Memo templates. Everything you need to know about memos

How to write a memo?

A service note is called a special additional document, which is the main reason for the leader who wants to make a decision in the form of a local entitlement act. A memo, from the point of view of office work and labor law, is not mandatory, but it can be established by local regulatory legal acts of the enterprise. This type of document is often used in practice, but is not in the All-Russian classifier of management documents. So, let's look at how to write a memo correctly.

Features of memos

Often, memos are compiled to resolve issues regarding information, logistics or economic support. Simply put, a memo is correspondence between several structural divisions. Most often they contain suggestions or requests. Unlike memos, memos are created to maintain communication between departments on a horizontal level, that is, they are created on behalf of the employee and sent to the employee's name. They are compiled only if the position of the sender is equivalent to the position of the recipient. If the memo is made by the head, then most often it concerns decisions on sending on a business trip.

If the fact of manufacturing products with some marriage is revealed, then if there are several complaints from buyers, the head of the organization has the right to send a memo to the certification commission, which will describe in detail the reasons for the employee's non-compliance with the requirements that apply to his position. Based memo additional certification of the employee will be carried out. Also, memos are used to reduce the probationary period for a particular employee. Such a memo is drawn up in the name CEO. If we talk about the legal significance of memos, it can be noted that they can be evidence in court.

Rules for compiling a note

A memo is written to ordinary leaf A4 format. It must indicate the details placed in accordance with GOSTs. These details are:

To know how to write a memo, you need to consider that such a document is drawn up in a familiar font, the size of the letters is 14, the line spacing is 1.5. The name of the document (MEMO) is written in capital letters. The inscription can be located both in the middle and near the border of the left margin. The date must be written strictly in Arabic numerals, for example, 01/02/2013. If the company has a registration system, then the registration number is also affixed to the service note. As a result of the transfer of a memo, a resolution is drawn up on the issue raised.

This type of document as a memo can also have a short title that conveys the essence of the problem. In its wording, in accordance with the rules for formalizing documentation, it is imperative to include the letter “o”. For example, "about sending K. on a business trip." The text of the service note is divided into two parts. In one part, they write the facts that became the basis for compiling the document, and in the second, all conclusions and decisions are recorded. If there is an application in the note, then a note is made about it in the design. Now you know how to write a memo. Its sample is a blank document form, discussed below:

Chief production department Ivanov V.K. SERVICE NOTE 01/17/13 No. ___ In connection with the change production capacity new equipment in room No. ___. Please send a specialist for further troubleshooting.

This is an example of writing a memo.

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How to write a memo and write it correctly.

June 5th, 2013 admin

In practice, we sometimes come across such a document as a memo. How to write a memo and write it correctly?

A memo is not the main, but an additional document, on the basis of which final decisions are made by the employer or manager. On the basis of a memo, an order, order, act is issued or an agreement is drawn up between the parties. A memo is not a mandatory document for office work. But as an additionally established local normative act, it is quite possible to use it. In the classifier of management documents, there is no such thing as a “Memorandum of Understanding”. But in practice, this type of document is widely used.

A memo is most often an internal correspondence between departments. It usually contains some kind of offer or request. In most cases, notes contain information about the organizational, logistical or economic support of the organization, and also has the nature of informative content.

Memos are compiled by an employee or head of a department in the name of the head or a certain specialist of another department, i.e. provides communication of control objects at the horizontal level. Memos are written and sent from one department head to another, or from one employee to another, if they are equivalent in status. If the statuses are different, then this is considered a memorandum.

If the employee goes on a business trip, the head of the travel worker department writes a memo addressed to the director. Based on it, an order for a business trip is then issued.

A memo can be written to the certification commission if the employee does not correspond to the position held. These may be cases when an employee constantly makes defects, or buyers constantly complain about the seller. The certification committee will be able to decide on early certification of the employee.

Memos are drawn up in case of economic necessity for line managers, or if it is possible to conclude an agreement.

In practice, memos are used for different purposes. For example, a memo can be written by the head of the department addressed to the head of the reduction probationary period for some worker.

On the basis of a memo containing information on the performance of the department, written in the name of the director, an order can be issued to reward the employee or the entire department.

