Legal & administration

Confidential report form with optional name

People are more likely to speak up when there is a clear, private way to do it. This form asks what the concern is about (safety, fraud, harassment, data protection or other), what happened and when, and gives an optional field for a name and a contact email. A note at the top tells people they can stay anonymous and should not share more than they are comfortable with.

Who it is for

• Small organisations, clubs and workplaces without a formal reporting system
• Schools and associations that want to hear concerns early
• Managers looking for a simple first channel for confidential reports

When to use it

Publish it with a short explanation of who reads the reports and what will happen next. Showing one question at a time suits a sensitive subject, because people can stop at any point and are not faced with a long form.

What the form asks

Every question can be changed, removed or reordered before you publish.

The PDF your respondents receive

Each report is saved as a PDF with the answers. Treat these as sensitive documents and limit who may see them. Note that Fillfold is not a certified whistleblowing system, and laws on reporting channels vary, so check what applies to your organisation.

Questions people ask

Is a report completely anonymous?

The form does not ask for a name, but we cannot promise complete anonymity. For abuse prevention, the service keeps a technical fingerprint of each submission's source and a short-lived record of the address. Tell people honestly what to expect.

Does this satisfy the law on whistleblowing?

Not by itself. Some organisations must offer specific channels and procedures. Take advice if the rules apply to you.

Who can read the reports?

The owner of the form can. Think carefully about who that should be, and how you will handle reports about the owner.

Related templates

• Complaint formCollect complaints with facts, dates and what the person wants.
• Incident reportRecord who, what, when and where after an incident.
• Data subject access requestLet people ask for a copy of, or deletion of, their data (GDPR).