Ideal people do not exist. In the same way as ideal workers. Everyone can be late for work, and there is nothing to worry about. But only if the explanatory is correctly framed. In this article we will look at how to correctly and accurately write an explanatory note.
Explanatory: what is it?
An explanatory note for being late is an official business document that is in the internal circulation of the enterprise itself. Its main content consists in explaining the reasons for the violation of labor relations, as well as in constructing cause-effect relationships of an event or events that directly caused a delay.
The purpose of the explanatory note as a document is to clarify the circumstances of the person who is guilty. The goal is to conduct a small investigation of the causes of an event (in this case, being late), to analyze them. At the end of each explanatory document, a conclusion must be included.
Types of explanatory notes
Besides the explanatory document, there is also an acquittal. The latter, as a rule, contains the main causes of any action (or inaction), which is incorrect and entails negative consequences. An explanatory for work is a more detailed form, which is not necessarily justifying.
This should, for example, include the exact time, circumstances, location of the incident, etc. What types of such a document exist? After all, an explanatory note for being late is far from the only form. You can also add here, for example:
- absenteeism;
- theft of property of the organization or its damage;
- improper performance of their duties;
- immoral acts;
- intoxicated at work;
- violation of labor discipline;
- disclosure of organizational secrets and much more.
Next, it will be considered the explanatory for being late for work.
Is an explanatory note required?
The Labor Code of the Russian Federation, namely its 193rd article, prescribes that any employer has the right to demand an explanatory document from the employee in case the latter commits any disciplinary or labor violation. However, is an employee required to write this document? The law does not provide for such an obligation. But is it good to ignore the demands of superiors? And what could entail such inaction?
An explanatory note for being late for work is indeed not a mandatory form of dialogue with management. But do not deny the fact that this form is the most convenient. Of course, in the absence of an explanation on the desk of the boss, the manager will most likely write a disciplinary action against the employee. That is why most workers do not neglect the compilation of such a document. However, there may be exceptions. So, if a subordinate committed (or did not commit, but he is responsible) a really serious offense, then before repenting to the authorities, you should turn to a competent lawyer. Sometimes a situation can turn around in a completely unexpected way.
What should an explanatory note include?
The first thing to note is that an explanatory note for being late should have an official business style. In no case should there be any emotional, harsh expressions, vernacular, familiarity, and all the more obscene speech. No matter how appropriate all of the above factors may seem in a given situation, it is, of course, better to omit them. And at the same time, you should not confuse the employer with complex business and narrowly targeted terms, clericalism, etc. The style of the note should be dry and business, but at the same time simple and understandable.
An explanatory note for work for being late can be either written by hand or printed on a computer. First, the "header" of the document is drawn up. The names of the chief and author are indicated. The main part describes the situation as briefly as possible. At the end of the note is the date, signature and decryption of the author’s signature. In most cases, all official certificates and papers confirming the reasons for being late should be attached to the document in question. They will not be superfluous for sure.
Explanatory Note Contents
The explanatory document is divided into two main parts:
- actual. As already clear from the title, the facts should be given here that are the reason for writing the document. Indicate them as briefly and concisely as possible.
- The causal part. This includes all possible causes of the situation, explaining the above facts.
What are these reasons?
The main reasons for being late
What reasons are the most appropriate and respectful? An explanatory note for being late may be written due to:
- employee illness;
- relatives diseases;
- the death of someone close;
- traffic accident or traffic congestion;
- natural disaster, emergency;
- if the employee is stuck in the elevator;
- other possible circumstances.
If you are late, do not be afraid to go to the boss. It is necessary to boldly go to the chef's office and report everything as is. You need to stay calm and confident, but management should not be rude either.
About evidence of lateness
As a rule, just an explanatory note is not enough. This document also has to be accompanied by certificates and papers proving the fact that the employee violated the employment contract and discipline not through his own fault, but because of external circumstances. It is precisely because of this that many subordinates constantly have a sensitive question: is it worth lying to the bosses? After all, the head of the organization has the right to demand from the employee documents confirming the correctness of the latter. It is also worth remembering that skillful confession always looks higher and more correct than an absurd lie.
