How to write a memorandum sample. Registration of an internal memorandum: sample document and drafting rules

Reporting note. Text, compilation. Example, template, sample. Writing. How to compose, write?

Councils for the preparation of reports. Rules, structure, examples. How to write a report correctly? (10+)

Reporting note. Example, pattern, sample

The name "Memorandum" comes from the word "report", that is, to provide information. Its structure and content are determined by this consideration.

The purpose of this document is:

• Rectify the situation. You know some facts that do not concern you personally, but in your opinion interfere with work, reduce efficiency, and serve as sources of risks. You report them to management so that they can analyze the information and take action.
• Increase your work efficiency. Poor performance of their duties by related departments or colleagues reduces the effectiveness of your work. You propose to make adjustments.
• defend yourself. You are being treated unfairly. The memorandum is an attempt at a peaceful settlement of the situation. You can then file a complaint with the competent authorities or the court, but offer to sort it out within the company without taking dirty linen out of public.
• Relieve yourself of responsibility. You have given the right information to people with the necessary authority. Further, you are no longer responsible for correcting the situation. No claims can be made against you.

The text of the memorandum must be in business style.

Compiling a memorandum has much in common with writing a complaint.

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memorandum

Recipient

The person to whom the memorandum is sent, his position and full name.

Example. to CEO LLC "Foma and Yerema", Foma Evgenievich Somov.

You need to send a memorandum to a person whose competence includes solving the issue you raise, so before drawing up the document, you should familiarize yourself with organizational structure companies and distribution of powers.

Rights, responsibilities and areas of competence are usually formulated in the subdivision clause.

The essence of the problem

Briefly state the essence of the information you want to communicate. From this section, the recipient should understand the seriousness of the problem, get an incentive to carefully read the rest of the text.

Example 1. The cashier is regularly late for work. Until the opening of the cash desk, work is paralyzed. We are losing customers and revenue.

Example 2. Strangers appear in the premises of the archive containing confidential documents.

Example 3. I am discriminated against because of my religious beliefs. I am an atheist, and my immediate supervisor is a fanatically religious person. He puts pressure on me.

Detailed description of the situation

Example 1. The customer service procedure in our company includes direct payment to the cashier. We start working from 8:00 am, as most clients are interested in getting our services before the start of their working day, so that they can be on time for their work later. However, the ticket office is sometimes closed until 9:00 - 9:30. Clients have to wait. They contacted us, hoping to be in time for work, but because of the work of the cash register, they are late. Such visitors either refuse our services altogether and leave immediately, canceling the order, or do not contact us again.

Example 2. Due to the free work schedule, I regularly come to work before the start of the working hours of other employees. I noticed that at this time the archive room is being cleaned. The cleaner is there alone. Document cabinets are locked, but these are ordinary office cabinets that do not have any security classes. They are easy to open.

Example 3. My immediate supervisor constantly reminds me that I do not attend church events, I am not married to my wife. He draws the attention of colleagues to the fact that I do not observe fasts and do not celebrate church holidays, and declares that there can be no trust in unbelieving people, since they are deprived of a moral core. In terms of evaluating my work and financial incentives, he also shows bias.

Damage done / potential problems

Example 1. The bad work of the cash desk eliminates all our competitive advantages based on a convenient work schedule. Additional pay for other employees for additional working time in the morning hours turns out to be a waste of money. We are losing old loyal customers and cannot attract new ones.

Example 2. Disclosure of information from our archive may cause losses, cause claims from customers, undermine the credibility of our company. Relatively free access to the archive can be a problem for the cleaner itself. If someone becomes aware that the janitor has the opportunity to get acquainted with our confidential documents, this may serve as a reason for criminal pressure on him.

Example 3. The described attitude towards me reduces my efficiency, causes constant stress, and leads to a deterioration in my health. The quality of my work is declining, productivity is falling, which brings direct losses to the company. A nervous situation is created in the team, which also does not contribute to productive work.

List of regulatory documents - grounds

In some cases, the described situation does not violate any normative documents but contains danger or harm. Then we omit this section.

Example 1. The company has approved a work schedule, according to which the working day starts at 8:00.

