Reinforcement
How to write memos to management sample. Drawing up a memo according to the sample

How to write memos to management sample. Drawing up a memo according to the sample

Every office needs office supplies. The responsible person monthly or quarterly draws up an application for their purchase, having found out the needs of employees. An application for the purchase of stationery, the sample of which is not approved at the legislative level, can be drawn up arbitrarily.

What applies to stationery: a list

Office supplies are divided into two types:

In 1993, Goskomstat Resolution No. 17 approved a specific list of office supplies. In 2014, the all-Russian classifier of products by type of economic activity OKPD 2 was adopted, containing separate positions of stationery in different sections.

Types of applications for stationery

Sample application for office supplies may have different types, depending on the request form:

external;
internal.

When it becomes necessary to make an external request from the supplier, the first type of application is drawn up. Usually, in such cases, the form of the document can be found in the annexes of the contract concluded with the supplier.

Internal applications can also be of two types:

for the purchase of stationery;
issue of stationery from the warehouse.

If the warehouse does not have the necessary products, a memo is drawn up with a request to allow the purchase of the necessary office supplies. As an appendix, a spreadsheet document with a list of the necessary accessories is attached to it.

How to make an internal application for stationery - sample

The responsible person finds out the needs of employees in stationery. If necessary, an audit is carried out. After that, on the basis of the collected information on the department, an application is made. It means a document that includes a written appeal from the responsible person to the head of the supply department.

Typically, a request is made for:

Depending on the policy of the organization, the form is filled in free form or on letterhead.
The list of stationery must be drawn up in the form of a table with a header and the main part. The main part of the table contains the name of the accessory, quantity and unit of measure. You can add an item if needed.
Be sure to write down the data of the head of the department who needs the office and the full name to whom the appeal is drawn up.

Some organizations require you to issue a request in the form of a memo. At its core, an application and a memo are two different documents that carry the same informative function. However, sometimes they are drawn up in the form of a single document, or an application with a list of the necessary office is attached to the memo.

Service note for stationery for purchase: rules for drafting

A memo for stationery, a sample of which is also not officially documented, can be drawn up in free form. However, it must contain mandatory information:

In the upper right corner, the position and full name are written, in whose name the document is written.
Who wrote the note.
Document's name.
The purpose of the document. For example, "for the purchase of materials."
Date of issue and registration number.
In the main part of the document, a request is written.
Date of.
Visa and decoding of the person in charge.

It is allowed to include a table with the necessary stationery in the memo, or arrange it as a separate application.

Service note for stationery, sample for purchase:

What an application for stationery might look like: an example for receiving from a warehouse

An application for the issuance of stationery from a warehouse is a spreadsheet document. It should contain the name of the necessary things and their quantity. Usually, applications are typed using a computer and output as a document.

Application example:

Since the law does not establish a specific form of this document, it can be approved individually in the organization.

The sample application for stationery depends on who it is submitted to. If a request for delivery is made from a supplier, then the form must be taken from the application of the contract. In all other cases, organizations independently approve the form of such documentation.

The service note is internal document of the organization, thanks to which the authorities manage to solve work situations as quickly and efficiently as possible. Its main goal is to convey to the knowledge of the management team information regarding a problem or conflict situation that has arisen in production or within the team.

Also, this document may reflect the proposals of employees regarding increasing labor efficiency, increasing productivity and other working moments.

Federal legislation in force on the territory of Russia does not define a memo as a mandatory document, therefore there is no unified form. But, despite this, by many business entities it is fixed in local regulatory legal acts, for example, in accounting policy.

Commercial organizations and individual entrepreneurs independently develop the form of the document, while taking into account the main recommendations of specialists.

Memos are worn reference and information character. They are used when conducting business correspondence within the organization as an additional document.

The purpose of memos is to highlight issues related to the production activities of a department, workshop or unit, or with a specific employee.

Such a document does not have a unified form, therefore it is drawn up arbitrarily. Despite the absence of strict requirements from the Federal legislation regarding execution, the memo must contain all required details and information:

In the upper right corner, you must write the full name and position of the head to whom the appeal is addressed.
In the center, a little lower, the name of the document is written: "MEMO"
Its registration number and the date of compilation are affixed.
The title should reflect information relating to the subject of the note (in the prepositional case).
The text should contain information that reflects the purpose of the document: initially a situation is described, and then a request, comment or suggestion is stated.
At the bottom of the note, you should indicate the name of the compiler, his position and signature.