If an employee of a company got into a car accident and it was because of this that she was late for work, then everything is pretty simple. We'll have to take all the necessary documents from the traffic police, photos confirming the accident, and put them on the table to the head along with an explanatory note. The situation will be more complicated with other reasons for being late. So, if an employee is stuck in an elevator, it will not be so easy to prove it, but often not at all. Of course, you can contact the concierge, the manager of the company, and so on, but all such actions will require a certain amount of time.
Here, everything will depend on the organization in which the person works: some bosses may not be late, and therefore they will dismiss the employee after four hours of absence (to which they are quite entitled). Run for evidence or not? Everyone should answer this question himself.
Sample explanatory note
How is an explanatory note written for being late for work? Below is a sample of a typical explanatory note, of high quality and competently executed. First, it is indicated to whom exactly the document is addressed. For example: "To the commander of military unit 45238, Lt. Col. Ivanov S. S." Only after that it is written who exactly the document is coming from: "from an employee of the HF, a nurse of the third department Sergeyeva V. M.". The text of the explanatory document itself should look like this:
"An explanatory note regarding being late for work on December 9, 2016. I, Sergeyeva Valentina Mikhailovna, on December 9, 2016 was late for work for 3 hours due to the assistance of an unknown schoolgirl who got under the car on the roadway."
At the end of each explanatory note, you need to ask management to consider the good reason for being late.
Explanatory note for being late to an educational institution
Recently, schools, colleges or universities have also begun to demand a document explaining the reasons for being late. Such a certificate is compiled somewhat differently than for some kind of working professional organization. In particular, educational institutions do not always require evidence of an accident and are unlikely to be scared of deductions, as they do, threatening to be fired at work. Nevertheless, the document itself must be compiled competently and professionally. The "cap" also indicates whose name is written explanatory:
"To the director of MBOU secondary school No. 50 Ivanova I. I. from a student of the 9th grade Vasilyeva V. M." or "To the Dean of the Institute of Law and Social Sciences Aleksandrov A. A. from a student of the IP-4 group, Bazhenova A. P."
Everything could be much simpler in the main topic of the note. The parents’s arrival, the need to go to their grandmother, etc., will be a completely justifiable reason. The fate of the school or university is unlikely to depend on the lateness or admission of a student at the school, and therefore there are no particularly strict requirements for an explanatory note. An example of an explanatory note for being late is presented below.
Refusal to write an explanatory note
What happens if an employee refuses to write an explanatory note? Firstly, the guilty employee will be fined or otherwise disciplined. If the subordinate did not prove himself on the positive side before, then, quite likely, the matter can even go to dismissal. Secondly, another special normative act will be drawn up, which will already be drawn up by witnesses (according to the rules there should be two of them). They will have to confirm the fact of refusal to write the document, fix it on paper and send it to the head. Most likely, the management will send a couple of letters to the guilty employee with a request to write an explanatory letter. If the employee continues to stand his ground, the authorities will write him a fine.
Of course, you should not be afraid to write an explanatory note. There is also no need to confront the leadership and to stand your ground out of principle. If the employee believes that writing an explanatory document will not entail the best consequences (reputation will be shaken, the premium will disappear, etc.), then, as already mentioned, you will have to spend money on a visit to a competent lawyer in order to optimally resolve the situation.
Conclusion
Even the most punctual and executive employee can make a mistake. Being late is, in fact, a trifle, especially in comparison with what unscrupulous workers are able to do and scent, such as: corruption of state property, malicious violation of the work plan, constant incitement to conflicts and much more. All this is really considered a violation of the working order. Some people are too worried about their reputation, and therefore being late for them is the worst of what could happen. Of course, if a person is not late from time to time and has established himself as a good employee, then there is nothing to fear.
Whether it was absenteeism due to illness, being late due to traffic jams - explanatory samples were sent to the head more than once, and there is nothing terrible in a single violation of the order. Thus, if you do not violate discipline systematically, the authorities are unlikely to be too strict about being late.