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Sample memorandum: I bring to your attention

Many refer to memos as a formality that takes time and nerves. But there are situations when this formality can save the employee from unfair claims of management. Documented petitions will insure you from trouble at any time, which cannot be said about oral requests, which are not even always given importance. Thus, these documents confirm the fact of the relationship, they are registered as outgoing documentation.

Writing a report

Memorandum is an important document of internal communication no influential institution can do without it. For the normal functioning of the organization, a sample memorandum should be at hand for almost all employees. Its difference from a memo is that it has a hierarchical orientation, that is, it always comes from a subordinate to a higher management. The note acts as an informational document, which is written in order to inform the authorities of a higher authority or other structural department in time about events that affect the stability of the management system at the enterprise.

The report has legal force, because its purpose is not only to inform the management of the organization, but also to induce to make a certain decision on the situation voiced. A document is drawn up on the personal initiative of the employee or at the request of the manager. Note code according to the classifier of management documentation - 0286041 according to OKUD. The document should clearly describe the problem that has arisen, and since it has legal force, it should be free of spelling and legal errors.

Memo Definition

The document not only details the incident, but also writes a conclusion with options for resolving the situation. After that, the head is obliged to study the document and impose his resolution. Subsequently, this resolution serves as the basis for the approval and implementation of various measures (imposing penalties, issuing incentives, etc.). Thus, a memorandum is an element of feedback between a leader and a subordinate.

Purposes of memos

The main goals pursued in the formation of this document:

Increase the effectiveness of personal performance. When something interferes with an employee, and he suggests ways to solve this problem.
Rectify the situation. When an employee knows certain facts that do not concern him personally, but, in his opinion, interfere with stable and efficient work. A report is being written to the management so that the situation is resolved in the near future.
Relieve yourself of responsibility. If the employee conveyed some information to superiors and wants to relieve himself of responsibility for correcting the incident. After that, there should be no claims to the compiler.
Protect yourself when rights are infringed. Here the note is an attempt at a peaceful settlement of the incident.

One of the purposes of the memorandum is to disclaim responsibility

Types of memos

They are of two types:

Internal- is written at the request of the employee or his boss in order to increase the efficiency of the company. The signature is put by the author. Since the document is considered internal, then the execution is carried out on A4 paper.
External- sent to higher authorities. This type is signed only by the head of the company, and it is printed on letterhead.

In both cases, the date is set on the day of writing and signing.

Informational - as a rule, they are drawn up regularly, they inform in detail about the methods and features of the work. They can also be used to convey ideas to the management to improve the workflow.
Reporting- report on the results of the executed order in a specific period. As a rule, they are made up of employees of the lowest level.
Initiative - those where the employee invites the authorities to make a certain decision in connection with specific events - violations, downtime, etc.

Internal memorandum

Often, among the reports, one has to write “repressive” notes to the authorities, on the employees of boors and lazy people. They should be drawn up very carefully, because even the slightest flaw can lead to trouble in the future. Violation of discipline is a reason for a financial penalty, only for this, strong arguments must be given in the document. An incorrectly formulated document can be sued, complaining that the authorities maliciously infringe on the rights of a specialist. Therefore, it is important to know how to write a memo correctly.

Read also: Sample application form for work: an example of filling out

Document structure

The memorandum includes two or three semantic sections:

Actual a part where the causes of the incident are stated that prompted its formation with a detailed statement of the accompanying circumstances.
Analytical - presents an analysis of the situation with the potential consequences of the incident and various options for resolving the problem.
Summarizing the part where the speaker describes his opinion, makes a convincing argument and recommends taking some specific action to resolve the incident. And then the leader himself decides what sanctions to take. Since the authorities do not have time for trials, most often they agree with the author's proposals without going into details.

External memorandum

You can make a memorandum in both text and tabular form. The analytical section in the document may be absent depending on the type of question. In this case, the document has only the factual part and a conclusion with solutions to the problem. With it, you can not only make suggestions for improving some production processes, but also express your dissatisfaction with the measures taken. Before proceeding with the presentation of the report, you need to clearly formulate the problem or your point of view and only then begin to present it on paper.

In general, organizations should have a special template for writing a memo, which employees should rely on. If for some reason it is missing, then we bring to your attention a sample of the general design of the document. Only the inside of the note changes, depending on the nature of the content.

The internal note includes details according to GOST:

full name of the structural unit or the work department where the information comes from;
date drafting a document;
document's name;
addressee's initials;
directly myself text;
signature compiler.

The name of the document type is written in large capital letters, it may be in the center or from the border of the left margin.

Mandatory details of an external memorandum are:

full name of the enterprise;
place of compilation(geographical address and name of the structural unit);
placed in the upper left corner date and registration number of the document. The date is written in Arabic numerals or alphanumeric;
header(beginning with the words "Regarding...", "About...");
text;
the initials of the compiler and the position held;
signature leader enterprises and its decoding;
phone number guides.

Requisites

Everyone who needs this has the right to draw up a report, it is only important to know how to draw up a document correctly so that your subsequent actions do not go beyond the law. This applies to both ordinary workers and the personnel department in any accounting department. A document is like a weighty confirmation of actions, in that they were performed reasonably. Often services of various instances carry out inspections of state institutions. This is necessary to control the legitimacy of the cash flow of budgetary funds. Memos in such situations are a serious justification. And when the company recorded the unjustified accrual of bonuses or, conversely, the withholding of wages, then penalties are imposed on it.

In connection with what reports are made

Consider what reports can be drawn up for:

notes, related to financial and economic activities institutions.
Absenteeism when the employee did not appear at the production, the note asks to bring him to a reprimand or a fine.
Violation of official duties, where in the summary section it is required to impose a disciplinary sanction on the violator.
Document addressed to the head of the enterprise about insulting honor and dignity.
Violation of labor discipline if the employee left the workplace before the scheduled time.
If an employee shows up at work drunk or under drugs.
If you need to give an award. Then, types of employee incentives are also offered based on the internal documentation of the institution.

The report is compiled for absenteeism

Memos for employees

Most often, enterprises issue reports related to violations of labor discipline by employees. This includes: being drunk at the workplace, absenteeism during the work process, violation of internal charters, etc. For such incidents, the employee can be not only reprimanded, but also dismissed with administrative responsibility. If you have an incomprehensible situation when drawing up a report on an employee, then it is better to consult with a lawyer or personnel officer about all the subtleties, since the punishment can be mitigated due to them. As an example, if an employee has not been at the workplace for more than 4 hours, this is absenteeism, and if less, then this is absenteeism, which is not punished so severely. One way or another, before starting to draw up a note, you need to accept an explanatory note from the employee, where he sets out the reason that prompted him to misconduct.