What can you write instead of an explanatory note? How to write an explanatory note? Sample of writing an explanatory note
An explanatory note is internal document of the organization, which explains certain actions or incidents.
There is no unified form for this document, but the manual, if desired, can approve it. An explanatory note is written by an employee of the organization in a single copy on a blank A4 sheet. It contains information about who is contacting whom, as well as an explanation of the situation.
The note can be written by hand or using printing technology, the main thing is that it is attended by all names, date and signature of the employee.
Kinds
Depending on its content and reasons for compilation, the note may be several types:
- acquittal- contains information that explains one’s own behavior, the commission of any action or, conversely, inaction.
- Explanatory— the employee explains actions beyond his control, which were performed by other persons, or they arose due to certain circumstances.
How to write correctly to avoid punishment
Much of the success of writing an explanatory note depends on its correct drafting, for this you need to comply a few rules:
- avoid a large amount of unnecessary information and lengthy narratives; the information should contain useful information that explains the situation;
- do not use eloquent phrases that insult or, conversely, extol the other party who took part in the situation;
- do not hide the truth and do not shift your guilt onto anyone; a sincere confession is more conducive to oneself;
- Avoid grammatical and spelling errors and blots in the explanatory note; it must be written on a clean white sheet, in neat and legible handwriting; the document should not cause irritation just by its appearance.
Despite the fact that the explanatory note does not have a unified form, it is drawn up according to certain rules:
![](https://i0.wp.com/znaybiz.ru/wp-content/uploads/2017/10/pravila-sostavlenija-objasnitelnyh.jpg)
If the note is written in printed form the signature is still handwritten.
An explanatory note can be drawn up according to various reasons, most often this is:
- absence from work;
- making a mistake at work, failure to comply with job descriptions;
- failure to implement the work plan;
- to the tax service;
- from the cashier;
- to a kindergarten;
- to university;
- the class teacher at school;
- absence from parent-teacher meetings.
Absence from work
One of the gross violations that can lead to dismissal under the article is such an act must be accompanied by an explanatory document. In the main part, the first sentence indicates the name of the employee and how many working days he missed, as well as the dates that fell on these days. After this, the reason for absenteeism is indicated; the explanation must be logically related and truthful. Most often, not going to work occurs because reasons:
- health problems;
- caring for one of the family members;
- emergency repairs;
- car accident;
- inappropriate weather conditions;
- temporary detention in a place of deprivation of liberty.
It is best if the note is supported by some evidence, such as a medical certificate, a document about an accident or a certificate from the housing and communal services department, etc.
Making a mistake at work, failure to comply with job descriptions
It is common for an employee to make mistakes, this is facilitated by simple human factors, such as fatigue, poor health, worry, stress, inattention, family problems or lack of professionalism.
Also, for some reason, an employee may violate the rules that he is obliged to follow according to his job description. Regardless of the nature of the error and the reason for its occurrence, the employee must explain this situation.
The explanatory note first indicates what was perfect, and then for what reason it happened. Everything written should be clear to the reader, and the explanation should be truthful.
Failure to implement work plan
There are situations when an employee failed to cope with the amount of work established for a certain period. This situation should also be commented on by the employee. The explanatory note should indicate what exactly the employee failed to cope with, what amount of work was indicated according to the plan, and how much was actually completed.
Next, it is indicated for what reason this happened - lack of time, equipment, the influence of other factors, or the slowness of the employee. You can also briefly indicate your wishes to help improve productivity.
To the tax service
Each reporting period the organization must submit the necessary information to the tax service, this can happen in the following cases:
- failure to submit a tax return to the service on time;
- identifying errors in the declaration when writing words or numbers;
- discrepancies between the data available to the tax office and those submitted by the organization.
The explanatory note is attached to the amended declaration and can be submitted either in person or sent by mail. It needs to answer in detail, but not in a very large volume, the questions that the tax inspector has, for example, why this final figure was obtained, methods for calculating taxes, or for what reason errors were made.
From the cashier
Cashier job very responsible, since it is carried out in close contact with funds. Therefore, every erroneous action must be accompanied by an explanation and, if possible, evidence attached to it. A note is drawn up in the following cases:
- when a check is bounced for the wrong amount;
- making returns on a receipt tape;
- incorrect calculation, which resulted in a shortage or surplus of funds in the cash register;
- improper maintenance of cash documents.
The main part of the explanatory statement indicates the date of the error, the incorrect amount, the difference in data, check numbers, and the reason for this action. You can also indicate whether it was corrected and in what way. Afterwards, confirmation receipts with the cashier’s signatures, if any, are attached.
To a kindergarten
Parents usually write explanations to kindergarten in cases where the child missed several days, but not due to sick leave, or did not visit a doctor, but treated independently by parents.
The note is written not in the name of the teacher, but in the name of the director of the kindergarten. It indicates the child’s name, how many days he missed, what dates they fell on and the reason for the child’s absence.
