How to motivate employees to use a whistleblowing hotline

Creating a culture where employees feel safe and confident to report misconduct is crucial for any organization. A whistleblowing hotline is an effective tool for this, but its success depends on whether employees trust and use it. Here’s how to encourage your team to use the hotline.

1. Ensure Employees that hotline is effective

Employees are less likely to report concerns if they are unsure whether doing so will be beneficial. According to a study by the Ethics Resource Center (ERC), 62% of employees avoid reporting their concerns because they believe no action will be taken in response. And this is the first issue that needs to be addressed.

Source: NATIONAL BUSINESS ETHICS SURVEY® OF FORTUNE 500® EMPLOYEES

To change this belief, organizations need to prove that the whistleblowing hotline is not just a formality but a tool that brings real results. Here’s how:

• Show past success stories (without revealing confidential details). If employees see that reports have led to meaningful action — such as policy changes, disciplinary measures, or improved working conditions — they’ll be more likely to trust the process.
• Provide regular updates about reported issues. This doesn’t mean sharing sensitive details, but a general report on the number of cases handled and the actions taken can help build trust.
• Follow up with whistleblowers. If an employee reports something, let them know their concern is being taken seriously. Even if full details can’t be disclosed, a simple acknowledgment can make a big difference.
• Ensure leadership involvement. If employees see that managers and executives support the hotline and take reports seriously, they’ll be more likely to use it.

By actively demonstrating that the hotline leads to real action, companies can help break down skepticism and encourage employees to speak up.

2. Offer Anonymity

According to a study by the Ethics Resource Center (ERC), 42% of employees don't report due to feeling that it's not confidential, 29% of employees don't report due to fear of retaliation from coworkers, 28% fear retaliation from top management, 25% fear retaliation from supervisors, and 14% experienced retaliation in the past. Offering anonymity directly addresses this fear.

Source: NATIONAL BUSINESS ETHICS SURVEY® OF FORTUNE 500® EMPLOYEES

Let employees report concerns anonymously if they choose. Anonymity reduces fear of exposure or judgment and encourages individuals to speak up without hesitation. Ensure your hotline allows anonymous submissions and you should communicate this option.

However, simply offering anonymity is not enough—it must be credible. Employees need to trust that their identity truly remains protected. Here’s how to strengthen that trust:

• Use a third-party hotline provider. An external service reassures employees that their reports won’t be traced back to them internally.
• Clearly explain how anonymity is maintained. Many employees fear that their voice, writing style, or IP address could expose them. Address these concerns by outlining the security measures in place, such as encrypted communication and data protection protocols.
• Reinforce non-retaliation policies. Anonymity helps, but employees also need assurance that they won’t face consequences even if their identity is revealed. Ensure leadership upholds a strict non-retaliation policy and communicates it regularly.
• Allow two-way anonymous communication. Some cases require follow-up questions, but employees won’t respond if they think answering will reveal their identity. A secure system that allows anonymous back-and-forth conversations can improve trust and effectiveness.

When employees truly believe they can report safely, they are more likely to step forward and help create a more ethical workplace.

3. Enforce and Prove the Non-Retaliation Policy

A non-retaliation policy is only effective if employees trust it. Fear of consequences can silence potential whistleblowers, so companies must not only implement this policy but also prove it works.

Zero Tolerance for Harassment

Employees should never face intimidation, exclusion, or career setbacks for reporting misconduct. Even indirect retaliation, such as workplace hostility, must be actively prevented.

Ban Harmful Language

Terms like "snitch" or "informer" create a culture of fear and must be strictly prohibited. Open discussions about ethics should replace stigmatization of whistleblowers.

Demonstrate Leadership Support

Executives should publicly reinforce the importance of speaking up and ensure real protection for those who report. When employees see that whistleblowers are safe and respected, they’ll be more likely to trust the system.

4. Provide Employee Training

Educate employees about the purpose of the whistleblowing hotline, how to use it, and the types of issues they can report. Training sessions help employees understand the process and build confidence in the system.

However, it’s also important to teach employees how to recognize misconduct. Sometimes, behaviors that seem normal or “just the way things are done” may actually be unethical or even illegal. Employees need clear examples of what should be reported—whether it’s fraud, harassment, safety violations, or other concerns. Case studies and real-world scenarios can help them identify red flags they might otherwise overlook.

Research by the Association of Certified Fraud Examiners (ACFE) shows that fraud tips are TWICE as likely to come from employees who received fraud awareness training as from employees who did not.

Source: ACFE. Occupational Fraud 2024: A Report To The Nations

As you can see in the graphic below, organizations that PROVIDED fraud awareness training uncovered frauds more than 2.5X TIMES faster than organizations that did not.

Source: ACFE. Occupational Fraud 2024: A Report To The Nations

Equally important, training should reinforce that reporting misconduct is not just encouraged—it’s a priority for the company. Employees need to see that leadership takes these issues seriously and values ethical behavior. If the company demonstrates a strong commitment to integrity, employees will feel more empowered to speak up.

