Statements | Advice guides | Royal

College of Nursing
Contents
Statements for your employer
Statements prepared for you
How to write your statement
Other statements
Further information

Statements for your employer

If your employer asks you for a statement, ask them to put their request in
writing so that you know exactly what you are being asked to write about. Your
employer should give you adequate time to prepare your statement and have it
checked by your union. You and your employer should agree a reasonable
submission.
Use this guidance to write and structure your statement.
Call us to discuss arrangements for checking your statement before you give it
to your employer.
When they request your statement, your employer may also ask you to attend
an investigatory meeting (/get-help/rcn-advice/investigations). If you are
concerned, call us.

Statements prepared for you

Sometimes your statement will be prepared by someone else in your workplace,
for you to sign. This might have been prepared as a result of a meeting with

you or by your manager. If you disagree with any of the content do not sign
and submit the statement. Return the statement to your employer clearly
indicating the areas for amendment. Call us if you are concerned.

How to write your statement

Add your personal details to the front page, as follows:
Name
Occupation or job title
Professional address
Subject of statement (for example, patient/client X at what incident/location.)
Then add an introduction:
I am employed by [insert your employer]. I qualified as [profession] in
[month/year of qualification]. My previous experience includes... I have worked
in my current job for months/years].
This statement is based on [personal recollection/review of records - or
combination].
I have been involved in the care of Patient X since [date].
I am responding to allegations [you could list them for ease of reference] / a
request for a written statement.
Write your narrative ensuring it is:
Clear
Use the first person (e.g. I).
Avoid jargon or official language. Be as brief as possible while covering all
the essential points needed to address the allegations.
Relate the facts from the beginning and keep them in chronological order,
giving precise dates and times. Be consistent in using am or pm or the 24
hour clock.
State the times you were on and off duty on the days in question.
Give brief details of the work environment at that time including your
responsibility and the number of patients in your care.

 State what is personal recollection and what can be corroborated as fact with
reference to, for example, health care records, reports, clinical guidelines or
standards.
Be clear about what you did, saw and heard. Include your professional
involvement, as appropriate, based on clinical records.
Where known, please use full names and job titles of colleagues
Explain clinical or health care procedures and avoid general statements such
as routine observations were made. If normal procedures were not followed,
explain what is normal and why there was a departure from the accepted
procedure.
Always write the subject of an abbreviation or acronym in full at first
mention.
Relevant
It is acceptable to form a view based on your professional judgement.
Document the facts or evidence on which you based your conclusion. Relate
how this impacts on patient care or service levels.
Dont assume that the reader knows anything of the facts of the case, such
as a patients medical history, your environment or clinical routines and
procedures. Any intelligent lay person should be able to understand the
content.
Dont speculate, elaborate or exaggerate or use emotional language you
may be called as a witness to give oral evidence based on your statement.
Avoid giving opinions or making judgements that you cannot support by
factual evidence or corroboration. You can reflect on what you have observed
to be usual practice or experience.
Hearsay is second-hand, rather than first-hand evidence, for example: I
heard Susan say that she had seen Jill give the injection. It can be admissible
in certain legal proceedings, but it must be clear that it is hearsay evidence.
Only relate what you were told by another/ others - you have no way of
verifying the accuracy of others accounts.
In any summary, recap the main points and avoid adding new information or
comments.
Compliant
Keep patients and relatives identities anonymous - for example, use Patient
X throughout the statement. Record your justification for any public interest
disclosures and speak to us before disclosing any information.

 Follow any professional codes, local policies and confidentiality guidelines.

Remember that you could be challenged on the content of your account, and
your statement could be used in criminal proceedings or disclosed to all
parties in a disciplinary or grievance hearing.
Add the following statement of truth and sign and date your statement:
This statement is true to the best of my knowledge and belief.
Name
Job title
Signature
Date
List all documents referenced in your statement and, if possible, where
to find them, such as:
Patient records, notes, and departmental documents
Local policies or procedures
National standards or evidenced based information
Professional codes and guides
Format your statement
Add page and paragraph numbers. Double space your lines and ensure pages
have clear wide margins at each side.
Check it
Review each paragraph carefully, checking that your statement only
communicates exactly what was asked for or required. Look at whether the
facts can be evidenced. Check that the facts you provide are clearly and
objectively explained.
Remember: if you feel your practice or conduct is under investigation, call us
for advice.
Keep a copy

Always keep a copy of your statement for future reference. If any oral evidence
you are asked to give at a later date is significantly different from your written
statement, this might affect your credibility.

Other statements
Witness statements
You could be asked to make a statement as an independent bystander, or - as a
health care professional - you may have witnessed bullying or poor practice.
This could lead to formal proceedings against someone else and you may be
required to attend a disciplinary (/get-help/rcn-advice/discipline)or grievance
(/get-help/rcn-advice/grievance)hearing as a witness (/get-help/rcn-advice
/witnesses-different-types-and-being-prepared). If there is no risk to you, we
do not represent members attending a hearing as a witness, nor do we check
statements before you give it to your employer. You should prepare your
statement in line with this guidance.

Inquest/Coroners Court
If you are asked to provide a statement for an inquest or coroners court (/gethelp/rcn-advice/inquest-and-fatal-accident-inquiry) check your employers
policy. You may be required to talk to management, or your employers solicitor,
before speaking to the Coroners Office/officer. The policy should outline
whether your employer will arrange representation for you to avoid
incriminating yourself.
If there is a risk of you being prosecuted in connection with a death, or you
may have contributed in some way to the death, call us for advice prior
submitting or signing any statement.
We expect the employer to represent its employees at an inquest. However, in
certain exceptional circumstances, we may provide support where:
there is a clear conflict of interest between the member and other staff
involved in the patients care (such as doctors or other health care
professionals), where it would be difficult for the employers lawyer/s to
represent all staff as well as the employer
the employer is refusing to represent, and we cannot persuade the employer
otherwise.

Civil and criminal proceedings

Management may receive a complaint and request a statement about an
incident which could result in a civil or criminal claim. This could include, for
example, loss of property, personal injury or death following treatment. If you
have been asked to prepare a statement in connection with any potential
litigation/legal action (such as a medical negligence claim) against you or your
employer, call us for advice before you submit your statement.

Police statement in criminal proceedings

It can be very frightening to be questioned by the police (/get-help/rcn-advice
/police-cautions-convictions-and-criminal-procedures). If you are a suspect (i.e.
the police say that they will be interviewing you under caution) you should not
answer questions or submit any statement until you have legal support. Call us
as soon as you can. If this is not possible you must seek the support of the
duty solicitor at the police station.
If you have been asked to prepare a statement regarding an alleged criminal
act carried out by another/ others then assess the risk to yourself before you
submit a statement. If you are concerned, call us.

Further information
Gov.uk (https://www.gov.uk/) (England and Wales)
Scottish Courts (http://www.scotcourts.gov.uk)
Courts and Tribunal Service Northern Ireland (http://www.courtsni.gov.uk)
Acas (http://www.acas.org.uk)
Labour Relations for Northern Ireland (http://www.lra.org.uk)
Coroners Court for England and Wales
(http://www.coronerscourtssupportservice.org.uk/)
Coroners Court Northern Ireland (http://www.courtsni.gov.uk)
Procurator Fiscal Scotland (http://www.copfs.gov.uk)
The Nursing and Midwifery Council (https://www.nmc.org.uk/)

The General Medical Council (http://www.gmc-uk.org/)

Medical Practitioners Tribunal Service (http://www.mpts-uk.org)
Ministry of Justice (http://www.justice.gov.uk)
Victim Support (http://www.victimsupport.org.uk)