To university
Students may often be absent from classes; this can happen either for a good reason or simply because they do not want to attend class. Despite the situation, the student is required to report his absence.
An explanatory note is written on behalf of the student himself, addressed to the dean or head of the department. It indicates the number of school days missed, their dates and the reason for the absence. If there is any evidence to support what is written, such as a hospital certificate, it must be attached to the document.
To the class teacher at school
If a student misses individual lessons or entire school days, the parent must also write an explanatory note indicating the reason for this action. It is drawn up in the name of the class teacher, on behalf of parents or guardians. It indicates the name of the student, the days or names of missed lessons, the date on which they fell, and, of course, the reason for absenteeism.
Absence from parents' meeting
Many class teachers ask the parents of their students to write explanatory notes to them if they are not present at the parent-teacher meeting. In this case, it must indicate the date of the meeting and the reason for non-attendance.
But it should be remembered that such an explanation is not mandatory, since attendance at the meeting is voluntary, therefore the manager has no right to demand it or find out personal reasons why the parent did not appear.
What does refusing to write entail?
Writing a good explanatory note is, first of all, important for the employee himself, as it can help avoid or mitigate punishment by convincing the boss of the seriousness of the situation.
But at some points the employee refuses to give any explanations about his violation. In this case, it is compiled special act on refusal to write an explanatory note, in 2 copies, one of which goes to the HR department, and the second remains with the employee.
An act is drawn up not only in case of refusal to provide a note, but also if it was not written within 2 days from the moment the employee committed the offense. It states the following information:
- title “Act of refusal to write an explanatory note”;
- information about the employee, name of the organization, position held, full name;
- information about witnesses to the drawing up of the act, who must be at least 3 people;
- date of drawing up the act;
- a regulatory framework explaining the employee’s offense and obliging him to write an explanatory note;
- description of the situation committed by the employee;
- the reason for refusal to give any explanation, if any;
- an explanation that the act was drawn up in 2 copies and that the employee is familiar with them;
- positions and signatures of all witnesses and those drawing up this document.
In the absence of an explanatory note, the employer has every right to punish the employee in accordance with the law, up to and including dismissal under the article.
Document retention periods
Like any document, an explanatory note is signed by authorized persons and transferred for storage, most often in Human Resources Department. Notes can be stored indefinitely. The only point is that when the statute of limitations for the violation expires, the need for explanations to it also ceases to be necessary.
Any misconduct must be answered, especially if it concerns violation of labor discipline. The explanatory note is important document, which helps to clarify the situation and, if possible, justify the employee and reduce the punishment. Therefore, you must always approach its preparation correctly and honestly.
This happened. Job. Error. “Write an explanatory note!” – pursed lips, a trained, bossy gaze. Such a requirement is fraught with bad and at the same time legal consequences. They can be minimized if you know what the document threatens, how and what to write about, and what to do. It’s good to have before your eyes a sample explanatory note about an error in your work. This article will talk about these things.
An explanatory note is drawn up by an employee when claims are made about non-fulfillment or improper performance of duties. It sets out the reasons for the current situation. On its basis, management determines whether the employee is guilty or not, and to what extent. Ultimately, the proceedings decide the issue of punishment. There are three options:
- termination of claims;
- forgiveness of the employee or verbal warning;
- disciplinary action.
Let's consider the last case.
The Labor Code of the Russian Federation (Article 192) allows disciplinary sanctions in the form of:
- comments,
- reprimand
- dismissals.
The employer has no right to use other punishments (including fines). At the same time, he can specify in the company’s internal documents the impact of these sanctions on bonuses.
Information about comments and reprimands is not included in the work book.
The employer has the right to dismiss an employee (Clause 5 of Article 81 of the Labor Code of the Russian Federation) if he fails to fulfill his job duties without good reason, if he already has an unresolved disciplinary sanction for the same reason. The latter is valid for 1 year.
A disciplinary sanction can be applied no later than 1 month from the date of discovery of the offense and 6 months from the date of its commission. For facts discovered during an audit, audit or financial inspection, this period is extended to 2 years.
An explanatory note is an integral part of the procedure, which can have far-reaching and unpleasant consequences for the employee. They can be reduced if you prepare the document correctly.
To write or not to write
Is it possible to refuse to the authorities and not write an explanatory note? Yes, you can. The employee has this right. The administration's actions to force this are considered illegal.
On the other hand, the absence of a written explanation will not help the employee avoid disciplinary liability (Article 193 of the Labor Code of the Russian Federation). The employer will issue a certificate of refusal. The defendant's signature is not required. The foreclosure procedure will go further.
The provided explanatory note will document the employee’s valid reasons for the incident. She will not allow the administration to interpret his actions at its own discretion. The employee will better understand the vulnerabilities of his position.
The process has started
The employer can request an explanation in writing or orally. At the same time, he is obliged to describe the fact of the violation and demand an explanation. A written request is given on paper with a receipt stamp. It can take the form of a demand, order, instruction.