Example 2. The company has a privacy policy that describes how confidential documents are stored and handled. Current practice contradicts this provision.

Example 3. Our state is secular. Freedom of religion is guaranteed by the Constitution. It seems to me that discrimination on religious grounds is unacceptable.

Offers

Example 1. I ask you to oblige the cashier to open the cash desk on time.

Example 2. I ask you to give an order to install a video surveillance system in the archive room.

Example 3. I ask you to carry out explanatory work with my immediate supervisor, point out to him that his actions are contrary to the law and harm the working climate in the team, work efficiency, the company's image, temporarily (until the situation stabilizes) take personal control of my work evaluation and financial incentives . I hope for your understanding.

Conclusion

List of attached documents

Information about the dates of sending the document, if it is sent again.

Position, surname, name, patronymic of the compiler

date, signature

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The memorandum (code 0286041 according to OKUD *) is an information and reference document addressed to the head, head of the department, and other authorized persons. It sets out in detail any issue with the conclusions and proposals of the compiler and aims to encourage management to make a certain decision.

There is no definition of "memorandum" as an independent concept in the legislation.

The memorandum is drawn up both on the written or oral instructions of the head, and on the initiative of the employees themselves (for example, in cases where, in order to settle any production or economic issue there is a need to present information in writing upper management). With the help of such a document, you can make a proposal for improvement technical side production processes, to express disagreement with the decision taken by the superior manager, and also to state their point of view in case of disagreement with colleagues. Therefore, when preparing a memorandum, it is first of all important for the author to formulate his position in an accessible way, and then to give convincing arguments in its favor.

Kinds

Types of memos

Memorandums have several divisions.

According to the content, reports are divided into informative, reporting and initiative. Informative report - a document that includes information about the details and methods of work. Notes of this type are compiled periodically. The reporting report informs the head of the results of the work done, the implementation of instructions. The initiative report encourages the superior to make a decision. In it, the author can state his recommendations and suggestions.

Also, memos are divided depending on their addressee:

internal note - a document addressed to the director of the organization;

an external note is addressed to a person outside the enterprise.

Sample

Sample memorandum of reward

Purchase department

to CEO
Magnit LLC
Semenova Irina Grigorievna

MEMORANDUM

2013-04-10-CN dated 04.10.2013

About bonuses

Please encourage sales manager Alexander Olegovich Krasnov with a cash bonus of 8,000 rubles for the expansion client base from 30 to 50 outlets and an increase in total sales of products by 2 times in the 3rd quarter of 2013.

Head of Supply Department Egorov V. A. Egorov

When writing a memorandum on non-fulfillment or improper fulfillment job duties use the following details:

Name structural unit;

name of the document - Reporting note;

date of preparation of the document, outgoing number;

addressee - position, surname and initials in the dative case;

title of the document - "About ...", "Regarding ...";

the text of the note - first, the fact of non-fulfillment or improper fulfillment of labor duties is described, then a specific request is stated;

signature - the position of the compiler, his signature and decoding of the signature: surname and initials.

Sample memorandum on non-fulfillment of official duties

Transportation Department

to CEO
LLC "Sverdlovsk"
S. S. Morozov

MEMORANDUM
04.10.2013 № 6

About failure to perform duties

I bring to your attention that the forwarding driver Sokolov Ivan Igorevich did not present the car assigned to him (state number C 042 MK 83) for the scheduled technical inspection than violated the provisions job description from 06.10.2010

In connection with the violation committed, I propose to declare Sokolov I.I. a reprimand.

Head of the transport department Shubov O. F. Shubov

About violation of labor discipline

About the rude behavior of an employee

In the right part of the form, the full name of the person to whom the memorandum is sent, his exact position is written. Below is the name of the employee who is compiling the memorandum. Here, in the upper part, the name of the structural unit is written, where the boorish behavior of the employee is revealed, the date of registration of the document is put.

In the text, it is necessary to describe in detail what happened, indicate what exactly the boorish behavior of the employee consisted of. Based on the foregoing, a request is made to consider the issue of disciplinary action against the employee. A disciplinary sanction is assigned by order of the head.

It is important to identify the reason for this behavior of the employee, it is important to get an explanatory note from the perpetrator, which should be attached to the form of the memorandum.

