Code of Conduct Incident Response Template

Incident Response Template

When a code of conduct report comes in, having a structured response process prevents panic and ensures fair, consistent handling. This template can be adapted for any community.

Phase 1: Initial Response (0-24 hours)

Acknowledge the report immediately:

Subject: RE: Code of Conduct Report

Thank you for bringing this to our attention. We take all
reports seriously and will review this promptly.

You can expect an update within [TIMELINE]. If you have
additional information, please reply to this email.

- [NAME], Code of Conduct Committee

Triage checklist:

• Is anyone in immediate danger? (If yes, contact authorities)
• Assign a lead investigator
• Check for conflicts of interest among committee members
• Preserve evidence (screenshots, links, timestamps)

Phase 2: Investigation (1-7 days)

1. Review the report — Read carefully, note specific behaviors
2. Gather context — Review public interactions, logs, history
3. Contact the reporter — Ask clarifying questions if needed
4. Contact the reported — Inform them of the report (without identifying the reporter) and get their perspective
5. Consult witnesses — If applicable, speak with others who observed the behavior

Phase 3: Decision (7-14 days from report)

The committee should:

1. Review all evidence as a group
2. Discuss the appropriate enforcement tier
3. Vote on the action (majority rules)
4. Draft the communication to both parties

Phase 4: Communication

To the person reported:

Subject: Code of Conduct Decision

After reviewing a report about [GENERAL DESCRIPTION],
the committee has decided on [ACTION].

[SPECIFIC EXPECTATIONS going forward]

This decision was made by committee vote. If you wish
to appeal, contact [APPEAL_CONTACT] within 14 days.

To the reporter:

Subject: Update on Your Report

We have completed our review and taken action.
Due to privacy, we cannot share specific details,
but the matter has been addressed.

Thank you for helping us maintain a safe community.

Phase 5: Post-Incident (30 days later)

• Check in with the reporter
• Monitor for repeated behavior
• Update documentation if the incident revealed policy gaps
• Consider anonymous transparency reporting