An oral request sparks debate among lawyers. One position: in this case, the employee should not be provided with a written explanation. It is necessary to politely insist on a paper version of the demand or give oral comments about the incident. The reason is the employer’s unrecorded claims. It will also be difficult for the latter to prove the fact of the request in court - witnesses will be required.
Another position: give an explanation even in the case of an oral request. Argument - if necessary, the employer will easily formalize the demand in writing and submit it to the court.
Softness should not be abused. If the boss cannot clearly say for what violation an explanation is required, then it is necessary to insist on a written request. It is better to do this with a written statement to the employer. It should show the situation in detail (dates, participants, uncertain requirements).
The head of the organization or a person authorized by him can request an explanatory note. If such an initiative comes from your immediate superior, it is not recommended to require him to confirm these rights. On the one hand, if the case goes to court, he will be interested in the legality of the penalty imposed, and not in the identity of the person who requested an explanation. The employer will confirm authority if necessary. On the other hand, such a requirement will further strain the employee’s relationship with the administration.
A written explanation is provided within two working days in accordance with the Labor Code of the Russian Federation. The day the request was received is not included.
You shouldn’t give in to pressure from your superiors and write an explanatory note “right now.” It is necessary to remove the first nervous excitement and analyze the situation in a calm atmosphere. Read the job description again. Consult a lawyer. Then start writing.
An explanatory note should be written with the expectation that it will eventually end up on the judge’s desk. The author’s goal is to clearly characterize himself as a law-abiding citizen, ready to perform the work provided for in the employment contract.
The manager does not have the right to influence the document: dictate the text, demand it be rewritten, indicate “this is not the reason.” The content of the explanatory note is determined by the employee.
The text of the note is laconic. Optional information may raise unnecessary questions from management. Jokes and colloquial expressions are inappropriate. The tone of the story is respectful. If the proceedings go to court, the reputation of a boor will not help win the case. The narrative is presented in chronological order in the first person.
- confirm or deny the fact of violation;
- describe the circumstances of the event (date, time, place), its causes;
- characterize the guilt: intentional, due to negligence, its absence;
- bring witnesses;
- express an opinion on bringing to justice;
- describe your attitude towards further work.
Reasons for the error
Let's look at common options.
- High workload is a consequence of peak workload and understaffing. The explanation is good because it shifts the responsibility to the employer. Suitable for a small unit. Does not work in a large team working under the same conditions (at least formally). The management jealously guards its infallibility in the distribution of the workload. If the reputation of a lazy troublemaker is undesirable, it is better to find other reasons.
- Little experience - works in the case of a young specialist.
- Feeling unwell can serve as an excuse. The employee should emphasize that he worked in this state out of concern for the enterprise and the continuation of its rhythmic activities.
- Personal, family circumstances - it can help if the reason is serious. You should not abuse this remedy.
- An unclearly written, contradictory clause in the job description that allowed for incorrect interpretation. The argument is suitable for use, but it is better to first stock up on a certified copy of this document.
Other participants
If other people were involved in the incident, you should impartially inform what each person did. You should not directly name the culprit. This is the right of management. But it must receive sufficient information to make such a conclusion. You shouldn't lie. In a story like this, all participants write explanations, and the truth will come out.
Denouement
The employee must describe his conscientious work history with the employer, mention the absence of disciplinary sanctions in the past, and list the incentives received (bonuses, certificates, gifts). If the case goes to court, this information will be taken into account when making a decision.
If the employee admits guilt in making a mistake, he must express remorse. It is also necessary to assure management that such incidents will not happen again in the future.
How to compose
There are no statutory standards for the presentation of a written explanation. It is enough to follow the minimum general rules for preparing documents.
The note is prepared on an A4 sheet. It can be handwritten or typed on a computer.
At the top of the sheet, on the right side, in a column it is indicated to whom and by whom the document was sent. Recipient – the person who requested the explanation. His position, surname, and initials are given. The employee writes his department, position, full name.
A few lines below, in the center, the name of the document is indicated - an explanatory note. The text of the explanation follows.
Then the handwritten position, personal signature, initials and surname of the employee are affixed. The date the note was written is indicated. The employee has the right to attach documents confirming his information.
The explanatory note should be registered in the office, having received a copy or a 2nd copy of the note with the appropriate mark. This will protect against possible unlawful actions of the administration.
Example
To the Director of Prod-Service LLC
N.N. Nikolaev
from an accountant
Ivanova Irina Ivanovna
Explanatory letter
On February 12, 2016, I indicated incorrect prices on delivery note No. 331 and invoice No. 434, overstating them by 5%. The buyer therefore refused to accept the goods and it was returned to the warehouse. The error was caused by increased workload that day. The reason was the absence of accountant E.E. Rakova, who was on leave. I performed the duties of two people. I admit the mistake. Please take into account that Prod-Service LLC had no previous complaints about my work. In the future, I undertake to be more careful when filling out documents.
