On the basis of which an explanatory note is written. In what cases is an explanatory letter written at work

How to write an explanatory note actual question in case of delay, absence from the workplace or non-fulfillment of the plan.

This document is characterized by a strict business style, consistency of presentation, lack of emotional coloring, and reliability of facts.

In case of being late or another unfavorable circumstance at the workplace, the question arises: how to write an explanatory note?

You can draw up such a note either by hand or print it out on a printer and sign it.

Compiled in business style. To make the document look weighty, it must contain several mandatory items.

The purpose of writing an explanatory

The explanatory note itself is a document that is in the internal circulation of the enterprise.

The text contains an explanation of the incident, usually with a negative connotation.

To confirm the reasons, attach the relevant documents: certificates from the doctor, including.

The writing of the explanatory note is fixed in article 193 of the Labor Code. It contains the following items:

• when committing a disciplinary offense, the head of the enterprise may require the employee to write an explanatory note to the director;
• the employee has the right to reject this requirement;
• in the absence of an explanatory note, the manager has the right to impose on the employee.

You have to write an explanatory note in the following situations:

• absenteeism during working hours;
• being late;
• non-compliance with the order;
• failure to meet deadlines.

Important:explanatory note does not contain requirements or statements; it simply reflects the full picture of what happened.

What does the explanatory

There is no single template on how to write an explanatory note at work.

Although it is free-form, it is recommended that the following items be included:

1. Name of the organization.
2. Full name and position of the person in whose name the note is written.
3. The title is an explanatory note.
4. The title, which reflects the reason for writing an explanatory note.
5. Main content.
6. The date the document was created.
7. Full name of the compiler and his signature.

It is useful to consider a sample, notes for different situations are presented below.

Important: some enterprises establish their own algorithm on how to write an explanatory note at work. In this case, you need to use the established sample.

You need to write an explanatory note in the spirit business correspondence. The following rules apply to her:

• conciseness of the stated thoughts;
• truthfulness of information;
• lack of vernacular turns and profanity;
• writing in the first person;
• listing events in chronological order;
• logic of construction;
• the presence of the date and personal signature of the employee.

It is preferable to write an explanatory note plain language.

It is important to avoid florid phrases and words that can be interpreted in different ways (and not necessarily in favor of the employee).

If the employee does not see his guilt in what happened, this should be emphasized. This meaning is introduced by the phrases "was forced to ..." and the like.

It is important to indicate in the explanatory only reliable information and to focus on the facts.

In this case, you need to pay enough attention to the choice of words. In some cases, instead of "late", a synonym for "delayed" can mitigate the situation.

If other employees became participants in the events, this can be mentioned without shifting your share of responsibility to others.

Important: when writing an explanatory note, the facts must be conveyed with restraint, as if the events are described from the outside.

It is worth noting that before you write an explanatory note at work correctly, you need to decide on the format.

You should not paint all the details so that the text takes up an A4 sheet.

Just a few sentences are enough to convey the essence of what happened. Otherwise, the text will be difficult to read.

Who should submit the document

When the explanatory note is written, it should be submitted for consideration to an authorized official. Most often, this is the leader.

After reviewing the text of the explanatory note, the head puts his resolution on further actions there.

When a decision is made on disciplinary action, the document is attached as confirmation.

Rules for compiling an explanatory note for being late

You can be late for work for a variety of reasons.

A well-written explanatory note in this case will be very helpful.

1. In the upper right corner, the data of the head or other person in whose name the document is written are indicated. Full name and position, as well as the name of the enterprise are entered.
2. Further, it is written from whom the explanatory note is presented: full name and position.
3. Then the name of the document is indicated in the middle of the line. In this case, "an explanatory note about being late."
4. Now comes the main body of the document. It is necessary to reliably and restrainedly list the facts that led to the delay. It is useful to attach certificates fixing the indicated reasons for the delay.
5. At the end, the date is written and a personal signature is put.

Prepare single pattern for explanatory in case of being late is almost impossible.

You can leave for work later than the set time for a variety of reasons.

Wherein general principles layouts remain unchanged.

If there is a possibility that being late will entail unpleasant consequences and they will have to be challenged, you need to prepare two copies.

One remains in the office, and on the second, which will be in the hands of the employee, a mark of acceptance is put.

Important: after stating the reasons for being late, you can add an insert “considering the circumstances described above, I consider the reason for being late to be valid.”

Sample explanatory letter for being late

As an example, the main part of the explanation for being late might look like this.

