Service note, the procedure for writing and registering it

Functions and purpose

A service note is a form of internal correspondence and, depending on the content, may be informational, proactive or reporting. It outlines the business positions of an independent unit or leader on any issue. An office note may contain proposals or requests and be addressed to any manager, including a superior.

Signing and registration

Service notes are signed by the immediate head of the unit. In the lower part of the left corner, the performer must endorse it. There he spelled his name and contact phone number.

In the structural units, office notes are registered in the electronic workflow program. They are assigned a number, sent to the units in paper form and on electronic media. The numbering consists of the department index and registration number.

The date of the memo is the time of its registration. Its original with the resolution of the leading person is sent to the head. A copy of the memo is returned to the artist.

A Variety of Service Notes

The Memorandum of Understanding is A type of memo addressed to the direct leader. A memorandum is drawn up when it is necessary to reflect the opinion of the division or the head on a specific issue and to give concrete proposals.

Depending on the purpose and content of the memorandum memoranda can be proactive (in the form of comments and suggestions) or reporting (on the results of the check, on the trip).

The date or time period to which the information recorded in the memorandum refers includes a separate line, included in the title or at the beginning of the text. A memorandum is signed by the author-compiler.

Scope of Service Notes

The text part of the memo and memorandum is recommended to be made up of 2 parts. The first part of it - should consist of the facts that served as an excuse for its writing, and the second - from the proposals and the relevant conclusions on the issue.

Each document under development can contain only one question. Exceptions are protocols, orders, plans, reports and summaries.

The service note should include justified information, stated objectively, briefly, competently, clearly and without unnecessary repetition. The text part is made in the form of a solid text, a table, a questionnaire or a combination of these forms.

The complex solid text of any document should consist of logically and grammatically agreed information on actions in management, which are reflected in the relevant provisions, norms, rules and administrative documents.

The service note must have mandatory details and the same order of placement: the author, the name of the enterprise and its code, index, date, title, body text, visa, signature of the executor, a note on the execution and direction of the document in the case.

The title of the memo should be summarized. If the document is about several problems, then the title can be generalized.

Addressing rules

Service notes are addressed to organizations, units or a specific manager within the enterprise. In a document addressed to many homogeneous organizations, the addressee is indicated collectively. A service note should not have more than 4 recipients.

Conclusion

All outgoing information in the scope of the memo should be provided on request and sent only officially. The information provided must be signed and endorsed by the manager whose scope of activity it affects.

All memos are mandatory to be dated. The document date and any service marks on it are the essential requisites of any document.