Accountant I.I. Ivanova
Explanatory letter– a document substantiating the reasons for the violation committed by one or another employee. It is usually written either voluntarily or at the request of the manager in cases where an employee of the enterprise has done something wrong (he was late or did not come to work at all, showed up drunk, did not fulfill the instructions given to him, etc.).
FILES
Why do you need an explanatory note?
As a rule, violations that require an explanation from the employee are quite serious and can lead to disciplinary action, including dismissal. To avoid this and honestly understand the situation, a competent manager asks for written explanations.
An explanatory note can protect an employee in controversial situations when there is a disagreement with the employer, and can also acquire the status of an evidentiary document in the event that either party goes to court.
To whom should the explanatory note be addressed?
Most often, an explanatory note is written addressed to the director of the enterprise. But if the company is very large, then it should be written to direct management (shop manager, foreman, department head, etc.). Typically, the position of the person in whose name the note needs to be written is regulated by the “Internal Rules”, which should be in every organization.
When to write an explanatory note
There are certain deadlines for writing an explanatory note: no more than two working days from the date of the incident. That is why the employer, when drawing up a written request for explanations, must set a date - the report will be kept from this date. If an explanatory note is not written within the prescribed time, the employer has the right to apply to the subordinate any penalties adequate to the offense and within the framework of the law.
It should be remembered that only one disciplinary punishment can be applied for one violation and no later than a month after the fact of the violation is established (the fact is also established in writing, by drawing up and registering a special act).
Rules for drawing up an explanatory note
The explanatory note is written in free form. It must contain the following information:
- information about the company,
- information about the manager and the offending employee,
- date of offense
- explanations.
The more convincing the main part is, the better for the employee; as arguments, it is best to give arguments that have some kind of written confirmation (for example, if you are late for work - a certificate from a medical institution, or a receipt from a car service with the date and time of the repair, etc. .P.). Also, a positive role is played by remorse for the violation committed (if it is the direct fault of the employee) and a promise to improve in the future and not make similar mistakes.
If the employee does not see any fault, this must also be reflected in the explanatory note, providing all the necessary evidence of its absence.
You can write an explanatory note either by hand or type it on a computer. The first option is preferable and this is how experienced HR specialists and lawyers require the document to be drawn up. In any case, there must be an explanatory certified by a living signature employee with a mandatory “live” transcript.
The explanatory note must be written in two copies, one of which must be given to the employer, and the second must be kept, but only after the employer puts a mark on both copies that the explanatory notes have been received.
Instructions for writing an explanatory note
An explanatory note from the point of view of the norms and rules of office work has a completely standard structure and should not cause much difficulty when writing
In the document header in the upper right corner you must enter information about the addressee.
- First, the position of the employee in whose name it is drawn up is indicated (director, general director, head of department, group leader, etc.).
- Then write the full name of the organization, indicating its organizational and legal status (IP, LLC, ZOA, OJSC), as well as the surname, name, patronymic of the addressee.
- After this, information about the employee is recorded in exactly the same way (position, company name, last name, first name, patronymic).
- Next, indicate the locality where the enterprise is registered, as well as the date the application was written.
Then in the center of the line you need to write the name of the document with a short description of its essence (in this case, “about being late for work”).
The second part is the main one. Here it is necessary to provide only facts and reasons for the offense, in this case, you should try to give a correct explanation with clear formulations and arguments. If there is written evidence of the employee's innocence, this should also be noted. There is no need to write a lot and in great detail - no one will read several pages of text, moreover, such an explanation may cause a negative reaction from the employer.
Application required sign with the obligatory decoding of the signature and hand it over either to the secretary or personally to the immediate supervisor.
If an employee commits illegal actions or any violations, the employer has the right to request a written explanation situations. In this case, an explanatory note is drawn up. However, not everyone knows exactly how to compose it correctly, what should be indicated and in what time frame it should be written.
Dear readers! Our articles talk about typical ways to resolve legal issues, but each case is unique.
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What is an explanatory note?
The explanatory note is an internal document of the company. It serves to describe certain events, the nature of which is uncertain. This document helps to highlight the cause-and-effect relationship in any matter that occurred at the enterprise.
As a rule, the consequences of what happened are negative character. To determine the degree of guilt of all participants in the event, the employer (or any boss in the company) may request the writing of an explanatory note.
The author of this document simply states the essence of what happened, without drawing any conclusions. The author’s task is to highlight the situation from his own point of view and convey it to management possible reasons leading to negative consequences.
Do not confuse an explanatory note with an explanatory note. The latter is written as an appendix to any project, when it is necessary to give a more detailed description of one of the documents. An explanatory note is often is in the form of an exculpatory character. Management may require its writing in the event of any misconduct by the employee.
In what cases is it written?
According to Art. 193 Labor Code of the Russian Federation the employer has the right to impose disciplinary sanctions on the employee for any misconduct. As punishment, an employee may receive a reprimand, a reprimand, or be fired.
In order for the punishment to be fair, the employer is obliged to understand what happened and understand the reasons that led to undesirable consequences. This is precisely why a written explanation is drawn up by the employee who is guilty of the circumstances.
Why do you need an explanatory note? Read here.
.
The circumstances leading to violation of labor discipline, the following situations may occur:
- late for work,
- absenteeism,
- failure to fulfill the sales plan,
- violation of workplace safety rules,
- failure to fulfill one’s duties or instructions from a manager, which resulted in negative consequences,
- being at work under the influence of alcohol or drugs,
- concealment of any information,
- negligent behavior at work resulting in injury to other employees or any disruption to work,
- indication of incorrect data in business documents,
- loss or damage to corporate property,
- waste of entrusted funds of the enterprise.
The reasons that led to undesirable consequences may or may not be valid. The employer independently decides how much the employee is to blame for the incident and what punishment should be applied to him?.
Writing deadlines
An explanatory note is drawn up at the written request of management. After discovering an employee’s misconduct, the manager must present to his employee on the same day request for clarification what happened in writing.
In this case, it is advisable to request the person responsible for the incident to sign either opposite the date of receipt of the notification, or opposite the clause on refusal to write an explanatory note. This will document the exact date the employee received the request.
The legislation allows for writing explanatory notes two working days. This period is counted not from the day the offense was committed, but from the day the employee received the request. It is important to understand that it is working days that are counted, not calendar days.
For example, an employee received a notification on Friday, so he must submit his note outlining the events that took place to management on Tuesday. If he received the request on Monday, then the deadline for submitting the explanatory note would be Wednesday.
To whose name should it be addressed?
Due to the fact that the explanatory note is an internal labor document, each company stipulates the rules for the provision of business papers by internal labor regulations.
As a rule, such documentation is drawn up in the name of the person to whom the employee reports, i.e. either addressed to the immediate superior, or addressed to the general director of the company.
If local regulations do not specify other subordinate relationships, then the note is drawn up in the name of the employee’s immediate supervisor.
However, the company's CEO may issue separate act, in which he will appoint a special chairman of the commission to investigate the incident. In this case, all documentation is written in the name of the chairman.
The order of design and content of the text
A single form for writing this document is not approved by law, so companies use internal forms. If we talk about whether it is done by hand or on a computer, then both options will be correct. However, some employers require handwritten certificate occurred from its employees.
This is due to the fact that if the case goes to court, it will be impossible to challenge the authorship of the note. If it is compiled on a computer, then it will be either difficult or even impossible for a graphological examination to determine the authenticity of the document based on one signature. In this case the employee can challenge the text, saying that he signed it under duress.
To avoid such labor disputes, it is advisable to indicate in the printed text by hand:
- full first name, last name and patronymic,
- personal signature,
- employee's job title.
Like all business correspondence, the note has some mandatory design standards. The structure of the document might look like this:
![](https://i1.wp.com/bizakon.ru/wp-content/uploads/2017/01/opozdal.jpg)
It is important to ensure that the note is accepted against signature indicating the date and position of the employee who received it.
If an employee does not agree with management’s decision, he can challenge its actions in the following instance:
- Labour Inspectorate,
- prosecutor's office,
Or convene within the enterprise labor dispute commission and consider the case. In difficult situations, the employee needs to provide all the documents, and most importantly, provide reasoned written data in his defense.
Examples
In real life, extraordinary situations rarely happen. The most common reason for writing excuses about yourself at work is family circumstances.
Download a sample explanatory note on family circumstances.
Very often, writing an explanatory note is difficult. No one wants to receive a disciplinary sanction and openly admit their guilt or prove their innocence.
Whatever the reasons, it is important to describe your point of view truthfully. Due to the fact that the header and title are unchanged, we present various examples of events of the explanatory text itself:
If an employee refuses to give a reason for his misconduct, he can appeal to management with a request to treat to his situation with understanding in view of his previous achievements:
“On March 9, 2015, I was 1 hour late for work due to personal reasons that I cannot voice. I ask you to take into account that in 5 years of service I have never been late by more than 10-15 minutes, I always do my work properly and for the second year I have been the best salesman according to the results of the year.”
An employee may have own opinion regarding the events that occurred. It is important to convey this to management:
“The head of the group is Yakovenko V.M. gave me the task of drawing up a sales plan for January 2016. Due to the fact that drawing up plans is not part of my immediate responsibilities in accordance with the Job Description approved by the General Director on May 10, 2004, I refused this task.
Instead, I carried out my immediate duties, namely, I went to a meeting with a key client, IP Antonyuk, during which I entered into an agreement with him to extend our services for the next calendar year.”
It may happen that an employee is prevented from fulfilling his job duties third parties. An example of an explanation of non-fulfillment of the plan might look like this:
“I, Andrey Nikolaevich Makarov, want to bring to the attention of management that the failure to fulfill the plan is also due to the bankruptcy of our key client Oasis LLC.”
This company seriously influenced the spread of negative rumors about our company in the city's leading media, disseminating information that we were unable to provide them with legal services on time.
In this regard, several clients who were in my jurisdiction refused the services of our company, and new clients do not want to sign contracts with us. I ask you to refute the rumors about our incompetence and negligent attitude towards clients.”
