The workflow of any enterprise is a collection of securities of a different nature, systematized in a certain way. One of the documents is a memo.
General characteristics and purpose of the document
To begin with, it should be noted that the memorandum is a business paper that is informative and at the same time advisory in nature. It is intended to be provided to the head of the enterprise or immediate boss. This document can be compiled by any
employee of the company for two reasons:
- At the initiative of the employee.
- On the instructions of the leadership.
In any case, such a paper contains detailed information regarding a specific, individual issue. In essence, this is the employee’s opinion expressed in writing. There are times when, in order to make a decision, the leader needs to know the considerations of his subordinates regarding the circumstances of a case. Then the employee must draw up a reasoned answer, and finally add his personal opinion in the form of specific proposals and recommendations. Accordingly, such a note becomes already a private opinion of a particular person.
Not to be confused
When undertaking the drafting of a document, you need to know exactly what is specifically required to be provided. Some types of business correspondence are very similar to each other and can be easily confused. For example, business notes are of three types: official, memorandum and explanatory. At the same time, there are three significant differences between them that do not allow a knowledgeable person to make this mistake. These documents vary:
1. By addressee, that is, by whom they are intended for. Unlike a service note, an explanatory note is written in the name of the immediate supervisor, and a report, in addition, can be drawn up directly to the director of the enterprise.
2. On the topic and semantic load of the information presented. The explanatory theme is clear directly from the title. Office is part of the business correspondence between the structural divisions of the company. The topic of the report may be different:
- periodic reporting;
- one-time provision of information on a matter of interest.
3. If the official and explanatory are used for internal use, the memorandum can be both internal and external in nature. In the first case, it is intended for the director of the company, and in the second - for a higher authority.
When is a document compiled?
A memo is a necessary measure. It is compiled when the current situation gets out of control and threatens the company with serious troubles. In other words, the situation should be critical. At this point, the employee brings the information to the attention of the management and sets out in detail the facts known to him. This may be a threat to the implementation of the plan or the expected profit. The document is aimed at attracting the attention of managers to the problem that has arisen and trying to correct the situation. Each specialist in his own way presents a solution to the situation. In the lecture, he describes in detail his version and sets out his own considerations in this regard. For ease of perception of information, this document is compiled in a completely free form. This style allows absolutely any employee to express their point of view on a specific, separate issue, without fear of being misunderstood by others.
Reasons for compiling the document
There are a number of reasons why a memorandum can be made. Of course, you can make a sample or a unique template for all possible cases. But any particular occasion taken requires an individual manner of presentation. The reasons can be very different:
- being late for work;
- absenteeism;
- breach of obligations;
- conflict between employees;
- statement of the results of the audit;
- communication of information about the mistake made;
- the threat of disruption to the fulfillment of the planned task;
- information about unacceptable employee behavior.
There are many reasons and each of them requires an individual approach and a specific trial. Having received first-hand information, the chief must thoroughly research it and make a competent decision. Often there is a need to obtain additional information from other participants in the problem. They will be forced to provide management with their explanations regarding the question posed.
If someone broke something
Violations in a production environment are not uncommon. Without them, the workflow and communication between people is impossible. Most often there is a memorandum on violation of labor discipline. Employee behavior at the workplace is always mixed. Any deviation from the generally accepted norm is usually perceived as a violation and entails an appropriate punishment. Only the head of the enterprise has the right to impose a penalty; therefore, other employees, including the immediate supervisor, can only inform him of what happened and offer their own version of the impact on the negligent colleague. The algorithm for compiling such a report is as follows.
- The name of the service or unit. It is indicated in the upper left part of the sheet.
- Addressee (head of the company). It is indicated in the upper right.
- Title of the document. It is written just below in capital letters with a red line.
- Document Number.
- Place of compilation.
- Heading.
- Text of the document: and the position of the offender, the date of violation, the type of violation, the reason for what happened, the offer of recovery
- Position, full name and the signature of the person who wrote the document.
If a colleague is guilty
A memo for an employee can be compiled by a line manager or a colleague. More often, the reasons for its compilation are negative: violation, misconduct, misconduct. In this case, the note is aimed at stating the fact of what happened and stopping the repetition of the like in the future. Having received such a document, the leader must understand the situation and make a decision. In this case, it depends on him whether a penalty will be imposed on the employee or not.
If a negative incident occurred for the first time, then we can limit ourselves to warning and instructive conversation. If the violation has passed into the system, then punishment will follow in accordance with labor law. The manager is required to impose a visa in which the decision will be recorded. Reporting may be compiled on employees and for other reasons. For example, the head of the unit has the right to draw up a note addressed to the director on the reward of a subordinate for diligent work or a job well done. The principle of compilation is the same, only the text is positive.
Is it difficult to write a lecture?
Composing a memo is not difficult. If necessary, you can always take a sample of writing from the secretary. Many similar documents pass through his hands. The main thing is to clearly state the essence of what happened. After reading such a document, the leader should have a clear idea of what the compiler of this “message” wanted to say. The facts should be described in chronological order, step by step, so that a vivid and understandable picture emerges as a whole.
It should also be remembered that for internal use, the report is usually drawn up on a regular A4 sheet (or A5). If the information is provided to a higher organization, then the text should be printed on the letterhead of the enterprise. Such a document must be given for signature to the head. As a result, it will be signed by two representatives from the enterprise: the first is the drafter, the second is the director. Information may be confirmed by additional information. They are usually provided along with the main document in the form of numbered applications.
To do it right
In order for information to be heard, you need to know how to write a memo. Such a document usually consists of three main parts.
- The reason for writing this note. Here it is necessary to clearly describe the situation and list all known facts.
- The opinion of the compiler about what is happening. It is necessary to comprehensively analyze the situation and propose a solution to the problem.
- Summary conclusion and concrete steps.
If possible, the information should be stated briefly and clearly, so that when reading the addressee does not lose his thought. Otherwise, the facts presented may be misinterpreted, and the decision taken will not bring the desired results. The text should not express their speculation or distort reality. This technique is against the rules. If such a need arises, the addressee himself will be interested in the opinion of the compiler in order to understand what has happened and make a final decision.
Sequencing
For example, you can consider a specific case of non-performance of official duties. A memorandum for an employee is drawn up by the immediate superior to be provided to the enterprise management. To begin with, the employee is given time to correct his mistakes. Otherwise, the head of the relevant service, in the presence of 3 witnesses, draws
up an act stating that the employee did not complete the task within the proposed time frame. The offender must then write an explanation in full form indicating the reasons.
An employee may not do this. In this case, he loses the last chance of his defense. An explanatory note is transmitted to the head for review. He expresses his final decision in the form of a resolution. Information is sent to the personnel department to draw up a recovery order. The degree of punishment is determined in accordance with the law. If the misconduct turned out to be quite serious, and in addition repeated, the result may be a dismissal from work under the relevant article.