How to write an explanatory note correctly: sample

Practically every working person faces situations when it is necessary to provide written explanations about a particular error made in the work process. Usually, the authorities ask for such an explanatory note in the case when the violation committed is significant - i.e. there has been a violation of labor or official duties, and it is necessary to withhold a disciplinary sanction from the employee's salary. And then the “violator” has the question of how to write an explanatory note about errors in work so as not to cause even more anger from higher management.

The procedure for compiling a written explanation

The explanatory note on the fact of the identified violations should be drawn up as follows:

1. In the upper right corner, the position of the person to whom the explanation is intended is indicated.
2. The following is the name of the organization.
3. Without abbreviations, the last name, first name and patronymic of the person to whom the explanation is intended.
4. The position of the employee providing this note and his last name, first name and patronymic are also without any abbreviations.
5. After the header has been filled in, the name of the document provided is written, i.e. the word "Explanatory" is written in the middle of the line.
6. An explanatory text is written.
7. The surname and initials of the employee compiling this document are indicated, as well as his signature and date of compilation.

A sample explanatory note looks like this:

To require an employee to provide an explanatory note in writing is directly only the director, i.e. the employer himself.

Neither managers, nor heads of departments, etc. have the right to demand that the above explanation be written., although they can intimidate employees with this in case of any violations, which is unacceptable.
If the fact of violation on the part of the employee really was, then the best option for him is to really write an explanatory note. Since in case of refusal of this procedure, such behavior on his part can be regarded by the higher management as a violation of discipline at work, which can lead to more serious consequences, up to and including dismissal under the article.

Read also: Voluntary dismissal during sick leave

Rules to consider when writing a note

How to write an explanatory note correctly so that the boss does not have the opportunity to find fault too much? Before embarking on the preparation of the above document, it is better to consult with a lawyer. If this is not possible, then at least talk about the current situation with colleagues at work and carefully listen to their advice.

You should not lie, trying to justify yourself on paper, if you are really to blame for something. Since this behavior can lead to even more problems. After all, the lie will still be revealed, and the employee will be “stigmatized” as a liar and a deceiver. Such a turn of events can significantly harm career growth in the future. If the situation did not depend on you, but the management considered you guilty, you can add the following phrase in the explanatory text: "in this case, my actions were oriented to the current situation" or "in this situation, I acted in accordance with the circumstances." Such an explanation can help to get out of the situation with dignity. Also, this record may be at hand in the event of a case in court.


Try to present the facts of violations softer. For example, you should not indicate that you were late for work. This offense seems too serious and for this you can get not only a reprimand, but also a fine that will have to be paid from wages. If instead of “late” to use the word “delayed”, the authorities may treat this misconduct more condescendingly.

It is better to draw up the above document on a computer, and then, after verification, print, sign and provide to the management. This is necessary in order to keep a secret about how worried you were when writing the note. If the document is drawn up manually, the director of the enterprise may expose your excessive excitement, which will be completely displayed on the handwriting (crooked letters, uneven writing of text in a line, etc.), which can also be displayed on how you will be punished - with a fine or just a reprimand.


What if it is necessary to draw up an explanatory note to a person on whom the situation did not depend and other employees are also to blame for what happened? The main thing in this case is not to blame others for everything that happened, thus trying to protect yourself from punishment. And as objectively as possible to approach the situation and write a note as objectively as possible. A well-written explanatory note, the sample of which you saw above, can contribute to the fact that the director will only reprimand you and those who are responsible for what happened. Thus, you will not only not set up your colleagues and save normal labor relations in the team, but you will also look worthy in the eyes of your superiors.


If the violation against you is serious enough, but you know that you did nothing wrong, and you are not guilty of anything that happened, then you can defend your innocence to the last and even apply to the court for restoration of justice.
An explanatory note must be provided to the management of the enterprise by the employee within two working days.