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What to do if…
you are contacted by an external investigator or lawyer about your workplace and are unsure what to share

Produced and maintained by PanicStation.org Published: Last reviewed: Editorial policy UK guide

Short answer

Do not answer substantively on the spot. Ask for the request in writing, verify who they are, and get support before you share information or documents.

Do not do these things

  • Do not forward, download, screenshot, or share work documents or emails with anyone outside your organisation just to be helpful.
  • Do not assume the lawyer or investigator is acting for you; they may represent your employer, another person, an insurer, or another organisation.
  • Do not guess, fill gaps, or agree with a summary if you are not sure it is accurate.
  • Do not delete, edit, rename, or tidy up messages or files after you have been contacted.
  • Do not sign a statement or confirm meeting notes without time to read and correct them.
  • If you want private advice, avoid using work email, work chat, or work devices where possible, because work systems may be monitored or reviewed.
  • Do not record calls or meetings unless recording is allowed and everyone involved has agreed.

What to do now

  1. Pause and get the request in writing. You can say: “I’m not refusing to help, but I need the request in writing before I respond.” Ask for:

    • their full name, organisation, and role
    • who they represent
    • what they want from you
    • whether they want a call, interview, statement, documents, or personal data
    • whether they say it is voluntary or legally required
    • any deadline

  2. Verify them independently. Use the organisation’s official website, main switchboard, or published contact route. Do not rely only on the phone number, link, or email signature in the message they sent you.

  3. Work out whether this should go through your employer.

    • If they say they act for your employer, or it looks like an employer-commissioned investigation, send the written request to the workplace contact who normally handles legal, HR, compliance, data protection, or governance matters.
    • If they tell you not to notify anyone, or you fear retaliation or a conflict of interest, pause and get independent support first, such as your union, Acas, or independent legal advice.

  4. Do not send work material yourself. If they ask for emails, files, customer or client information, CCTV, HR records, internal messages, or anything containing personal data, ask who in your organisation is authorised to deal with disclosure. Let that person or team decide what can lawfully be shared and how to keep a record.

  5. Make a short factual note. Write down the date and time of contact, who contacted you, what they asked for, what you said, and any deadline. Keep it neutral and do not copy confidential documents into personal notes.

  6. If they want to interview you, set basic conditions before agreeing. Ask for the topics, who will attend, whether notes will be taken, who will see any statement, and whether you can have a companion or union representative. In a disciplinary investigation meeting there is generally no legal right to be accompanied, but Acas says allowing it can be good practice. At a disciplinary hearing there is a legal right to be accompanied. At a grievance meeting, the right usually applies where the grievance is about a breach of a legal or contractual duty. If you are unsure, ask for a companion anyway.

  7. If you receive formal legal papers, treat them as urgent. If you receive a formal legal document, such as an order or summons, do not ignore it. Send it promptly to your employer’s legal contact, or to your own legal adviser if you cannot safely involve your employer, and keep a note of any deadline.

  8. If this may involve wrongdoing or whistleblowing, slow down further. If you think you are being pressed to hide concerns, or you are unsure whether confidentiality rules apply, use your organisation’s whistleblowing route or get independent advice before speaking widely.

What can wait

  • You do not need to decide today whether you will fully cooperate.
  • You do not need to give a full narrative immediately.
  • You do not need to interpret words like privilege, confidential, protected disclosure, or without prejudice on your own.
  • You do not need to send documents before the request has been verified and routed safely.
  • You do not need to decide whether to make a complaint, grievance, tribunal claim, or report right now.

Important reassurance

It is reasonable to ask for written details, time to check, and support before answering. A careful pause is not the same as refusing to help.

Scope note

These are first steps only. Later decisions may depend on whether the issue is disciplinary, grievance-related, regulatory, whistleblowing-related, civil litigation, criminal, or about data protection, and may need specialist help.

Important note

This is general information, not legal, financial, therapeutic, medical, or other professional advice. If you may face personal legal risk, disciplinary action, or pressure to share confidential or sensitive information, get independent advice promptly.

Additional Resources

Closely connected guides that may be useful during the same situation or its immediate aftermath.

About this guide

This guide was produced and is maintained by PanicStation.org using its published editorial process. Official and specialist sources are checked where relevant, and AI-assisted tools may be used for drafting, organisation, and consistency checks. The site operator remains responsible for publication, revision, and removal decisions.

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