How to write in the performance of a memo. Features of writing a memo for all occasions: sample

The SZ is compiled by the employee in the name of his immediate supervisor or in the name of the head of another department. It allows in a short time:

notify the manager about the problem that has arisen at the moment

make suggestions for its elimination or agree on an action plan with another employee.

induce the leader to make a decision or issue an order

It is also proof that the specialist who discovered the problem in the workflow did not let the situation take its course, but notified his management about it so that they could make a prompt decision. That is, not idle.

Types of memos

Consider the main types of business letters:

about requesting information;

about violations committed by the employee in the performance of labor duties.

on employee bonuses.

In addition, CZ can accompany the transfer of a package of documents between departments, divisions, departments within the organization (for third-party organizations, it is necessary to prepare cover letters). It can also be sent to employees with the requirement to explain the reason for the absence from the workplace.

The SZ may contain any questions regarding working moments.

Compilation rules

The main rule that must be followed when compiling it is brevity. The document should clearly state the essence of the problem, as well as ways to solve it. As a rule, the text of the SZ should not take more than 6-7 lines. There is no unified form of SZ. To compile it, an arbitrary form of a service note is used.

Despite this, when writing, the requirements of GOST R 6.30-2003 should be taken into account. Making a memo according to GOST, a sample of which is shown above, requires the following details:

paper must contain a "header". It indicates to whom it is addressed (position and full name of the employee in the dative case);

the date of compilation and the number of the document are entered;

the title of the text indicates the subject of the SZ;

a description of the current situation, due to which a memo is being drawn up: “I bring to your attention ...”, then the text of the memo should contain a specific request;

below is the position and full name of the compiler, signature with transcript.

The drafted document should be registered with the secretary of the enterprise as incoming correspondence. After that, you can be sure that the director will receive the SZ and get acquainted with it personally.

SZ in electronic form

It is worth noting that many enterprises have adopted electronic document management. Therefore, the SZ can be issued in in electronic format. In this case, it is sent to the corporate mail of the enterprise. The secretary is engaged in the further sorting and forwarding of letters to addressees.

This method of transferring CV saves paper and time of employees. In this case, the document is compiled in the same way as on paper. It is desirable to stand on it electronic signature sender. To make sure that the sent document is read by the manager, when sending, you should request a "notification of reading the mailing" by checking the box in the send form.

Sample document

Often, when solving work issues, it becomes necessary to transfer important information leader. Sometimes circumstances require that an explanation of the circumstances, a warning against errors, be set out in writing.

In this case, it is necessary not only to correctly state the facts, but also to correctly draw up the document. Compiling a CV is often difficult, especially in the absence of experience. But this is not difficult to do if you have an example of a memo in front of your eyes. That is why we have prepared samples, after reading which you can correctly draw up a document. Consider the most common cases that require the preparation of SZ.

SZ on bonuses is the basis for issuing an order to encourage the employee. This document is drawn up by the immediate supervisor of the employee in the name of the director of the organization. It indicates the merits of the worker, the request for encouragement, the data of the worker and the compiler. After considering the SZ and making a positive decision, the director issues an order for bonuses. How to write a memo to the director sample:

In the event that circumstances arose during work due to which the employee could not fully perform his labor function, the explanatory. It states the reasons. How to write a memo sample:

SZ is used if an employee needs to contact a manager with a request for allocation Money for work needs. In this case, the document sets out the facts of the production need for the purchase of materials. How to write a memo sample correctly:

Shelf life

According to the List of typical managerial archival documents generated in the course of the activities of state bodies, local governments and organizations, with an indication of the storage periods, approved by order of the Ministry of Culture of Russia dated August 25, 2010 No. 558, SZ must be stored in the archive of the enterprise for at least five years. If necessary, the director of the organization has the right to extend the storage period. The period of storage of CZ, issued in electronic form, may be determined by the charter of the company.

memo refers to one of the most popular types of documents of modern office work. It performs the function of interaction between the company's management, structural divisions and employees of the organization. Writing a memo requires compliance certain rules regarding its content and design. By following these requirements, you will always be able to effectively convey information to colleagues and subordinates.

From this article you will learn:

Why are memos needed?

