Each person probably had cases at work when they had to write an explanatory note. At first glance, it seems that everything is simple, but when you have to write it, it is difficult to collect your thoughts and bring the essence of the problem to the leadership. So, in this article we’ll talk about how to correctly compose a similar document and consider an example of an explanatory note.
What it is?
First, let's try to answer the question of what is an explanatory note. In fact, this document explains to the manager the point of view of its author regarding the event (absenteeism or being late for work, violation of the deadlines for completing a task or its volumes, and much more). Also, an explanatory note can be written in order to explain the content and essence of a document (reports, projects and other similar documents). At the same time, you can write it on the general form used by the organization. If the employee has committed a disciplinary offense, then in accordance with the Labor Code, the employer has the right to ask the violator to explain the situation in writing. In the event that an explanatory note on the work was not provided on time, the employer may draw up an act of refusal and apply disciplinary measures. Therefore, it is easier to write it.
How to write an explanatory note for work?
First of all, the text should indicate facts that are directly related to the situation. After this, it is necessary to state the reasons for the unsuccessful outcome of the case (you must agree that the leadership does not require an explanatory note in case of victory). It is better to write in business language, thoughts should be expressed shortly and clearly. Only facts relating to the case should be described, excuses should be avoided (in this case you clearly admit your guilt) and an untruthful statement of facts. The note should be weighty and reasoned. It’s good if you can consult with colleagues, family or friends. An explanatory note, a sample of which is presented below, can be written by hand with the details.
Types of explanatory notes
Conventionally, such notes can be divided into two types: justifying and explanatory. The employee provides the first option when it is necessary to indicate the reasons for his or her offense. Explanatory notes are drawn up by the employee to explain the causes of the deed, indicating circumstances and conditions that are not dependent on the will of the author of the note.
Most often, explanatory documents require in the following cases: being late for work, appearing at the workplace in alcoholic, narcotic or toxic intoxication, committing theft of property from the workplace, committed immoral misconduct, absence from work or absenteeism, non-compliance with labor protection rules, non-compliance with labor discipline, the provision of false information to authorized bodies. Of course, it’s easier to write it when there is an example of an explanatory note before your eyes.
Explanatory Note Form
In practice, the subordinate prepares the document in one copy on a sheet of standard format (A4). As a rule, a note is drawn up in the name of the head of the company or organization. There are unified forms of such documents, but they are only advisory in nature. At the request of the head, a decree can be issued on the use of a single form of an explanatory document in an organization. If the employee wrote a note in an arbitrary form that differs from the approved one, the manager should not consider it invalid, since this does not affect the essence of the explanation.
Decor
The essence of the explanatory note is to explain to the higher management the reasons for non-fulfillment of the order, violation of technological or labor discipline. In the details must be indicated: the full name of the organization, the name of the head to whom the note is addressed, the name (“Explanatory Note”), the registration number of the document and the date of its preparation, a small subtitle to the text itself (“Regarding ...”, “About ...”) , Full name of the compiler. Next is an explanatory text and a personal signature. The structure of the explanatory text should be divided into two parts: the actual (indicating the facts that led to the writing of the note) and explanatory (indicating the reasons that explain the situation or the fact of violation). It should also be noted that the details of the service and explanatory notes are similar to each other.
In what cases is an explanatory note required?
Disciplinary action and its imposition is regulated by the Labor Code. Before imposing a penalty on an employee, it is important to document the fact of violation. Only then can an employee be required to write an explanatory note outlining the reasons for his behavior.
Further, the management analyzes the reasons and makes a decision: consider them respectful or not. In the event that written explanations are not provided after two working days, an act is drawn up that at least two witnesses must sign. In the presence of such an act, the head has the right to impose a disciplinary sanction on the employee even without explanation of the employee. A disciplinary sanction can be imposed no later than one calendar month from the date of violation. The countdown of this period is suspended if the employee is on vacation or on sick leave. The penalty cannot be applied after six months from the date of discovery of the violation.
Explanatory Note Example
1. Filing a note on violation of labor discipline
To the head of Energosbyt LLC
Petrov P.P.
10/20/2010 No. 23-45 / 12
Explanatory note
About the delay in the supply of materials
I, Ivan Ivanov, responsible for the supply of materials and consumables, have been in this position since 07/15/2010. On Monday, October 18, 2010, I was supposed to deliver materials to the Energetik IE. But due to a malfunction of freight vehicles, it was delivered only on October 19.
Personal signature
2. An example of an explanatory note with humor (details are filled in as in the first example). “I was late for work on March 19, 2013 for a good reason. In the morning, before going to kindergarten, his son really wanted to go to the toilet (due to physiological need). My lateness corresponds exactly to the length of time the child spent in the toilet. I believe that this case can be attributed to force majeure situations (force majeure), since it did not depend on my desire to come to work on time. ”
An explanatory note with a touch of humor should only be written if you are sure that it will be correctly understood by your manager.