Internal

A memorandum is a document addressed to the head of a given or higher institution and informing him about the current situation, the phenomenon or fact that took place, about the work performed, and also containing the conclusions and suggestions of the compiler. The memorandum is prepared both at the initiative of the employee himself, and at the direction of the head. The purpose of the initiative memorandum is to encourage the manager to make the best decision. Therefore, the text is clearly divided into two parts. In the first, ascertaining (descriptive), the facts that have taken place are stated or the situation is described, in the second, proposals, requests are stated. Reports inform the manager about the progress of work. Such notes are submitted regularly.

The text of the memorandum must be preceded by a heading beginning with the preposition "o" ("about"). Like the design of certificates, the design of this type of document depends on the addressee. Reporting notes (internal) are not drawn up on a simple piece of paper. The requisites of the form are reproduced in a typewritten way: the name of the structural unit, the type of document (memorandum), date. The compiler signs the internal memorandum.

An example of an internal memorandum.

Common department

Memorandum to the General Director of the Association

05/10/99 No. 36 Ivanov N.K.

Kaluga

About replacing typewriters.

I bring to your attention that the mashbureau is currently equipped with typewriters outdated model, many of which have unreliable performance.

I ask you to consider the issue of introducing six new typewriters and one computer with a printer.

Head of the mashbureau Signature of G.N.Kolbin.

A formality that takes time and effort - this is how many treat memos, service and explanatory notes and often do not see the difference between them. It is generally accepted that reports and explanatory notes are associated with the application of disciplinary sanctions. In fact, they are used not only for this. We will tell you in what situation it is appropriate to draw up a note and how to do it correctly.

Why notes are needed

First of all, all notes are information and reference documents for operational management. With their help, information is exchanged within the company (for example, between different departments or between branches, representative offices and the head office). The information in the notes does not contain orders, but may become the basis for the adoption of some management decision but can only be taken into account.

But writing them is not easy. After all, there are no definitions of concepts, no rules for compiling notes in regulatory legal acts. Let's try to formulate them ourselves.

How are the notes different?

For clarity, we show the main differences in the table.

For tax purposes, all sorts of notes are important

In some cases, a note, along with other documents, can act as a primary document for substantiation and documentary confirmation in the tax accounting of expenses in paragraph 1 of Art. 252 Tax Code of the Russian Federation, for example:

• memo of its own advertising service, according to which the period of actual use of advertising videos did not exceed 12 months, helped the company prove that the videos are not intangible assets and write off the costs in a lump sum Decree of the FAS MO dated March 16, 2012 No. A40-100845 / 10-4-498;
• to confirm the mileage of the car with the readings of the GPS-navigator (instead of the odometer) and recognize the cost of fuel, you need memorandum to the head of the transport department from the master that the pre-trip inspection showed a malfunction of the odometer and paragraph 1 of Art. 252, sub. 5 p. 1 art. 254 Tax Code of the Russian Federation. Based on this report (or other document), an order will be issued on the need to operate the car with the navigator turned on and fixing its testimony in the waybill Letter of the Federal Tax Service of July 16, 2010 No. ШС-37-3/6848;
• explanatory note It can be useful:

• <или>to receive a personal income tax deduction for a child sub. 4 p. 1 art. 218 Tax Code of the Russian Federation if there is no 2-NDFL certificate from the previous place of work. When a person has not worked for a long time and gets a job again, he needs an explanatory letter about the lack of income, employment history and a written application for deduction s Letter of the Federal Tax Service dated July 30, 2009 No. 3-5-04 / [email protected] ;
• <или>to resolve the issue of paying the cost of travel on vacation. If an employee escorts him to several places or passes through stopping points in transit, an explanatory note from the employee and his travel documents are required. Letter of the Ministry of Health and Social Development dated February 20, 2009 No. 194-13.

It is clear that if the note is primary document, then it must contain all the details of such a document and paragraph 2 of Art. 9 of the Law of November 21, 1996 No. 129-FZ.

How to write notes correctly

Many employees find it difficult to write notes, because this is an unusual job for them. To facilitate the task, provide drafting rules, as well as note forms in the local normative act, for example, in the instructions for office work, and familiarize employees with it. A fragment of an instruction might look like this, for example.

