Report (sample) on violation of labor discipline: how to draw up correctly?

A memo is an official document intended to inform the immediate supervisor or a higher organization about the events of the production process. Such events include the stages of the fulfillment of labor tasks, the results of the completion of specific work, as well as incidents or facts of violations at work.

In order for this type of document to have legal force, the memorandum must be written without violating the requirements of the law. What does a memorandum (sample) about violation of labor discipline drawn up in accordance with all the rules of office work look like?

General requirements for reporting

Regardless of how often a memorandum is used in the organization’s workflow, the sample “On violation of labor discipline” should be in the personnel department. It is necessary to be guided by the following rules when preparing this document:

• Memos are differentiated into external, intended to inform higher organizations, and internal, that is, documents addressed to the immediate supervisor. The first are drawn up exclusively on the organization's letterhead indicating the date of preparation, outgoing number, sealed with the seal of the organization. It is enough to write internal memos on a standard sheet of office paper. Whether to indicate the date and registration number is determined by the rules of document management adopted by the organization.
• The text of the document is set out in a strict business form, without emotional statements, popular speech, obscene or ambiguous expressions.
• When drafting, one should be guided by specific norms of labor legislation, the provisions of the job description of the employee and other regulatory requirements that are violated or not fulfilled by the employee during the production process.
• For the most accurate assessment of the case described in the memorandum, you must obtain written explanations from the offender or draw up an act if the employee refuses to explain the reasons that prompted him to violate labor discipline. An explanation (act) is attached to the memorandum. In addition, the recommendations for the recovery of misconduct should take into account the personal characteristics of the offending employee, the presence or absence of previously recorded violations and disciplinary sanctions, and the consequences of the misconduct.

Where does the memo begin?

What mandatory details should the “heading” of such a document as a memorandum contain? The sample “On violation of labor discipline” is given below. In the upper right corner of the form are indicated:

• Information about the leader in whose name the information document is written: position, full name
• Details of the organization.
• Information about the compiler of the document: position, full name, organization in which he works.

Further, if necessary, in the left corner of the form is fixed the date of compilation and registration outgoing number. The name “Report on violation of labor discipline” is written below. Example:

The structure of the presentation of information in the memorandum

The approximate structure of the text of the memorandum and the order of presentation are as follows:

• The ascertaining (actual) part, which contains a description of the disciplinary offense and the material circumstances surrounding the violation.
• The analytical part contains conclusions about the consequences resulting from a perfect disciplinary offense. It should be noted that this section is introduced depending on the situation in which a memorandum of violation of labor discipline is filed. A sample document, as a rule, contains this part, but we can confine ourselves to a statement of misconduct and a recommendation part.
• The recommendation part. Here, the compiler can express his thoughts on the issue of the memorandum, as well as make suggestions on eliminating the consequences of violations of the production process, including the appointment of a disciplinary sanction for the guilty employee. The information presented in the final part should be of a purely advisory nature.
• Position, full name, personal signature of the originator of the document. Date of writing.

Sample

Here is an example of what a memorandum (sample) about violation of labor discipline looks like: