How to write an explanatory note?

Our life is unpredictable and often prepares "surprises" that force us to violate discipline, miss school, be late for work. In most cases, the reasons are banal, but you have to explain the reason for your absence orally or in writing. Skipping school, work, being late for work, we are often faced with the need to write an explanatory note that allows the authorities to find out the reason why we violated discipline. There are many reasons for violation, but the format of the explanatory statement practically does not change. It is very important to correctly compose an explanatory note that will help us mitigate punishment or avoid it altogether.

Before making an explanatory statement, it is important to know not only how to do it, but also to be well acquainted with your rights. After all, such a statement is a confirmation of one's guilt. Therefore, if in this situation you do not lead your guilt, you need to remember that you have the right to refuse to write it. According to the laws, the actions committed by the employee to violate discipline are entirely the responsibility of the employer. An explanatory statement from an employee is not regulated by law, but only by the employer, therefore, the refusal to write such a statement cannot be considered by the employer as a violation. Although, why do we need problems with the authorities, especially when we actually violated discipline and were late for work, study, or did not appear at all.

An explanatory note is a written confirmation that contains information explaining the reasons for some event, act or behavior due to which a person could not fulfill his duties or task. Each person should be able to write an explanatory statement that will help mitigate the punishment or completely avoid it. The decision of the superior manager depends on how this document is written, so if you value your work or study and want to stay on good terms with the manager, you need to be able to correctly compose an explanatory note.

How is an explanatory note written?

An explanatory note should be drawn up in the name of the head or general director. Other persons of the company do not have the right to demand such a document from you, and if they do, it is only on behalf of the boss. In cases where the management demanded an explanatory note, but you didn’t write it for 2 days, then a superior in service has the right to draw up an act of disciplinary action.

The explanatory note consists of the following items:

• hat - details of the recipient (name, surname, patronymic of the head);
• heading - "Explanatory note";
• date and number of the explanatory document;
• text title;
• text - first you need to state the facts, then the reason. This text should be convincing and not arouse suspicion in management. Therefore, it is better to write the truth.

Sample letter of explanation for a job

In the upper right corner, you need to indicate the name of the head: "To the director of the MPP" Edelweiss "Ivan Leonidovich Sidorov."

Below, you need to indicate your name and position: "from the senior mechanic Ivanov Petr Ivanovich."

In the center we write: "Explanatory."

In the first part of the document, you need to state specific facts that force you to write the explanation itself in writing.

Example: “On January 20, 2015, I could not go to work due to the fact that I witnessed an accident while driving to work. In connection with which I was detained until 16.30 as a witness to the accident. It was not possible to report or warn about what had happened, because my mobile phone was broken.”

After the stated reason, at the end of the explanatory note, the date of submission of the document and the signature must be put.

Something like this should look like a sample explanatory! After writing it, it is submitted for consideration to the head, who decides further actions in relation to the violator.

How to write an explanatory letter to an educational institution

Explanatory to school is practically no different from the one we described above. The only difference is that you need to change the addressee, indicating the class teacher, the director of the educational institution or the teacher.

Example: In the "header" it is written "To the director of school No. 4 Kalinin Sergey Sergeyevich." Below "from a student of 10" B "class Andrey Anatolyevich Maksimov." The explanation can be made by the student himself or his parents.

The main part consists of the circumstances that led to the violations.

The example was written by the student’s mother: “I, Maksimova Svetlana Stepanovna, the mother of a student of class 10 “B” Andrey Anatolyevich Maksimov, in my statement I want to explain the reasons why my son missed classes from the period 10/21/14 to 10/28/14.

In the evening, the son felt unwell, he had a fever. In connection with which we went to the doctor, calling an ambulance. The arriving brigade provided medical assistance, the doctor advised bed rest for several days. For this reason, I did not insist that he attend classes.

At the bottom you need to put the date of writing the explanatory note and your own signature. Such an explanatory note is also transmitted to the immediate supervisor in whose name the application was written.

When writing an explanatory note, it is necessary to clearly state the reason why the employee or student violated discipline. The advantage of such a document is the presence of an additional document that confirms the document itself and the information provided by the violator himself.