Explanatory note: sample writing, form of form, examples

An explanatory note is an internal business document of a legal entity or individual. Its content explains the cause of an event that has already happened. It can be an accompanying element of the main document. In this case, its content should provide explanations of individual provisions referred to in the underlying documentation. In this article, we will talk about how to correctly write an explanatory note at work according to the model and present its template.

The main purpose of a business note is to clarify the current situation to the employer by an employee of an enterprise that is a participant in an event that has occurred, usually a negative one, in which he may be a potential culprit. The purpose of writing an explanatory note is to conduct an internal investigation of the event and identify its causes in order to prevent similar cases.

Based on the legislative requirements of the Russian Federation, the employer has the right to require the employee to write an explanatory note in case he commits a disciplinary offense. In accordance with the law, an employee of the company has the right to refuse to write an explanatory note on a specific event, however, in such a situation, the employer is legal to apply disciplinary action against the employee without conducting a special investigation.

Often at an enterprise, a manager, faced with an incorrect or illiterate performance of official duties by an employee, requires a written explanation of the situation.

Rules and form of documentation

In order to understand how an explanatory note is written on the fact of violations identified, it should be taken into account that The document must contain elements such as:

• the name of the enterprise that requires the employee to write an explanatory note;
• an indication of the position, last name, first name and patronymic of the employer addressed in the note;
• name of the document ("Explanatory note");
• day, month and year when the document was drawn up;
• registration number;
• text part;
• surname, name and patronymic of the compiler, his signature.

Each employee of the enterprise must know how to correctly write an explanatory note about errors in work so that they are not punished in a more serious form, up to and including dismissal. The text part of the document must contain information about the events that have occurred. At the same time, it is necessary to give clear explanations in the current situation. The content of the note contains the personal opinion of the employee about a particular event, as well as his attitude towards it and its consequences. If the employee admits his guilt in what happened, he must necessarily indicate this fact in the explanatory note, while emphasizing his repentance and the promise of further control of his actions in order to prevent the occurrence of an unpleasant situation. In this case, the employer may consider reducing the level of punishment for what happened.

Note: if an employee of the company feels innocent, then, in such a situation, he must reflect his point of view in the document. At the same time, he can confirm his correctness in the eyes of the employer by providing his arguments and evidence.

In case of non-fulfillment of their duties / absence from the workplace, the employee must give competent arguments to the employer in order to avoid serious punishment

Any employee of the company in the performance of his duties may make any mistakes that may arise for any reason - inattention, fatigue or refusal to fulfill the plans set by the employer for large amounts of work. Any of the violations is a reason for issuing a disciplinary sanction. A sample explanatory note on non-fulfillment of labor duties, which you can download, will help violators of the working regime to avoid severe punishment by the employer.

In the note, in addition to the established details, there must be a correctly composed text part, in which, in addition to describing the details of the mistake, there must be a mandatory section, implying an awareness of one's guilt and a promise to continue to perform one's official duties qualitatively and on time. Based on this note, the degree of punishment of the employee is established.

In the event that the oversight did not lead to material losses of the enterprise, the employer may confine himself to a reprimand. In order to avoid violations in the performance of your work, you should familiarize yourself with your job responsibilities, which are reflected in special instructions, before starting it.

An example of an explanation in the text part of the note is as follows:

“I, (last name, first name, patronymic, position) (time, day, month year) violated the requirements of paragraph (paragraph number) of job description No. (instruction number) dated (date of registration in accordance with the order for the enterprise) due to (specify cause, which may be inattention, fatigue or unwillingness). I admit my guilt and henceforth I undertake not to violate the requirements of this instruction.

Note: a sample template that allows you to write an explanatory note correctly at work has a simple structure, so the note is written in the simplest possible language, since any complex combination of phrases of ambiguous meaning can be used not in favor of the person who wrote it.

In accordance with the rules for writing an explanatory note according to the model, it is imperative to indicate in it the facts to which there is a desire to draw the attention of the employer in order to change his anger to mercy. A correctly and well-written sample note allows you to convey to the knowledge of the employer information that the guilty person was forced to act in one way and not otherwise in the current situation.

Some employers prepare a sample form in advance in the form of an explanatory note as an example of an explanation to reduce the time spent explaining to employees about the required elements of this document. For employees, it is recommended, if possible, to issue explanatory documentation in printed form. This is especially important when explaining serious labor blunders associated with grandiose material losses. Therefore, in disputable situations, the employer can send a note to specialists - graphologists, criminologists and handwriting experts, who can draw unpleasant conclusions for the guilty employee.

Nuances in the preparation of an explanatory

The finished form of the note provides for the possibility of filling in the columns thought out by the employer. An important point in the preparation of explanatory notes is the presentation of truthful information. Specialists are recommended to state only the facts in the document, while avoiding their embellishments.

Note: It should be borne in mind that words - synonyms are often perceived differently. For example, the words “late” and “delayed” can be interpreted in different semantic forms. When indicating the fact of being late, a clear disciplinary violation is implied. And delayed means a milder violation.

Inefficient work of an employee can cause losses for the company

If the reason for the negative act is the fault of another employee, this fact should be objectively described, since as a result of such a step problems may subsequently arise in relations with the team.

In some cases, explanatory notes are issued when an employee discovers at the enterprise any fact of a violation relating to his professional activities. In this case, the note must offer the employer ways to eliminate the identified shortcomings. At the same time, you can take a significant step in the development of your career by demonstrating personal competence in matters of your profession and in knowledge of your job responsibilities.