Memos can be used as evidence in court (Resolution of the Federal Antimonopoly Service of the Volga District of June 15, 2011 in case N A72-6396 / 2010).

How to write a memo? A memo is usually drawn up on A4 paper, but it must contain all the necessary details: the date and number of the memo, the name of the structural unit, the title to the text and the text itself, the name of the addressee and the signature of the compiler of the note indicating his position.

According to GOCTy for texts containing background information, Times New Roman font is used, font size 14, line spacing 1.5.

The title of the document contains the heading "MEMO", which can be located in the center or on the left side of the sheet.

The date is entered in Arabic numerals, for example, 06/15/2013 or in letters and numbers. For example, June 15, 2013.

Who registers a memo? It is registered either by the one who writes out the memo, or who receives it. It depends on the document management system in the organization.

When the memo is reviewed, it is endorsed by the signatures of interested parties, and the manager's resolution is superimposed on it - this is a written decision of the manager on the subject of the memo, which is the final stage of reviewing the memo.

The title of a memo can briefly reveal its subject. Moreover, the title is written in the prepositional case. For example, “On the direction of Dmitriev K.N. on a business trip".

The text of the memo consists of two parts. The first part contains information about what prompted the employee to write this document. In the second part, the employee sets out his findings, suggestions and requests. In addition, one more part can be added to the text: an analysis of the current situation. Thus, a memo may contain: the reasons for writing the note, an analysis of the resulting facts and conclusions about changing this situation.

Sample memo (example of a memo):

Director of Malinka LLC

Kozlov R.V.

from head of sales

Kruglova N.Zh.

MEMO

02.06.2013 № _________

Based on the increase in the supply of our products in May 2013. twice and overfulfillment of the plan by the sales department, I ask you to reward the employees of the entire department.

Sales performance indicators are attached.

What is a memo and why is it needed

Most people of legal age are employees in one organization or another. People turn to superiors with requests or wishes through statements or memos. Let's describe the process of compiling and transmitting documents for the manager.

What it is?

First you need to understand what a memo is. This is a document that is internal or external, depending on the functions and the addressee. Such a memo is most often addressed to a superior person from his subordinates and is a kind of request, remark or suggestion.

Depending on the meaning of the memo, it can be report, explanatory, explanatory or analytical.

This document most often highlights technical or business problems, describes controversial situations, or provides an explanation that your superiors require from you. The main difference between a memo is that it not only specifies the essence of the problem, but also gives it detailed description and sometimes solutions.

Service and reporting: similarities and differences

Some employees confuse memorandum and memo, and this is no accident. There are similarities, but there are also differences. Let's figure it out. So, the meaning of both that and the other note is to inform the authorities about any failure in the work. However, the memorandum most often reports on the problem, and the memo also contains a request to eliminate it, and sometimes ways to solve a particular problem are also indicated.

Drafting memos for superiors

Most often, such documents are sent to the management. This is because a memo is a document that reports any internal issues. An example of a memo is not registered anywhere, there is no sample text, so they are compiled in any form. The most important thing is to describe the essence of the problem and the proposed ways to solve it. What else you should pay attention to is that your memo is registered with the organization. This way you can be sure that it will reach the authorities.

However, situations are different. Imagine that you are writing a memo not about a breakdown of equipment, but, for example, about an employee of your company who has done something wrong. The situations are different. Your memo may simply be lost. To prevent this from happening, you can make sure. Make a memo in two copies. Give them to the secretary for registration and ask your copy to write that the note was registered by such and such a number, by such and such a date and accepted for consideration. Thus, even if your complaint does not reach the authorities for any reason, you have confirmation and its text.

Exchange of memos between separate divisions

Sometimes memos serve as a means of communication between separate divisions of the same firm. Drafting such a document for another unit is no different from a note for management. The only difference that exists is that you need to specify the units themselves, you can also specify the address. In this case, the memo is still an internal document.

The heading of the memo must be drawn up according to the model of the application, which is written in the name of the head. Next, the text itself is written, which explains all the problems of a particular unit. It is desirable to describe not only the essence of the problem, but also in detail all the nuances. You can also suggest ways to solve it.

