---
title: Closing reason & Closing comment
description: Once you change the status of a case and mark it as closed, you are automatically requested to fill in a closing reason and a closing comment. This information is not visible to the sender and is only available to members of the administration.
---
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# Closing reason & Closing comment
## When closing a case in FaceUp, you’re required to document the resolution with a structured closing reason and comment.
When you change a case status to **Closed**, FaceUp will automatically prompt you to fill in:
- **Closing reason**
- **Closing comment**
This step is mandatory and ensures your case documentation is complete, structured, and audit-ready.
Importantly, **this information is internal only**.
It is **not visible to the report sender** and can only be accessed by members of your FaceUp administration team.
Tip: You can define your own closing reasons or edit the existing ones - see the [Managing closing reasons](https://support.faceup.com/managing-closing-reasons?hsLang=en) for more information.
---
### Filtering cases by closing reason
Once cases are closed with a defined reason, you can easily **filter cases in the Cases overview**.
This is particularly useful if you want to analyze, for example:
- Substantiated vs. unsubstantiated cases
- Policy breaches vs. misunderstandings
- Cases resolved through mediation vs. disciplinary action
---
### Closing reasons in Analytics
In the **Analytics** section, you’ll find a visual chart displaying case distribution by closing reason.
This allows you to:
- Quickly understand resolution trends
- Share high-level summaries with leadership
- Identify recurring compliance risks
- Spot areas where additional training or policy updates may be needed
---
### Why closing reasons matter
For compliance and ethics leaders, closing a case is more than an administrative action - it’s a signal.
Clearly defined closing reasons help you:
- Maintain consistent case documentation across your team
- Ensure audit-readiness and defensibility
- Identify patterns in resolution types
- Track how issues are handled over time
- Improve reporting to leadership and the board
Instead of simply marking a case as *closed*, you create structured insight into *how* and *why* it was resolved.
---
### Best practice for compliance teams
We recommend:
- Defining clear internal guidelines for selecting closing reasons
- Keeping closing comments factual and audit-ready
- Reviewing closing-reason analytics quarterly
- Aligning resolution categories with your compliance reporting framework
When used consistently, closing reasons turn your case management process into a strategic compliance asset - not just a record-keeping tool.
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