The service note belongs to the group of information and reference documentation. The main purpose of this group is the exchange of information between departments of the company and its employees. The need for such official letter occurs in several cases:

when it is necessary to promptly notify a certain official about a problem that has arisen;

to make suggestions to fix this problem;

to agree on planned actions;

In addition, the purposes of such a letter may include a request for information, the issuance of instructions, or a notice. It is necessary when an employee has a need to explain or agree with colleagues or management aspects of business issues. In a situation where oral communication is not enough, and the message needs to be documented, an official written document is drawn up.

Note that this species documentation is not included in the All-Russian classifier of management documentation (OKUD). The information included in it cannot contain directives or orders. The current legislation does not provide for specific requirements for such official papers. The procedure for their registration should take into account the specifics of the organization. As a rule, it is fixed in the local normative act companies that regulate business processes. Such an act, for example, can be.

What is the difference between official, memorandum and explanatory notes?

The text does not use greetings and final wishes. The letter ends with the words: “I think ... (necessary, appropriate, etc.)”, “I suggest ...”, “I ask ... (highlight, send, etc. or draw the necessary conclusions)”

How to write a job letter?

Like any other official document, the service is drawn up on A4 sheet. It can be either handwritten or typed on a computer. In any case, the signature of the originator must be handwritten.

Registration of a memo according to GOST: sample with explanations

Currently, Russian legislation does not contain a single regulatory legal act regulating the requirements for the content of an official letter and its design. Previously, the clerk could distinguish official letters, guided by the definitions Concise Dictionary types and varieties of documents (developed by the Main Archive of the All-Union Scientific Research Institute of Document Science and Archiving):

Official - informs about the performance of certain work, is sent by one official to another;

Reporting - addressed to higher management, sets out the issue with the conclusions and proposals of the compiler;

In the current All-Russian classifier of management documentation OK 011-93, approved by the Decree of the State Standard of Russia of December 30, 1993 N 299 (OKUD), there is no memo as an independent type. There is only a mention of the report. However, it is mentioned in connection with the violation labor discipline and has its own code of the unified form N 0286041. It is noted that the report is compiled to inform the head of the organization by the head of the unit about a specific situation in order to encourage acceptance management decision.

However, writing official official letters is widely used in office practice. In order to ensure the uniformity of the execution of official documentation, it is recommended to be guided by the requirements of "Unified Documentation Systems. Unified System of Organizational and Administrative Documentation. Requirements for Drafting Documents".

This GOST obliges the clerk to use the form of an official official letter for its correct execution and establishes requirements for such forms:

standard form format - A4 (210 x 297 mm) and A5 (148 x 210 mm);

material - White paper or light-colored paper;

margins: right - at least 10 mm., left, top, bottom - at least 20 mm.

When preparing an official letter on a computer, it is recommended to use the Times New Roman font, with a size of 12 to 14 points and a line spacing of 1-1.5 points. The text of the service must be printed in a clean version: without blots and corrections. When arranging the text on several pages, each of them must be numbered, starting from the second page. Arabic numerals are used for numbering without the word page and punctuation marks. The number is placed in the right part of the upper field.

Mandatory composition of details for the correct execution of a memo (see sample):

• the name of the structural unit; — 1
• name of the document type; — 2
• date of creation; — 3
• registration identification number; — 4
• title to the text; — 5
• text; — 6
• addressee data; — 7
• handwritten signature of the compiler (indicating the position); — 8
• visa approval; — 9
• resolution. — 10

Memo example

How to write a memo in electronic form?

How to register official official letters?

One of the main functions of office work is to provide an operational search in the documentary base of the organization. This function is associated with the transfer of documentation from the compiler to the performer. In order to facilitate the search among a huge array of official papers, as a rule, registration forms are used.

A memo is a carrier of valuable organizational information. The issue set out in it requires the adoption of a certain administrative decision by the company's management. The decision may be issued in the form of a resolution of the head or his authorized representative. Consequently, service providers need to be registered along with other internal documents.

Documentation, following the procedure adopted in the organization. The rules for issuing an official letter contain a sample of the assigned identification number. As a rule, for its assignment, the chronological order of the documentation, the letter designation of the species and the structural unit are used. So, for example, the number 0204-СЗ-OP can be assigned to an internal document. This suggests that its serial number in the magazine is 204, it is a service file drawn up in the company's sales department.

