home » Statements » How to write an explanatory note: Sample and basic principles of drafting

How to write an explanatory note: Sample and basic principles of drafting

How to write an explanatory note correctly is a topical issue when you are late, absent from the workplace or not fulfilling the plan.

This document is characterized by a strict business style, consistency of presentation, lack of emotional coloring, and reliability of facts.

Dear readers! The article talks about typical ways to solve legal issues, but each case is individual. If you want to know how solve exactly your problem- contact a consultant:

+7 (499) 350-44-81 (Moscow)

+7 (812) 309-68-19 (Saint Petersburg)

8 (800) 333-45-16 Add. 848 (Regions)

It's fast and for free!

In case of being late or other unfavorable circumstance at the workplace, the question arises: how to write an explanatory note?

You can draw up such a note either by hand or print it out on a printer and sign it.

Written in a business style. To make the document look weighty, it must contain several mandatory items.

The purpose of writing an explanatory

The explanatory note itself is a document that is in the internal circulation of the enterprise.

The text contains an explanation of the incident, usually with a negative connotation.

To confirm the reasons, attach the relevant documents: certificates from the doctor, including.

The writing of the explanatory note is fixed in article 193 of the Labor Code. It contains the following items:

when committing a disciplinary offense, the head of the enterprise may require the employee to write an explanatory note to the director;
the employee has the right to reject this requirement;
in the absence of an explanatory note, the manager has the right to impose on the employee.

You have to write an explanatory note in the following situations:

absenteeism during working hours;
being late;
non-compliance with the order;
failure to meet deadlines.

Important:the explanatory note does not contain requirements or statements; it simply reflects the full picture of what happened.

What does the explanatory

There is no single template on how to write an explanatory note at work.

Although it is free-form, it is recommended that the following items be included:

Name of the organization.
Full name and position of the person in whose name the note is written.
The title is an explanatory note.
The title, which reflects the reason for writing an explanatory note.
Main content.
The date the document was created.
Full name of the compiler and his signature.

It is useful to consider a sample, notes for different situations are presented below.

Important: some enterprises establish their own algorithm on how to write an explanatory note at work. In this case, you need to use the established sample.

It is necessary to draw up an explanatory note in the spirit of business correspondence. The following rules apply to her:

conciseness of the stated thoughts;
truthfulness of information;
lack of vernacular turns and profanity;
writing in the first person;
listing events in chronological order;
logic of construction;
the presence of the date and personal signature of the employee.

It is preferable to write an explanatory note in extremely simple language.

It is important to avoid florid phrases and words that can be interpreted in different ways (and not necessarily in favor of the employee).

If the employee does not see his guilt in what happened, this should be emphasized. This meaning is introduced by the phrases "was forced to ..." and the like.

It is important to indicate in the explanatory only reliable information and to focus on the facts.

In this case, you need to pay enough attention to the choice of words. In some cases, instead of "late", a synonym for "delayed" can mitigate the situation.

If other employees became participants in the events, this can be mentioned without shifting your share of responsibility to others.

Important: when writing an explanatory note, the facts must be conveyed with restraint, as if the events are described from the outside.

It is worth noting that before you write an explanatory note at work correctly, you need to decide on the format.

You should not paint all the details so that the text takes up an A4 sheet.

Just a few sentences are enough to convey the essence of what happened. Otherwise, the text will be difficult to read.

Who should submit the document

When the explanatory note is written, it should be submitted for consideration to an authorized official. Most often, this is the leader.

After reviewing the text of the explanatory note, the head puts his resolution on further actions there.

When a decision is made on disciplinary action, the document is attached as confirmation.

Rules for compiling an explanatory note for being late

You can be late for work for a variety of reasons.

A well-written explanatory note in this case will be very helpful.

In the upper right corner, the data of the head or other person in whose name the document is written are indicated. Full name and position, as well as the name of the enterprise are entered.
Further, it is written from whom the explanatory note is presented: full name and position.
Then the name of the document is indicated in the middle of the line. In this case, "an explanatory note about being late."
Now comes the main body of the document. It is necessary to reliably and discreetly list the facts that led to the delay. It is useful to attach certificates fixing the indicated reasons for the delay.
At the end, the date is written and a personal signature is put.

