What items should be provided to the affected party when the workplace harassment investigation interview schedule is delayed?

Workplace Harassment · Investigation Schedule Notice

When the investigation interview schedule is delayed
Items to inform the party

If an interview is delayed, HR must notify the party concerned of the delay, the general scope of the reason for the change, the current stage of the investigation, the scheduled date for the next notification, protective measures, and contact points. The key is to provide notification that the case is being processed without disclosing statements from other parties or investigation strategies.

📌 Short Answer

The Labor Standards Act stipulates that upon receiving a report of workplace harassment or becoming aware of its occurrence, an objective investigation must be conducted without delay. While a uniform deadline for interview completion is not provided, repeated schedule delays or interruptions in communication can lower confidence in whether the investigative obligations are being faithfully fulfilled.

Guide Items

Delivery criteria

Delay fact

We clearly inform you of the existing schedule and the changes.

General reasons

I will explain only the necessary scope, such as data verification, schedule coordination, and changes to investigators.

Next point

We will present the confirmed schedule or the next scheduled date.

Protection/Inquiry

We provide information on existing protective measures, methods for requesting changes, and contact points.

🔎 Why is schedule information necessary?

Without notification, the complainant may feel that the case has been suspended or that the company is responding passively. The accused may find it difficult to exercise their right to defense if they are unaware of the investigation schedule and the opportunity to explain themselves, and the witness may experience a burden in coordinating work due to sudden scheduling requests.

Therefore, the schedule notification should be designed not as a procedure to disclose investigation details in advance, but as a process to help participants adjust their preparations and work schedules, and to reaffirm the need for protection during the investigation. When explaining the reasons for investigation delays, internal investigation information, such as whose statements are insufficient or which materials are key, should be excluded.

🗓️ When should I notify them if the schedule is delayed?

It is best to provide notice when you become aware that it is difficult to adhere to the previously scheduled meeting date. Rather than explaining after the scheduled date has passed, inform them in advance when a schedule change is anticipated, and if a new date has not been confirmed, suggest the next scheduled date.

If you need to change a confirmed interview date
If the schedule changes due to a change in investigator or a switch to an external investigation
When securing materials or verifying witnesses takes longer than expected
Cases where the party is unable to participate due to vacation, business trip, illness, etc.
Cases where the duration or method of protective measures must also be reviewed

👥 Scope of Guidance for Reporters, Respondents, and Witnesses

Target	General Information	Additional verification
Reporters, affected workers, etc.	Progress, Next Schedule, Contact	Checking opinions on whether protective measures are currently sufficient
The person reported	Progress stage, explanation schedule, submission method	Re-notification of confidentiality and contact restrictions during the investigation
witness	Changed interview schedule and attendance method	Confidentiality of Statements and Data Submission Channels

The core fact regarding the investigation delay and the timing of the next notification must be communicated consistently to the parties, although the details may vary depending on their respective roles and necessary measures. The direction of the investigation or additional statements from other parties must not be provided to only one party.

🔒 Information that must not be announced

Specific details stated by other parties or witnesses
A judgment or conclusion based on unconfirmed facts
Information that can be inferred, such as the witness's name, affiliation, and interview order
Key issues or additional questioning plans being reviewed by the investigator
Health and counseling information against the will of the person subject to protective measures

The Labor Standards Act stipulates that persons participating in an investigation must not disclose secrets learned during the process against the will of the affected workers. It is also advisable to send schedule notices only to those who need them and within the necessary scope, and to avoid using mass messengers or sending broad CC emails.

🛡️ Please double-check the protective measures during the delay

There is an administrative interpretation that defines the investigation period as the time from when the investigation begins following the receipt of a report or awareness of the incident until the results of the fact-checking are available. Since an extension of the schedule may prolong the period requiring protective measures, the appropriateness of the measures is re-examined by confirming the intentions of the parties involved, rather than leaving the existing measures as they are.

Re-examine protective measures

□ Verify whether work-related contact between the complainant and the accused continues

□ Confirmation of opinions from affected workers, etc. regarding existing measures such as change of workplace and paid leave

□ Confirmation of signs of secondary harm, such as adverse treatment, rumors, or exclusion from work

□ Re-guidance on available EAP support pathways for cases of significant psychological burden

✉️ Example of a Schedule Change Notice

We are currently conducting a fact-finding process regarding the workplace harassment report. The previously provided interview schedule has been changed to verify materials and coordinate the meeting dates. The new scheduled interview date is ○/○/○, and we will notify you by ○/○/○/○ if the schedule changes again. The investigation details and participants' personal information will be processed only to the extent necessary. If protective measures or schedule adjustments are required during the investigation period, please inform the person in charge, ○○.

If a new schedule has not been finalized, designate a 'next notification date' rather than forcing a specific date. Even if the scheduled notification date is delayed again, notify the recipient proactively in the same manner and record the reason for the change and the person in charge.

📝 Schedule change records to be kept by HR

Record Item	Content written
Existing/Changed Schedule	Original interview date, changed date, or next notice date
Reason for change	Specific reasons for internal records, such as data acquisition, participant schedules, and changes in investigators
Guide History	Recipient, time of dispatch, means of delivery, whether to reply
protective measures	Review details, opinions of parties, changes, and person in charge

⚠️ Common mistakes

If no notice is provided until the schedule is confirmed

Even if there is no confirmed date, communicating the fact of the delay and the next notification date can reduce anxiety about the suspension of the investigation.

Cases where responsibility for delay is shifted to other participants

Explanations such as “the witness is not cooperating” may lead to identity inference or escalate conflict. Use only general reasons in external notices.

If the end date of the existing protective measures is left as is

Since a prolonged investigation may result in gaps in protection, the duration of the measures must be reviewed simultaneously with the schedule change.

❓ Frequently Asked Questions

Q1. Do I need to send the same sentence to both the reporter and the respondent?

It is recommended to communicate key information consistently, such as the fact of the delay, the current stage, and the next notification date. Information required by specific roles, such as interview preparation, protective measures, and submission of supporting documents, can be provided differently.

Q2. Do I need to specify the reason for the delay in the investigation?

The explanation is provided within a general scope to prevent the disclosure of other people's statements or the direction of the investigation. Specific internal reasons are recorded separately in the investigation schedule management records.

Q3. What should be done if the party does not agree to the schedule change?

Review opinions and possible alternative schedules, and make adjustments to ensure objective investigation and opportunities for participation. If repeated requests exacerbate investigation delays, record the basis for the request, response, and decision.

Q4. Is it okay to provide EAP guidance even during the delay period?

You can guide them to optional psychological support channels separate from the investigation. Also, explain the principle that EAP usage is not linked to investigation results or HR decisions, and that counseling content is not shared with the company on an individual basis.

👉 Please organize the investigation schedule and protective measures together.

By linking schedule change notices, investigation progress charts, and protective measure reassessment criteria with EAP support paths, participants can anticipate the next steps even during investigation delays.

Go to Nudge EAP Implementation Consultation →

📚 Source and Information

• National Law Information Center, Article 76-3 of the Labor Standards Act
• Ministry of Employment and Labor Announces Revision of Workplace Harassment Prevention and Response Manual
• National Law Information Center, Ministry of Employment and Labor administrative interpretation regarding the investigation period

This content provides general practical information regarding the scheduling of workplace harassment investigations. Specific investigation procedures, protective measures, personnel and disciplinary actions, the processing of personal information, and legal and labor judgments may vary depending on the facts of the case, workplace regulations, and the latest laws and official guidelines; therefore, a review by relevant authorities or experts may be required. Reference verification date: September 15, 2026.

Workplace Harassment