It is worth noting that a memo can be not only explanatory, but also a report. For example, in the first case, the document provides communication between employees of the organization at a horizontal level - the head of the structural unit prepares a memo addressed to another head of the structural unit.

In the second case, the document is addressed to the name of the higher management. It considers a working issue, on which certain proposals and specific conclusions are made. On the memorandum, the head puts down his resolution and must certify it with a signature and date.

Considering a question such as purpose of writing a memo, then here it is impossible not to mention its direct relation to accounting. Based on this document, accountants have the legal right to write off certain expenses as expenses for the reporting period. For example, an employee of the organization paid for transportation costs, advertising, purchased equipment and other inventory items necessary for business activities.

In this case, memos will be considered as primary accounting documents and they must be provided with the same storage.

What is the difference between memos and memos, you can learn from the video.

Who can write

Memos can be written by all, without exception, employees of the organization who are officially on its staff. As a rule, the need to compile this document arises when an employee is faced with a problem.

But, at the same time, one condition must be met - the note contains information about the issue that is within the competence of the employee who draws it up.

Through such documents, communication between employees of the same level. Very often, notes are sent by the heads of divisions, departments, workshops to their direct management, in which they fuss for their subordinates.

In the case when ordinary workers send notes to superiors, they are considered as reports. The sender must understand that only a correctly drawn up document will allow him to achieve the fulfillment of the request voiced in it. That is why all information should be presented very briefly, but succinctly.

Due to the fact that the memo is an internal document of the organization, its form must be approved by management and recorded in the accounting policy or local regulations. It can be compiled both on paper and in electronic form.

But in any case, at the bottom of the document should be "live" signature of the author. In most cases, such notes are drawn up in one copy. But, if an employee works at a large enterprise, he may be required to draw up a document in two or even three copies.

This document must indicate accurate quantitative indicators:

the size of bonuses, wages, vacation and other cash payments;
dates, for example, the exact day the employee leaves on a business trip;
inventory items (indicated full list all objects mentioned in the appeal), etc.

You also have to list every reason for the measures taken to deal with the situation. Information about each person involved in the memo is indicated.

You need to start compiling a document with a header. Here you should indicate the full name of the business entity. The date and city in which the document is drawn up are mandatory.

If the document is drawn up by an ordinary employee, then it will need to be verify with the head of the department where he works. Only after that the note is transferred to its destination. Without fail, the employee must make sure that his official appeal was registered in the appropriate accounting register.

As a rule, each business entity must have a register of internal documentation. Otherwise, a carefully crafted note can easily get lost among the dense flow of documents.

In order to avoid any errors in the preparation of the document, individuals must use the instructions:

Take a piece of paper, A4 format.
In the upper corner, on the right side, a cap is created. The first line indicates the full name of the business entity. In the next line, the Surname, Name and Patronymic of the employee to whom the appeal is addressed is written. In the third line, the full name and position of the employee who draws up the memo is written.
Several lines are skipped and the title of the document is written in the center. The bottom line indicates the date of compilation and the registration number, which must correspond to the entry from the accounting register. It is mandatory to write the city in which the business entity is officially registered, which employs the compiler of the note.
A short title of the document is written through the line, the compiler must briefly indicate the problem that will be discussed.
In the second part of the note, it is necessary to describe the essence of the problem that has arisen. It is extremely important to note the responsible persons related to it, indicating the full name and positions held.
Suggested solutions to the issue.
At the bottom of the document, the signature of the originator is affixed, indicating his full name and position.

When compiling a memo in electronic form, you should act according to instructions. The finished version of the document is redirected by e-mail to the addressee. It should be saved in outgoing correspondence, as well as on a flash drive, it is also necessary to ensure the safety of the notification of reading the letter.

Composition, form, types

Memos are classified depending on the meaning of the information contained in them:

analytical;
explanatory;
reports;
explanatory.

They may be intended for both internal and external use. In the second case, in this way, correspondence is conducted with partner companies in the event of any difficult working moments. As for the internal document, on its basis, the management makes responsible decisions, orders and instructions are issued.

