋‹ด์—์„œ โ€œ๋ˆ„๊ฐ€ ๋งž๋Š” ๊ฒƒ ๊ฐ™๋ƒโ€๊ฐ€ ์•„๋‹ˆ๋ผ ์ง์ ‘ ๋ณธ ์‚ฌ์‹ค๊ณผ ๋“ค์€ ๋‚ด์šฉ์„ ํ™•์ธํ•ด์•ผ ํ•œ๋‹ค๋Š” ์ ์ด ์ค‘์š”ํ•ด ๋ณด์ž…๋‹ˆ๋‹ค. ์งˆ๋ฌธ ๋ฐฉ์‹์— ๋”ฐ๋ผ ์กฐ์‚ฌ ์‹ ๋ขฐ๋„๊ฐ€ ๋งŽ์ด ๋‹ฌ๋ผ์งˆ ๊ฒƒ ๊ฐ™์•„์š”.

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