Approved by order for Alpha LLC
dated December 27, 2011 No. 123

Instructions for office work LLC "Alpha"

4.10. Notes (reporting, office, explanatory)

4.10.4. Each note is made with the following details:

• the name of the structural unit - the compiler of the note;
• name of the type of document - a memorandum, service or explanatory note;
• date of the document - date of signing ( Arabic numerals in the sequence: day, month, year);
• addressee - f. and. about. and the position of the person to whom the note is addressed (in the dative case);
• title to the text, which should begin with the preposition "About" or "About";
• a note about the presence of an application (if any), for example: “Application: in 1 copy. for 3 liters. ";
• signature of the compiler (position of the compiler; personal signature and its transcript (full name)).

4.10.5. The text is written in the first person singular.

The text of the note should not contain greetings and final wishes.

4.10.6. Forms of reports, service and explanatory notes are given in appendices No. 15, 16, 17 to the Instruction.

When an employee needs to write a note, give him a ready-made form, and better sample. We give examples of the design of different notes.

Alpha Limited Liability Company

Accounting

to CEO
Alpha LLC
I.I. Stasov

Head of Human Resources
S.V. Klimova
The reasons given in the explanatory
be considered disrespectful.
Apply disciplinary action
in the form of a remark to T.I. Bogdanova

Chief accountant
HELL. Zharovoy
Take measures to restore the gas turbine engine

30.08.2012

EXPLANATORY NOTE
dated 30.08.2012 No. 12

On the reasons for the loss of the original GTD

Loss on August 29, 2012 of the original CCD for the supply under the Contract with Bonduelle, France, dated April 20, 2012 No. 0007/5 of a batch of green peas ( the customs post Gatchinsky) occurred during the photocopying of this document.

The office copier is not designed to automatically copy light paper documents. The original GTD, which had a tracing paper weight, was automatically copied together with other documents with a higher paper weight. As a result, the original GTE was jammed and jammed between the copier rollers. When trying to extract it, the document was torn into small, irreparable and unreadable parts.

Document familiarized with:

30.08.2012

Many refer to memos as a formality that takes time and nerves. But there are situations when this formality can save the employee from unfair claims of management. Documented requests at any time will insure you from trouble, which cannot be said about verbal requests, which are not even always given importance. Thus, these documents confirm the fact of the relationship, they are registered as outgoing documentation.

Writing a report

What is a memorandum?

Memorandum is an important document of internal communication no influential institution can do without it. For normal functioning organizations, a sample memorandum should be at hand for almost all employees. Its difference from a memo is that it has a hierarchical orientation, that is, it always comes from a subordinate to a higher management. The note acts as an informational document, which is written in order to inform the authorities of a higher authority or another in time. structural department about events affecting the stability of the management system at the enterprise.

The report has legal force, because its purpose is not only to inform the management of the organization, but also to induce to make a certain decision on the situation voiced. A document is drawn up on the personal initiative of the employee or at the request of the manager. Note code according to the classifier of management documentation - 0286041 according to OKUD. The document should clearly describe the problem that has arisen, and since it has legal force, it should be free of spelling and legal errors.

Memo definition

The document not only details the incident, but also writes a conclusion with options for resolving the situation. After that, the head is obliged to study the document and impose his resolution. Subsequently, this resolution serves as the basis for the approval and implementation of various measures (imposing penalties, issuing incentives, etc.). Thus, a memorandum is an element feedback between leader and subordinate.

Purposes of memos

The main goals pursued in the formation of this document:

• Increase the effectiveness of personal performance. When something interferes with an employee, and he suggests ways to solve this problem.
• Rectify the situation. When an employee knows certain facts that do not concern him personally, but, in his opinion, interfere with a stable and effective work. A report is being written to the management so that the situation is resolved in the near future.
• Relieve yourself of responsibility. If the employee conveyed some information to superiors and wants to relieve himself of responsibility for correcting the incident. After that, there should be no claims to the compiler.
• Protect yourself when rights are infringed. Here the note is an attempt at a peaceful settlement of the incident.

