Communicating your whistleblowing solution: how to build trust and boost reporting

When it comes to informing employees about your internal whistleblowing program, clear, consistent, and transparent communication is essential. The way you communicate your whistleblower policy can directly influence whether employees feel safe enough to speak up — or stay silent.

Why few reports don’t always mean no problems

At first glance, receiving few or no whistleblower reports might seem like a good sign — but it’s often not that simple. A lack of reports doesn’t necessarily mean that your organization is free of misconduct.

Employees may hesitate to report concerns if they:

• Fear retaliation or negative consequences.
• Don’t know how to submit a report.
• Don’t understand what qualifies as a whistleblower case.

That’s why it’s critical to create and communicate a clear, trusted whistleblower policy — one that explains not only how to report but also why it matters.

What employees need to know about your whistleblower system

To build trust and transparency, your communication should include:

• How to file a whistleblower report and where to access the reporting channel.
• What happens next — including how reports are received, investigated, and resolved.
• The benefits of whistleblowing — for the company, the employees, and the wider community.
  
  

By highlighting how whistleblowing contributes to a healthier, more ethical workplace, employees are more likely to understand its value and take action when needed.

Best practices for communicating your whistleblower policy

When introducing or updating your whistleblowing solution, make sure to:

1. Explain the purpose of your whistleblower system and its importance for organizational integrity.
2. Describe where to find internal reporting channels and how they work.
3. Offer clear examples of the kinds of issues that should (and shouldn’t) be reported.
4. Reassure employees about confidentiality and anonymity (when legally possible).
5. Clarify responsibilities — who receives and manages reports.
6. Provide transparency around data protection and compliance with national whistleblower laws.
7. Outline the next steps — what happens after a report is submitted and once an investigation concludes.

Your organization is also required to inform employees that they might be mentioned in reports — whether as a witness, a victim, or in another capacity. And don’t forget: employees must be aware of their right to report externally to designated authorities when applicable.

Go beyond employees — who else should be informed?

Your whistleblower policy should reach more than just current staff. Other groups to include are:

• Former employees and job candidates.
• Contractors, suppliers, and business partners.
• Volunteers, interns, and temporary staff.
• Shareholders, board members, and other stakeholders.

How to share information about your whistleblowing program

Effective communication is ongoing. You can promote your whistleblower channels through:

• The company intranet and website.
• Employee newsletters and internal emails.
• Notice boards, digital screens, and staff meetings.
• Training sessions, onboarding materials, or explainer videos.

A whistleblower policy shouldn’t just sit in a binder — it should live in your organization’s culture.

Don’t forget to follow up

When whistleblowers never hear back after filing a report, they may lose trust in the system. While legal restrictions may limit what you can share, you can still build confidence by providing general updates on outcomes.

Consider sharing:

• Annual or quarterly statistics.
• Anonymized summaries of reports and resolutions.
• Infographics showing trends and preventive actions.

If you’re using an external whistleblowing platform like Whistlelink, it’s easy to generate anonymized reports and share key insights securely. Some of the world’s most ethical companies (Ethisphere, 2020) do exactly that — regularly communicating statistics on report volume, categories, and resolution outcomes.

Build a speak-up culture with the right whistleblower solution

A strong whistleblowing program doesn’t just protect your organization — it empowers your people to do the right thing.

Looking for a secure, compliant, and user-friendly whistleblowing solution?
Book a free demo with Whistlelink and discover how easy it can be to build trust and compliance in your workplace.