How to write an explanatory note about a mistake at work. Explanatory note to the director: sample, writing features and recommendations

Written submission of explanations becomes mandatory only in a number of cases. The most common- when assessing the validity of the reasons disciplinary offense of an employee(violations by the employee of labor, official duties). This is required by the procedure for imposing a disciplinary sanction under Art. 193 Labor Code(hereinafter - the Labor Code of the Russian Federation), which can result not only in a remark or reprimand, but also in dismissal. It all depends on the circumstances in which you need to understand. The explanatory note in this case documents, conveys to the management the position of the employee, his vision of the situation, his arguments.

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Labor Code of the Russian Federation. Article 193 "Procedure for the application of disciplinary sanctions"

Before applying a disciplinary sanction, the employer must request a written explanation from the employee. If, after two working days, the specified explanation is not provided by the employee, then an appropriate act is drawn up.

The employee's failure to provide an explanation is not an obstacle to the application of a disciplinary sanction.

A disciplinary sanction is applied no later than one month from the date of discovery of the misconduct, not counting the time of illness of the employee, his stay on vacation, as well as the time required to take into account the opinion of the representative body of employees.

A disciplinary sanction may not be applied later than six months from the day the misconduct was committed, and based on the results of an audit, audit of financial and economic activities or an audit, later than two years from the day it was committed. The above time limits do not include the time of criminal proceedings.

For each disciplinary offense, only one disciplinary sanction may be applied.

The order (instruction) of the employer on the application of a disciplinary sanction is announced to the employee against signature within three working days from the date of its issuance, not counting the time the employee is absent from work. If the employee refuses to familiarize himself with the specified order (instruction) against signature, then an appropriate act is drawn up.

A disciplinary sanction may be appealed by an employee to state inspection labor and (or) bodies for the consideration of individual labor disputes.

But explanatory notes can also be drawn up for other reasons, although the aspect of the “need to justify” is preserved (after all, in other cases, service and memos are used). For example, in the course of investigating the circumstances of causing damage to the property of the employer and determining its amount under Art. 247 of the Labor Code of the Russian Federation.

See also a sample requirement for written explanations in the article “False documents for employment”

Requesting written explanations

So, "before applying a disciplinary sanction, the employer must request a written explanation from the employee." As you can see, the law does not specify exactly whether the demand for explanations should be oral or written. In particularly difficult cases, when both the employee and the employer are very serious and intend to go, as they say, to the bitter end, the employer must ask the employee for an explanation in writing, in order to later be able to confirm compliance with the procedure prescribed for imposing disciplinary sanctions in Article 193 of the Labor Code of the Russian Federation (Example 1). The approved form of this personnel document never existed, therefore, in each organization it is drawn up in its own way. Even the type of document used for this is different (notification, requirement, letter, etc.), although it is more correct to call it “ requirement", because in part 1 of Art. 193 of the Labor Code of the Russian Federation states that. Notification has a different meaning - information is being given and there is no requirement to do anything. Letter - an outgoing document that is sent to a third party organization or to an individual, and the employee is not such a “stranger” person.

It should be remembered that “a disciplinary sanction is applied no later than one month from the day the misconduct was discovered” (part 3 of article 193 of the Labor Code of the Russian Federation). The fact of its discovery is confirmed by an act, not a requirement. Therefore, this month should be counted from the date of discovery (which ideally should coincide with the date of drawing up the act), and not from the date of requesting written explanations.

Another period is counted from the date of the claim - 2 days to give a written explanation(see Example 3). Therefore, it is important not only to issue a claim, but also to prove that it was handed over to the employee or he refused to receive it. To do this, at the bottom of the sheet, you can immediately make the appropriate blanks (marked with numbers 1 and 2 in Example 1): if the first one is not issued (signature on receipt of the demand), then the second one is drawn up (witnesses confirm the fact that the employee refused to receive this document, this mark eliminates the need to draw up separate act for this).

Example 1

Written request for an explanation from the employee

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Example 2

The text of the demand for explanations from the employee about the reasons for absence from work and signature

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Example 3

Calculation of the period for giving a written explanation of the reasons for a disciplinary offense

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Suppose a worker negligently damaged the property of the employer on Monday 09/01/2014, there were witnesses to this and an act was drawn up on the same day. On September 2, 2014, the worker was required to give written explanations. We start counting from the next day:

• 09/03/2014 - 1st day,
• 09/04/2014 - 2nd day (when the submission of an explanatory note will still be considered timely),
• On 09/05/2014, it is already possible to activate the fact of failure to provide explanations.