If you want to learn more about the benefits of whistleblowing training, topics to cover, and more, you can check out our article about training for reporters.

5. Build an Escalation Procedure

6. Create a Communication Campaign

Sometimes not only fear of retaliation or lack of whistleblowers' training impact on low level of reports. Maybe not all employees even know about the opportunity to share their concerns with the company. 15% of employees who do not report issues say they are unsure about whom to contact. You should be sure that employees on all levels are aware of whistleblowing channels. 

Choose the most suitable form of the communication campaign for your organisation. You can promote the whistleblowing channels through posters, videos, emails, regular reminders, whistleblowers' training, etc.

Deloitte's study shows that training programs are crucial for fostering awareness of whistleblowing among employees, while corporate websites serve as the primary resource for external parties. It is important to not only distribute promotional materials to employees but also to organize whistleblowing training. This training not only informs employees about the available reporting channels but also serves as a powerful tool for increasing awareness.

Source: 2024 Conduct Watch Survey Report

Emphasize the importance and benefits of whistleblowing during the campaign. An effective communication strategy ensures the hotline remains top-of-mind for employees.

And remember that regular promotion of the hotline keeps it visible and accessible.

7. Use an Outsourced Vendor

Consider outsourcing your whistleblowing hotline to an independent vendor. External providers offer unbiased systems, expertise, and secure platforms, which can increase employee trust and confidentiality.

Would you like to learn about the additional benefits of using outsourced vendors?

Read our article "The Outsourced Hotline is Easy: Benefits of Implementation".

8. Evaluate and Improve

To maintain an effective whistleblowing system, continuous evaluation is essential. If employees feel their reports are ignored or that the process is inefficient, they will stop using the hotline. Regular assessment helps identify weaknesses and ensures the system remains trusted and effective.

Employee Surveys

Gathering employee feedback is one of the best ways to measure the effectiveness of your whistleblowing program. Conduct anonymous surveys to understand:

• Whether employees feel comfortable using the hotline.
• If they trust the process and believe their reports are taken seriously.
• What concerns or barriers prevent them from reporting.

Survey insights can highlight gaps in communication, trust, or accessibility. Addressing these concerns will strengthen the system and increase employee confidence in using it.

KPIs for Success

Set clear key performance indicators (KPIs) to monitor the hotline’s effectiveness. Some important KPIs include:

• Number of reports submitted – A steady increase in reports may indicate rising employee trust.
• Types of reports received – This helps identify recurring issues that need to be addressed.
• Time taken to resolve cases – A slow response can discourage employees from reporting in the future.
• Employee awareness levels – If employees don’t know about the hotline, communication efforts need improvement.

Regularly reviewing these metrics helps organizations refine their whistleblowing process and ensure it remains an effective tool for addressing workplace misconduct.

Automatically gathering all data in an easy-to-read format simplifies processes. For instance, we offer a case management platform equipped with essential analytics to help you understand your KPIs

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Analytics of whistleblower reports on Ethicontrol's platform.

For more information about Ethicontrol's analytics features, click here.

9. Provide Feedback

Employees need to know that their concerns are not disappearing into a void. Providing feedback reassures them that their reports are being taken seriously, encouraging future reporting.

Follow-Up on Reports

A lack of response is one of the main reasons employees stop using whistleblowing channels. Even when a case cannot be disclosed in full, a simple follow-up message can make a difference. Organizations should:

• Acknowledge receipt of the report.
• Provide updates when possible.
• Inform the whistleblower when the case has been resolved (without disclosing confidential details).

This approach builds trust and reinforces the effectiveness of the hotline.

Providing feedback for reporters is essential, even if they choose to remain anonymous. Therefore, ensure that your solution allows for this opportunity.

For instance, in Ethicontrol's platform, reporters receive a secret code that enables them to access a feedback room. In this space, they can check the status of their report, ask questions to the investigation team, and provide additional information.

Reporter's feedback room 

Show Organizational Commitment

Beyond individual follow-ups, organizations should demonstrate a commitment to resolving misconduct. Consider sharing aggregated data on cases handled, policy changes made, or improvements implemented as a result of reports. Employees are more likely to report issues if they see that their actions lead to real change.

By closing the feedback loop, organizations create a culture of transparency and accountability—key factors in encouraging employees to use the whistleblowing hotline.

10. Make Whistleblowing Easy

Some employees are deterred from reporting misconduct due to complicated procedures. Streamlining the process increases the likelihood of reports being submitted.

Ensure the reporting process is simple and quick. Complicated procedures can discourage employees from reporting issues. Streamline the process and provide multiple channels, such as phone, email, or online portals.

And remember, It's important to ensure that you gather all essential information from the whistleblower during the preliminary check. Therefore, you should make the process both easy to understand and user-friendly. At the same time, web forms and call centers must include all necessary questions to collect complete information.

Addressing these points creates a safe, trusted, and effective whistleblowing system that employees are more likely to use. This, in turn, helps your organization identify and resolve issues before they escalate.