It is almost impossible to prepare a single sample for an explanatory note in case of being late.

You can leave for work later than the set time for a variety of reasons.

At the same time, the general design principles remain unchanged.

If there is a possibility that being late will entail unpleasant consequences and they will have to be challenged, you need to prepare two copies.

One remains in the office, and on the second, which will be in the hands of the employee, a mark of acceptance is put.

Important: after stating the reasons for being late, you can add an insert “considering the circumstances described above, I consider the reason for being late to be valid.”

Sample explanatory letter for being late

As an example, the main part of the explanation for being late might look like this.

“On 10/31/2016, I went to work after a 5-hour delay. There was a pipe break in my apartment. To minimize the damage, immediately, at 9:30, called the emergency service. The waiting time was one hour. Then they started the work, which lasted an hour and a half and was completed by 12 o'clock. Since I live alone, immediately after the completion of the repair work, it was necessary to do the cleaning. As soon as I put things in order, I went to the workplace. I notified the head of the department about the current situation and calling the emergency service by phone. Attached to the explanatory note is a document confirming the repair work in my apartment.

Or such an option.

“Regarding being late on August 11, 2016. On August 11, 2016, I was two hours late for work. The reason for this was an incident that happened next to me. While walking to a public transport stop, I saw a school-age girl in front of me attacked by a stray dog and injured her. The girl was very scared. I stopped, gave first aid and took the girl to the emergency room. After that, I immediately went to the office. In view of the foregoing, I consider the reason for being late to be reasonable.

Writing a note when getting injured

In some cases, the absence from the workplace or failure to fulfill the plan is caused by circumstances that are beyond the control of the employee.

Among these are domestic injuries. In such cases, in the text of the explanatory note, it is necessary to describe what happened and attach a sick leave to the document.

This confirmation is required for payment under a temporary disability certificate.

An explanatory note regarding the injury must be submitted to the social insurance commission of the enterprise.

The chairman of this commission must have a sample of its completion.

Be sure to write down the details of what happened and indicate the name of the medical institution that submitted the sick leave. If the medical institution refuses to issue you a document, you can write to them.

Sample explanatory note in case of non-fulfillment of the plan

One of the cases when you have to write an explanatory note at work is the failure to fulfill the labor plan.

The procedure for registration remains the same - at the top in the right corner it is written to whom the document is addressed and by whom it was drawn up. The name is indicated. Only the main text will differ.

If the plan is not fulfilled, the note may look like this.

“Regarding the failure to fulfill the plan for February 2016. An analysis of the circumstances led me to the conclusion that failure to fulfill the plan was provoked by the bankruptcy of Luch. As a result, many investors suffered. Now, through the media, they spread negative reviews, which also affect the activities of the Nadezhda cooperative. The influx of new customers has noticeably decreased lately, and regular visitors have begun to worry about the safety of their deposits. If we pay more attention to the advertising of services, the situation may improve.”

At the end, the date of compilation is indicated and the signature of the employee is put.

Sample document in case of non-fulfillment of the order

If, due to some circumstances, official assignments were not fulfilled, the note is drawn up in the same business style.

“Regarding the damage to the advertising stand. On 11/1/2016, an advertising stand of Svet LLC was damaged on Pervomayskaya Street. On the occasion of vandalism on the same day it was reported to the police. I ask you to take into account the expediency of installing anti-vandal installations.”

What to consider in non-standard situations

There are cases when you have to write an explanatory note after one of your colleagues has submitted a memo to the director. The reasons for this may vary.

If as a result there were claims from the authorities, an explanatory note should be well prepared.

In such a situation, it is important to take into account a number of points.

It is worth finding out why the memo was written.
Invite the director to get acquainted with his version of what is happening so that his view is more objective.
Write a note so as not to aggravate relations in the team.

Often, audits and inspections are carried out at the workplace.

If inconsistencies were identified during such a check, an explanatory note may be required.

Important: if after the check an act of violation or non-compliance was drawn up, it must contain a reference to a specific paragraph of the job description.

Before writing an explanatory note, you need to:

check the requirements presented with the requirements of the job description;
if there was no violation as such, this should be indicated in the explanatory note.

In all these cases, when thinking about how to write an explanatory note to the director, the same rules should be observed.