The registration number can be assigned both at the place of compilation and at the place of receipt. This should be determined by the current instruction on office work.

Consideration of an external memo: agreement and resolution

The minimum period for consideration of memos is determined by the internal regulatory act of the organization. Interested parties study the document, after which they affix approval visas on it. After the adoption of a management decision on the issue covered in it, the head of the company makes his final resolution on this issue. This is the final step in the review process.

The procedure for considering external official correspondence is a little different. Unlike internal, this type of documentation is issued on letterhead and signed directly by the head of the enterprise. The full name of the addressee organization is used in accordance with the charter.

This document is also submitted for consideration to all interested persons who affix visas on it (or a separate application sheet). The visa, as a rule, consists of the signature and the title of the position of the visa officer, the transcript (last name and initials), the date of signing. If the original official official letter is planned to be kept in the organization that is the recipient, the visa must be affixed at the bottom of the reverse side of its last sheet. If the original is returned to the compiler, the approval mark should be at the bottom of the front side copies. At the discretion of the company (if it is enshrined in local regulations), the sighting can be done sheet by sheet, i.e. marks are put down on each sheet, including appendices.

If the addressee has comments that he wants to state to the compiler of the service, this can be done on a separate sheet, which is signed and subsequently attached to the main document.

The final stage of consideration, as in the case of an internal office, is the decision of the head after the adoption of one or another administrative decision. The resolution can be placed directly on the original or be drawn up on a separate sheet. It contains information about the performers (surnames, initials and positions), the content of the order (if any), the deadlines for execution, the signature of the head and the date the resolution was issued.

Subdocuments:

Test "All about memos."

1. The execution of a memo is regulated by:

• GOST
• Local regulation

2. What is the name of the memo to a higher official?

• Reporting
• Explanatory
• explanatory

3. The content of the memo does not include:

• Requests and suggestions
• Instructions and orders
• Conclusions of the compiler about the problem situation

4. The decision of the head on the issue set out in the office is called:

• Resolution
• Disposition

5. What is the order of entries in the logbook?

• Chronological
• Alphabetical
• Arbitrary

At first glance, it seems that there is no significant difference between service, memorandum and explanatory notes, because. these documents are similar in their purpose - they are all informational in nature. Nevertheless, these are different documents that differ in content, targeting, and purposes of compilation. In addition, they do not contain instructions, but information that prompts the addressee to make a final decision on the issue under consideration.

What are the features of a service, memorandum, explanatory note? How to properly arrange each document on paper? We will try to answer these and other questions from a practical point of view.

MEMORANDUM

memorandum(code 0286041 according to OKUD) is an information and reference document addressed to the head, head of department, other authorized persons. It sets out in detail any issue with the conclusions and proposals of the compiler and aims to encourage management to make a certain decision.

There is no definition of "memorandum" as an independent concept in the legislation.

The memorandum is drawn up both on the written or oral instructions of the head, and on the initiative of the employees themselves (for example, in cases where, in order to resolve any production or economic issue, it becomes necessary to present information in writing to higher management). With the help of such a document, you can make a proposal to improve the technical side production processes, to express disagreement with the decision taken by the superior manager, and also to state their point of view in case of disagreement with colleagues. Therefore, when preparing a memorandum, it is first of all important for the author to formulate his position in an accessible way, and then to give convincing arguments in its favor.

Types of memos

• for initiative;
• informational;
• reporting.

Initiative a memorandum is drawn up in order to encourage the addressee to make a certain decision, therefore, the text of the note sets out the facts, contains specific proposals, recommendations or conclusions.

Informational a memorandum is compiled regularly and contains information on details, results or methods performance of work s.

Reporting the memorandum informs about the completion of work, its stage, the implementation of instructions, orders, etc.

depending from the addressee reports are divided into:

• to external;
• internal.

External memorandum addressed to the head of a particular institution, drawn up on the general letterhead of the organization, signed by the head and usually contains the following details:

• name of company;
• date;
• index;
• place of compilation;
• addressee;
• title to the text;
• text;
• manager's signature;
• artist's name, phone number.

An external memorandum is submitted to the head of the parent organization (Example 1).

Example 1

External memorandum

MEMORANDUM

10.02.2014 № 12/05-14

On attracting additional

labor resources

Dear Andrei Vasilyevich!