“On 10/31/2016, I went to work after a 5-hour delay. There was a pipe break in my apartment. To minimize the damage, immediately, at 9:30, called the emergency service. The waiting time was one hour. Then they started the work, which lasted an hour and a half and was completed by 12 o'clock. Since I live alone, immediately after the completion of the repair work, it was necessary to do the cleaning. As soon as he put things in order, he went to workplace. I notified the head of the department about the current situation and calling the emergency service by phone. Attached to the explanatory note is a document confirming the repair work in my apartment.

Or such an option.

“Regarding being late on August 11, 2016. On August 11, 2016, I was two hours late for work. The reason for this was an incident that happened next to me. Going to a stop public transport, saw how the girl school age A stray dog ​​attacked me in front of me and injured her. The girl was very scared. I stopped, gave first aid and took the girl to the emergency room. After that, I immediately went to the office. In view of the foregoing, I consider the reason for being late to be reasonable.

Writing a note when getting injured

In some cases, the absence from the workplace or failure to fulfill the plan is caused by circumstances that are beyond the control of the employee.

Among these are domestic injuries. In such cases, in the text of the explanatory note, it is necessary to describe what happened and attach it to the document. sick leave.

This confirmation is required for payment under a temporary disability certificate.

An explanatory note regarding the injury must be submitted to the social insurance commission of the enterprise.

The chairman of this commission must have a sample of its completion.

Be sure to write down the details of what happened and indicate the name of the medical institution that submitted the sick leave. If the medical institution refuses to issue you a document, you can write to them.

Sample explanatory note in case of non-fulfillment of the plan

One of the cases when you have to write an explanatory note at work is the failure to fulfill the labor plan.

The procedure for registration remains the same - at the top in the right corner it is written to whom the document is addressed and by whom it was drawn up. The name is indicated. Only the main text will differ.

If the plan is not fulfilled, the note may look like this.

“Regarding the failure to fulfill the plan for February 2016. An analysis of the circumstances led me to the conclusion that failure to fulfill the plan was provoked by the bankruptcy of Luch. As a result, many investors suffered. Now, through the media, they spread negative reviews, which also affect the activities of the Nadezhda cooperative. The influx of new customers recent times decreased significantly, and regular visitors began to worry about the safety of their deposits. If we pay more attention to the advertising of services, the situation may improve.”

At the end, the date of compilation is indicated and the signature of the employee is put.

Sample document in case of non-fulfillment of the order

If, due to some circumstances, official assignments were not fulfilled, the note is drawn up in the same business style.

“Regarding the damage to the advertising stand. On November 1, 2016, an advertising stand of Svet LLC was damaged on Pervomaiskaya Street. On the occasion of vandalism on the same day it was reported to the police. I ask you to take into account the expediency of installing anti-vandal installations.”

What to consider in non-standard situations

There are cases when you have to write an explanatory note after one of your colleagues has submitted a memo to the director. The reasons for this may vary.

If as a result there were claims from the authorities, an explanatory note should be well prepared.

In such a situation, it is important to take into account a number of points.

1. It is worth finding out why the memo was written.
2. Invite the director to get acquainted with his version of what is happening so that his view is more objective.
3. Write a note so as not to aggravate relations in the team.

Often, audits and inspections are carried out at the workplace.

If inconsistencies were identified during such a check, an explanatory note may be required.

Important: if after the check an act of violation or non-compliance was drawn up, it must contain a reference to a specific paragraph of the job description.

Before writing an explanatory note, you need to:

• check the requirements presented with the requirements of the job description;
• if there was no violation as such, this should be indicated in the explanatory note.

In all these cases, when thinking about how to write an explanatory note to the director, the same rules should be observed.

First, indicate in whose name and from whom the paper is being written, then briefly state the reasons for what happened.

To correctly write an explanatory note at work, you need to learn the basic rules for compiling business documents.

It is maintained in a strict style, thoughts are presented concisely and consistently, only reliable information is provided.

It is necessary to indicate the reasons for what happened in chronological order. The document is dated and signed at the end.

Client Creating a memo and sending it for approval

How to write an explanatory note: Sample and basic principles of drafting

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 about the details, results or methods of performing the work.

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. Date is issued 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 general rules compiling headings for documents: using a 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).

Text 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 the local normative act, for example, in the instructions for office work. 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 of the 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 about the violation 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, service, explanatory notes, according to their functional purpose, 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, the 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 in chronological order, and when searching for a specific document, the 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.

Be sure to use it. But, based on the laws, you have both duties and rights. Remember that a subordinate's failure to provide a written explanation is not a disciplinary offence. That is, it is up to you to write an explanatory note or not to write.

Explanatory: sample

The explanatory has a very simple standard: the information is presented as briefly as possible in the simplest possible language. Avoid complex ambiguous expressions and ornate verbal expressions. In disputed cases, they may be interpreted not in your favor.

