How to properly format a report. Specific examples

What is a memo?

In essence, a memo is a written appeal to the manager conveying any information and information related to the work process.

A person reporting on certain facts related to production or, for example, violations of labor discipline, expresses his opinion on the need to take specific measures.

Thus, the head of a structural unit has the right to bring to the attention of the employer:

• about dishonest attitude towards the performance of labor duties of employees directly subordinate to him, in order to bring him to justice;
• report on the need to purchase materials and raw materials necessary to complete the work;
• report equipment failure to plan repair work;
• and so on.

We come to the conclusion that a memo is written information reported to a higher-ranking official authorized to take specific measures to resolve the current situation.

The memorandum is always addressed to a superior person

Scheme for writing a note to an offending employee

There is no clearly regulated way to compose a note: it is written either in free form or in accordance with a unified template, if one is fixed by the local regulations of the organization. The general requirements for writing this document are compliance with the rules of business correspondence: information must be presented clearly, logically, events - in chronological order, correctly - without punctuation, spelling and stylistic errors: if safety requirements are violated - facts and their consequences (possible or already occurred) are stated ), without a personal assessment of what happened.

When drawing up a document, you can use the national standard for drawing up organizational and administrative documents (GOST R 7.0.97-2016) as a support. It is important to remember that a memorandum is a business document officially certified by the signature of the originator, therefore it must be filled out as an official document.

The procedure for drawing up the document, in accordance with the rules for drawing up official papers, should look like this:

• The organization's letterhead is used to write the document. In his absence, the note can be written on A4 sheet;
• In the upper right corner the addressee is indicated in the person of the manager, indicating the position, surname, first name and patronymic in the genitive case. For example, “Director of LLC “Organizatsiya” Sidorov Ivan Petrovich”;
• Under this entry the data of the compiler is indicated in the genitive case. For example, “from a specialist in the quality control department, Mikhail Alexandrovich Ivanov”;
• Below, in the middle of the form, the name of the document is indicated. For example, “memo about violation of official duties”;
• Next is the main part, the text, which sets out the facts of the incident and indicates the details of the offending employee (full name, position);
• In conclusion - the signature of the compiler with a transcript and an indication of the position held.

Purpose of memos

By bringing certain information to the attention of the employer or manager, they require the adoption of specific effective measures and decisions.

For example, the head of a department can only reprimand a subordinate who is late for work, without having the authority to bring him to disciplinary action.

Having submitted a memorandum of violation of labor discipline to the first manager, he has the right to initiate a reprimand or, in case of gross violations, being drunk at the workplace, to take more severe penalties, up to and including dismissal.

Depending on the desired result of conveying information relating to production, labor relations, compliance with discipline, reports may have different functions:

• to resolve production or administrative problems;
• propose the introduction of rationalization proposals to improve production activities;
• provide reporting information on work performed;
• inform about incidents that caused material damage or accidents related to production;
• bring to the attention of the manager the need to take specific measures to eliminate violations identified during control activities by state supervisory authorities;
• highlight positive aspects to encourage conscientious employees.

A report, an example, when submitted after a scheduled inspection and an issued order to eliminate violations:

To the head physician of Family Medical V.I. Molotyagin from occupational safety engineer I.I. Timofeeva 06.12.2019

Memorandum

I would like to bring to your attention that in order to comply with clause 3 of Regulation No. 181-06/12-2019, issued following the results of a scheduled inspection carried out by the territorial labor inspectorate from 12/01/2019 to 12/05/2019, it is necessary to conduct training and test the knowledge of persons servicing steam sterilizers.

I ask you to allocate funds to conclude an agreement with a training center for the training of 5 people.

Labor safety engineer (signature) I. I. Timofeeva

Competent example in 2020

We have prepared for you several typical samples of memos and now you can simply download them to your PC, and then replace some of the text information with your own. It will be right.

Sample in WORD format, 2020

About failure to fulfill official duties (download DOC.) 2020

On violation of labor discipline (download DOC.)

About incorrect behavior (download DOC.)

Service note about absenteeism (download DOC.)

If you think that your knowledge is not enough, then don’t rush to write a note, read the article to the end, remember the advice and recommendations of experts and apply them in practice.

Okay, let's move on to practical options.

Example 1: Reason / Employee does not fulfill professional duties (sample)

Each employee of the organization has job responsibilities assigned to him through certain documents (employment contract, job description). When hiring an employee, the employer must provide information about the list of tasks that the employee is obliged to perform in accordance with the employment contract signed by him, and failure to fulfill duties is a direct violation of this contract.