Due to the lack of candidates at the stage of formation of the administrative apparatus for the branch in Moscow, it is necessary to attract labor resources from additional sources by 14.04.2014. Interviews with new candidates should be held by 21.04.2014.

Payment of expenses for additional services will be made in accordance with clause 4.5 of the Service Agreement No. 04/56 dated February 14, 2014.

Head of Human Resources Semenov IN. Semenov

In case No. 03-13

Odintsov 10.02.2014

Internal memorandum sent outside the institution, for example, to a higher organization, drawn up on a standard sheet of A4 paper, but indicating all the necessary details, located in accordance with GOST 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Requirements for the preparation of documents” (Example 2).

The mandatory details of the internal memorandum include:

• name of the structural unit;
• name of the type of document (MEMORY);
• the date;
• registration (outgoing number);
• title to the text;
• text;
• a mark on the presence of the application (if any);
• destination;
• signature of the compiler (indicating the position, initials, surname).

Example 2

Internal memorandum

MEMORANDUM

07.04.2014 № 6

About absenteeism committed by the manager

sales department

I bring to your attention that today, 07.04.2014, sales manager Valentina Ivanovna Petrova was absent from the workplace throughout the working day from 10:00 to 18:30.

No information or documents confirming the validity of the reasons for the absence of V.I. Petrova were provided.

In connection with the committed violation, I propose to dismiss Petrov V.I. for a walk.

Head of Sales Department Ignatiev O.A. Ignatiev

In case No. 02-10

Sidorova 07.04.2014

Registration of details of the report

When making a memorandum, both the angular (Example 3) and the longitudinal arrangement of the details of the heading part (Example 4) are used.

Example 3

Angular arrangement of details in the memorandum

Name

structural unit Destination

MEMORANDUM

______________ № ________

header

Example 4

Longitudinal arrangement of details in the memorandum

Name of the structural unit

MEMORANDUM

_____________ № _________

header

Document type name is written in capital letters (MEMORY) and can be located in the center or from the border of the left margin.

the date and room memoranda are written on one line. The date is written in Arabic numerals ( 21.04.2014 ) or alphanumerically ( April 21, 2014.).

note

The date of the external memorandum is the date of its approval and sending to the addressee, the date of the internal memorandum - date of compilation and signing.

Registration number on an internal memorandum it is affixed either at the place of compilation or at the place of receipt - depending on the document registration system that operates in the organization.

If the memorandum should be considered by interested parties, it is affixed visa approval and after the decision is made resolution leader.

The adoption of a resolution is the final stage in the consideration of the memorandum.

note

The resolution of the head, who considered the internal memorandum, will be the basis for taking any measures, issuing documents, holding events.

header to the text briefly describes the content of the document. It is formulated according to the general rules for compiling headings for documents: using the preposition o/o and a verbal noun in the prepositional case, for example About absenteeism Lazarenko O.O.

Text The memorandum consists of two or three semantic parts:

• in the first - ascertainingparts- the reasons, facts or events that gave rise to its writing are stated;
• in the second - analyzing part- contains an analysis of the current situation and provides possible options solutions;
• in the third - summary part- contains conclusions and proposals for specific actions that, in the opinion of the drafter, need to be taken.

The second part of the memorandum may be missing. In this case, the text of the memorandum contains the justification, conclusions and proposals of the compiler.

If the memorandum has an attachment, mark aboutapplication done before signing.

A mark on the presence of the application named in the text of the note is drawn up as follows:

Application: for 3 liters. in 1 copy.

If the note has an application that is not named in the text, then indicate its name, the number of sheets and copies.

Appendix: Regulations on the Regional Credit Department for 5 p. in 1 copy.

internal memorandum sign the compiler (if it is presented to the head of the unit) and the head of the unit (if it is presented to the head of the organization); external memorandum signs Head of the organization.

note

If the memorandum is drawn up on two or more pages, then the second and subsequent pages must be numbered. Serial numbers are put down in the right part of the top margin of the page in Arabic numerals.

MEMO

memo is a type of report. This is a written information message widely used in the practice of modern management structures of various levels and organizational and legal forms. Memos provide a direct link between management objects at a horizontal level.

By the way

A memo is a document that does not have an official status. It is not provided in OKUD.

Memos are prepared in a wide variety of situations. Standard targets for this document include:

• information request;
• issuing instructions;
• accompanying another message (accompanying note);
• announcements (notices).

