How to write an explanatory?

Internal document circulation of the organization is a complex system of relationships between different departments, managers of different levels, subordinates, task executors. Despite the fact that most organizations are trying to translate this work into an electronic form, certain documents are traditionally filled by hand. Rigidly this rule is not fixed in the legislation of our country, but the fact remains, and some of the papers are handwritten.

Such a measure is more aimed at ensuring that, in the event of disputes, the employer or employee does not have the opportunity to replace the original document. Such "insurance" often justifies itself. As a rule, the employer prefers in the "author's" execution of the application for employment, leave or dismissal. However, they, like all other documents, are not forbidden to perform in electronic form, confirming the authenticity of the signed by the author or responsible persons.

Explanatory document. When and how to compose

Being part of the service correspondence, an explanatory note is a document bearing a reference and information character. As a rule, this document is drawn up in cases of violation of labor discipline or the emergence of unusual situations in the workplace or in the process of execution of instructions. Usually, before writing an explanatory note, the employee can try to give explanations in an oral form. If the administration is satisfied with this form, then the paper will not be required.

The most common explanation is required in the following situations:

• Non-attendance or late arrival at the workplace;
• Untimely execution of the assignment;
• Failure to implement the plan;
• The emergence of a shortage or surplus of cash or inventory;
• Making explanations in the provisions or sections of another document.

Execution of an explanatory note

Before you write an explanatory, you need to understand what data it should contain and display. At the enterprise, which carefully approaches the correctness of document management, as well as in state institutions, the explanatory note requires very specific requirements for the design and content of the requisite details.

This reference document traditionally includes:

• The name of the organization and the official to whom the document is addressed;
• The position and data of the author of the explanation;
• Date of the document;
• Proper name of the type of document;
• Heading to the text;
• Text - explanation. Usually it consists of two parts: the presentation of the situation and the explanation of the reasons;
• Data of the originator and his personal signature.

Raising the topic of how to write an explanatory, it is impossible not to mention how information should be stated. Often the performers forget that they are not writing an essay on the topic: "Who is to blame and what to do", but fill out the official document. In view of this, it is necessary to exclude any emotionality in the presentation. The text should be as "detached" as possible and contain only specific facts and information. How to write an explanatory, if there are certain problems with a coherent exposition? You can ask for help from a staff member or use a text editor on the computer that will highlight the main errors.

Separately, I want to note that the management's demand to submit this document, the employee can reject, since in no legislative act is it written that this procedure is mandatory. However, in case of refusal, the administration can apply administrative sanctions to the employee, having previously drawn up an official act.

Traditionally, this document is written on a regular letterhead or a blank sheet of paper of standard size. How to write an explanatory, in order to avoid incorrect or double interpretation of all the above? Here the answer is obvious. If your handwriting is far from calligraphic, it is better to use a computer or a typewriter.