Each person certainly had cases at work, when I had to write an explanatory note.At first glance, everything seems to be easy, but when it comes to writing it, it is difficult to gather his thoughts and to bring to the management of the problem.So, in this article let's talk about how to prepare such a document and consider the example of the explanatory memorandum.
What is it?
For starters try to answer the question of what is an explanatory memorandum.In fact, this document explains the governing party point of view of its author about a past event (absence or being late for work, violation of terms of job performance or the volume, and more).Also explanatory memorandum can be written to explain the content and nature of any document (reports, projects, and other similar documents).Thus it is possible to write a general form, which is used by the organization.If the employee has committed a disciplinary offense, in accordance with the Labour Code the employer has the right to ask the offender to explain the situation in writing.In the event that was not given an explanatory note to work on time, the employer can make the act of refusal and apply disciplinary measures.Therefore, it is easier to write.
How to write an explanatory note on the job?
First of all, the text should specify the facts that are relevant to the situation.After that, you must state the reasons of failure of the case (see, explanatory note in the event of winning the leadership does not require).Write better business language, thought must be expressed briefly and clearly.It is only to describe facts about the case, avoid excuses (in this case, you explicitly acknowledge his guilt), and untrue statements of fact.Note should be good and reasoned.Not bad, if you have the opportunity to consult with colleagues, family or friends.Explanatory Note, a specimen of which is shown below, can be written by hand with details.
Types explanatory notes
Conventionally these notes can be divided into two types: acquittal and explanatory.The first option gives the employee in the case when it is necessary to specify the reasons for the contraventional own acts.Explanatory notes are issued as an employee to explain the causes of the offense, indicating the circumstances and conditions beyond the control of the author notes.
Most often explanatory documents required in the following cases: being late for work, the emergence of the workplace in the alcohol, drugs or toxic substances, committing theft of property from a workplace committed immoral misconduct, absenteeism or truancy, failure to comply with the rules of protectionlabor, non-compliance with labor discipline, providing false information to the authorized bodies.Of course, it is easier to write when there is an example of the explanatory memorandum to the eyes.
form explanatory note
In practice, the slave prepares a document in a single copy on a sheet of standard format (A4).As a rule, a note is made in the name of the head of the company or organization.There are standardized forms of these documents, but they are only advisory in nature.At the request of the head can be issued a decree on the use of a single form of an explanatory document to the organization.In case if the employee wrote a note in any form different from the approved, the head should not be considered as invalid, because the essence of the explanation is not affected.
Making
essence of the explanatory note is to explain the reasons for failure to higher management commissions, violations of labor discipline or technology.The details should be required to indicate: the full name, name of the head, which is addressed to the note, the name ("Explanatory Note"), the registration number of the document and the date of its execution, a small sub-title to the text ("As regards ..." "Oh ..."), name of the originator.Next is the explanatory text and personal signature.The structure of the explanatory text should be divided into two parts: the actual (stating the facts which led to the writing of notes) and explain (with the reasons explaining the situation or the fact of violation).It should also be noted that the details of the service and the explanatory notes are similar.
In some cases it is necessary to require an explanatory note?
disciplinary sanction and its imposition is governed by the Labour Code.Before the penalty imposed on the employee, it is important to document the violation.Only after that a worker can be required writing explanatory memorandum outlining the reasons for his behavior.
Next guide analyzes the reasons and make a decision: to consider them as valid or not.In the event that an explanation in writing given within two working days, it shall be drawn up which must be signed by at least two witnesses.In the presence of such an act, the principal has the right to impose disciplinary action on the employee, even without explanation of the employee.Disciplinary action may be imposed no later than one calendar month from the date of detection of violations.Counting this period shall be suspended if the employee is on vacation or on sick leave.Penalty can not be used for six months after the discovery of the violation.
Example explanatory memorandum
1. Making notes on the violation of labor discipline
Head of "Energosbyt»
Petrov PP
20.10.2010 № 23-45 / 12
Explanatory note
about delays delivery of materials
I, Ivan Ivanov, responsible for the supply of materials and consumable items, a position he held from 15.07.2010.On Monday, October 18, 2010 I had to deliver the material in SP "Energetic".But due to a malfunction of trucks delivered only 19 of October.
Personal signature
2. Example of the explanatory memorandum with humor (the details are filled in the first example)."Late for work March 19, 2013 for a good reason.In the morning, before going to kindergarten, his son very much wanted to use the toilet (for physiological needs).During my late corresponds exactly to the length of stay of the child in the closet.I believe that this case can be considered as cases of force majeure (force majeure), because it does not depend on my desire to come to work on time. "
write explanations with a touch of humor to be only if you are sure that it will be correctly understood by your supervisor.