The text of the memo contains information about the reasons for its preparation in the form of a proposal, request, application. This may be information about staff movements, meetings, changes in corporate culture companies, etc. Memos are drawn up on a standard sheet of A4 paper.

The memo is signed by a specialist or head of the department. The date of the memo is the date of its compilation and signing.

The legislation does not provide for strict requirements for the preparation and execution of memos, therefore, the procedure for their execution, taking into account the specifics of the organization, should be fixed in a local regulatory act, for example, in an office work instruction. The memo format should serve the purpose of simplifying and speeding up internal communication processes.

A sample of a memo is presented in Example 5 .

Example 5

memo

On Saturday, 04/19/2014, from 9:00 to 16:00, the personnel department of Sever LLC will carry out installation work to install the alarm.

I ask you to allow access for the performance of work to the following employees of the Energoset company:

1. Simakin I.P.

2. Ivanov P.N.

Head of AHO Sviridov N.N. Sviridov

In case No. 02-14

Ilyin 16.04.2014

EXPLANATORY NOTE

Explanatory note- this is an internal document explaining the reasons for any action, fact, event, incident, compiled by an employee of the organization and submitted to a higher official.

According to the first part of Art. 193 Labor Code Russian Federation before application disciplinary action the employer must request a written explanation from the employee. The employee reports the reasons and circumstances for committing a disciplinary offense in an explanatory note. Based on the explanatory note, the manager decides on the application of disciplinary action against the employee. In addition, this document is one of the grounds for assessing the severity of the misconduct and the circumstances under which it was committed by the employer.

In OKUD OK 011-93, this document is mentioned only once - an explanatory note on violation of labor discipline (code 0286091), which belongs to class 0286000 "Documentation for the execution of disciplinary sanctions."

Types of explanatory notes and their features

• to those compiled to clarify certain provisions of the work performed (project, report, development);
• drawn up in the event of regular situations, violations of discipline, misconduct, etc.

An explanatory note is written by the employee by hand in a single copy on a standard sheet of A4 paper and is addressed to the person who requested it. It can also be typed on a computer using the stencil form adopted by the organization. The form of the explanatory note, as well as the method of execution (handwritten or on a computer) are not legally fixed.

An explanatory note can be drawn up by a structural unit or a specific official.

Note as proof

The employer, by requiring an explanatory note written by hand from the employee, thereby protects himself from unlawful actions on the part of the employee in a labor dispute. It excludes the substitution of the original document.

If the company uses template forms, then at the end of the text you can make a note:The explanation was personally compiled using a personal computer. The date. Signature.

Registration of individual details of the memorandum

In order to unify information and reference documents, an explanatory note should be drawn up and executed in accordance with the requirements of GOST 6.30-2003.

Date the explanatory note is the date of its compilation.

Text The explanatory note must contain:

Description of the facts that gave rise to its writing;

Arguments that explain the current situation.

The text of the note must be convincing and contain irrefutable evidence.

When making signatures the position, personal signature, initials and surname are indicated.

As applications documents can be cited to justify the actions of the originator of the document and confirm certain circumstances.

According to the structure of the text, the explanatory note differs from the report in that it does not contain conclusions and proposals (Example 6).

note

If the company has developed and approved standard forms of explanatory notes used in various situations, this does not mean that employees must draw up notes according to approved forms. A non-formal document may also be valid.

Example 6

Explanatory note

Apply disciplinary action
in the form of a reprimand Alexandrova AND.AND.

HR department to issue an order.
Smolkin 04/17/2014

Director of LLC "SV"

A.V. Smolkin

EXPLANATORY NOTE

14.04.2014 № 14

About being absent from work

I, Aleksandrova Irina Igorevna, an accountant, was absent from my workplace on April 14, 2013 from 9:00 to 15:30 due to personal reasons.

I don't have supporting documents.

Accountant Alexandrova I.I. Alexandrova

REGISTRATIONREPORTING, SERVICE, EXPLANATORY NOTES

One of the functions of the clerical service of the organization is to ensure the prompt search for the necessary information related to the promotion of the transferred documents to the executor. For a more convenient search for this data, various registration forms are used.