If the requirement to give written explanations was presented to the employee on Friday 09/05/2014, and Saturday and Sunday are his days off (that is, they are not included in the calculation of the 2-day period), then the deadline for the timely submission of an explanatory note will expire only on Tuesday 09/09/2014 .2014.

So that a conscientious worker does not get confused in the calculation this period, it is better to immediately indicate in the requirement a specific date by which the explanatory note must be provided. Here you can add a specific unit / official to whom it should be given (see the second paragraph of the text of the requirement from Example 1). The addressee of the explanatory note (in whose name it is drawn up, for example, CEO) and the person to whom it should be given (for example, the secretary or head personnel service) are likely to be different people.

If the employee really had good reasons for the behavior that the employer did not like, and in general they are adequate people, then you should not be afraid of an explanatory note - she will defend the "accused". Then you do not need to wait for a written request from the employer. According to his verbal wish, it is better to immediately draw up explanatory note, attaching to it the maximum evidence of his innocence. Not only official documents will do, even a printout from a news site about interruptions in the operation of the metro line, through which a latecomer gets to work, will do. If there is a conflict between employees, then a well-written explanatory note can even “drag” the management to the side of its author.

In whose name is the explanatory note written?

To accurately answer this question, you need to look at the Internal Labor Regulations, which should be in force in every organization. Most likely, it says that the employee reports to his immediate supervisor and CEO. Then the explanatory note, in which case the employee will write in the name of either his boss or the general director.

Local regulations may establish a different hierarchy: for example, members working group report to the head of this group, despite the fact that they represent different divisions in it. The group leader may ask for written explanations only if the misconduct is related to the work of the group.

Thus, the security service, the corporate culture manager, the head of the personnel department are not entitled to demand explanations from employees of other departments who are not subordinate to them, unless this is expressly stated in the organization's local regulations. True, the relevant powers to these and other officials can still be delegated by the general director by order (for example, to the chairman of the commission to investigate a particular incident). See the captions in Examples 1 and 2 marked with an exclamation point.

By hand or on a computer?

The law does not oblige to write explanatory notes by hand, they can be typed on a computer. But experienced personnel officers demand explanations from employees, written only with their own hands. In the event of a labor dispute, this will help the employer protect against misconduct by an employee who may claim that he was “forced” to sign a text already drawn up by someone.

The minimum required composition of handwritten elements, inscribed by the employee’s hand on an explanatory note, is as follows:

• job title,
• personal stroke and
• AND ABOUT. Surname.

It is impossible to confine oneself only to a handwritten personal stroke, because some signatures are not able to be unambiguously identified by handwriting examination as belonging to a certain person. And for whole words (in positions and surnames), this can definitely be done.

Details of the explanatory note

The form of the explanatory note is relatively free. No one requires an employee to have a thorough knowledge of the standards for paperwork, and compliance with the necessary minimum is enough.

At the top, on the right side of the sheet, information is written in a column about to whom and by whom the explanatory note is addressed. The employee must indicate his structural unit, position, as well as full surname, name and patronymic. Document type name- explanatory note - written in the center, after a few lines (usually with a capital letter or only in capital letters, as shown in Example 4). Example 5 shows an outdated version, where the name of the document type is written entirely in small letters and followed by a dot, i.e. the whole "cap" as if could be read in a single sentence; such design options used to be found in applications.

Example 4

"Header" of the explanatory note

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Example 5

An outdated version of the "cap" of the explanatory note

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Please note: in Example 5, the line with writing the type of document (with a small letter and a dot) is obsolete, and everything above is quite correct. The position of the author of the explanatory note may deviate from the addressee (general director, as in Example 4), or it may go immediately on the next line (as in Example 5). The preposition "from" may or may not be present before the author's title.

The name of the document type is followed by text which is in free form. The only requirements for it:

• the correctness of the wording and the use, if possible, of an official business style of presentation,
• only exact dates, if necessary - time,
• facts and reasons for the current situation.

