A witness statement should preserve what the person recalls in their own words while making it clear who provided the statement, when it was prepared, and what supporting material was identified.
What the form includes
- Case or matter reference and statement date.
- Witness identification and contact-information fields.
- Numbered space for a handwritten or typed statement.
- A continuation page for longer accounts.
- Space to identify attachments or supporting records.
- An acknowledgement, signature, witness, and date section.
Using the witness statement form
- Explain the purpose of the statement and any applicable confidentiality limits before the person begins.
- Record the case reference and basic identifying information consistently.
- Ask the person to describe what they personally saw, heard, did, or received and to distinguish that from assumptions or information supplied by others.
- Number continuation pages and identify any documents, messages, photographs, or other attachments.
- Allow the person to review the completed statement and make visible corrections before signing.
- Retain the signed original according to the organization’s investigation and records policy.
Protect the integrity of the record
Do not erase or conceal a material correction after a statement has been signed. If a later clarification is needed, preserve the original statement and add a dated supplemental record explaining what changed and why.
Important: This general-purpose form is informational. Adapt it to applicable law, collective agreements, organizational policy, required notices, accessibility needs, and professional advice.
Keep the rest of the investigation organized
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