Reporting, official, explanatory notes according to their functional purpose, they are carriers of certain information. Since the issue set out in the note requires a written decision in the form of a resolution of the head of the organization or other authorized official documents must be registered.

Recall that there are three forms of registration of documents: magazine, card and automated. The organization has the right to choose the most effective and appropriate form of registration.

▪ Journal registration form - the most common, but not always convenient, because registration of all documents in it goes to chronological order, and when searching for a specific document, a specialist has to look through all the sheets of the journal. The search for information is further complicated by the fact that an initiative document can be registered, for example, in one journal, and the answer to it in another. Mandatory registration forms (magazines) are not provided by the legislation. The recommended log form is shown in Example 7.

Example 7

Fragment of the register of reports and explanatory notes

▪ Card registration form compared to the magazine is more convenient and adapted. The created registration and control cards of documents when searching in the classifier make it possible to optimize the process of searching for a document and reduce the time of the registration process. The obvious advantage of card registration is that several employees can register at the same time;

▪ Automated (electronic) registration form involves the use of special software. Information about the document is entered into an electronic registration and control card stored in the database. Simultaneously with registration, a registration and control card can be printed.

Typically, reports and explanatory notes have a complex registration index, which is formulated in the same way as the index of the outgoing document. The registration number consists of the index of the case according to the nomenclature of cases (including the index of the structural unit and the number of the case according to the nomenclature of cases of this unit) and the serial number of the document within the calendar year.

note

The issues of registration and accounting of documents in the organization should be reflected in the instructions for office work. The instructions should include:

1) a list of unregistered documents.

2) a list of registered groups of documents, while for each group it is mandatory to indicate:

Place of registration;

Time and order of registration;

The rule for the formation of the registration number;

The form in which the registration is made;

The list of details that are entered in the form, the rules for filling them out;

Rules for accounting for the movement of documents after registration;

The principle of registration (single or repeated registration when transferring a document to another unit);

3) the procedure for re-receipt of the document in the organization (for incoming documents).

Terms of storage of memorandums, service, explanatory notes

The storage periods are established in the List of typical managerial archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating the periods of storage, approved by order of the Ministry of Culture of Russia dated August 25, 2010 No. 558. In accordance with the specified List, the periods of storage of memorandums may be 1 year, 3 years, 5 years, 75 years, permanent. Explanatory notes should be kept permanently.

Our advice

When making notes, it is necessary to adhere to a single style, and the main text of the documents must comply with the rules business ethics and established requirements for the execution of documents. An unpleasant impression is left by inaccurately drawn up and executed documents with grammatical errors. Do not rush to send the document to the addressee, but read it carefully, correcting, if any, grammatical errors or typos.

Rules for the preparation of a report, service and explanatory note

At first glance, there are no special differences between the memorandum, service and explanatory notes. Indeed, these papers are close in their purpose - they are all informational in nature. However, we are dealing with different types of documents, which differ both in content and in addressees. Let's see how to properly arrange each of them.
First, we recall that when drawing up any information and reference documentation, whether it be a note, a protocol, an act or a certificate, one must be guided by the requirements
GOST R 6.30-2003 "Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for paperwork" *.
There are general rules for the preparation of a report, service and explanatory note. Each of these documents must have:
- an indication of the author (organization, structural unit or official from which the note comes);
- name of the addressee (to whom the document is sent);
- name of the type of document (for example, Memorandum, Memo)
- date of compilation;
- registration number;
- title to the text (for example, About "violation of labor discipline", "On the acquisition of work books");
- text;
- Signature of the compiler (indicating the position).
Remember that the correct indication of the details in the documents directly affects their legal force, ensures their indisputability and officiality.
Reporting on the situation
memorandum- this is a document addressed to the head of the organization (given or higher) or the head of the structural unit. The memorandum sets out in detail any issue with the conclusions and proposals of the compiler and aims to encourage management to make a certain decision. If the memos inform the addressee about the progress of the work, then they can be drawn up regularly.
Memorandums addressed to the head of the organization are internal documents and can be drawn up on a plain sheet of A4 paper. Papers that are sent to higher authorities are external documents, they must be drawn up on the letterhead of the organization.
The text of the memorandum consists of two or three semantic parts. The first part - ascertaining - sets out the reasons, facts and events that gave rise to its writing. The second part - analyzing - contains an analysis of the current situation, possible solutions. The third part - summarizing - includes conclusions and proposals for specific actions that, in the opinion of the compiler, should be taken. The second part in the memorandum may not be, then the document consists only of a description of the situation, conclusions and proposals of the author of the note.
We inform horizontally
memo is made by an employee or head of a department in the name of a head or specialist of another department. Thus, it provides a connection of control objects horizontally. These notes most often reflect issues of material and technical, economic, information support, etc. For example, a printer broke down in the accounting department. The chief accountant can inform the head of the system support department about this in a memo and ask to repair the device. A memo is drawn up in the same way as a memorandum.
We explain the reasons
Explanatory note- a document explaining the reasons for any action, fact, incident. It can be made by any employee of the organization addressed to a higher official. Basically, explanatory notes are written upon the commission of a disciplinary offense, and the presence of such a note is an indispensable requirement for imposing a disciplinary sanction on an employee (Article 193 of the Labor Code of the Russian Federation). The employee most often writes an explanatory note by hand and in free form, but often special forms are also used in organizations.
We recommend that the personnel officer always have several samples of various notes on hand or develop unified forms for them. After all, information exchange in the organization occurs continuously, and employees often turn to the personnel department for help in compiling a particular document. In the instructions for the organization's personnel records management, you can set out the requirements for notes, describe their necessary details and provide samples.
In practice, the question often arises whether it is necessary to register office, memorandum and explanatory notes within the organization. In our opinion, if the issue set out in the note requires a written decision in the form of a resolution of the head, then these documents must be registered, since they require execution and use for reference purposes. If the issue can be resolved orally, it is not necessary to register such a note.

