SAMPLE MEMORANDUM

To: [Approving Authority / Executive Leadership / Legal Counsel]

From: [Name], [Title / Threat Assessment & Management Team]

Date: [Date]

Subject: Request for Authorization of SAFEWATCH on Person of Concern

Purpose

This memorandum seeks authorization to implement limited, lawful SafeWatch (physical surveillance) of a designated Person of Concern in response to a credible threat of workplace violence. The purpose of this request is to support employee safety, threat assessment, and risk mitigation in accordance with organizational policy and applicable law.

Background

On [date], [department/unit] received information indicating that [Person of Concern] has made statements and/or exhibited behaviors that constitute a credible threat of harm toward workplace personnel or facilities. These concerns have been documented through [incident reports, witness statements, HR records, threat assessment review, etc.].

A preliminary assessment conducted by [Threat Assessment Team / Security / HR / Legal] determined that the risk level warrants enhanced monitoring while additional protective measures are evaluated.

Rationale for SafeWatch (physical surveillance)

SafeWatch is requested as a preventive and protective measure, not a disciplinary or punitive action. The objectives are to:

✅ Indicators of escalation or imminent risk, i.e., POC is traveling toward the workplace he/she has threatened with a violent attack

✅ Corroborate or clarify reported behaviors and intent

✅ Support timely intervention by security or law enforcement if necessary

✅ Protect employees, visitors, and organizational assets

✅ The organization’s duty of care and workplace safety obligations

✅ Identify modes of transportation such as a description of vehicle and plate so that on-site security can be on the lookout for it

✅ Observe POC outward behavior and activity that would help the Threat Management & Assessment Team make a more accurate threat assessment

SafeWatch will be limited in scope and duration and used solely to inform safety-related decision-making.

Legal and Policy Considerations

SafeWatch (physical surveillance) will be conducted ethically and lawfully and only in public or legally permissible environments.

✅ No monitoring will occur in areas where a reasonable expectation of privacy exists

✅ Actions will comply with applicable federal, state, and local laws

✅ SafeWatch will align with internal policies on workplace safety, threat management, and privacy

✅ Legal counsel has been consulted / will be consulted prior to implementation

Oversight and Safeguards

To ensure quality, proportionality and accountability:

✅ Important: Only qualified licensed private investigators who are insured physical surveillance experts with a proven record of success of monitoring a Person of Concern will be used in the field

✅ Surveillance will be authorized for a defined time period

✅ Findings will be documented and restricted to authorized personnel

✅ Information collected will be used exclusively for safety and threat-management purposes

✅ The activity will be throughout the day by the Threat Assessment & Management Team to determine continued necessity

✅ Surveillance will be discontinued immediately if no longer justified

Recommendation

Given the credible threat indicators and potential risk to workplace safety, authorization of limited physical surveillance is recommended as part of a broader, coordinated threat-management strategy.

Requested Action

Approval is requested to proceed with the proposed SafeWatch under the conditions and safeguards outlined above.