The details of the document must be indicated: date and number. This is necessary in order for it to become official.

Service notes to another organization

However, sometimes it happens that it acts as an external document. A fairly common case of writing a memo is for another organization. Thus, companies exchange necessary information. Also in this case, the memo is documentary evidence of the claim or request.

Such notes are also drawn up in an arbitrary form. They may be accompanied by photocopies. required documents. Most often, such notes are drawn up in the name of the director of one company from the head of another. In the case of negotiations with a counterparty, it is imperative to draw up two copies of a memo. The second copy with the seal, signature and registration number must be taken away and kept this document until the problem is solved.

If you write a memo for another organization, you may receive the same letter in response. There is nothing wrong with this. Perhaps the management did not quite understand the problem or request, or maybe they simply decided to offer their own version of the development of further actions. You must also register such a note and respond to it with either an action or a response to a request. Therefore, communication between organizations through memos can continue for quite a long time.

The document begins with the name of the organization and the data of the person to whom it is intended, then their own data is indicated. The words Service note are written in the middle. Further, the text begins with a red line. As mentioned earlier, it is written in an arbitrary form. At the end, the date is indicated and a signature with a transcript is put.

If the text of the memo is large, it is divided into several paragraphs. The first one is a description of the problem. The second is the request itself. If the request is collective, in the third paragraph you can indicate the department and the names of those employees who wrote it. In this case, the signature on the memo is put by the head of the department. Separately, you can attach a sheet with the signature of all employees.

A memo is written on an A4 sheet, like any application. The signature must be handwritten, not facsimile. It is also desirable to issue a memo with its serial number and the date of its compilation. It can also be printed on a computer, but even in this case, the signature must be personal.

Sending a document via electronic communication

It is not uncommon for an organization to conduct electronic document management, and all requests and notes must be sent via the Internet or an internal network. In this case, there is no need to be afraid, there is nothing to worry about. However, for this it is desirable to have a personal digital signature so that you can confirm your request.

Or you can write a memo on a piece of paper, sign it and scan it. Send the electronic version to the required address and wait for a response.

Is it always necessary to make your offer in writing?

Often the question arises: is it possible to contact the management of the enterprise orally? The answer is very simple: you can always apply orally, but it is not known whether this will give any results. A written message is always an official document, regardless of its content and addressee. But a verbal message is just words that may not be answered.

Therefore, it can be advised to draw up all proposals, explanations and explanations for the authorities exclusively on paper. Otherwise, you simply may not get a response to your request or proposal.

How to write a memo

At work, office and memos are often compiled. It seems to be nothing complicated. But when I was recently assigned to write a memo, I decided to clarify how to write it correctly. Curiously, I found out that I need to draw up not a memo, but a memorandum. Let's look at the difference between a report and a service report and how they should be compiled.

Any official document differs from the usual record in that it must comply with the requirements of GOST R 6.30-2003 "Unified Documentation Systems. Unified System of Organizational and Administrative Documentation. Documentation Requirements", because it has legal force. What are the requirements for compiling a report and memos?

They must contain the following items:

2) name of the addressee (to whom the document is sent)

3) name of the type of document ("Memorandum")

4) title to the text (for example, “On violation labor discipline”, “On obtaining insurance medicine policies”). However, this is an optional element.

6) the signature of the compiler - in the lower right corner (indicating the position in the lower left corner opposite the signature)

7) the date of compilation (usually in the left corner, it is drawn up either in Arabic numerals: 02/05/2013, or in alphanumeric way: February 5, 2013)

8) visa - sometimes visas of interested persons are affixed under the signature of the originator: initials and surnames of the applicant, his signature and date

9) registration number (it is affixed either at the place of compilation or at the place of receipt - depends on the accepted registration system in the organization).

According to GOCTy, the text of the document is formatted in Times New Roman font, size 14, with 1.5 intervals.

The title of the document is located in the center of the page and is written either in capital letters (MEMO) or in lower case (memorandum) with 2 line spacing.