Tool shop
General Director of JSC Spectr
A.A. Gushchin

MEMORANDUM
November 15, 2009 N 13/3
About improper performance
work duties Nekhaev N.A.

According to the order of October 29, 2009 N 12k, Nekhaev N.A. hired in the tool shop as a turner of the fourth category with a three-month period of preliminary testing.
Nekhaev N.A. improperly performs its duties. So, on November 1, 2009, he was entrusted with the execution of work on the manufacture of parts N k5 / 3222. When performing work, Nekhaev N.A. allowed the marriage of 15 products. The correction of the marriage was entrusted to the turner Grishin E.L.
I think that the turner Nekhaev N.A. it is necessary to announce a reprimand in accordance with articles 192-193 of the Labor Code of the Russian Federation. I am attaching the draft order on the imposition of a disciplinary sanction (reprimand) to this memorandum. In addition, I believe that from the salary of Nekhaev N.A. subtract the cost of products that turned out to be defective.
Foreman signature G.I. Malakhov

Cosmetics department
General Director of OAO "Sigma"
P.Yu. Koltsov

MEMORANDUM

November 12, 2009 No. 123
On secondment of an employee of the department to the Moscow
cosmetics factory "Freedom"
In connection with the expansion of the range of goods sold by our company, and the formation of an advertising campaign plan for 2005, I ask you to send a senior expert of the cosmetic products department, Mikhailova E.Yu. to the Moscow factory of cosmetics "Svoboda" to get acquainted with new developments in cosmetic products, as well as to coordinate the development of contractual relations with this organization.
Head of Department signature K.O. Simonov

Human Resources Department
Deputy Head of ACH
E.O. Fedin

MEMO

November 19, 2009 No. 21
About the repair work in the personnel department
In connection with my departure for another vacation and the repair that has begun, I ask you to spend following works for repairs in the personnel department:
1. Paint window frames and window sills.
2. Paint the ceiling.
3. Stick wallpaper.
Head of Human Resources signature A.I. Mikheev

Sales department
General Director of CJSC "Alt"
M.Yu. Mirotvortsev

EXPLANATORY NOTE

November 25, 2009 N 2/12
About being absent from work
On November 12, 2009, I was absent from the workplace from 14.00 to 16.00 due to the need to visit my wife in the hospital.
Since the head of the sales department Svetikov N.N. at 14.00 was not there, I could not notify him of the reason for my absence and asked the secretary Marishina A.O. about this. I believe that I did not violate the internal labor regulations, as I was absent from work for a good reason and for a short time.
Forwarder signature I.I. Eliseev

Department valuable papers
First Deputy General
director of the bank "Real" E.G. Krupnov

EXPLANATORY NOTE

November 8, 2009 No. 54
On late submission of the summary report
On the fact of my untimely submission of the consolidated report of the securities department for October 2009, I explain the following. I was supposed to submit this report on October 29, 2009, but actually submitted it on November 3, 2009 in connection with the damage and repair of the telephone line on which the fax-modem machine is located, and the lack of data from the Oktyabrsky branch of the bank.
Head of Securities Department signature K.O. Chernyshev

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* Adopted by the Decree of the State Standard of Russia of March 3, 2003 N 65-st.