Here is an example explanatory text:

« On such and such a date of the month of the year such an event took place. I, first name, patronymic, can report the following about what happened. » If you do not see your guilt in this situation, be sure to emphasize this in the explanatory note. Do not forget to use the magic phrase, especially loved by the police and the military: In the current situation, I was forced to act on the basis of these circumstances. ».

Proper formatting of the explanatory

If you have a choice, try not to write an explanation by hand, and print it. In serious cases, specialists are involved in the study of what has been written: forensic specialists, handwriting experts, and graphologists. By their appearance, shape, sizes of letters and lines, they draw different conclusions, sometimes even unpleasant for the accused.

How to write an explanatory note at work

The perfect explanatory is the pure truth. Try to state only the facts, without distorting or embellishing them. But remember that synonymous words are sometimes perceived differently. For example, "delayed" and "late". Being late is definitely a disciplinary offense. But the forced delay-violation is much smaller, almost harmless.

If other employees are involved besides you, be objective in describing this fact. Do not shift the blame on others if you are also to blame, and do not try to reduce personal accounts: the team does not forgive such actions. State the facts as discreetly, dryly, as if from the outside.

Explanatory is not a sentence

Your career and life do not end with writing an explanatory note. In some cases, you can even turn this document to your advantage. For example, to state in it your proposals for improving the production process. Try to compose an explanation correctly and correctly. And suddenly it will be the impetus for the development of your career?

Articles on related topics:

18.02.2019

Publication date - 01/17/2016

In some life situations, you may need a sample explanatory note, so it’s better to have an idea in advance how to draw up the paper correctly.

If you want to know which mandatory items should be contained in this form of business correspondence, then in this article you will receive all the answers to your questions, namely, how to write an explanatory note to work and school.

How to write an explanatory note?

Let's figure out what an explanatory note is. it special form business document, which is used when an assessment of the current situation is required from all sides, and for this reason explanations are taken from the participants in the incident.

It is important to have an idea that explanatory is not the same as reporting. The person writing the explanatory note does not make any statements, does not ask the director to sort out some controversial situation, does not draw conclusions, but simply reflects the incident in writing.

An employee may be required to write an explanatory note in such cases:

• Absenteeism.
• Late for work.
• Violation of the deadlines for the implementation of the assigned task.
• Failure to complete the task, etc.

An explanatory note is written using the standard rules of business correspondence:

• All information provided must be true.
• Business style presentation of the situation.
• Absence of profanity and colloquial vocabulary.
• Brief presentation.
• The sentences are arranged sequentially, logically, in chronological order.
• Explanatory notes are written in the first person.
• At the end of the document, the date of compilation and a personal signature must be put.

Explanatory note for work. Late sample

You already know the rules for compiling an explanatory note, let's take a closer look, how to write a letter of explanation for a job. A sample document would look like this:

• The name of the manager (or other person with the appropriate official authority) to whom you are writing an explanatory note. It should be written in the upper right corner. For example: "To the director of LLC" Northern Bridge "Egorkin Anatoly Ivanovich."
• Under the addressee, on the line below, you must indicate your name and position: "from the specialist in contract work Ilchenko Vasily Petrovich."
• In the central part of the paper, the name of the document is written: “Explanatory”.
• The main part of the explanatory note contains a description of the specific facts that caused the situation that required explanation. For example:

  On October 15, 2015, I arrived at work 5 hours late due to the fact that the battery had burst at my house. I called the emergency services and worked to minimize the damage to my property. The emergency service arrived an hour after the call and started working only at 10.00. The work took them 2 hours, so they finished only by 12.00. During the repair work, I could not leave my apartment in any way, since I live alone. After finishing the work, I immediately went to work and arrived at the office by 13.00. I informed the head of the department about the situation in advance by phone. To the explanatory note, I am enclosing a document that recorded the fact that the heater broke, the emergency service was called, and the battery was broken.

• At the end of the document, you should put down the date of compilation and sign personally. For example, it looks like this: “October 15, 2015 Ilchenko V.P.

Now you know what a sample explanatory note is.

After submitting the document, it will be considered by the head or an official authorized to do so. After consideration, the manager puts down a resolution regarding further actions in relation to the employee.

If the director has decided to apply disciplinary measures against the employee, then the explanatory note filed by the employee will be attached to the case as evidence.

Explanatory note to school. Sample in case of omission

If you need to write an explanatory note to the school, then it will not have significant differences from the sample given as an example earlier.

The difference will be only in the addressee, and the following persons can act as it:

• Head teacher.
• Classroom teacher.
• Head teacher

At the top of the sheet on the right, you should write, for example: "I will head teacher of school No. 15 to Yuri Vasilyevich Pimkin." From whom: “from a student of 11-“B” class Vasechkin Petr Gennadievich or “from gr. Vasechkina Yulia Vladimirovna "- in the case when an explanatory note is submitted by one of the student's parents.