Memorandum - addressed to a higher person (head of a department or organization). In this document, it is necessary to state in detail the essence of the issue on which you are applying: the subject of the issue, your proposals, arguments and conclusions (you need to encourage the leadership to act, to make a certain decision). Sometimes the purpose of memos is to report on the progress of work, in which case they are compiled regularly.

If the memorandum is addressed to the head of the organization, then it can be drawn up on a sheet of paper (A4 format). If the document is sent to higher authorities (it is no longer an internal, but an external document), then it must be issued on the letterhead of the organization.

Usually the text of a memorandum consists of two or three semantic parts. The first part contains the facts that led to its writing (this part states), the second part analyzes the presented situation and offers solutions (this part analyzes - it is not always present in the document), the third part presents conclusions and suggestions (this part summarizes) .

A memo is used when the issue being raised is within the limits of intrastructural competence and does not require appeal to higher authorities. Memos function between managers and employees of the same official status. With the help of this document, issues of logistical, technical, information support etc. (the computer broke down, the paper ran out).

The text of the document begins with a statement of the fact on which the author addresses, and then a request is expressed or ways of resolving the production situation are suggested.

Thus, the differences between the memorandum and memos lie in aspects of their functioning: the memorandum is drawn up for vertical movement (for higher-level managers or organizations), the memo - horizontally (for line managers)

Let's look at how to write your complaints and suggestions.

1) define the purpose of the appeal (why do you need help?)

3) define the main thoughts, formulate them most specifically and expressively, not forgetting important details.

The effectiveness of a memo will depend on the validity of your ideas.

The length of office and memos may be different. Some may consist of several sentences, others may span several pages. In the second case, the second and each subsequent page must contain a heading with the addressee's name, page number and date. Sometimes the subject of the memo is also included in such a heading.

SAMPLE DOCUMENTS

General Department Head of AHR Department

A.I. Petrov

MEMO

About carrying out repair household work

Due to the fact that the door lock in office No. 367 broke, I ask you to repair it.

I.S. Ivanova Ivanova

Chairman of the trade union committee Head of the transport department

MEMO

I ask you to allocate vehicles for the transportation of New Year's gifts from the confectionery factory to the enterprise. The total volume of cargo is 100 boxes 50 x 20 x 40, the total weight is 1 ton. Vehicles should be at 9.00 on December 5, 2012 at the address: st. Kalganova, d. 67. The driver must have a waybill with him.

Chairman of the trade union committee

I.R. Sergeev

MEMORANDUM

In accordance with the work plan of LLC "Phoenix" for 2012. manufacturing facility publishes a number of brochures with a volume of 6-8 pech. l.

Staple staplers of type “A” and “B” available in the department are not suitable for performing operations on stapling brochures of this size, since the thickness of publications exceeds the allowable norm for them (up to 5 printed sheets inclusive). The use of glue machine "C" is impractical with economic point vision, in addition, it requires a lot of time.

Booklet binding 6-8 pcs. l. it is most convenient to produce with a class “D” wire stitcher. Its value in the company "Stan" is _______ million rubles. Under the current mode of operation, the economic efficiency from the operation of the machine will cover the cost of its purchase within 1 year and 7 months (cost efficiency calculations are attached).

In connection with the above, I ask you to allocate funds for the purchase of a D-class wire stitching machine.

Application: for 3 liters. in 1 copy.

Head of production

shop L.P. Sviyat Sviyat

This document should be issued if the employee (no matter what position he occupies in this company) considers it necessary to convey something important to the attention of the head of the company and understands that the matter cannot be resolved without his personal intervention.

Attention! A memo is often confused with a memorandum.

These two categories of written appeals within the company are really similar in the most important thing - they are informational and imply certain actions from the one to whom they are addressed.

They concern either one or another specialist, or the activities of a particular unit. Nonetheless, the memo is more hierarchically colored: it is always written “from the bottom up”, that is, from a lower-level specialist to a higher position.

The official one can be addressed to a representative of the same rank as the author, and to someone who is lower in position. Moreover, it is also addressed to representatives of partner organizations. In fact, a memorandum is a subspecies of a service note, as well as an explanatory note.

Regarding the difference between a memo and a memorandum, see the commentary of a specialist.

Should a leader write a document?