A memo is one of the forms of written communication in enterprises. This tool business correspondence especially popular in companies where there are many departments of different levels and it is quite difficult to control everything. But even in small businesses, they are often interested in how to write a memo correctly. The sample of such a report may be different, depending on the purpose for which it is compiled.

Grounds for the preparation and purpose of reports

Any employee can write a service. As a rule, it always has two parts. In the first, the authorities are notified of any fact or incident, and the second contains requests, suggestions, any other appeals of the employee to a higher colleague.

It's worth it to grab a pen if:

• violations were committed that caused any unforeseen actions or which could lead to such;
• management intervention is needed, for example, there is not enough material and technical means to complete a project;
• one of the employees did not show up for work or showed up in a drug/toxic/alcohol state;
• there was a proposal to reward certain employees for outstanding results or other achievements;
• you need to send someone on a business trip;
• it is required to call an employee from vacation or a legal day off;
• any other situation on which a decision cannot be made without a leader.

How to write a memo (sample according to GOST)

Companies have the opportunity to introduce many various forms a written report of any incidents or issues of an organizational and financial nature that require the intervention of senior management. But there are no unified forms for such notices.

As for the office, this is a kind of report. As such, the form of this document is also not approved, but it must necessarily comply with the requirements of GOST 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Requirements for the preparation of documents. That is, it must contain the following details:

• the name of the organization or structural unit, as well as an indication of the person to whom the appeal is sent;
• document's name;
• text - what exactly needs to be reported to management;
• date, signature and necessarily the position of the author of the memorandum.

The mandatory requirements have been determined, now let's look at how a memo is written.

Example 1

This type of arrangement of attributes in a document is called angular. But they can be placed on the sheet in other ways.

Example 2

In the picture - the longitudinal placement of the details. And both options are correct.

But even if it is customary in your company to draw up documents in a completely different way, do not worry, this will also be correct, since officials did not provide for a mandatory form.

Example 3

Service note - an example of writing

Writing a hat is almost not difficult for anyone. It is necessary to clarify to whose address the document will be sent, his position and surname, initials (you can fully name and patronymic). In addition, we must indicate the originator, and if a group of employees applies, then it is necessary to list their positions and full name.

What's next? Where does a memo start? "I bring to your attention ..." - this is the most convenient and common option. For the employee, this is convenient because he can immediately go to the subject of his message, for the manager - by reducing the time to study the letter.

The text itself should be short, to the point, with the obligatory listing of specific dates, times, circumstances, and information. So it will be easier for the authorities to take note, check and respond to the appeal of the subordinate.

Be sure to sign the document, put the date of compilation, if there are applications, indicate their presence and list.

It remains to be added that any document must be drawn up on a standard A4 sheet. If the text of the report is large and does not fit on one sheet, you must use another one. Writing on the back is not recommended, although it is acceptable. If the number of sheets is more than one, all the rest must be numbered. In addition, it is desirable to fasten all sheets so that they form a common document.

Electronic reports. It happens?

The number of companies that are switching to electronic document management is constantly growing. Therefore, it is necessary to say a few words about electronic reports. Of course, they can be and already exist and the rules for their design are practically the same. Unless users prescribe the addressee and the sender, since the programs for sending messages do this automatically.

It is important to remember here that documents for internal business correspondence in the company itself must be somehow separated from the general pile of letters, so that it is clear where are personal and where are official materials. already exist special programs, which allow you to automatically send, register in the log book, send answers and resolutions to reports. In this case, all electronic documents are affixed with an electronic signature of both the sender and the recipient - after the decision is made.

If a common system no, then the appeal can be written to the corporate mail, which is usually checked by the secretary. He will be obliged to forward the letter to the final addressee. To ensure delivery, you must set up receipt notifications when sending.