How to write an explanatory note for work - writing rules

An explanatory note is a document. It has no movement outside the work of the organization and is only available for internal circulation. It indicates the reason why the culprit committed this or that act.

Which was the result of another negative phenomenon. Explanatory can be both an independent document and an addition to the main one. In the latter case, it contains explanations for the main one.

Purpose of the note: clarification of the current situation by the main person. He may or may not be guilty. It is drawn up for internal proceedings. Identify the reasons and come to finding the guilty person or, conversely, his justification.

According to the Labor Code of the Russian Federation, the director of the organization must request an explanatory note from the accused. The employee, in turn, may refuse, then the employer has the right to impose a disciplinary sanction without trial.

It should be noted that only the employer has the right to request the writing of an explanatory note. If such an appeal followed, it is better to fulfill it. The requests of the head of the department or your supervisor can be ignored.

The explanatory note should inform the employer about the incident. The vision of the situation should be stated from the position of the component. Sometimes it is written to clarify a project or report. In this case, it is written in any form and is attached to the main document.

How to write an explanatory note for a job

Explanatory note form:

1. In the upper right corner it is indicated in whose name the explanatory note is being drawn up (employer).
2. Under the indication of whom, it is written from whom it is compiled, indicating the position.
3. In the center we write the name: "Explanatory".
4. In the text itself, we indicate the cause of what happened and the consequence of the act.
5. Sign and date in the lower right corner.

The main rules for compiling an explanatory note include:

1. Write only the truth. If false information is revealed, the consequences will negatively affect your work.
2. Don't shift the blame to your colleagues. If several people are involved, the employer has the right to ask for explanations from them and they will state their vision of the situation. The result will be the identification of disagreements. Thus, you will additionally get enemies - colleagues.
3. You should not write: “I was not prompted”, “I was not taught”, etc. When applying for a job, you sign a job description, which contains a list of the necessary knowledge and skills for the position.

When writing an explanatory note, rely on documents (job descriptions, etc.). You can indicate that you misunderstood the wording, etc. If possible, it is better to name the document not “Explanatory Note”, but “Explanatory Note”.

If you make a serious mistake, you can rely on a large amount of work or poor health. In conclusion, you can indicate that you acknowledge this error, undertake to eliminate it and prevent it from happening in the future.

Explanatory note presentation type:

1. The presentation is possible only in a business style.
2. Brevity, without additional explanations not related to the event.
3. 1st person explanation.
4. Date and signature required.

In the event of a serious disciplinary offense and the possibility of a future court hearing, it is better to contact a lawyer to write an explanatory note.

Refusal to write a note is allowed, but subsequently it will be treated as a plus not in your direction. It is better to state your point of view in the situation. If you are not guilty, pay special attention to this when presenting explanations. You can add a magic phrase in such cases: "In the current situation, I had to act according to the circumstances."

When writing, give preference to typing on a computer rather than writing by hand. If the case is serious and your application will be considered by specialists in the form and type of the letter, they will be able to draw certain conclusions.

An example of an explanatory note

An explanatory note can be drawn up for various reasons. For example, being late for work, making mistakes in documents, gross violation of discipline, etc.

Consider an explanatory note about being late for work. It should be noted that in the absence of work for more than four hours, the employer has the right to dismiss the employee.

Manager

PJSC "Gorodbank"

in Yaroslavl

O. G. Petrov

From the controller-cashier of the department

corporate sales

Insurance D. Yu.

Explanatory letter

04/12/15, I am Diana Yuryevna Strakhova, I was late for the workplace for 30 minutes for the following reason. Bus number 35 broke down at the bus station and did not arrive on schedule at the Moskovskaya stop at 7:35. This resulted in waiting for the next bus, which arrived 30 minutes later.

In the future, I promise not to be late for work. Leave home early. In the event of an unforeseen event, inform your immediate supervisor Yu. K. Popova about the reason for the detention. 30 minutes, which was late, I undertake to work out.

Strakhova D.Yu. (signature)

After writing an explanatory note, it is provided to the head or temporarily acting in his capacity. On the document, he puts down his decision - a resolution.

If a penalty is determined, an order or other document is drawn up. A note is already attached to them.

Explanatory note for being late

Director

CJSC "Construction company" Omega "

Pavlichenko G. R.

From Secretary Zventsova O.K.

Explanatory letter

Regarding being late for work on June 25, 2014.

I, Oksana Konstantinovna Zventsova, was 3 hours late for work on June 25, 2014. In the morning, going down the stairs from the apartment of a multi-storey building, I witnessed a fight. Police officers arrived in forced uniforms and asked to witness the incident. I drove with them to police station No. 3, along Romashkina Street, 1. The drafting of the protocol took 2.5 hours. After that I went to work. The deputy director Ivanov Oleg Viktorovich was warned about his being late. Please consider a valid reason for being late.