Service note: example. Making a memo

Many employees know about the internal documents of the organization only by hearsay - memos are confused with official ones and are compiled incorrectly. This violates the performance of the main function of such documents - official communication within the team, which leads to the impossibility of well-coordinated work. That is why the issue of compiling a memo, its differences and similarities with other papers, the specification of writing becomes relevant.

Terminology

A means of communication between officials, structural divisions. Sometimes it is defined as a document about the completion of a task / work, although it may have a different character. The samples that will be discussed in this article just reflect the possible content of a memo.

Officially, the classifier of management documents does not contain information about such paper as a memo. An example of how to write it is not provided, but this does not negate the fact that such a document is widely distributed in the labor sphere for a number of reasons.

Reasons for using

The memo is known as a frequently used supporting document. It is responsible for ensuring communication between the elements of the work system, that is, employees. Why is this document so popular? Many working moments can and should be solved without the intervention of senior positions - this proves the independence and efficiency of departments autonomously and as a system as a whole.

Peculiarities

The difference from the above memorandum is that the latter implies an appeal to higher ranks, and the memo, an example of which will be discussed below, forms a connection at the horizontal level. This may be an appeal to the administrator of another department or the head of another department. In any of the cases, as long as the persons mentioned have equivalent positions, we can talk about a memo. When inequality arises, it must be drawn up. Some of the examples presented here can be ambiguous in definition, the reasons for this will be discussed later.

Theme of memos

Usually, memos are written on issues of support: informational, economic, logistical or organizational. Often, a note may contain some kind of request or suggestion. For each of the structural elements, usually some of the topics is a priority and correlates with the area in which the element itself operates.

Decor

The execution of a memo is carried out in the same way as the preparation of a memorandum. Therefore, only the content changes. Registration of memos is regulated by GOST. This allows you to maintain the uniformity of the design of all management documents.

An example of how to write a memo:

Information Technology Department ( top of page, left side)

Head of security service top right side) Lyubchenko R. L.

MEMO

14.09.2015 № 11

On Friday 17.09.2015 the material and technical base will be replaced. In this regard, I ask you to provide access to the following employees of the PE “AMIR” organization to perform these works:

1. Andeenko Sergey Gennadievich.
2. Mishkov Lev Georgievich

Department head ( From the left side) _painting_ Antipov R. D. ( on the right side)

The design of a memo assumes a typical sheet format - A4.

Advantages

Essentially, an analogue of a voice message, a memo has a number of advantages over the usual work communication:

• preservation in writing;
• official documentation;
• convenience in the case of complex information transfer;
• the ability to send one message to several people at once.

The logical consequences of this are:

• the ability to confirm / refute some statement;
• a clear statement of the task and its precise implementation;
• timeliness of implementation;
• efficiency.

Character

Writing a memo may have the following character:

• informational (message, notice, briefing, etc.);
• initiative (request);
• reporting.

The memo, an example of which was provided above, is informational in nature, since the head of one department notifies the other about the upcoming work, in addition, gives a simple instruction on what he must do.

The last two points often coexist: the report is a response to the initiative (request).

Structure

Consider how to write a memo correctly based on the example given. So, this document must contain:

• details of the addressee (in this case, the role of this was played by the head of security);
• the name of the document (the corresponding inscription was immediately before the text);
• document date;
• text;
• details and signature of the addressee (head of the information department).

The text, in turn, can also be distributed according to the structure. True, much more conditional:

1. The first part defines the basis and motive for writing. The memo, the sample of which was presented above, explains the request in the very first sentence.
2. The second part reflects the essence: in the example, it comes after the words “in connection with ...”.
3. The third part is the final one. It may contain a statement of fact, a suggestion or a request.

A service note, an example of which helps us understand the design rules, combines the second and third parts into one. The separation becomes more noticeable in complex memos. The third part necessarily appears in the response documents.

Stylization

Although a free format is allowed for this paper, as well as for all other management papers, in order to know how to write a memo correctly, it is necessary to freely express your thoughts in a business style, because it is he who is used when compiling any kind of documentation.

Kinds

Memos do not have a clear classification, but at the same time they can be conditionally divided into types.

For example, there is a memo:

• about the increase;
• for the purchase;
• write-offs, etc.

Each type has its own spelling specification. For a better understanding of how to write a memo, examples will also be given.

About the raise

A memo to increase wages may be needed by employees who believe that they receive insufficient monetary remuneration for their work. It is logical that first of all they will turn to their boss - they will write a memorandum.

A memo of this type is written by the head of the employee's department addressed to the head of the department. Sometimes the HR department does this as well. Then initially we are talking about communication between the department of an employee who wants to receive a higher salary, and the personnel department. The reasons for the increase in wages (changes in the volume of labor, employee qualifications, etc.) must be contained in a memo.

A sample is shown below.

Accounting Department

To the General Director of PE “Agro Darina” Aninnikov G.L.

MEMO

09.04.2013 № 45

Saint Petersburg

On the increase in wages Furmanets G.V.

Furmanets Galina Viktorovna has been working in the state of emergency "Agro Darina" since March 4, 2011 as a leading specialist in the inventory accounting department. She is a qualified master of her craft, showing high performance, punctual, obligatory and diligent. During the work I did not receive a single disciplinary sanction. In connection with the above, I ask you to increase the salary of Galina Viktorovna Furmanets from 23,000 rubles to 25,000 rubles.

Head of the Materials Accounting Department_Signature_Galkin S.A.

An increase does not only mean an increase in wages, it can also mean moving to a higher position. A memo on promotion is also written by the head of the department.

This is an important note: the same memo to the director, that is, a note from a subordinate to the boss is considered a memorandum.