Circumstances are different, and it is incorrect to demand brevity from an employee in an explanatory note. A note can take up several sheets of paper, contain direct speech and read like a good detective, or it can consist of one line. The employer has no right to limit the employee in such "creativity".

No one expects conclusions and suggestions from the employee in the explanatory, although it will not work to forbid him to include them.

The content of the explanatory note is determined only by the employee who needs to write it. The boss does not have the right to dictate the text, say phrases like “this is not the reason”, demand rewriting and influence the content of the document in other ways. In some organizations, they go even further and draw up standard texts of explanatory notes. The employee has the right to decide whether to use them or write an explanatory note on his own. It is in his interest to describe what happened in the way he thinks is right. The employer, in turn, is obliged to familiarize himself with any explanations of the employee, whether he likes them or not.

Drafting the text of an explanatory note is very often difficult. Let us repeat the main rule: events must be stated as they happened.

If the fault of the employee is obvious (he was late, was rude to the client, forgot to do something), then it is pointless to deny this and invent some kind of excuse. You have to write it as it is:

Example 6

Explanatory note text

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Example 7

Explanatory note text

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There can be many reasons for being late or absent from the workplace, and not all of them are valid. If the employee does not want to voice the true reason for his lateness, this is his right. Here the universal formulations “for family” or “for personal reasons” will help out (see Example 8). Another way out is to admit one's guilt without describing the reasons (Example 9). However, such cliches, of course, will not evoke any understanding and sympathy from the leadership.

Example 8

Explanatory note text

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Example 9

Explanatory note text

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The employee may assume that he will be “forgiven” because the reason for the misconduct is valid, and he himself has been working for a long time, this has never happened before, or for some other reason. Then he better write about it in his explanations:

Example 10

Fragment of the text of the explanatory note

At first glance, it seems that there is no significant difference between service, memorandum and explanatory notes, because. these documents are similar in their purpose - they are all informational in nature. Nevertheless, these are different documents that differ in content, targeting, and purposes of compilation. In addition, they do not contain instructions, but information that prompts the addressee to make a final decision on the issue under consideration.

What are the features of a service, memorandum, explanatory note? How to format each document correctly hard copy? We will try to answer these and other questions from a practical point of view.

MEMORANDUM

memorandum(code 0286041 according to OKUD) is an information and reference document addressed to the head, head of department, other authorized persons. It sets out in detail any issue with the conclusions and proposals of the compiler and aims to encourage 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 head, 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 production processes, to express disagreement with the decision taken by the superior manager, and also to state their point of view in case of disagreement with colleagues. Therefore, when preparing a memorandum, it is first of all important for the author to formulate his position in an accessible way, and then to give convincing arguments in its favor.

Types of memos

• for initiative;
• informational;
• reporting.

Initiative a memorandum is drawn up in order to encourage the addressee to make a certain decision, therefore, the text of the note sets out the facts, contains specific proposals, recommendations or conclusions.

Informational a memorandum is compiled regularly and contains information about the details, results or methods of performing the work.

Reporting the memorandum informs about the completion of work, its stage, the implementation of instructions, orders, etc.

depending from the addressee reports are divided into:

• to external;
• internal.

External memorandum addressed to the head of a particular institution, drawn up on the general letterhead of the organization, 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;
• artist's name, phone number.

An external memorandum is submitted to the head of the parent organization (Example 1).

Example 1

External memorandum

MEMORANDUM

10.02.2014 № 12/05-14

On attracting additional

labor resources

Dear Andrei Vasilyevich!

Due to the lack of candidates at the stage of formation of the administrative apparatus for the branch in Moscow, it is necessary to attract labor resources from additional sources until 14.04.2014. Interviews with new candidates should be held by 21.04.2014.

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 Human Resources Semenov IN. Semenov

In case No. 03-13

Odintsov 10.02.2014

Internal memorandum 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 the preparation of documents” (Example 2).

The mandatory details of the internal memorandum include:

• Name structural unit;
• name of the type of document (MEMORY);
• the date;
• registration (outgoing number);
• title to the text;
• text;
• a mark on the presence of the application (if any);
• destination;
• signature of the compiler (indicating the position, initials, surname).