He should, but in cases where he wants to convey something to the attention of a specialist or the head of a department and is waiting for specific actions in response.

What sections does a memo consist of?

As already mentioned, There is no specially established sample for such paper. However, there are rules for writing, according to the rules business communication, as well as the internal regulations of a particular company.

Samples of such a note, as a rule, are in the local documents of the company - in paper form or provided to the employee along with the internal corporate e-mail. In the latter case (if it is customary in your company to address requests to in electronic format), you need to use the read receipt function.

Yes, similar document always contains:

• full name of the company and structural unit (from where it is written);
• registration number;
• indication of the addressee (you need to mention the rank, surname and initials, or the full name and patronymic);
• the name of the paper and its purpose (for example, a service note for repairs);
• text - informational part (short and to the point) and what actions are expected from the addressee;
• the date;
• decoded signature.

It is required to write concisely and to the point, remembering that working time is limited for each employee and it is expensive.

Important! No errors in the language of writing are allowed. You should also avoid clumsy and overly confusing and cumbersome phrases that can be interpreted ambiguously and distort the meaning of what you want to convey.

The principle of writing is always the same: what happened - what you want - why do you think that the person you are addressing should do so. Additional weight will be given by writing a note on letterhead with the company logo.

It is also good to indicate the consequences for the business that the current situation bears and how this will correct the intervention of the addressee. For example, someone violates the internal routine and brings discord into the team, as a result of which disunity has arisen in the department, the team spirit necessary to increase sales is violated.

It is best to stick to a business-like, neutral style. when applying. Accordingly, one should not use obscene, slang phrases, emotionally colored reviews, especially abusive, offensive or unethical ones.

If you want from the addressee not one, but several actions, they must be specified in a numbered list, each on a new line, separated by a semicolon.

Step-by-step instructions: how to compose correctly?

How to write a memo to the director according to the model correctly? In the upper right corner, a “header” of the document is drawn up - to whom and to which unit the paper is transferred, be sure to indicate the position and passport data. Below, in the center - a memo and its purpose (for example, for repairs, or for write-offs, for promotion or bonuses to an employee), there is also a registration number.

The text below is written - the essence of the issue, first the informative part, then what you want (for example, I ask you to issue an inspection order in relation to such and such an incident), or I ask you to replace the following equipment in such and such a department (telling first why this to do and what is the state of the existing equipment).

Here is a specific an example of what such paper might look like.

General Director of Lotos-V LLC

Sergeev Sergey Sergeevich

from senior sales manager Ivanova I.I.

MEMO No. 21

(for repair and replacement of equipment)

I bring to your attention that in the sales department of Lotos-M LLC computer technology unfit for further work and needs to be replaced and repaired. So at the moment, out of 8 computers (based on one for two employees), 5 are completely out of order, and 2 more are recognized by the system administrator as subject to repair. Due to the incident, interaction with customers is slowing down. Employees are forced to use personal laptops and tablets brought with them. The printer has also been declared beyond repair as it is very old.

I ask you to:

1. purchase 5 new computers;
2. order the repair of 2 computers;
3. replace the printer in the department.

Sincerely

senior sales manager, Ivanova Irina Ivanovna (signature).

So, it is clear that if an employee wants something from another employee, much less from the boss, this must be done in writing and in accordance with the model established in a particular company, in line with business ethics.

Only this guarantees that your appeal will not be ignored and an exhaustive answer will be given to it, and only in this way will your appeal be regarded as rational, and not as a private request that management (higher or general) can ignore.

A memo is one of the most popular types of documents in 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 regulatory act of the company that regulates office 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 office 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. At the same time, it is mentioned in connection with a violation of labor discipline and has its own code of the unified form N 0286041. management decision.

However, the writing of formal 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. For numbering use Arabic numerals without 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 executor. 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, it is used to assign chronological order drawing up documentation, the letter designation of the type and structural unit. 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) 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

Citizens working in various fields of activity often have to deal with unforeseen situations, so they are interested in the answer to the question of how to write memo and where can i get a sample?

This document is one of the most popular and common ways for firms and employees. In this article, we will tell you how to write a memo correctly and provide a sample memo for review.