If an employee does not fulfill the tasks assigned to him or creates an obstacle to the performance of professional duties by his colleagues, then they, in turn, are obliged to inform the administration of the enterprise or senior management about this.

Before taking action against the offender, management must be convinced of the illegality of his actions. For example, the latter stopped going to work, and a report was drawn up based on this fact. The accused employee indicated in the explanatory note that he was absent (absenteeism) due to a delay in payment of wages by 15 days, which he had previously notified management about in writing. He will go to work only when the organization expresses its willingness to pay the required amount of money. At the same time, the actions of an employee who does not go to work cannot be called unlawful, since his right not to go to work in case of non-payment of wages is regulated by Article 142 of the Labor Code of the Russian Federation.

Now for a clear example.

To the director of DomStroy LLC, Sergeev Sylvester Pavlovich, from the head of the sales department, Dmitriev Ivan Andreevich

Memorandum

I would like to bring to your attention that on October 24, 2020, an employee of the sales department, Sergey Petrovich Ivanov, who was subordinate to me, did not comply with my request to advise a client who wanted to make a large sale (he was the only employee not busy with work). The sale was made only due to the fact that I advised the client.

Based on the facts presented, I propose to involve Ivanov I.P. to disciplinary liability.

Or, a more specific proposal...

Based on the facts presented, I propose to declare Ivanova I.P. severe reprimand.

Head of Retail Sales Department (signature) Dmitriev I.A.

October 24, 2020

Example 2: Reason / Employee violated discipline (sample)

A memo on violation of discipline rules during the labor process is the most common type of this document. It should be created in the event that management needs to be notified of an employee’s violation of codes of conduct and work process rules. Sometimes drawing up such a report is necessary: ​​for example, if an employee monitoring work activities must draw up a daily report on compliance with the work schedule. If an employee has violated internal regulations (for example, he was late for work), then his misconduct must be reported to his superiors. A note can also be drawn up proactively if the work team (or one of the employees) is not satisfied with the behavior of one of the colleagues, which is expressed, for example, in a disdainful attitude towards work or other people.

In any case, before punishing the offending employee, management must require him to write an explanatory note. This is required by Article 139 of the Labor Code.

To the director of DomStroy LLC, Sergeev Sylvester Pavlovich, from the head of the sales department, Dmitriev Ivan Andreevich

Memorandum

I report that on November 25, 2020, an employee of the sales department, Sergey Petrovich Ivanov, who was subordinate to me, did not go to work without first notifying me, his immediate supervisor. When I called him to find out the reason for his absence, he answered rudely and ended the call.

I ask you to bring this employee to disciplinary action.

Head of Retail Sales Department (signature) Dmitriev I.A.

November 25, 2020

When applying for a job, the applicant must be informed about the organization’s internal labor regulations (ILR), familiarized with existing regulations, told about job responsibilities, work schedule, etc. By signing the contract, the employee undertakes to comply with these rules. The signature implies that the employee is familiar with the rules of labor discipline. If they are violated, the employee may suffer different punishments depending on the severity of the offense: from a reprimand or deprivation of bonuses to dismissal.

Example 3: Reason for compilation / Incorrect or immoral behavior of the offender (sample)

Incorrect, sometimes boorish behavior of an employee is not always a direct violation of discipline, but it can “shatter” the microclimate established in the team, and the note acts rather as a signal to the management on the one hand and the employee on the other, and is created with the aim of preventing such behavior of the latter in the future . But if the employee’s actions fall under the category of administrative or criminal law, management must take measures appropriate to the situation, including filing a statement with the police.

A note about incorrect behavior, or rather a sample of it, may look like this:

To the director of DomStroy LLC, Sergeev Sylvester Pavlovich, from the head of the sales department, Dmitriev Ivan Andreevich

Memorandum

I would like to bring to your attention that on December 26, 2020, an employee of the sales department, Sergey Petrovich Ivanov, who was subordinate to me, allowed himself unflattering statements using taboo language towards me, as well as customers and other employees with whom I spoke during the day. I dare to suggest that he said this while in a clearly inadequate state. This is not the first time this employee has resorted to using obscene language towards his colleagues, which irritates the entire work team and interferes with the performance of official duties.

I ask you to bring this employee to disciplinary liability for inappropriate behavior in the workplace.

Head of Retail Sales Department (signature) Dmitriev I.A.