One of the purposes of the memorandum is to disclaim responsibility

Types of memos

They are of two types:

1. Internal- is written at the request of the employee or his boss in order to increase the efficiency of the company. The signature is put by the author. Since the document is considered internal, then the execution is carried out on A4 paper.
2. External- sent to higher authorities. This type is signed only by the head of the company, and it is printed on letterhead.

In both cases, the date is set on the day of writing and signing.

• Informational - as a rule, they are drawn up regularly, they inform in detail about the methods and features of the work. They can also be used to convey ideas to the management to improve the workflow.
• Reporting- report on the results of the executed order in a specific period. As a rule, they are made up of employees of the lowest level.
• Initiative - those where the employee invites the authorities to make a certain decision in connection with specific events - violations, downtime, etc.

Internal memorandum

Often, among the reports, one has to write “repressive” notes to the authorities, on the employees of boors and lazy people. They should be drawn up very carefully, because even the slightest flaw can lead to trouble in the future. Violation of discipline is a reason for a financial penalty, only for this, strong arguments must be given in the document. An incorrectly formulated document can be sued, complaining that the authorities maliciously infringe on the rights of a specialist. Therefore, it is important to know how to write a memo correctly.

Document structure

The memorandum includes two or three semantic sections:

1. Actual a part where the causes of the incident are stated that prompted its formation with a detailed statement of the accompanying circumstances.
2. Analytical - presents an analysis of the situation with potential consequences incidents and various solutions to the problem.
3. Summarizing the part where the speaker describes his opinion, makes a convincing argument and recommends taking some specific actions to resolve the incident. And then the leader himself decides what sanctions to take. Since the authorities do not have time for trials, most often they agree with the author's proposals without going into details.

External memorandum

You can make a memorandum in both text and tabular form. The analytical section in the document may be absent depending on the type of question. In this case, the document has only the factual part and a conclusion with solutions to the problem. With it, you can not only make suggestions for improving some production processes, but also express your dissatisfaction with measures taken. Before proceeding with the presentation of the report, you need to clearly formulate the problem or your point of view and only then begin to present it on paper.

A memorandum is a document that is drawn up in order to inform the management of a company or structural unit about the current situation, the facts that have taken place, etc. and encourage decision making. According to the classifier of management documentation, the memorandum has the code 0286041 according to OKUD.

The memorandum may be for informational purposes only. In this case, the notes contain information about the progress of any work or activities. Reporting memorandum reports on the implementation of tasks, plans, instructions, work. This ensures the connection of control objects at the vertical level - from the bottom up, and are sent from the lower official to the higher official.

Depending on the addressee memos can be:

• Internal - sent to the head of a structural unit or organization;
• External - addressed to higher authorities or governing structures.

As noted, a memorandum is a document addressed to the head of an organization or the head of a structural unit. The memorandum describes in detail any issue or situation with the conclusions and proposals of the compiler. In turn, the content of the memorandum aims to encourage management to make a certain decision. If the memos are informational in nature on the progress of the work performed, then they can be drawn up regularly.

Memorandums addressed to the head of the organization, as well as other internal documents, are drawn up and can be drawn up on a standard sheet of A4 paper. Notes sent to higher authorities are external documents, and they must be drawn up on the letterhead of the organization.
The content of the memorandum consists of two or three semantic parts. The first part - ascertaining - sets out the reasons, facts and events that gave rise to its writing. The second part - analyzing - contains an analysis of the current situation, possible solutions. The third part - summarizing - includes conclusions and proposals for specific actions that need to be taken to address the current situation. There may be no analyzing part in the memorandum; in this case, the memorandum consists only of a description of the situation, conclusions and suggestions of the compiler of the memorandum.

In general, the memorandum consists of the following elements:

The memorandum contains the following details:

• Addressee - full name of the official to whom the note is addressed;
• Date of compilation and registration number of the document;
• Place of compilation (geographical address or name of the structural unit);
• Actually the name of the document - Memorandum;
• Subtitle to the text of the document (usually begins with the words "About ...", "Regarding ...");
• Directly the text of the memorandum;
• Personal data of the compiler (position, surname, initials);
• Signature of the author - compiler.