Example 2

Internal memorandum

MEMORANDUM

07.04.2014 № 6

About absenteeism committed by the manager

sales department

I bring to your attention that today, 07.04.2014, sales manager Valentina Ivanovna Petrova was absent from the workplace throughout the working day from 10:00 to 18:30.

No information or documents confirming the validity of the reasons for the absence of V.I. Petrova were provided.

In connection with the committed violation, I propose to dismiss Petrov V.I. for a walk.

Head of Sales Department Ignatiev O.A. Ignatiev

In case No. 02-10

Sidorova 07.04.2014

Registration of details of the report

When making a memorandum, both the angular (Example 3) and the longitudinal arrangement of the details of the heading part (Example 4) are used.

Example 3

Angular arrangement of details in the memorandum

Name

structural unit Destination

MEMORANDUM

______________ № ________

header

Example 4

Longitudinal arrangement of details in the memorandum

Name of the structural unit

MEMORANDUM

_____________ № _________

header

Document type name is written in capital letters (MEMORY) and can be located in the center or from the border of the left margin.

the date and room memoranda are written on one line. Date is issued Arabic numerals (21.04.2014 ) or alphanumerically ( April 21, 2014.).

note

The date of the external memorandum is the date of its approval and sending to the addressee, the date of the internal memorandum - date of compilation and signing.

Registration number on an internal memorandum it is affixed either at the place of compilation or at the place of receipt - depending on the document registration system that operates in the organization.

If the memorandum must be considered interested persons, put on it visa approval and after the decision is made resolution leader.

The adoption of a resolution is the final stage in the consideration of the memorandum.

note

The resolution of the head, who considered the internal memorandum, will be the basis for taking any measures, issuing documents, holding events.

header to the text briefly describes the content of the document. It is formulated according to general rules compiling headings for documents: using a preposition o/o and a verbal noun in the prepositional case, for example About absenteeism Lazarenko O.O.

Text The memorandum consists of two or three semantic parts:

• in the first - ascertainingparts- the reasons, facts or events that gave rise to its writing are stated;
• in the second - analyzing part- contains an analysis of the current situation and possible solutions;
• in the third - summary part- contains conclusions and proposals for specific actions that, in the opinion of the drafter, need to be taken.

The second part of the memorandum may be missing. In this case, the text of the memorandum contains the justification, conclusions and proposals of the compiler.

If the memorandum has an attachment, mark aboutapplication done before signing.

A mark on the presence of the application named in the text of the note is drawn up as follows:

Application: for 3 liters. in 1 copy.

If the note has an application that is not named in the text, then indicate its name, the number of sheets and copies.

Appendix: Regulations on the Regional Credit Department for 5 p. in 1 copy.

internal memorandum 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 memorandum 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 put down in the right part of the top margin of the page in Arabic numerals.

MEMO

memo is a type of report. This is a written information message widely used in the practice of modern management structures different levels and organizational and legal forms. Memos provide a direct link between management objects at a horizontal level.

By the way

A memo is a document that does not have an official status. It is not provided in OKUD.

Memos are prepared in a wide variety of situations. Standard targets for this document include:

• information request;
• issuing instructions;
• accompanying another message (accompanying 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 may be information about staff movements, meetings, changes in the company's corporate culture, etc. Memos are drawn up on a standard sheet of A4 paper.

The memo is signed by a specialist or head of the department. The date of the memo is the date of its compilation and signing.

The legislation does not provide for strict requirements for the preparation and execution of memos, therefore, the procedure for their execution, taking into account the specifics of the organization, should be fixed in the local normative act, for example, in the instructions for office work. The memo format should serve the purpose of simplifying and speeding up internal communication processes.

A sample of a memo is presented in Example 5 .

Example 5

memo

On Saturday, 04/19/2014, from 9:00 to 16:00 in the personnel department of Sever LLC, installation work for setting up an alarm.

I ask you to allow access for the performance of work to the following employees of the Energoset company:

1. Simakin I.P.

2. Ivanov P.N.

Head of AHO Sviridov N.N. Sviridov

In case No. 02-14

Ilyin 16.04.2014

EXPLANATORY NOTE

Explanatory note- this is internal document, explaining the reasons for any action, fact, event, incident, compiled by an employee of the organization and presented to a higher official.