When and how is an act of refusal to write an explanatory note drawn up?
According to the law, before imposing a disciplinary sanction on an employee, the manager is obliged to ask him for an explanation of the current situation.
If, for some reason, the employee refused to write an explanatory note, then in order to comply with the law, an act of refusal must be drawn up. This document is drawn up by a specially assembled commission.
It may include employees of the company. Number of people on the commission should not be less than three. This could be the head of the company and its employees.
The act is also internal document, therefore, there are no forms enshrined in legislation. Like all business documents, the act is drawn up in accordance with the company’s internal regulations, or in any form in compliance with the rules of business correspondence.
You will find a sample act of refusal to write a note.
Many people are afraid to write explanatory notes, even if they are not at all to blame for the situation. This shouldn't be done. It is important to approach the writing of this document with full responsibility, because Subsequently, events can take a completely unexpected turn.
But the documented facts of writing an explanatory note will help to competently resolve any difficult situations for both the employer and the employee. Moreover, most often this document helps the employee avoid unwanted punishment.
Watch the video and maybe you will learn something else interesting on this topic:
At first glance, it seems that there is no significant difference between official, memorandum and explanatory notes, because These documents are similar in purpose - they are all informational in nature. Nevertheless, these are different documents that differ in content, targeting, and purposes of preparation. In addition, they do not contain instructions, but provide information prompting the addressee to make a final decision on the issue under consideration.
What are the features of an official, report, explanatory note? How to correctly prepare each document on paper? We will try to answer these and other questions from a practical point of view.
REPORT
Memorandum(code 0286041 according to OKUD) is an information and reference document addressed to the manager, head of the department, and other authorized persons. It sets out in detail any issue with the conclusions and proposals of the compiler and is aimed at inducing management to make a certain decision.
There is no definition of “memorandum” as an independent concept in the legislation.
The memorandum is drawn up both on the written or oral instructions of the manager, and on the initiative of the employees themselves (for example, in cases where, in order to resolve any production or economic issue, it becomes necessary to present information in writing to higher management). With the help of such a document, you can make a proposal to improve the technical side of production processes, express disagreement with a decision made by a superior manager, and also express your point of view if disagreements arise with colleagues. Therefore, when preparing a memorandum, it is first of all important for the author to clearly formulate his position, and then provide convincing arguments in its favor.
Types of memos
- to initiative ones;
- informational;
- reporting.
Initiative a memorandum is drawn up with the goal of inducing the addressee to make a certain decision, therefore the text of the memo states the facts and contains specific proposals, recommendations or conclusions.
Information a report is prepared regularly and contains information about the details, results or methods of performing the work.
Reporting the report informs about the completion of the work, its stage, implementation of instructions, orders, etc.
Depending from the addressee reports are divided into:
- to external ones;
- internal.
External memo addressed to the head of a particular institution, drawn up on the organization’s general letterhead, signed by the head and usually contains the following details:
- name of company;
- date;
- index;
- place of compilation;
- addressee;
- title to the text;
- text;
- manager's signature;
- performer's surname, phone number.
An external memorandum is submitted to the head of the parent organization (Example 1).
Example 1
External memo
REPORT
10.02.2014 № 12/05-14
On attracting additional
labor resources
Dear Andrey Vasilievich!
Due to the lack of candidates at the stage of forming the administrative apparatus for the branch in Moscow, it is necessary to attract labor resources from additional sources by 04/14/2014. Interviews with new candidates must be conducted by 04/21/2014.
Payment of expenses for additional services will be made in accordance with clause 4.5 of the Service Agreement No. 04/56 dated February 14, 2014.
Head of HR Department Semenov IN. Semenov
In case No. 03-13
Odintsova 02/10/2014
Internal memo sent outside the institution, for example to a higher organization, drawn up on a standard sheet of A4 paper, but indicating all the necessary details located in accordance with GOST 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for drawing up documents" (Example 2).
Mandatory details of an internal memorandum include:
- name of the structural unit;
- name of the document type (REPORT);
- date of;
- registration (outgoing number);
- title to the text;
- text;
- mark about the presence of the application (if any);
- destination;
- signature of the originator (indicating position, initials, surname).
Example 2
Internal memo
REPORT
07.04.2014 № 6
About absenteeism committed by a manager
sales department
I would like to bring to your attention that today, 04/07/2014, sales manager Valentina Ivanovna Petrova was absent from her workplace throughout the entire working day from 10:00 a.m. to 6:30 p.m.
No information or documents were provided confirming the validity of the reason for V.I. Petrova’s absence.
In connection with the violation, I propose to dismiss V.I. Petrova. for absenteeism.
Head of Sales Department Ignatiev O.A. Ignatiev
In case No. 02-10
Sidorova 04/07/2014
Registration of details of the report
When preparing a memorandum, both angular (Example 3) and longitudinal arrangement of the details of the header part (Example 4) are used.