The main part of the explanatory note should contain an explanation of the circumstances that require explanation. We draw your attention to the fact that if the document is submitted by a parent, then in the main part of the paper there should be an appropriate explanation.

For example:
I, Nina Mikhailovna Sokolova, mother of Ivan Petrovich Sokolov, a student of grade 11-B, can provide the following explanation regarding the absence of classes on 10/10/2015. During the morning gathering, my son got a stomach ache, he felt unwell and told me about it. Having measured the temperature, I noted that it was elevated and therefore called the local doctor. For this reason, I decided to leave him at home and continue the treatment as recommended by the doctor. A note in the son's card (photocopy) and a certificate from a medical institution confirming my words are attached.

This shows that there are no significant differences in writing explanatory notes for work and school. The main thing is to clarify in whose name the document is drawn up. As a rule, communication between the school and parents in case of minor violations of the internal regulations goes through the class teacher. In some cases, the explanatory note may indicate a student, which is a document for controlling access to an educational institution.

In case of various violations on the part of the employee, according to Article 139 of the Labor Code of the Russian Federation, the boss is obliged to demand an explanation from him. The request for an explanatory note may be oral or in writing. There is no norm in the law that would indicate the form of the request. For employers, it is preferable that the request be made in writing.

Judicial practice shows that the judge took the side of the employee due to the fact that the employer did not draw up the requirement to write an explanatory note in writing. If the employee refuses to accept the requirement from the boss in writing, an act is drawn up about this. But the boss does not have the right to indicate to the subordinate that it is mandatory to accept his demand. This is considered illegal and entails a violation of the labor rights of the employee.

Deadlines for writing an explanatory note according to Labor Code- 2 days. The law gives this period of time to the employee in order for him to explain the reasons that prompted him to act in this way, violating, for example, labor discipline. The law does not require the employee to be required to write an explanation. The absence of this rule of law in the Labor Code of the Russian Federation may be due to the requirement of reasonableness. If the employee values ​​the work, he will definitely write an explanation. But it is better to create an order to provide an explanatory note to the employer in the form of a written document.

How to request an explanation from an employee?

In the office work of the company, an explanatory note acts as an official document. This document should explain the reasons for the violation of labor discipline by the employee in a dry and concise manner, subject to the rules of business correspondence. The employer may require the employee to provide an explanation only if there are circumstances indicating a violation of labor laws.

These circumstances are specified in the Labor Code of the Russian Federation:

• being late for work;
• default job duties provided by the functionality of the employee;
• absence from the workplace within 4 hours;
• causing damage to the property of the employer;
• state of intoxication (alcoholic or narcotic);
• non-compliance with labor protection rules;
• failure to provide the management of the enterprise with reliable information.

The requirement to write an explanatory note is presented by the employer. He must do this, since on the basis of the document the employee is held liable and the degree of his guilt is determined. The employer is obliged to realistically assess the situation that happened to his subordinate. And the task of the employee is to correctly state the essence of what happened so that the employer clearly understands further actions. If the decision made by the employer does not satisfy the employee, he can apply for the protection of labor rights. The first line of defense is usually the CTC (commission on labor disputes). But they are not always created at the enterprise, so most often citizens go to court and the Labor Inspectorate.

An employee who has received a written explanatory request from an employer must respond to it. And it does not depend on which of the two options he decided: to write a note or not to do it. If the employee does not want to write an explanation, he must tell the boss about it. But the refusal of the subordinate to write an explanation cannot be regarded by the boss as a fact of an offense committed through his fault.

Application form

There is no unified application form. Therefore, the free form is used. Some organizations issue special explanatory forms, which are given to employees on occasion. In other situations, the employee takes an A4 sheet, writes a statement by hand or on a computer. Based on the text, the employer assesses the legality of the employee's actions. What should be indicated in the text of the explanatory note?

If we talk about ideal writing this document by the employee, then the document should reflect the answers to the following questions:

1. Description of the situation in which the citizen got.
2. attitude towards your actions.
3. Admitting or not admitting guilt.
4. The opinion of the employee on his prosecution.

The employee must sign and date the explanatory note. This is explained simply: the employer must know from whom he receives an explanation. And the date is set in order to notify the employer that the citizen has not missed the allotted time for writing an explanation (2 days). If the note is written after a week, then this will no longer entail legal consequences for the employee. In the absence of an explanatory note from the employee, his boss draws up an act. The punishment for the employee in case of detection of his guilty actions is imposed no later than six months after the event. Except for cases related to violations in the field of finance, audits, revisions. The term is postponed in these cases by another year and a half.