In most cases, such documentation is used for communication between departments. It reflects requests and suggestions, as well as important information regarding the economic or logistical support of the organization.

They provide communication at the horizontal level. In the event that the statuses of the defendants are different, then the document will be considered a report.

For example, one employee goes on a business trip. The head of his department writes memo addressed to the head of the organization. Based on this document, an order is issued, a travel certificate is issued, cash for expenses.

You can also consider another example. The company has created an attestation commission. The head of the department submits a memo to its members, which indicates that a particular employee does not correspond to his position, for example, he constantly receives complaints, he manufactures a lot of defective products, etc. In this case, the members of the commission, based on the document received, can make a decision on employee recertification.

The head of the department can write a memo addressed to the head of the organization to reduce the probationary period for a newcomer, as he does an excellent job with his duties and has a sufficient level of qualification to permanently fill a vacant position. Such a document can act as a basis for rewarding an employee based on performance indicators. It is accepted for consideration by representatives of the law as an evidence base when disputes are resolved within the legal framework.

Many individuals do not understand what is the difference between a memo and a memorandum. This is because both documents are intended to notify management of any working moments that occur in the organization.

They should understand that the report is intended to report to the authorities about the problems that have arisen, and the service, in addition to such information, also contains proposals for resolving issues that have arisen.

When drafting an appeal addressed to management, it is necessary to take into account such nuances:

The document is drawn up in free form.
The essence of the problem should be clearly described.
All solutions must be provided.
The document must be registered in the appropriate accounting register.
To prevent the possibility of losing a note, you can make two copies of it. One will be transferred to the management through the secretary, and the second will remain with the employee (on the form there will be a drink, date of acceptance, registration number).

If it is planned to exchange memos between separate divisions of the organization, then it is necessary to take into account such moments:

In the event that a memo is sent to another business entity, the compiler must take into account such nuances:

A memo can sometimes act as an external document. In this way, cooperating business entities exchange information.
In this case, a memo is considered as documentary evidence of a request or claim from one business partner to another.
The document is drawn up on the letterhead of the organization in a free form.
The note may be accompanied by supporting documentation confirming the stated information.
It is necessary to make two copies, one is transferred to the partner company, and the second remains with the other organization. On the second copy, the addressee must put a wet seal, date and signature, as well as indicate the registration number.
Such a document should be stored until the situation that has arisen is completely resolved.
If the partner company gave a written response to the received appeal, then it should be registered and stored along with the memo.

Is there an electronic version

The federal legislation in force on the territory of Russia allows business entities to on one's own decide how they will handle the paperwork. Today, many commercial organizations and individual entrepreneurs use electronic forms of documents.

Compiled certificates and memos are transmitted to departments via the Internet. But, if it is planned to inform the higher management about the extremely important situation, which falls under the scope of "trade secrets", then the employee must use to certify personal digital signature.

In the event that an employee has expressed his thoughts on paper, he can scan the form and send it to the e-mail of his organization. If he uses a personal mailbox registered in his name when sending, then the need for a signature of the service will disappear.

As for the format of an electronic document, it is no different from its paper counterpart. sender to avoid unfortunate misunderstandings, must take into account the following nuances:

When sending an email, you need to request a notification that the recipient has read the message. Such a notification will act as evidence that in the event of any difficult situation, the responsible person sent a note in a timely manner.
The document is formatted in Times New Roman font, the size of which should be in the range of 12-14.
The date must be entered in the format: 01/01/2018 or January 01, 2018.
The title of the document should be centered on the page.

Below is a master class on translating memos into electronic form.

Significance of the document

The benefit of compiling this kind of document is that it acts as evidence the work of a particular specialist who solves the problems under his jurisdiction. For example, if such an employee cannot independently cope with a specific situation, then he can, through a memo, involve other specialists in resolving it.

Thus, he automatically disclaims responsibility for poor quality or untimely resolution of the issue.

An additional benefit of this kind of document is that it is direct evidence the fact that the specialist highlighted the problem that is in his field of reference. If the specialist cannot resolve the problem on his own and in the form of a memo submits it for resolution by other specialists, he thereby disclaims responsibility for untimely or poor-quality consideration of the issue.

