Samples and examples of an explanatory note

An explanatory note is an internal document of the enterprise, which is one of the types of a memo, and contains explanations and reasons for any event, incident, action, usually of a negative nature.

An explanatory note is written only after the events that led to the very fact of writing the document. For example: failure to complete the assigned task, being late for work, violation of labor internal regulations, absence from work, etc.

An explanatory document may be attached to the main document. and include some explanations of its individual provisions.

Purpose of the explanatory note- conducting an internal internal investigation into the motives of the incident, making a decision regarding the writer and from the conclusions drawn, and preventing non-standard situations in the future.

What are explanatory notes?

• supporting document(contains the reasons for illegal, incorrect actions and actions that led to the current situation).
• Explanatory document(contains explanations regarding the actions of third parties, explains the circumstances that have arisen, beyond the control of the author of the document).

As a rule, the following points are considered in the explanatory note:

• appearance at the enterprise in the stage of alcohol or drug intoxication;
• late or absent at work;
• non-compliance with labor disciplines;
• amoral behavior at the enterprise;
• violation of fire safety rules and labor protection;
• theft of material values;
• disciplines;
• violation of official instructions;
• low-quality or partial failure to fulfill their functional responsibilities.

Methodology for creating an explanatory document

There is no legally approved form of writing an explanatory note. However, it is necessary to adhere to some points in order not to look like an illiterate person in the eyes of the leader.

An explanatory note is drawn up personally, in one copy on a sheet of A 4 format and usually consists of two parts:

• actual part(it indicates the facts that served as the basis for writing this document).
• causal part ( reasons and circumstances that may explain the situation are indicated here).

Each part should clearly reflect the facts of the incident and give an intelligible explanation for them.

In addition, the document must indicate:

• name of company where the employee works;
• recipient information(Full name, position of the head in whose name the document is drawn up);
• Name the document itself;
• place of compilation;
• date writing;
• signature.

Who has the right to request an explanatory note and is the employee obliged to respond?

The existing legislation does not give a clear concept to the document with the name of the explanatory note. However, in practice, in the process of labor relations at various enterprises, this document is drawn up quite often.

In most incidents, the initiator of writing an explanatory note is the head of the enterprise, representatives of the security, security services of the organization or the immediate superior of the subordinate.

The actions of the enterprise are determined by labor legislation, according to which, in turn, it requires employers in numerous situations to take an explanation in writing from the employees of the organization about their actions or during the investigation of circumstances that led to damage to the company's material assets ( Labor Code Art. 199, 408, 247).

the Constitution of the Russian Federation, namely, 27 articles,the employee is allowed not to write an explanatory note.

The employee has the right to refuse to draw up a document.

In this case, the employer has the right to apply a disciplinary sanction to the employee (if any), without his justificatory arguments, having previously drawn up an act of refusal to write, with the obligatory presence of two witnesses from among the employees of the enterprise.

Based on the foregoing, it follows that writing an explanatory note is necessary only in order to protect yourself.

An example of writing a document when the fault of an employee is seen indirectly

Director of LLC "Phoenix"
Ermolaev A.Yu.
shift supervisor
Petrova V.V.

EXPLANATORY LETTER

I am Petrov Vladimir Vladimirovich, I have been working as a shift supervisor since June 2014, I am familiar with job descriptions and internal regulations.

On the merits of the questions posed to me, I explain. The shift task for the period of working hours (night shift 5.09 - 6.09, from 20:00 to 8:00) was not completed due to an accident on the power lines that feed our enterprise.

There was no electricity for 4 hours (0:00 - 04:00). I took all the actions in accordance with the job description of the shift supervisor. Repeatedly, by phone, requests were made to the RES. The chief power engineer and the chief engineer were notified.

Employees of the enterprise, with improvised means, were organized all the conditions for not stopping the work process. I don't consider myself guilty. Please take into account factors beyond my control.

09/07/2015 signature (Petrov V.V.)

Another option for writing an explanatory note when an employee made mistakes in work

shift supervisor
OOO "Phoenix"
Petrov V.V.
loader
Ivanova I.P.

EXPLANATORY LETTER

I am Ivanov Igor Petrovich, I have been working as a loader since February 2014, I am familiar with job descriptions and internal regulations.

On the merits of the questions posed to me, I explain. On the night shift from 03.09 to 04.09. 2015, during my lunch break, I went to the locker room to rest and fell asleep. At four o'clock in the morning, he was woken up by security guards.

I admit my guilt. I am aware that, due to my negligence, I did not complete the shift task in full.

Please do not apply strict penalties. From now on, I undertake to treat my duties more responsibly.

4.09.2015 signature (Ivanov I.P.)

Written request for an explanatory note

Usually, an explanatory note is drawn up by the verbal order of the head. But there are times when the employer and employee in resolving disputes are very serious.

Then the employer has the right to request a written explanation from the employee. (Labor Code of the Russian Federation Art. 193)

But the employer must provide the requirement for the employee in writing and preferably on letterhead, where the outgoing number and date will be.

Example

Loader driver
Sidorov Anatoly Viktorovich

REQUIREMENT

to provide written explanations.
On September 03, 2015, you, while driving a loader, hit a warehouse loader A.P. Ivanov.

The loader was taken to the first city hospital with a diagnosis of a fracture of the right leg.

Please provide a written explanation of this incident. In the document, please indicate the circumstances that led to the injury of the person.

An explanation, in accordance with Article 193 of the Labor Code of the Russian Federation, must be provided to the head of the security service of the enterprise A.P. Kovalev. within two days of receipt of this notice.

09/04/2015 director (Savushkin G.V.)

Explanatory note written - what's next?

After writing and submitting an explanatory note to the manager, make sure that it is endorsed.

After all, someone authorized to conduct an official investigation on the basis of this document should.

Request for yourself a copy of the paper with the manager's visa, no matter how, and the document, which, when resolving disputes in court, can play an important role.

And the most important thing - do not be afraid to write explanatory notes, after all, each document that you correctly written, first of all, covers your rear and will always be on your side in any controversial issues.