The need to write a memo

A memo is a form of workflow within an enterprise that allows you to short time quickly solve current production situations. The service note is designed to fulfill the following goals:

• • Quick notification official about the current problem
  • Making proposals for its elimination or agreeing on a plan of planned actions

Filing a memo has a number of positive aspects for production process to enterprises. This document is a direct proof of the fact that the specialist, having discovered a problem in the work process for which he is responsible, promptly highlighted it to the management.

In situations where a specialist is not able to independently cope with an unforeseen situation that has arisen and, with the help of a memo, submits it for resolution by other specialists, by this action he relieves himself of responsibility for a poor-quality or untimely solution of a problematic issue.

A specific form of a memo has not been established, so the paper is drawn up in any form and transferred to the management, both on paper and through electronic means of communication.

Making a memo

We figured out above in which cases it is necessary to write and submit a memo to management. Now let's consider an example of compiling the document we are considering, and as we said above, there is no special form for a memo, but there are generally accepted requirements for the content of the document.

Among them are:

1. The addressee of the memo must be indicated in the upper right corner of the document. It is necessary to write the last name, first name, patronymic, position of the person in whose name the memo is being drawn up.
2. Under these data, the number and name of the document are written.
3. After that, the specialist reveals the essence of the problematic issue that he encountered in the field of his activity at the enterprise. Or he describes a situation that he himself is not able to cope with and this requires the help of other specialists.
4. Further, it is necessary to prescribe proposals for resolving the current situation. Or the author of the memo pronounces the actions that he expects from the official in whose name the document is submitted.
5. At the bottom of the document, the surname, name, patronymic and position of the person who sent the memo is indicated.

If necessary, every working citizen can use this memo template.

How to write a memo - a sample and example of writing

Let's look at specific example how to write a memo (sample). The example below contains the text of a memo, which can be taken as a sample when writing a business paper.

Memo example

Below we will give an example of writing a memo on paper, where the subject of the appeal and entity, to which the memo is addressed, as well as the essence of the problem - are fictitious.

Director of JSC "Kamelia"
Kravchenko Anatoly Petrovich
Krasnodar July 15, 2015

MEMO

Since July 13, 2015, the furnace in the hot shop of the enterprise has become unusable, and in order to fix the breakdown, it is required to purchase spare parts from the list attached below. The total cost of parts and work to eliminate the breakdown is 15,700 (fifteen thousand seven hundred rubles 00 kopecks).

Currently, the fund limit for the repair and maintenance of equipment has been used up, and the required parts are not available. To avoid downtime in the hot shop, please:

1. Allocate the specified amount of money according to the list attached to the document.
2. Provide a repair team to carry out work to replace worn-out parts.

Sincerely, Head of the hot shop Onoprienko Valeria Viktorovna.

In many organizations, there is an exchange of information through electronic communication, so using email makes it easier to submit a memo. Such a document flow within the enterprise has an obvious plus - it is the speed of consideration of employees' requests.

How to write a memo in electronic form? The document has no significant differences from the classic version on paper. A sample memo in electronic form is almost no different from the example discussed above. A significant part of the memo in electronic form will be similar to our example. In particular, a description of the situation that occurred and a set of proposals submitted by the employee for consideration.

The difference will still be - in the memo it will not be necessary to indicate the addressee. In the e-mail, in the "Address" line, you will indicate the name of the user to whom the document is addressed. If there is only one email address for the entire department, then in the "Subject" line you will need to indicate the recipient, that is, the name of the official to whom the memo is sent.

In addition, when using email (own mailbox) often already has a signature, which is automatically inserted into the text. This significantly saves time, in particular, when a memo is being written. If your e-mail box does not allow identification of the sender (for example, when there is only one e-mail box at the enterprise), then at the end of the letter you must indicate your position and full name.

Remember that when sending a document to e-mail it is important to request a notification that the letter you sent has been read by the addressee. To do this, check the corresponding box. Such a notification is proof that you actually sent a memo to a specific official at a certain time.

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, it did not work.

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 to follow 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. For its compilation, an arbitrary form of a memo sample 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 electronic form. 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 "postal item read notification" 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 08.25.10 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.