In the event of a controversial situation in which management or regulatory authorities will try to find the perpetrators, the note will help to understand who is to blame.

Due to the fact that memos do not fall into the category of mandatory documents used for internal communication of the organization, many personnel officers very rude and irresponsible approach the issue of their storage.

They should be located in dry and ventilated areas so that paper information is not exposed to negative impact moisture and other aggressive environments.

After the transfer of memos for their intended purpose, they should be responsible for their safety personnel officers. Documents drawn up on paper are placed in safes, as they may contain confidential information.

Access to them will be received only by a responsible employee approved by the relevant by order. All papers are filed in a separate folder, but if they were submitted in electronic form, then a flash drive is used to store them.

With regard to storage periods, business entities need to take into account such nuances:

If in such appeals employees make important reports, make rationalization proposals and reflect another important information, then their shelf life should not be less than 5 years.
In the event that memos do not contain any information important for the work of a business entity, they can be stored for no more than a year.
If memos reflect information about the company's cooperation with its foreign partner, then their minimum term storage should not be less than 15 years.

It should be noted that the head of the organization may, at its discretion, extend the period of storage of such documentation by issuing an appropriate order.

What are office notes? The answer to the question is in the video.

Legislative norms do not provide for the rules for issuing this official paper, since there is no mention of it in OKUD (all-Russian classifier of management documentation).

Its compilation is regulated by the requirements of the Russian Standard GOST R.30-2003, which provides for clear design rules.

The legal force of the service note is ensured by a clear and correct indication of all details. It is compiled by the head of a department or other structural production (scientific) unit when it is necessary to achieve a certain goal in the interests of the company.

Such situations arise, for example, when it is necessary to hire an additional employee, and the problem is solved only with the involvement of an adjacent department or its official.

What should be in an employee's hiring document?

Unlike a memorandum, this document provides business communication of control objects at the horizontal level. It is not sent to the head of the company; the addressee is the head of an adjacent equivalent structural unit, whose competence is to resolve the issue.

The work on creating an official paper should include the following stages:

Today's middle and senior executives are great at the language of numbers and not very well aware of the vague lamentations of overload.

A competent manager in his note will evaluate the possible additional costs of expanding the state and compare them with the benefits that will be obtained in the end.

How is paper compiled?

The memo on hiring an employee must include the following information:

the name of the person to whom the paper is sent (in the right corner at the top of the page, in the dative case). In this case, the addressee may be the head of the personnel department;
indication of the data of the author on whose behalf the note is submitted;
name - heading before the text (in the prepositional case);
direct text content;
date of writing;
signature of the author (in the left corner at the bottom of the page) indicating the position and surname with initials.

The text part sets out the reasons for issuing a business paper, which are the basis for the appeal.

Then the author proceeds to the logical conclusion of the note - a request, a statement of possible actions, a proposal for registration employment contract with an additional worker.

In this case, it is necessary to indicate for which position the employee is to be hired. For small company official address can be redundant formality.

But if the company employs thousands of employees and there are structural divisions, the means of interaction between them is precisely this document, which can also be sent by e-mail.

A significant "plus" will be prompt consideration and quick achievement of the goal.

Compiling a memo in electronic form is no different from writing it manually on paper. You do not need to fill in the address part, the recipient (addressee) will be the user to whose individual mailbox the appeal was sent.

They do the same with a signature - you can also identify the sender at the address of the message.

Specific example

Bochkovskaya A.V., Head of the Human Resources Department of CTNI LLC

from the chief accountant Shulgi L.V.

memo

on the need to hire a new employee

Over the past month, a predictable situation has developed in the company's accounting department related to the expansion of production - the commissioning of a printing shop. Overloading of key employees affects the quality of accounting and reporting. One of the employees - Sadovskaya M.G. - works part-time and spends at the workplace no more than 4 hours. In this regard, she can not cope with the increased load.

I ask you to accept a new specialist for the main place of work in the accounting department, and with a part-time job, break off labor relations in accordance with article 288 of the Labor Code of Russia. She was warned about the need for dismissal when she was hired part-time.

Chief Accountant Shulga L.V.