According to the first part of Art. 193 of the Labor Code Russian Federation Before applying a disciplinary sanction, the employer must request a written explanation from the employee. The employee reports the reasons and circumstances for committing a disciplinary offense in an explanatory note. Based on the explanatory note, the manager decides on the application of disciplinary action against the employee. In addition, this document is one of the grounds for assessing the severity of the misconduct and the circumstances under which it was committed by the employer.

In OKUD OK 011-93, this document is mentioned only once - an explanatory note about the violation labor discipline(code 0286091), which belongs to class 0286000 "Documentation for the execution of disciplinary sanctions".

Types of explanatory notes and their features

• to those compiled to clarify certain provisions of the work performed (project, report, development);
• drawn up in the event of regular situations, violations of discipline, misconduct, etc.

An explanatory note is written by the employee by hand in a single copy on a standard sheet of A4 paper and is addressed to the person who requested it. It can also be typed on a computer using the stencil form adopted by the organization. The form of the explanatory note, as well as the method of execution (handwritten or on a computer) are not legally fixed.

An explanatory note can be drawn up by a structural unit or a specific official.

Note as proof

The employer, requiring an explanatory note written by hand from the employee, thereby protects himself from illegal actions on the part of the employee when labor dispute. It excludes the 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 personally compiled using a personal computer. The date. Signature.

Registration of individual details of the memorandum

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 compilation.

Text The explanatory note must contain:

Description of the facts that gave rise to its writing;

Arguments that explain the current situation.

The text of the note must be convincing and contain irrefutable evidence.

When making signatures the position, personal signature, initials and surname are indicated.

As applications documents can be cited to justify the actions of the originator of the document and confirm certain circumstances.

According to the structure of the text, the explanatory note differs from the report in that it does not contain conclusions and proposals (Example 6).

note

If the company has developed and approved standard forms explanatory notes used in different situations, this does not mean that employees must draw up notes according to approved forms. A non-formal document may also be valid.

Example 6

Explanatory note

Apply disciplinary action
in the form of a reprimand Alexandrova AND.AND.

HR department to issue an order.
Smolkin 04/17/2014

Director of LLC "SV"

A.V. Smolkin

EXPLANATORY NOTE

14.04.2014 № 14

About being absent from work

I, Aleksandrova Irina Igorevna, an accountant, was absent from my workplace on April 14, 2013 from 9:00 to 15:30 due to personal reasons.

I don't have supporting documents.

Accountant Alexandrova I.I. Alexandrova

REGISTRATIONREPORTING, SERVICE, EXPLANATORY NOTES

One of the functions of the clerical service of the organization is to provide operational search necessary information associated with the promotion of the transferred documents to the executor. For a more convenient search for this data, various registration forms are used.

Reporting, service, explanatory notes, according to their functional purpose, are carriers of certain information. Since the issue set out in the note requires a written decision in the form of a resolution of the head of the organization or other authorized official documents must be registered.

Recall that there are three forms of registration of documents: magazine, card and automated. The 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 registration of all documents in it goes in chronological order, and when searching for a specific document, the specialist has to look through all the sheets of the journal. The search for information is further complicated by the fact that an initiative document can be registered, for example, in one journal, and the answer to it in another. Mandatory registration forms (magazines) are not provided by the legislation. The recommended log form is shown in Example 7.

Example 7

Fragment of the register of reports and explanatory notes

Document date	Registration number	Type of document, summary	Who signed the document	Executor	Where transferred	Receipt of receipt (signature, date)	A mark on the direction of the document in the case
07.04.2014	03-10/14	About the recall from the vacation of the cashier Shvets O.R.	Head of Human Resources	Human resources department inspector	Human Resources Department	Smirnova V.A. 07.04.2014	In case No. 03-14 Smirnov 04/07/2014

▪ Card registration form compared to the magazine is more convenient and adapted. The created registration and control cards of documents when searching in the classifier make it possible to optimize the process of searching for a document and reduce the time of the registration process. The obvious advantage of card registration is that several employees can register 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 the outgoing document. The registration number consists of the index of the case according to the nomenclature of cases (including the index of the structural unit and the number of the case according to the nomenclature of cases of this unit) and the serial number of the document within the calendar year.

note

The issues of registration and accounting of documents in the organization should be reflected in the instructions for office work. The instructions should include:

1) a list of unregistered documents.

