Workplace investigation costs in Australia: what affects your quote?

What should an estimate include?

Ask the provider to describe the work covered, rather than relying on a total without supporting detail. Depending on the matter, the assignment may include:

• Reviewing the initial material and agreeing terms of reference
• Developing allegation statements, a chronology and an investigation plan
• Arranging and conducting interviews, including follow-up interviews where needed
• Obtaining, organising and assessing relevant records
• Putting relevant adverse information to the appropriate person for response
• Analysing the evidence and preparing findings and reasons
• Report review, progress updates and a final briefing, if included

Check what is excluded. Legal advice, disciplinary meetings, a broader culture review, specialist forensic work or attendance in later proceedings may require a separate engagement. A shorter report and a detailed evidence-referenced report may also involve different work, even when they concern the same events.

Estimate, fixed fee and fee cap

Ask the provider to explain the payment arrangement in writing. An estimate usually projects cost using assumptions about the work. A fixed-fee offer should state the defined work covered and what would be treated as a variation. If a fee cap is proposed, confirm what happens when it is approached: whether work pauses, the scope is reviewed or additional approval is sought. The agreement’s actual wording matters.

What changes the amount of work?

Allegations and time period. Several allegations about one incident may be easier to investigate together than an alleged pattern across different teams and locations. Avoid assuming that a count of allegations alone predicts the final cost.

Participants and follow-up. An initial witness list is a starting point. Interviews may identify another relevant witness or a record that needs to be tested. Availability, interpreters, accessibility arrangements and requests for breaks can affect scheduling and resources.

Evidence volume and condition. A dated set of relevant messages is different from an unindexed mailbox. Ask who will collect records, how collection will be authorised, and who will sort, search or extract them. Preserve originals and distinguish an employer-prepared chronology from the underlying evidence.

Complexity and reporting. Conflicting accounts, multiple policies, counter-allegations or an expanding time period can require additional analysis. Clarify whether the brief asks for factual findings, policy findings, recommendations or a combination.

Location and interview format. Video interviews may reduce travel, but suitability depends on privacy, access, participant needs and the evidence. Ask about travel time, accommodation, venue hire and any cancellation expenses. Do not assume that remote work is always cheaper or appropriate.

Timing. A requested deadline affects resourcing. Ask what can realistically be completed and whether urgency changes the proposed terms. A timetable still needs room for a fair response and necessary follow-up.

Two scope examples

Example A: a defined incident

Hypothetical example. An employer asks for enquiries into comments allegedly made at one team meeting. The initial brief identifies one respondent, a small group of possible witnesses, meeting notes and a short message thread. The quote could explain the assumed interviews, document review and report. It should also explain what happens if interviews identify other relevant incidents.

Example B: a pattern across locations

Hypothetical example. A complaint describes repeated conduct over several months involving different teams. Potential witnesses include former employees, and relevant records are held in several systems. Before estimating a full investigation, the parties may need an agreed preliminary scoping stage to define the allegations and likely evidence.

These examples illustrate scope differences, not prices or Synergy fee packages. Ask each provider to quote against the same brief and disclose uncertainty. A lower hourly rate may produce a higher overall bill if it covers different work or requires more time.

Questions for comparing quotes

Use the following list beside each proposal. Record “included”, “excluded” or “needs clarification”, together with the provider’s explanation.

1. Scope: Which allegations, period, locations and policies are covered?
2. People: Who will investigate, what experience is relevant, and is another person’s review included?
3. Interviews: What participant and follow-up assumptions support the estimate?
4. Records: Who collects, organises and reviews the material?
5. Deliverables: What report, evidence references, briefings and response work are included?
6. Communication: What progress and budget updates will be provided?
7. Expenses and GST: Are taxes, travel, transcription, interpreters and other third-party costs included or additional?
8. Changes: Who approves extra work, when will revised estimates be given, and what happens if approval is delayed?
9. Payment and cancellation: What invoicing milestones, deposits or cancellation terms apply?

Manage changes without losing necessary enquiries

Agree a named contact who can approve variations. If something material changes, ask for a concise explanation of the new issue, why the work is relevant, the likely cost and timetable effect, and the decision needed.

A useful budget checkpoint might follow the initial document review or first round of interviews. Its purpose is to update assumptions while there is still time to adjust the plan. Avoid instructing the investigator to omit relevant evidence simply to keep the original estimate unchanged.

For an organisation with a suitable internal investigator, supported internal investigation work may be an option. Compare the external fee alongside internal staff time, capability and conflicts. Responsibility for each stage should remain clear.

Prepare a useful first enquiry

Start with a concise outline of the concern, the roles involved, the organisation’s location, the period concerned, known records, immediate risks and any genuine deadline. Say what has already been done and what decision the investigation needs to inform.

Before sending detailed complaint files, confirm the provider’s conflict-check and secure-transfer process. Ask what information is needed at each stage. A well-organised initial brief helps the provider explain what can be estimated now and what remains uncertain.