Subsequent actions - notification of Sadovskaya M.G., preparation of an order for dismissal, and then - on the admission of a new person to the accounting staff - are the result of a sent memo.

The initiation of management decisions is the main purpose of information and reference documentation, to which the memo also belongs. It is drawn up, most often, when personnel issues arise, to solve the problems of economic supply, to provide information to other departments, and to resolve other organizational difficulties.

In the material we will talk about how to write a memo. Increasingly, in the list of requirements for a candidate for a position, one can find the thesis of the sociability of a specialist. This does not mean that the employee is expected to give long and exciting vacation stories or gossip about the neighbors. In the understanding of the employer, the ability to communicate and clearly formulate tasks will be needed by the employee for successful cooperation with the team. One of the forms of such interaction can be a memo.

Terminology

In a company with a small staff, employees often know about the existence of memos only by hearsay. If the entire team does not even make up a couple of dozen people, then information about all significant events, both those that have taken place and those that are just being planned, is distributed orally. Although a small number does not mean at all that the use of the mechanism of written communication is not effective.

The memo itself is an internal document, a form of notification of interested team members about important facts or containing some information that affects the further work of another unit. And although there is no mention of this type of document, and even more so a standard sample of a memo, in labor legislation, its necessity is sometimes dictated by the norms of the Labor Code of the Russian Federation.

Drawing up such a paper would be advisable if you need to inform a colleague in writing:

on the presence or change in the conditions of material assets;
about changing the work schedule of an individual employee or part of a unit;
about the existing opinion or proposal to make adjustments to the workflow;
an objection to his actions or intentions;
about changes in the essence and composition of information used for work;
about any other fact or event that, in the opinion of the author of the document, potentially affects the performance of his job duties.

In order for a memo to be perceived as a document worthy of attention, it is not enough just to scribble a couple of phrases on a piece of paper. Even if the form is not approved by regulations, you should always use the standard 6.30–2003 “USD. USORD. Documentation requirements. This is also true when developing internal forms and fixing them in the company's document management system.

The legislation does not contain the concept of a memo, but it standard form can be developed independently and put into effect by a separate order, based on GOST 6.30-2003.

Difference between memorandum and memo

Since the practice of issuing memos does not affect all enterprises, not all specialists see a significant difference between a memo and a memorandum. But it is, nevertheless, tangible and has very specific signs:

Type of document	Destination	Content
memo	A team member with whom there is no interaction in the form of "subordinate-boss". Peer peer within or outside the unit	Most often it is informational or warning in nature. It is compiled for the purpose of guaranteed familiarization with the data and further confirmation of one's own position before the management.
Reporting internal	Addressed either to the immediate supervisor of the author of the document, or to higher authorities	It may be of a notification nature in order to warn of the onset of negative or irreparable consequences that interfere with work or are harmful to health. It can be drawn up to match the needs of the company or propose measures for the reorganization of processes.
Reporting external	To an adjacent organization or structure with which joint work is being carried out or an urgent project is being implemented	It is usually drawn up with the aim of notifying the management of the partner organization about violations, failure to perform duties by its employees or officials. Less often with offers to encourage or note someone.

There is an opinion among the overwhelming number of employees that this process of exchanging “papers” is a waste of time and effort for compiling them, because it is much faster and easier to call and quickly draw a picture. The course of their thoughts sharply changes its direction after the first contact with production situations, when it is necessary to prove the fact of sending the relevant information to all interested parties. Sometimes not only the fate of a disciplinary sanction (perhaps very severe, up to and including dismissal) depends on this, but also the further successful work of the entire enterprise.

Types of memos

Due to a fairly free form of presentation, a memo is used in a very wide range of issues and situations. The most common situations will be listed below, but this does not mean that this list is exclusive and cannot be supplemented with other items.

Check out type specimen memo here -
Here is a universal form of a memo

Employee per employee

Even if two employees are separated from each other only by an aisle between tables, this cannot prevent them from communicating in writing. And to regard this as a working conflict would be fundamentally wrong. Interaction through the exchange of "letters" helps:

avoid failures as a result of heavy workload and forgetfulness;
solve the problem of non-fulfillment of duties or untimely transfer of the necessary data;
defuse tensions, as well as transfer a memo to an employee into the category of disciplinary and organizing documents.