2) a list of registered groups of documents, while for each group it is mandatory to indicate:

Place of registration;

Time and order of registration;

The rule for the formation of the registration number;

The form in which the registration is made;

The list of details that are entered in the form, the rules for filling them out;

Rules for accounting for the movement of documents after registration;

The principle of registration (single or repeated registration when transferring a document to another unit);

3) the procedure for re-receipt of the document in the organization (for incoming documents).

Terms of storage of memorandums, service, explanatory notes

The retention periods are set in the List of typical managerial archival documents generated in the course of activities government agencies, organs local government and organizations, indicating the storage periods, approved by order of the Ministry of Culture of Russia dated 08.25.2010 No. 558. In accordance with the specified List, the storage periods for memorandums can be 1 year, 3 years, 5 years, 75 years, permanently. Explanatory notes should be kept permanently.

Our advice

When preparing notes, it is necessary to adhere to a single style, and the main text of the documents must comply with the rules of business ethics and established requirements for the design of documents. An unpleasant impression is left by inaccurately drawn up and executed documents with grammatical errors. Do not rush to send the document to the addressee, but read it carefully, correcting, if any, grammatical errors or typos.

Explanatory note- a document substantiating the reasons for a violation committed by one or another employee. It is usually written either on a voluntary basis or at the request of the head in cases where an employee of the enterprise was guilty of something (was late or did not come to work at all, appeared drunk, did not fulfill the assignment given to him, etc.).

FILES

Why do you need an explanatory note

As a rule, violations that require an explanation on the part of the employee are quite serious and can lead to disciplinary action up to and including dismissal. To avoid this and honestly understand the situation, a competent leader asks for written explanations.

An explanatory note can protect the employee in controversial situations in case of disagreements with the employer, and can also acquire the status of an evidentiary document if any of the parties applies to the court.

To whom to address the explanatory

Most often, an explanatory note is written in the name of the director of the enterprise. But if the company is very large, then it should be written to the direct management (shop manager, foreman, department head, etc.). Usually, the position of the person in whose name you need to write a note is regulated by the “Internal Rules”, which should be in every organization.

When to write an explanation

There are certain deadlines for writing an explanatory note: no more than two working days from the moment 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 it. If an explanatory note is not written at the set time, the employer has the right to apply to the subordinate any penalties that are adequate to the misconduct and within the framework of the law.

It should be remembered that only one can be applied for one violation. disciplinary punishment and no later than one month after establishing the fact of the committed violation (the fact is also established in writing, by drawing up and registering a special act).

Rules for compiling an explanatory note

The explanatory note is written in free form. It must contain the following information:

• company information,
• information about the manager and the offending employee,
• date of offense
• explanations.

The more convincing the main part, the better for the employee, as arguments it is best to give arguments that have any written confirmation (for example, if you are late for work, a certificate from a medical institution, or a check from a car service with the date and time of the repair, etc. .P.). Also, a positive role is played by remorse for the committed violation (if there is a direct fault of the employee in it) and a promise to improve in the future and not make such mistakes.

If the employee does not see any guilt behind him, this must also be reflected in the explanatory note with all the necessary evidence of its absence.

You can write an explanatory letter either by hand or type it on a computer. The first option is preferable and this is how experienced specialists of personnel departments and lawyers require to draw up a document. In any case, the explanation must be certified by a "live" signature an employee with a mandatory "live" transcript.

An explanatory note must be written in two copies, one of which must be handed over to the employer, and the second to 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 great difficulties when writing

In the "header" of the document in the upper right corner, you must enter addressee information.

1. First, the position of the employee is indicated here, in whose name it is drawn up (director, general director, head of department, team leader, etc.).
2. Then the full name of the organization is written, indicating its organizational legal status(IP, LLC, ZOA, OJSC), as well as the surname, name, patronymic of the addressee.
3. After that, data about the employee (position, company name, last name, first name, patronymic) are also drawn up in the same way.
4. The following is indicated locality where the enterprise is registered, as well as the date of writing the application.

Then, in the center of the line, you need to write the name of the document with a short designation of its essence (in this case, “about being late for work”).

