Standardizing the language of corporate internal investigative reports: A case study in appropriated professional language practices

Standardizing the language of corporate internal investigative reports: A case study in appropriated professional language practices Glen Michael Alessi (Università di Modena e Reggio Emilia) glennalessi@mac.com Large international corporations regularly conduct internal investigations regarding employee behavior. These investigations may pertain to misconduct, accidents, theft, complaints or issues of compliance. Employees are the first subject to interviews by company investigators, who subsequently report these cases in written form for internal use. These reports, however, may be required for external use later; for example, in the case litigation between an employee and the company. These reports are written by internal investigators who come from various cultural, educational and language backgrounds. They work at branch offices worldwide, often producing reports which often do not comply with the company's style-guide for report writing. The writing style and competency in English differ substantially between the reporting officers, requiring heavy editing in order to meet prescribed guidelines. A major international conglomerate which conducts investigations on its own staff worldwide has requested linguistic expertise or mediation in examining how individual reporting could be best standardized in order to avoid detailed editing and re-writing. The request is to establish more uniform lexical and grammatical choices among authors. The company hopes that the standardized reports create higher degrees of shared certainty and more objective evaluation of the circumstances between the company, the author and legal contexts, regardless of the specific case or author. The company's ultimate aim is to produce standardized documentation which employs terms, which foreseeably could be defended in court if needed. This presentation regards an in-progress case study which considers the analysis of six anonymized internal investigative reports by a major EU based multinational company. The company had requested suggestions of how it might credibly adapt the language in their reports to a legal context and how a standardized version of choices might be prescribed to agent-writers. Corpus-assisted and genre-based approaches will provide input into describing current report macrostructure, lexico-grammatical choices, and what suggestions can be made to standardize and render reports written by international agents more legally resistant.