The content of these papers can be very different and contain both requests and demands. For example, if an employee sees that one of the team members neglects official functions, then even before contacting the manager, you can send a memo about non-fulfillment of official duties to a colleague who is thoughtlessly related to work. This will be more correct and will allow us to prove in the future that the gaps in the work were not the result of "mutual responsibility" and the silence of the problem.

A memo is a tool for interaction between specialists of the same structural level, it is more correct to use a memorandum to contact the head.

For write-off

Rarely what work is not associated with material values or consumables used for successful work. This entails their damage or loss of quality characteristics, and then you need to contact the supply service to write off old materials and issue new ones.

If the wear or failure of objects of labor was the result of natural processes associated with aging or the development of a resource, then you can report this to a financially responsible person. The notification form can be a write-off memo with a list of items that have lost their usefulness and the reason for refusing to use them.

It's another matter if the failure of their system was associated with non-standard events or the inaccuracy of responsible employees, then one cannot do without the knowledge and decision of the authorities. In this case, it is more appropriate to write not a memo, but a memorandum.

For bonuses

Written communication is more often associated with unpleasant events or data exchange. Less often, there are more pleasant reasons for compiling a memo - a bonus message.

Since the hallmark of a note is the rule of sending it to an employee of equal rank, it is more correct to send an award proposal, drawn up in this way, for example, to the personnel department. Alternatively, you can give the document to the employee responsible for drafting the order for bonuses or submitting a list of candidates for cash incentives.

You can apply with this idea directly to the head of the company, but then it is more correct to state your arguments in the form of a memorandum. Check out .

On a business trip

After the abolition in 2014 of the need obligatory registration travel certificate for each business trip, the question arose of how to correctly record some of the nuances and report on its results. The exit was a memo for a business trip. It is in this form that you can inform the manager about how and when it is planned to carry out the task of the company, and also state the results of the trip in a note.

This document is commonly used:

if the journey to the destination was made by personal or passing transport;
if you need to report on work on a day off or overtime;
if it is impossible to accurately determine the actual duration of the business trip based on the attached financial documents;
if there are circumstances that must be taken into account when calculating daily allowances and reimbursement of expenses, or it is necessary to explain the need for expenses without primary documents.

To some extent, the memo replaced the previously mandatory business trip assignments and reports on their implementation. Check out .

Memo to director

Since the head, most often, is the highest sole management body of the enterprise, it is rather difficult to imagine a situation in which it would be correct to send a memo to the director. In accordance with the principles of the service hierarchy, it is better to submit reports in his name.

The reluctance to title the document submitted for consideration by the authorities in this way is dictated, rather, by subjective reasons and emotions. However, it should be understood that a memo about a violation of the job description looks illogical.

The option of correctly using the form of a memo addressed to the director is possible in corporations or holdings. Only in their structure can there be several directors at the same time, equal in position in the organization and not subordinate to each other. Inside enterprises with a straightforward management system and one leader, it is more appropriate to use reports on all production issues that require attention and approval by the director.

A memo, like any other correspondence, is subject to registration in special accounting journals. It is better to hand it over under the signature on the second copy or in the column of the magazine.

Making a memo

In order for a person to have no doubts about how to write a memo correctly, you can use a simple instruction:

The document is drawn up on a sheet of A4 paper, in the "header" indicate the full name and full title of the position of the addressee.
The name of the author of the note is also indicated there, not forgetting to write their position and unit.
As a title, use the phrase "Memorandum".
The following should state the essence of the problem, question, information or proposal in a concise but concise form, using a business writing style.
At the end, you need to put down the date of compilation, the signature of the compiler and his last name.
To streamline the workflow, all outgoing and incoming documents are subject to registration. Therefore, a correctly drawn up memo should be assigned a serial number.

For those companies that want to unify the form of a memo and fix the general procedure for how a memo is written, it will be necessary to issue a separate order for the enterprise. Then the approved example of writing will become mandatory for use by all employees of the organization.

Contrary to the general prejudice against the use of memos in communication with colleagues, this document can only positively affect the work process and improve internal interaction. That is why every employee should put aside doubts and emotions, and take it for granted that some issues can be resolved solely through the preparation of written documents.

