An example of an explanatory note. How to write an explanatory note?

Every person probably had cases at work, when he had to write an explanatory note. At first glance, it seems that everything is simple, but when you have to write it, it's hard to gather your thoughts and bring the essence of the problem to the management. So, in this article we'll talk about how to properly compile a similar document and consider an example of an explanatory note.

What it is?

First, let's try to answer the question about what an explanatory note is. In fact, this document explains to the manager the point of view of his author about the event that happened (absenteeism or late work, violation of the deadline for fulfilling the task or its volumes, and much more). Also an explanatory note can be written to explain the content and essence of any document (reports, drafts and other similar documents). At the same time, you can write it on the common form used by the organization. If an employee has committed a disciplinary offense, then according to the Labor Code the employer has the right to ask the infringer to explain the situation in writing. In the event that an explanatory note was not provided for work on time, the employer can draw up a disclaimer and apply disciplinary measures. So it's easier to write it.

How to write an explanatory note for work?

First of all, the text should indicate the facts that are directly related to the situation that has arisen. After this, it is necessary to state the reasons for the unsuccessful outcome of the case (agree that an explanatory note in case of victory does not require management). To write better business language, thoughts should be expressed briefly and clearly. It is necessary to describe only the facts relating to the case, avoiding excuses (in this case you clearly admit your guilt) and untrue statement of the facts. The note should be valid and reasoned. Not bad, if there is an opportunity to consult with colleagues, relatives or friends. Explanatory note, a sample of which is presented below, can be written by hand with the indication of the requisites.

Types of explanatory notes

Conventionally, such notes can be divided into two types: an explanatory and explanatory nature. The first option is provided by the employee when it is necessary to indicate the reasons for his own offending act. Explanatory notes are made out by the employee to explain the reasons for the deed, indicating the circumstances and conditions that do not depend on the will of the author of the note.

Most often, explanatory documents are required in the following cases: late for work, appearance in the workplace in alcohol, narcotic or toxic intoxication, committing theft of property from the workplace, committed immoral misconduct, lack of workplace or absenteeism, non-observance of labor protection rules, Discipline, the provision of inauthentic information to authorized bodies. Of course, it's easier to write it when there is an example of an explanatory note before your eyes.

Form of explanatory note

In practice, the subordinate draws up the document in one copy on a sheet of the standard format (A4). As a rule, a note is issued in the name of the head of the company or organization. There are unified forms of such documents, but they are only recommendatory. At the request of the head, a decree can be issued to use a single form of an explanatory document in the organization. If the employee wrote a note in an arbitrary form that differs from the one approved, the head should not consider it invalid, since this does not affect the essence of the explanation.

Decor

The essence of the explanatory memorandum is to explain to the higher leadership the reasons for failure to fulfill the commission, violation of technological or labor discipline. The requisites must include: the full name of the organization, the full name of the head, to whom the note is addressed, the name (the "Explanatory Memorandum"), the registration number of the document and the date of its compilation, a small subtitle to the text ("Concerning ...", "About ...") , Full name of the originator. Next is an explanatory text and a personal signature. The structure of the explanatory text should be divided into two parts: the actual (with the indication of the facts that led to the writing of the note) and explaining (with an indication of the reasons explaining the situation or the fact of the violation itself). It should also be noted that the details of the service and explanatory note are similar.

When should an explanatory note be required?

Disciplinary punishment and its imposition are regulated by the Labor Code. Before imposing penalties on the employee, it is important to document the fact of the violation. Only after this, the employee can be required to write an explanatory note outlining the reasons for his behavior.

Further, the management analyzes the reasons and makes a decision: consider them respectful or not. In the event that explanations in writing are not provided after two working days, an act is compiled that must be signed by at least two witnesses. In the presence of such an act, the head has the right to impose on the employee disciplinary punishment even without the explanations of the employee himself. Disciplinary punishment can be imposed not later than one calendar month after the violation was discovered. This period is suspended if the employee is on leave or on sick leave. The recovery can not be applied after six months from the moment of the discovery of the violation.

Example of an explanatory note

1. Registration of a note on violation of labor discipline

To the head of Energosbyt LLC

Petrov P.P.

10/20/2010 No. 23-45 / 12

Explanatory letter

About delay in delivery of materials

I, Ivanov Ivan Ivanovich, responsible for the supply of materials and consumables, I hold this position since 15.07.2010. On Monday, October 18, 2010, I was supposed to deliver the materials to FE Energetik. But due to a malfunction of truck transport delivered only on October 19.

Personal signature

2. An example of an explanatory note with humor (the requisites are filled in as in the first example). "I was late for work on March 19, 2013 for a good reason. In the morning, before going to the kindergarten, my son very much wanted to go to the toilet (for physiological needs). The time of my tardiness exactly corresponds to the length of the child's stay in the toilet. I think that this case can be attributed to the number of force majeure situations (force majeure), since he did not depend on my desire to come to work on time. "

Write an explanatory with a touch of humor should be only if you are sure that it will be correctly understood by your supervisor.