Explanatory note to the director: sample, writing features and recommendations

What is an explanatory note to the director and in what cases should it be written? This will be discussed in this article.

When is an explanatory note written?

It should be noted right away that an explanatory director is not needed in all cases. Moreover, in some situations it is desirable not to write it at all. However, such cases are the exception rather than the rule. This happens extremely rarely. About when and in what cases issuing an explanatory note is a necessary procedure will be discussed below.

The first and most common reason is the assessment of the validity of the motives that led to the misconduct or disciplinary offense of the employee. Simply put, a person involved in a labor organization must, with the help of an explanatory note, prove his involvement or non-involvement in a particular incident. It is also worth noting that writing this kind of document is the most common and official form of dialogue between superiors and subordinates.

Management requires an explanatory note: what to do?

An emergency situation occurred in the company where this or that person works, and the management demanded an explanation from the employees. Many employees immediately begin to worry and wonder whether they should write a document or not. It should be noted right away: for a constructive dialogue with the authorities, of course, it is worth compiling an explanatory note. Moreover, the employee will have some advantages from this. So, firstly, it will be possible to most clearly and clearly state your position. And secondly, writing a document will help to avoid problems in the future. The fact is that an explanatory note to the director is a kind of self-defense, an opportunity to mitigate or postpone the possible imposition of sanctions. If the explanatory note does not reach the authorities on the table within 2 days, then the punishment will be complete and inevitable.

Thus, it is still worth compiling an explanatory document, regardless of what happened. Being late, causing property damage, inappropriate actions at the workplace, and so on - all this could happen completely by accident. The manual provides an opportunity to explain your actions, and it should not be missed.

In whose name is the explanatory note written?

Having dealt with the fact that writing an explanatory is a procedure, although not mandatory, but desirable, it is worth moving on to the next question: about its proper design. Unfortunately, most citizens write an explanatory note completely against the rules. Yes, often in many enterprises the execution of the document in question is not a priority. However, this does not mean at all that you can draw up a note in any way you like. director competently and according to the rules? More on this later.

The first thing you need to talk about is to whom you need to write an explanatory note. Here, it would seem, everything is simple. However, most citizens have problems already at the first stage. And these problems are justified: often the leadership is a huge headquarters, and it is not so easy to understand who is the immediate boss. However, you can still figure it out. To do this, you need to look into a special document, which is called It is there that it should be written who is the immediate supervisor of the working person.

About options for writing an explanatory note

How exactly is it necessary to write an explanatory note: on a piece of paper or on a computer? There are no clear requirements here. The law does not prohibit any of these options. But still it is worth pointing out that most enterprises accept explanatory notes written by hand. It's even more convenient.
Naturally, handwritten text should be readable. After all, if the management has difficulty identifying what is written, problems may arise.

So, of course, there is no fundamental difference in how exactly to draw up a document. But if the management makes some specific requirements, then, of course, it is better to fulfill them.

Rules for issuing an explanatory note: header

An explanatory note to the director printed on a computer must have a certain structure. What should she be? How to write an explanatory note addressed to the director will be discussed later.

On the sheet on the top right, it is written to whom the note is addressed and from whom it is. The organization and division are indicated here, as well as their own position and initials. Below, in the middle, the heading is written: "Explanatory note".

Often, management requires paperwork in accordance with all possible and impossible standards. Persons with such bosses should take note of the following rule: the cap is written in its entirety, without any spaces. Below is a sample explanatory note to the director. An example of correct and incorrect design is shown clearly.

Rules for issuing an explanatory note: the main part

After designing the header, you should start writing the main part of the document. What exactly can be recommended here? An explanatory note addressed to the director should be short, concise and easy to read. It is worth indicating the date of the event, all the necessary names and surnames, as well as a relatively detailed description of the reasons for what happened.

What should you never do? First, write lies. Own leadership should not be underestimated. Sooner or later, the truth will still come out. Secondly, you can not use profanity and all sorts of inappropriate words in the note. The style should be purely business and formal. Absolutely every person, regardless of his position, should, on occasion, skillfully and competently draw up an explanatory note addressed to the director.

Further action with an explanatory note

It is not so difficult to figure out how to write an explanatory note addressed to the director. Next, you should understand where and to what authorities it is necessary to send the compiled document.

As already mentioned, the employee has only two days to draw up and send an explanatory note to the authorities. Otherwise, the employer will be able to impose a full on the specialist. Having written a note, the employee gives it to the appropriate authority. You can find out exactly where exactly from special local acts.

It is advisable for the employee to write an explanatory note in two copies. This is necessary so that in the future there will be no claims that the specialist submitted the document at the wrong time. Indeed, often an explanatory note can reach the authorities for a very long time. If the manager was not satisfied with the testimony of the employee and imposed full responsibility on the specialist, the problem should be solved at a completely different level - through direct dialogue. It is also worth noting Article 193 of the Labor Code of the Russian Federation, which just provides all the necessary information about such a concept as an explanatory note addressed to the director.

Article 193 of the Labor Code of the Russian Federation: general characteristics

The law also contains other valuable information. For example, the fact that the authorities cannot hold the employee responsible six months after the incident, and also impose several types of penalties at once for just one offense.

About writing an explanatory note to an educational institution

An explanatory note to the director of an educational institution is drawn up, as a rule, directly by a participant in the educational process. There are no general clear requirements here either. Again, each individual educational institution is able to put forward its own individual requirements for the execution of the document.

An explanatory note addressed to the school principal is drawn up in approximately the same way as an explanatory note for employees. The header should be on the top right, and the body should be short and concise. There are no special differences in the types of explanatory. It does not matter whether it is for being late, for a breach of discipline, or for anything else.