Lawyer of the Board of Legal Protection. Specializes in handling cases related to labor disputes. Defense in court, preparation of claims and other regulatory documents to regulatory authorities.

We will answer in which case they make up a memo and how to properly draw up this internal document. Download ready-made samples and use them in your work.

Download and use ready-made sample documents:

Why write a memo

Before writing a memo, it is necessary to clearly understand in what cases this type of document is drawn up and how they differ from other types of notes used in the internal workflow of the enterprise.

For interaction within the organization, several types of service documents are used:

reporting (personnel);
explanatory;
explanatory;
office.

They not only have different names, but also a purpose.

memorandum constitute in case of violation by the employee of the established labor regime, internal labor regulations. It is the basis for issuing a disciplinary sanction to the offending employee.

A tip from the Secretary's Handbook. Location of details on the memorandum

Explanatory note is made by an employee who has committed a violation of discipline, labor protection rules, terms of an employment contract, etc. Without this document, the employer does not have the right to make a decision on imposing punishment on the employee.

A tip from the Secretary's Handbook. An example of an explanatory note

Explanatory note compose as an annex to the package of documents. Its purpose is to explain what documents are contained in the package and what actions are expected from the contractor after processing these documents.

memo- a model of operational interaction between the management and employees of one unit or the management of different units. The purpose of the document is to inform about production problems that impede the effective performance of labor duties. The sample memo form also allows you to include proposals for correcting the current situation, including proposals for bonuses to employees, in the text part. Therefore, a memo is often the basis for making managerial decisions aimed at increasing motivation, productivity and labor efficiency.

Making a memo

Although the memo is part of the internal workflow, there are requirements established for its execution. Compliance with the requirements of the standard and filling in all the necessary details confirm the legal force of this document. This necessary condition, because on the basis of the information contained in the memo, management decisions are made.

Therefore, before writing a memo, read the requirements of GOST. The standard establishes a list of details of this type of documents that must be completed. These include:

the name of the department in which the author of the note is listed;
name of the type of internal document - " memo»;
Date of preparation;
internal registration number of the document;
position, subdivision, surname and initials of the addressee;
title to the text;
text part;
signature, surname and initials of the compiler.

A tip from the Secretary's Handbook. How to write a memo sample

In some cases, a service note example of writing may contain visa approval. As a rule, this is required if the note contains proposals regarding work or interaction with other units. An approval visa will also be required in the case when a memo is drawn up not in the name of the immediate supervisor, but in the name of a higher boss. This will be confirmation that the immediate supervisor is aware of what is happening and agrees with the proposals made by the employee.

They draw up a memo, as a rule, on behalf of the employee, specialist, including the head of the unit. Therefore, when presenting the essence, the first person singular is used. If there are several authors, the text is written in the first person plural. It can be written on a standard sheet of A4 writing paper by hand or on a computer, but in this case, the employee must sign in his own hand.

How to write a memo sample

If you do not know how to write a memo, you can download a design sample from the links at the beginning of the article. But Special attention should be given to the text part of the document. It is important to determine for what purpose it is compiled. For example, a memo may be written to:

Point out the difficulties that have arisen in the work, bring this information to the management and, thereby, relieve yourself of responsibility.
Justify the need for material incentives for employees who have shown high results in labor.
Request information from another department.
Inform authorized executive about the possibility of rationalizing labor and making changes to the technological process in order to increase productivity.
Justify the need to purchase additional tools or equipment, in which case the memo may be a primary accounting document, on the basis of which expenses will subsequently be incurred.

The law does not establish how a memo is written, but an enterprise can independently develop templates with which employees will correctly draw up and draw up such documents.

The general principle of compiling the text: a statement of the problem, indicating all the persons involved and proposed options for solving it. The essence of the problem should be stated briefly and logically. For persuasiveness, one should refer to figures, facts and documents that can confirm the correctness of the compiler.

The total volume of the text part of the memo should not exceed 8-10 lines. If necessary, the addressee can always ask the originator of the document for additional information.

Do not forget to register a memo in a special register for registering internal documents. This will eliminate conflict situations associated with the loss and untimely submission of information to management.

About, what registration numbers are put on the internal service document , the expert of the "Secretary's Handbook" magazine will tell.