A well-written statement can be the difference between being believed and being dismissed. Whether you are reporting an incident, responding to an allegation, or providing a witness account, your statement must be clear, factual, and detailed.
This guide teaches you how to write statements that stand up to scrutiny.
Why Statements Matter
Your statement may be read by:
Your employer during an investigationCQC inspectorsPolice officersEmployment tribunal judgesLawyersA poorly written statement can undermine your case, even if you are telling the truth.
The Golden Rule: Stick to Facts
A good statement includes:
What you sawWhat you heardWhat you didWhen and where it happenedA bad statement includes:
What you thinkWhat you assumeGossip or hearsayEmotional languageStructure Your Statement
Use this format:
1. Introduction
Your name and job titleThe date and time you are writing the statementA brief summary of what the statement is about2. The Incident
When it happened (date and time)Where it happened (exact location)Who was presentWhat you saw and heard (in chronological order)What you did in response3. Conclusion
Any additional relevant informationYour signature and dateUse Clear Language
Write as if you are explaining to someone who was not there. Avoid jargon or abbreviations unless you explain them first.
Example:
Bad: SU was agitated, possibly due to UTI.Good: The resident, Mrs Smith, was shouting and trying to leave her room. She has a history of urinary tract infections, which can cause confusion.Be Specific About Times
If you do not remember the exact time, say so. But be as specific as you can.
Example:
Bad: It happened in the afternoon.Good: It happened between 2pm and 3pm, after lunch but before the medication round.Describe What You Saw, Not What You Think
Example:
Bad: He deliberately pushed her.Good: I saw him place both hands on her shoulders and push her backwards. She stumbled and fell.What If You Are Asked to Change Your Statement?
Do not change your statement unless you made a genuine mistake (e.g., you got the date wrong). If someone pressures you to change it, refuse and report the pressure in writing.
Keep a Copy
Always keep a copy of your statement. If it is later altered or goes missing, you have proof of what you said.
What If You Remember Something Later?
If you remember additional details after submitting your statement, write a supplementary statement. Do not try to edit the original.
Final Checklist
Before submitting, ask yourself:
Have I included the date, time, and location?Have I named everyone who was present?Have I stuck to facts, not opinions?Is my statement clear and detailed?Have I kept a copy?A well-written statement is your best protection.