• improving his qualifications;
• higher education (first / second);
• seniority and work experience;
• for outstanding merit.

The reasons must be stated directly in the memo. For example, next.

Department of Logistics

S. Yu. Lyashenko, Director General of the Netflix PP

MEMO

19.02.2001 № 15

On the promotion of Yu. O. Belousova

Belousova Yulia Olegovna has been working at the Netflix software since January 7, 1999 as an administrator of the logistics department. She is a skilled professional in her field. The employee is diligent and responsible, has a high capacity for work and endurance in stressful situations. On February 15, 2001, she received a master's degree in Accounting and Auditing. In connection with the above, I recommend Yulia Olegovna Belousova for promotion to the position of senior administrator.

Head of Logistics Department_Signature_Elchaninov P. L.

For purchase

Acquisition refers to the repair or replacement of any equipment. A memo for the acquisition is written by a department that needs to update the material and technical base.

The memo, a sample of which is presented below, was compiled for the purchase of a computer.

Human Resources Department

To the head of the IT department of Epam LLC Penkov D.M.

MEMO

12.11.2009 № 4

About computer repair (replacement)

I would like to inform you that starting from November 6, 2009 Tatyana Evgenievna Mashkina, senior administrator, employee of the Human Resources Department, has had regular failures on her personal computer.

In connection with the above reason, please repair or replace this PC as soon as possible.

Head of the personnel department _signature_ Chistenko V.T.

Vacation

The memo vacation here means not in the sense of going on a well-deserved rest, but calling an employee from vacation, written by the head of the department in which the corresponding employee is listed. It states the reason for the revocation. The document is submitted to the head of the company / organization, he, in turn, must write an answer - consent or refusal.

Below is an example of such a memo, along with a response.

I don't mind

HR department to prepare the necessary documents__Sergeev 03/21/2014

To the General Director of PE “Aukro” Sergeev V.P.

MEMO

21.03.2014 № 1

Taking into account the illness of the senior accountant of the Accounting and Auditing Department Tatyana Viktorovna Morozova, I propose to call the accountant Pavel Sergeevna Matveychuk from vacation from 03/22/2014.

Head of Accounting and Audit Department _signature_ Marinina R.A.

It should be noted that in addition to writing and receiving a resolution for a memo, it is also necessary to obtain the consent of the employee himself. This must also be officially documented. Therefore, a memo is only the first stage of this process.

About bonuses

A bonus memo is written when the boss wants to reward an employee for productive work. From the point of view of the employee, the bonus process is simple, but for the boss, especially if the organization does not have a bonus regulation and prefers to do without it, it becomes much more laborious. But one of the stages of this process in any case will be writing a memo.

First of all, you need to study the specification of the enterprise in this regard - each of the companies has its own bonus conditions. These may be specified cases when an employee cannot be rewarded (disciplinary action, administrative violations, etc.), sources of bonuses, and the like. After careful study, you can proceed directly to writing.

The memo on bonuses must necessarily contain the reasons why the head of the department believes that the employee should be encouraged. If the bonus clause has clear clauses that indicate what kind of reward is due for what, the process is much simpler. The boss can only notify the director of the implementation of such and such points. Then it's a notice. In another case, the head of the department only offers to encourage the employee and determines the amount of the bonus himself - again, taking into account the organization's material incentive system.

It is interesting that service notes on bonuses are often referred to as memos - since they are written in the name of a higher rank. A similar dilemma arises with vacation recall notes, promotion notes, etc.

For write-off

Memos are not needed when the property is damaged or the logistics base is out of date. This type of document is closely related to purchase notes and is similar in specification: for example, similarly, the head of the department with the above problem writes a note to the department that works with damaged property (as in the computer example: the appeal went to the information department).

Below is a sample of such a memo.

Information and technical department

To the head of the control and revision department of Troyanda LLC Sukhorukov D. D.

MEMO

22.01.2006 № 42

About decommissioning of computers

I inform you that at present the electronic computer owned by the information and technical department is outdated and is not capable of calculating the power sufficient for the full performance of this department.

In connection with the above reason, I ask you to write off the above property as obsolete and notify me of the need to replenish the material and technical base.

Head of the information and technical department _signature_ Chastchenko V.T.

Separation of memos by type

All of the above examples can be divided into two types:

• memo to the employee, director;
• memo to any department.

As for the dilemma that the first point causes, it has already been mentioned in this article. Despite the fact that there is plenty of information on how to write a memo to the director, as well as examples and samples of writing, in essence, this is not entirely true. This principle can only work in corporate organizations, where all departments are equal, but there is no chief executive. Then the writing of notes between departments automatically becomes a service, not a report. In all other cases, it is strongly recommended that when writing notes on the recall of an employee from vacation, on his bonuses, dismissal, promotion, use the name of the document “Memorandum”. Other writing requirements remain the same.

All other samples are classified as memos to departments - about writing off, about acquiring, etc. They give a more correct idea of ​​the essence of memos: communication between equivalent departments that does not require the intervention of management.

Storage

Memos relating directly to individual employees are stored in their personal files. All the rest are sent to the archives of the firm.

The original memos may be needed when checking the organization by higher authorities: they provide detailed information about the internal activities of the company, the interaction of structural elements.

Also, memos, as official documents, can be evidence or refutation in the proceedings of any case.

Like other supporting documents, memos can be thought of as an attachment to a company's external documentation.

The frequent use of memos serves as a criterion for assessing the general mood of the company and its employees for sociologists, marketers, and psychologists of the working organization of personnel.

Half business, half freestyle memo writing clearly reflects the situational relationships within the work team. Particularly interesting is the documentation not between departments, but between specific employees of departments - it is less common and therefore more visual.