Prepare a Factual Handoff to an Assigned Reviewer

A careful handoff lets the assigned reviewer begin with facts instead of reconstructing an intake from scattered messages. The specialist’s summary should identify what the reporter said, what materials exist, what is still unknown, and any timing or safety issue that needs attention. It should never decide credibility or recommend a result.

Build the handoff from the intake record rather than memory. State the reporter’s relationship to the situation, the reported dates and locations, named participants, potential witnesses, and files received. Separate direct observations from information the reporter heard from someone else. Add the contact preference and any promised update date. Route the material through the approved case channel.

Specialist Keon prepared a handoff after an employee described comments during a project call. His summary read, “Reporter states that on August 3, during the weekly Atlas call, manager Ren said, ‘You people always make this harder.’ Reporter identifies Aria and Devon as present. Reporter submitted a calendar invitation and states Devon contacted her afterward.” Keon wrote “question for reviewer: confirm the call date and participants” instead of “manager made a biased remark.” When the reviewer called, Keon said, “The employee asked for a private update by email. No immediate safety concern was reported.”

Use plain source labels such as “reporter states,” “calendar invitation shows,” and “specialist observed.” These phrases preserve the difference between an account and a verified fact. A factual handoff also gives the reviewer a clean basis for deciding what inquiry is appropriate.

Before sending a handoff, highlight each conclusion word: credible, retaliation, hostile, intentional, or obvious. Replace it with the underlying event or move it to a question for the reviewer. Then check that the timeline and attachments match the case record.