Example 3
Angular location of details in the memorandum
Name
structural unit Destination
REPORT
______________ № ________
Heading
Example 4
Longitudinal arrangement of details in the report
Name of structural unit
REPORT
_____________ № _________
Heading
Name of document type written in capital letters (REPORT NOTE) and can be located in the center or from the border of the left margin.
date And number memos are written on one line. The date is written in Arabic numerals ( 21.04.2014 ) or alphanumeric method ( April 21, 2014.).
note
The date of the external memorandum is the date of its endorsement and sending to the addressee, the date of the internal memorandum - date of preparation and signing.
Registration number on an internal memorandum it is marked either at the place of preparation or at the place of receipt - depending on the document registration system that operates in the organization.
If the report must be reviewed by interested parties, it is marked visa approval, and after making a decision - resolution leader.
The adoption of a resolution is the final stage of consideration of the report.
note
The resolution of the manager who reviewed the internal memorandum will be the basis for taking any measures, issuing documents, or holding events.
Heading to the text briefly reveals the contents of the document. It is formulated according to the general rules for compiling headings for documents: using the preposition o/o and a verbal noun in the prepositional case, for example About absenteeism Lazarenko O.O.
Text a memorandum consists of two or three semantic parts:
- in the first - statingparts- states the reasons, facts or events that served as the reason for its writing;
- in the second - analyzing part- contains an analysis of the current situation and provides possible solutions;
- in the third - summary part- contains conclusions and proposals for specific actions that, in the opinion of the compiler, need to be taken.
The second part of the report may be missing. In this case, the text of the memorandum contains the rationale, conclusions and proposals of the compiler.
If the memo has an appendix, mark aboutapplication is done before signing.
A note indicating the presence of the application named in the text of the note is formatted as follows:
Application: for 3 l. in 1 copy.
If the note has an appendix that is not named in the text, then indicate its name, number of sheets and copies.
Appendix: Regulations on the Regional Lending Department for 5 pages. in 1 copy.
Internal memo sign the compiler (if it is presented to the head of the unit) and the head of the unit (if it is presented to the head of the organization); external memo signs Head of the organization.
note
If the memorandum is drawn up on two or more pages, then the second and subsequent pages must be numbered. Serial numbers are written on the right side of the top margin of the page in Arabic numerals.
SERVICE NOTE
Service memo is a type of report. This is a written information message, widely used in the practice of modern management structures of various levels and organizational and legal forms. Office memos provide direct communication between management objects at the horizontal level.
By the way
An official memo is a document that does not have official status. It is not provided for in OKUD.
Memos are prepared in a wide variety of situations. Typical objectives of this document include:
- information request;
- issuing instructions;
- accompanying another message (covering note);
- announcements (notices).
The text of the memo contains information about the reasons for its preparation in the form of a proposal, request, application. This could be information about personnel movements, meetings, changes in the company’s corporate culture, etc. Service notes are drawn up on a standard sheet of A4 paper.
The memo is signed by a specialist or department head. The date of the memo is the date it was drafted and signed.
The legislation does not provide for strict requirements for the preparation and execution of official memos, therefore the procedure for their execution, taking into account the specifics of the organization, should be fixed in a local regulatory act, for example, in the instructions for office work. The format of the memo should serve the purpose of simplifying and speeding up internal communication processes.
A sample design of a memo is presented in Example 5 .
Example 5
Service memo
On Saturday, 04/19/2014, from 9:00 to 16:00, the HR department of Sever LLC will carry out installation work on installing an alarm system.
I ask you to allow access to perform work for the following employees of the Energoset company:
1. Simakin I.P.
2. Ivanov P.N.
Head of Administrative Operations Sviridov N.N. Sviridov
In case No. 02-14
Ilyina 04/16/2014
EXPLANATORY LETTER
Explanatory letter- this is an internal document explaining the reasons for any action, fact, case, incident, drawn up by an employee of the organization and presented to a higher official.
According to part one of Art. 193 of the Labor Code of the Russian Federation, before applying a disciplinary sanction, the employer must request a written explanation from the employee. The employee reports the reasons and circumstances of the disciplinary offense in the explanatory note. Based on the explanatory note, the manager makes a decision to apply a disciplinary sanction to the employee. In addition, this document is one of the grounds for the employer to assess the severity of the offense committed and the circumstances under which it was committed.
In OKUD OK 011-93, this document is mentioned only once - an explanatory note about violation of labor discipline (code 0286091), which belongs to class 0286000 “Documentation for registration of disciplinary sanctions.”
Types of explanatory notes and their features
- drawn up to explain individual provisions of the work performed (project, report, development);
- compiled in the event of regular situations, violations of discipline, misconduct, etc.
The explanatory note is written by hand by the employee in a single copy on a standard A4 sheet of paper and addressed to the person who requested it. It can also be typed on a computer using a stencil form accepted by the organization. The form of the explanatory note, as well as the method of execution (handwritten or on a computer), are not legally established.
An explanatory note can be drawn up by a structural unit or a specific official.
