What is an explanatory to the director and in what cases should it be written? This will be discussed in this article.
When is an explanatory note written?
It is immediately worth noting that an explanatory director is not necessary in all cases. Moreover, in some situations it is desirable not to write it at all. However, such cases are more likely an exception to the rule. This is extremely rare. About when and in what cases the execution of an explanatory note is a necessary procedure, will be described later.
The first and most common reason is an assessment of the validity of the motives that led to the misconduct or disciplinary offense of the employee. Simply put, a person involved in a labor organization must, with the help of an explanatory note, prove his involvement or non-involvement in a particular incident. It is also worth noting that writing this kind of document is the most common and official form of dialogue between superiors and subordinates.
The manual requires an explanatory note: what to do?
An emergency occurred at the company where a person works, and management demanded that employees explain. Many employees immediately begin to worry and wonder if they should write a document or not. It should be noted right away: for a constructive dialogue with superiors it is worthwhile to draw up an explanatory note. Moreover, the employee will have some advantages from this. So, firstly, it will be possible to most clearly and clearly state your position. And secondly, writing a document will help to avoid problems in the future. The fact is that the explanatory to the director is a kind of defense of oneself, an opportunity to mitigate or delay the possible imposition of sanctions. If the explanatory is not received by the authorities on the table within 2 days, then the punishment will be complete and inevitable.
Thus, writing an explanatory document is still worth it regardless of what happened. Being late, causing material damage, improper actions at the workplace and so on - all this could happen quite by accident. The manual provides an opportunity to explain their actions, and it should not be missed.
In whose name is the explanatory note written?
Having dealt with the fact that writing an explanatory is a procedure, although not mandatory, but desirable, it is worth moving on to the next question: about its competent design. Unfortunately, most citizens write an explanatory note completely against the rules. Yes, often in many enterprises the design of the document in question is not a priority. However, this does not mean that you can draw up a note as you like. How to write an explanatory director competently and in accordance with the rules? About it further.
The first thing to talk about is who you should write an explanatory note on. It would seem that everything is simple. However, most citizens have problems at the first stage. And these problems are justified: often the leadership is a huge headquarters, and it is not so simple to understand who is the immediate boss. However, you can still figure it out. To do this, you need to look into a special document, which is called the internal regulations. It is there that it should be written who is the immediate boss of the working person.
About options for writing an explanatory note
How exactly is it necessary to write an explanatory note: on a piece of paper or on a computer? There are no clear requirements. The law does not prohibit any of these options. But it’s worth pointing out that most enterprises accept handwritten explanatory notes. It is even more convenient.
Naturally, handwritten text should be readable. Indeed, in the event that the leadership has difficulty identifying what is written, problems may arise.
So, of course, there is no fundamental difference in how to draw up a document. But if the management makes any specific requirements, then, of course, it is better to fulfill them.
Rules for filling out an explanatory note: cap
An explanatory note printed on a computer must have a specific structure. What should she be like? How to write an explanatory note in the name of the director will be described later.
On the sheet in the upper right is written to whom the note is addressed and from whom it is. It indicates the organization and unit, as well as their own position and initials. Below, in the middle is the heading: "Explanatory Note."
Often, management requires paperwork in accordance with all possible and impossible standards. Persons with such superiors should take note of the following rule: the cap is written in its entirety, without any spaces. The following is a sample explanatory to the director. An example of correct and incorrect design is shown clearly.
Rules for filling out an explanatory note: the main part
After completing the header, you should take up writing the main part of the document. What exactly is there to advise? The explanatory note addressed to the director should be concise, concise and readable. It is worth indicating the date of the event, all the necessary names and surnames, as well as a relatively detailed description of the causes of the incident.
What is not worth doing in any case? First, write a lie. Own management should not be underestimated. Sooner or later, the truth can still come up. Secondly, you can’t use profanity and all kinds of inappropriate words in a note. The style should be purely business and official. Absolutely every person, regardless of his position, should, on occasion, skillfully and competently draw up an explanatory note addressed to the director.
Further actions with an explanatory note
It’s not so difficult to understand how to write an explanatory note addressed to the director. Further it is necessary to understand where and to which authorities it is necessary to send the compiled document.
As already mentioned, the employee has only two days to write and send to the authorities an explanatory note. Otherwise, the employer will be able to impose full disciplinary liability on the specialist . By writing a note, the employee gives it to the appropriate authority. You can find out where exactly from special local acts.
It is advisable for the employee to write an explanatory note in duplicate. This is necessary so that in future there will be no complaints that the specialist did not submit the document on time. Indeed, often the explanatory can reach the authorities for a very long time. If the manager was not satisfied with the testimony of the employee and imposed full responsibility on the specialist, the problem should be solved at a completely different level - through direct dialogue. It is also worth noting article 193 of the Labor Code of the Russian Federation, which just provides all the necessary information about such a concept as an explanatory in the name of the director.
Article 193 of the Labor Code of the Russian Federation: general characteristic
The first thing that is worth pointing out here is the quotation from the law itself: "an employee’s explanatory note cannot be an obstacle to responsibility." Of course, the boss can take into account the information that the employee brings to him. However, if a specialist has provided a convincing alibi, but the management still does not want to listen to it, the problem cannot be solved so simply. Some sue their superiors, others just endure. What should the employee do in this case? Section 193 contains information on a labor dispute resolution commission .
The law contains other valuable information. For example, that the authorities can not blame the employee six months after the incident, and also impose several types of penalties for just one offense.
About writing an explanatory note to an educational institution
An explanatory note to the director of an educational institution is usually drawn up directly by a participant in the educational process. There are no general clear requirements here either. Again, each individual educational institution is able to put forward its individual requirements for the execution of the document.
The explanatory in the name of the principal is compiled in much the same way as the explanatory for the employees. The hat should be on the top right, and the main part should be short and concise. There are no particular differences in the types of explanatory. It does not matter whether it is compiled for being late, for violating discipline, or for anything else.