What documents do you need to inform employees about the reporting scheme?
You need at least three documents: the reporting procedure itself in clear language, a brief communication with which you actively inform employees, and a location that is always accessible, such as a page on the intranet or a poster at the entrance. For companies with multiple locations or employees who speak other languages, add a translation.
The detail that matters most in this topic is not in the form of the documents but in their content: employees must explicitly read that they can report anonymously and that they will not be disadvantaged if they make a report in good faith. Without that, the channel will likely exist but not be used.
What the communication itself must contain
A communication to employees does not need to be long, but it must be complete. State where the channel can be found, how to make a report (in writing or verbally), and that anonymous reporting is possible. Also mention the two deadlines that apply to the person making the report: confirmation of receipt and the deadline within which they will hear what happens to their report. An employee who knows when to expect something is more likely to trust the procedure.
Why the protection against retaliation carries the most weight
Of all elements of the communication, protection against retaliation is what employees search for most, even if it often stands out little in the text. Someone considering making a report first weighs what it might cost them. A procedure that does not explicitly mention this risk is more likely to be read as a formality than as a functioning channel. This is also the element that supervisors and the works council ask about first, so it deserves its own sentence in the communication, not just a reference to the full procedure.
One language is not always enough
At companies with international employees, a reporting procedure in Dutch alone is often insufficient. An employee who does not understand the text well will not use the channel, regardless of how carefully it has been set up. It is therefore common to make the core message, and certainly the guarantee of anonymity and protection, also available in the working language of the location.
Who draws up the documents and who distributes them
The content of the reporting procedure usually lies with the same person who set up the scheme, often in consultation with the works council. Distribution is a separate step: a document that only sits on a server does not reach employees. Think of a fixed place on the intranet, a moment during a team meeting, and a reminder when new employees join. Signalo provides a ready-made information kit for this purpose that you can adapt to your own organization, so you do not have to formulate from scratch what is legally required and practically useful.
Keeping documents as proof of compliance
It is wise to record when and how you informed employees: the date of distribution, the channels used and any language versions. This is not a legal requirement in itself, but it helps if you later need to demonstrate that the reporting scheme was actually made known, for example during an inspection or discussion with the works council.
Whether your organization already meets the basics and which documents apply to your situation, you can yourself in a few questions. For the substantiation of each element, including the location in the official text, the knowledge base is freely available for consultation. How Signalo supports the reporting procedure, the information kit and the record-keeping obligation together, you can read on the page where this information comes from. Questions about costs and what is and isn't included are clearly set out at the explanation of packages and prices.
Don't yet have a complete picture of what your organization needs to put in place? Try the free quick scan or browse through the knowledge base; both can be consulted without an account and provide an immediate concrete answer.