Note as evidence
The employer, by requiring an explanatory note written by hand from the employee, thereby protects himself from unlawful actions on the part of the employee during a labor dispute. It prevents substitution of the original document.
If the company uses template forms, then at the end of the text you can make a note:The explanation was compiled in person using a personal computer. Date of. Signature.
Registration of individual details of the report
In order to unify information and reference documents, an explanatory note should be drawn up and executed in accordance with the requirements of GOST 6.30-2003.
Date the explanatory note is the date of its preparation.
Text the explanatory note must contain:
Description of the facts that served as the reason for its writing;
Arguments that explain the current situation.
The text of the note must be convincing and contain irrefutable evidence.
Upon registration signatures the position, personal signature, initials and surname are indicated.
As applications Documents may be provided that justify the actions of the document maker and confirm certain circumstances.
In terms of the structure of the text, an explanatory note differs from a report in that it does not contain conclusions and proposals (Example 6).
note
If the company has developed and approved standard forms of explanatory notes used in various situations, this does not mean that employees must draw up notes according to the approved forms. A document not drawn up according to form may also be valid.
Example 6
Explanatory letter
Apply disciplinary action
in the form of a reprimand to Alexandrova I.I.
Issue an order to the HR department.
Smolkin 04/17/2014
To the Director of LLC "SV"
A.V. Smolkin
EXPLANATORY LETTER
14.04.2014 № 14
About absence from work
I, Alexandrova Irina Igorevna, accountant, was absent from the workplace on April 14, 2013 from 9:00 a.m. to 3:30 p.m. due to personal circumstances.
I have no supporting documents.
Accountant Alexandrova I.I. Alexandrova
REGISTRATIONREPORTS, OFFICIAL, EXPLANATORY NOTES
One of the functions of the organization’s records management service is to ensure prompt search for the necessary information related to the promotion of transferred documents to the contractor. To make it easier to find this data, various registration forms are used.
Reports, official and explanatory notes, by their functional purpose, are carriers of certain information. Since the issue stated in the note requires a written decision in the form of a resolution of the head of the organization or other authorized official, the documents must be registered.
Let us remind you that there are three forms of document registration: magazine, card and automated. An organization has the right to choose the most effective and appropriate form of registration.
▪ Journal registration form - the most common, but not always convenient, because All documents are recorded in it in chronological order, and when searching for a specific document, a specialist has to look through all the sheets of the journal. The search for information is also complicated by the fact that an initiative document can be registered, for example, in one journal, and the response to it in another. There are no mandatory registration forms (magazines) provided for by law. The recommended form of the log book is shown in Example 7.
Example 7
Fragment of the log of reports and explanatory notes
Document date |
Registration number |
Type of document, summary |
Who signed the document |
Executor |
Transferred to |
Receipt receipt (signature, date) |
Mark on sending the document to the file |
07.04.2014 |
03-10/14 |
On recalling cashier O.R. Shvets from vacation. |
Head of HR Department |
Human resources department inspector |
Human Resources Department |
Smirnova V.A. |
In case No. 03-14 Smirnov 04/07/2014 |
▪ Card registration form Compared to the magazine version, it is more convenient and adapted. The registration and control cards of documents created when searching in the classifier make it possible to optimize the document search process and reduce the time of the registration process. The obvious advantage of card registration is that several employees can handle registration at the same time;
▪ Automated (electronic) registration form involves the use of special software. Information about the document is entered into an electronic registration and control card stored in the database. Simultaneously with registration, a registration and control card can be printed.
Typically, reports and explanatory notes have a complex registration index, which is formulated in the same way as the index of an outgoing document. The registration number consists of the case index according to the nomenclature of cases (including the index of the structural unit and the case number according to the nomenclature of cases of this unit) and the serial number of the document within the calendar year.
note
Issues of registration and accounting of documents in the organization should be reflected in the instructions for office work. The instructions should include:
1) list of non-registered documents.
2) a list of registered groups of documents, and for each group the following must be indicated:
Place of registration;
Time and procedure for registration;
Rule for creating a registration number;
The form in which registration is made;
List of details that are entered in the form, rules for filling them out;
Rules for recording the movement of documents after registration;
Principle of registration (single or repeated registration when transferring a document to another department);
3) the procedure for re-receiving a document to the organization (for incoming documents).
Storage periods for reports, official and explanatory notes
Storage periods are established in the List of standard administrative archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating storage periods, approved by Order of the Ministry of Culture of Russia dated August 25, 2010 No. 558. In accordance with the specified List, storage periods for reports can be 1 year, 3 years, 5 years, 75 years, permanent. Explanatory notes should be kept permanently.
Our advice
When preparing notes, it is necessary to adhere to a uniform style, and the main text of documents must comply with the rules of business ethics and established requirements for document execution. An unpleasant impression is left by sloppily compiled and executed documents with grammatical errors. Do not rush to send the document to the recipient, but carefully proofread it, correcting, if any, grammatical errors or typos.