Memorandum - we make according to the requirements

The document turnover of any enterprise is a collection of papers of a different nature, systematized in a certain way. One of the documents is a memorandum.

General characteristics and purpose of the document

To begin with, it should be noted that the memorandum is a business paper that is informative and at the same time recommendatory. It is designed to be provided to the enterprise manager or immediate supervisor. This document can be compiled by any employee of the company for two reasons:

1. At the initiative of the worker himself.
2. On the instructions of the management.

In any case, such a paper contains detailed information on a specific, single issue. In fact, this is the employee's opinion expressed in writing. There are cases when, for the decision to make a decision, a leader needs to know the views of his subordinates about the circumstances of a case. Then the employee is obliged to draw up a well-reasoned answer, and in the end add his personal opinion in the form of concrete proposals and recommendations. Accordingly, such a note becomes already a private opinion of a particular person.

Do not be confused

When preparing a document, it is necessary to know exactly what is required to provide. Some types of business correspondence are very similar to each other, and they can be easily confused. For example, business notes are of three types: official, report and explanatory. At the same time, there are three significant differences between them, which do not allow the knowledgeable person to make this mistake. These documents differ:

1. By the addressee, that is, by the one for whom they are intended. Unlike the official, an explanatory note is written in the name of the immediate supervisor, and the report paper, in addition, can be drafted directly to the director of the enterprise.

2. On the topic and the semantic load of the information presented. The subject of the explanatory is clear directly from the title. The office is part of the business correspondence between the structural divisions of the company. The theme of the report may be different:

• Periodic reporting;
• One-time provision of information on an issue of interest.

3. If the service and explanatory serve for use within the enterprise, the memorandum may be of an internal or external nature. In the first case, it is intended for the director of the company, and in the second case for the higher authority.

When a document is prepared

A memorandum is a forced measure. It is compiled when the situation is out of control and threatens the enterprise with serious troubles. In other words, the state of affairs must be critical. At this point, the employee brings information to the attention of management and details the facts known to him. This could be a threat to the fulfillment of the plan or the receipt of the expected profit. The document is aimed at attracting the attention of managers to the problem and trying to correct the situation. Each specialist in his own way represents the solution of the situation. In the report, he describes his version in detail and sets out his own views on this matter. For the convenience of the perception of information, this document is made in a completely free form. This style allows absolutely any employee to express his point of view on a specific, single issue, without fear of being misunderstood by the rest.

Reasons for drafting the document

There are a number of reasons why a memo can be drafted. A sample or a unique template for all possible cases is, of course, possible. But any specifically taken occasion requires an individual manner of presentation. The reasons can be very different:

• Being late for work;
• absenteeism;
• breach of obligations;
• Conflict between employees;
• A statement of the results of the audit carried out;
• Informing of information about the mistake made;
• Threat of failure of the planned task;
• Information about unacceptable behavior of the employee.

There are many reasons, and each of them requires an individual approach and a concrete trial. Having received the information first-hand, the chief should thoroughly investigate it and make a competent decision. Often there is a need to obtain additional information from other participants in the problem. They will be compelled to present their explanations to the leadership regarding the question posed.

If someone broke something

Violations in the conditions of production are not uncommon. Without them, the workflow and communication between people are impossible. Most often there is a memo on violation of labor discipline. The behavior of the employee in the workplace is always ambiguous. Any deviation from the generally accepted norm is usually perceived as a violation and entails an appropriate punishment. Only the head of the enterprise has the right to impose a penalty, so the rest of the employees, including the immediate supervisor, can only inform him about the incident and propose his own option to influence the negligent colleague. The algorithm for compiling such a report is as follows.

1. Name of the service or unit. It is indicated in the left upper part of the sheet.
2. Addressee (head of the company). It is indicated on the upper right.
3. Title of the document. Wrote a little lower in big letters with a red line.
4. Document Number.
5. Place of compilation.
6. Header.
7. Text of the document: And the position of the offender, the date of the violation, the type of violation, the reason for the incident, the proposal for recovery.
8. Position, full name And the signature of the employee who drafted the document.

If a colleague was guilty

A memo to the employee can be compiled by a direct supervisor or colleague. More often the reasons for its compilation are negative: violation, misconduct, unworthy behavior. In this case, the note is aimed at ascertaining the fact of what happened and stopping the repetition of the similar in the future. Having received such a document, the head must understand the situation and make a decision. In this case, it depends on it, whether any penalty will be imposed on the employee or not. If a negative event occurred for the first time, then you can limit yourself to warning and instructive conversation. If the violation has passed into the system, then the punishment will follow in accordance with the labor legislation. The head is obliged to impose a visa in which the decision will be recorded. Reports can be drawn up for employees and for other reasons. For example, the head of the unit has the right to write a note to the director on encouraging the subordinate for conscientious work or a job well done. The principle of compilation is the same, only the text is positive.

Is it difficult to write a report?

It is not difficult to write a memorandum. A sample of writing, if necessary, can always be taken from the secretary. Many similar documents pass through his hands. The main thing is to clearly state the essence of what happened. Having read such a document, the manager should have a clear idea of what the author of this "message" wanted to say. Facts should be described in chronological order, step by step, so that a clear and understandable picture emerges as a whole. It must also be remembered that for internal use the report is usually made on a regular A4-size sheet (or A5). If information is provided to a higher-level organization, then the text should be printed on the company letterhead. Such a document must necessarily be given to the head for signing. As a result, it will be signed by two representatives from the company: the first - the originator, the second - the director. The information can be confirmed by additional information. They are usually provided together with the main document in the form of numbered applications.

To make everything right

In order for the information to be heard, it is necessary to know how to write a memorandum. Such a document usually consists of three main parts.

1. The reason, which served as an excuse for writing such a note. It is necessary to clearly outline the situation and list all known facts.
2. The opinion of the originator about what is happening. We need to thoroughly analyze the situation and offer our solution to the problem that has arisen.
3. General conclusions and concrete steps.

Information should be briefly and as clearly as possible, so that when reading the addressee does not lose the thought. Otherwise, the facts described may be misinterpreted, and the decision taken will not bring the desired results. In the text it is not necessary to express your own conjectures or distort reality. This method is contrary to the rules. If there is such a need, the addressee himself will take an interest in the opinion of the originator in order to understand what happened and make a final decision.

Sequencing

For example, you can consider a specific case of failure to perform official duties. A memorandum on the employee is compiled by the immediate supervisor to provide management of the enterprise. To begin with, the employee is given time to correct his miscalculations. Otherwise, the head of the relevant service in the presence of 3 witnesses shall draw up an act stating that the employee did not complete the assignment within the proposed deadlines. The intruder must then write an explanation along the entire form with an indication of the reasons.

An employee can not do this. In this case, he loses the last opportunity to protect himself. An explanatory note is sent to the head for review. He expresses his final decision in the form of a resolution. The information is sent to the personnel department to draw up a recovery order. The degree of punishment is determined in accordance with the law. If the offense turned out to be quite serious, and in addition repeated, the result may be dismissal from work under the relevant article.