The second part is the main one. Here it is necessary to bring only facts and causes of misconduct At the same time, one should try to give a correct explanation with clear formulations and arguments. If there is written proof of the employee's innocence, this should also be stated. You don’t need to write a lot and in great detail - no one will read several pages of text, moreover, such an explanation can cause a negative reaction from the employer.

Application required sign with the obligatory transcript of the signature and transfer it either to the secretary or personally into the hands of the immediate supervisor.

In the presence of a disciplinary or labor offense, the employer has the right to impose disciplinary punishment on the employee, but at the same time, he is obliged to request a written explanation of the situation from the violator. Based on the explanatory note drawn up by the employee, the employer can not only make a decision on punishing the employee, but also assess the severity of his misconduct.

Why is an explanatory note needed?

In the workflow, a lot of various documents are distinguished, among them is an explanatory note. It is used to explain the causes of certain situations, actions or facts. Paper is considered by law as a form of employee self-defense. And it is on the correctness of its compilation, the logic of the presentation of the facts that the subsequent decision of the leadership depends.

Often, an explanatory note is required in the following situations:

• various emergency situations affecting production;
• various violations of labor discipline;
• violation of production discipline;
• various disciplinary offenses;
• misdemeanors.

In particular, most explanatory notes are drawn up due to being late for work or absenteeism, failure to fulfill official obligations. Here is a sample letter of absence from work:

Design rules

Although there is still no common unified form to draw up an explanatory note, nevertheless, a number of requirements are put forward for it by the rules of workflow:

1. The document is drawn up on a sheet of A4 paper in both handwritten and printed versions.
2. When writing, use strictly business style presentation of information. It is not allowed to use emotionally colored vocabulary when writing a document.
3. Mandatory absence of obscene and colloquial vocabulary.
4. Brief presentation of information. It is not necessary to write a poem on ten pages, rather briefly and to the point state the main points.
5. The document is always written in the first person.
6. In the presentation of the event, logic, a clear chronology, should be visible.
7. There are no final conclusions in the test of the explanatory note. That is, you should not write at the end of the document: "Based on the facts, I consider myself innocent of being late for work."

A correctly drawn up note, which indicates not only the facts that served as its writing, but also weighty arguments in favor of the employee, can mitigate the misconduct, therefore, help, if not to avoid punishment, then at least partially reduce the amount of the fine.

Required details

In the explanatory note, like any other document, a number of details must be indicated. These include:

• name of the organization, structural unit;
• addressee, often the head of the organization;
• the addresser, that is, the direct offender;
• name of the document type;
• registration number. Specified in the personnel department during registration;
• document text;
• date of writing;
• compiler's signature.

When taking into account all the listed details, after writing, a document will be obtained according to the following model:

Text composition

The text of the explanatory note consists of two parts:

1. The factual part, which sets out the facts that have become the reason for writing the document. For example: “June 23, 2016, I didn’t show up for work.”
2. Explanatory, which gives the reasons due to which the situation arose.

Features of dating

The note is dated by the date of its compilation, and not the commission of the offense itself, which is very important. This is due to the fact that within a month after the discovery of the misconduct, not counting the time that the employee was on vacation (on sick leave), it can be applied to him. A correct date of compilation serves as an indication of the date from which the report is kept.

The procedure for compiling a note

When writing any explanatory note, you can follow this order:

1. The position and name of the person to whom you are submitting an explanatory note are indicated in the upper right corner.
2. Under the addressee, the position and name of the compiler are indicated.
3. Below is the name of the document.
4. The main part sets out the facts that led to the situation.
5. At the end of the note is the date of the document and a personal signature.

Attachments to the note

Often appendices are attached to the text of the explanatory note. These can be various kinds of certificates (for example, a certificate issued by a paramedic), acts (for example, an act drawn up by an emergency service when repairing a water or gas pipeline), the corresponding article from the funds mass media, confirming the fact of the accident, damage to the highway, etc.

The presence of these papers significantly affects the text of the explanatory note, confirming the facts set forth in it.

Examples of an explanatory note

We suggest that you familiarize yourself with typical examples of an explanatory note.

A note on dereliction of duty:

A note about being late for work:

An explanatory note is drawn up by the employee in the event of a disciplinary or labor violation and serves to protect the employee from the imposition of penalties or their mitigation. Compiled by the employee at the request of the employer on an A4 sheet by hand or in computer form.