December 26, 2020

Example 4. Reason for compilation / Absenteeism (absenteeism)

The truancy report is drawn up as part of the internal investigation of the incident. During the event, the facts of what happened are recorded, relevant documents are drawn up, and an internal memo about the violation is drawn up. .

It is necessary that the report be submitted to management, otherwise it will be considered invalid. It is better to hand it directly into the hands of the director or head of the desired department. In the absence of the manager at the workplace, the certificate should be given to the secretary, who, in turn, will pass it on to the necessary senior employee.

Distinctive features of a memorandum from official and explanatory notes

Internal exchange of business information involves, in addition to reports, the possibility of submitting:

• memos;
• mandatory written explanations under certain circumstances.

A memo can essentially be defined as one of the types of memorandum.

This kind of document is used for internal use, exchange of information between employees who do not report to each other.

As a rule, memos, unlike memos submitted to higher management, are addressed to colleagues holding equal positions.

Submit memos to obtain the necessary information, or reporting information related to production to another department. For example, having prepared a memo, the chief accountant of an enterprise informs structural divisions about a change in bank details.

According to labor legislation, in order for a manager to make a decision on choosing a measure to impose disciplinary or, in situations provided for by law, material liability, procedural requirements must be met.

Written explanations are taken from the guilty subordinate to help understand the reasons for the offense committed and make an objective decision. If you refuse to write an explanatory note, a corresponding act is drawn up.

The absence of an explanatory note or act confirming the refusal to provide an explanation for the offense is fraught with the recognition of the order to impose a penalty as illegal.

For example, when appealing a dismissal to supervisory authorities or a court, the manager will have to not only reinstate the dismissed employee in his previous position in violation, but also pay compensation for average earnings for the period of forced absence.

The purpose of the explanatory note is to provide an explanation for violations of discipline, failure to complete tasks on time, and the like.

Any report can begin with the phrase “I bring to your attention”; a sample explanatory note has a free form:

Manager's position, last name, initials of first name, patronymic, full last name, first name, patronymic of the employee, structural unit that is the main place of work, position held (profession)

Explanatory letter

“__”_________ 2020, I was late for work due to (indicate the reasons for violation of labor discipline and internal regulations). Appendix: (if there are documents confirming the validity of the offense, list it).

Date signature initials first name, middle name, last name.

Just like a memo, to solve production problems, within the framework of interaction between various departments and structural units, a memo can begin with the phrase “I bring to your attention.”

Sample memo:

To the director of Hermes LLC, Leonov A.P. from sales manager Natalya Valerievna Fedonyuk

Service memo

I would like to inform you that from November 25, 2019 to December 25, 2019, in accordance with Order No. 54 of November 22. 2020, I was on a business trip to Astra LLC, located in Shakhty, Rostov region.

To travel to the place of execution of the assignment and back, a personal car of the VAZ 2106 brand, state registration number M346PO 123, was used.

While on a business trip, she lived with relatives.

Departed 11/25/2019 at 7:00 am.

Arrived on 12/25/2019 at 19:00.

Application:

• cash receipt for a gas station in Rostov on November 25, 2019;
• cash receipt for gas station in Shakhty, Rostov region dated December 25, 2019;
• progress report.

12/27/2019 signature N.V. Fedonyuk

To illustrate the differences between different types of written requests used in office work, we present a table:

Incorrect spelling of official document

Often, when writing memos, officials - heads of structural divisions - make mistakes in the formulation of the information, notification and operative parts.

Let's give an example. A memo is an example of an incorrectly written document:

“I hereby bring to your attention that 5th category car mechanic V.S. Shevelev provoked a conflict situation - he insulted gas-electric welder P.P. Ivanov.

I am attaching herewith: an explanatory note from P.P. Ivanov.”

Errors in writing the given example:

• the main situational circumstances are not indicated - when and where the disciplinary offense was committed, how it was expressed and in whose presence it was committed;
• the summary part is not formulated - the offense is not assessed and measures to punish the perpetrator are not proposed;
• Explanatory notes from the perpetrator of the conflict and explanations from those present were not selected.

Classification of memos

Depending on the purpose of interaction, the addressee, to whom the messages are sent, reports are:

• external – when higher organizations are informed;
• internal – filed in the name of the head of the organization.

It is possible to separate the types of memos based on the content:

• informational, bringing certain information to management;
• reporting, for reporting results at certain stages of activity;
• proactive when employees make their proposals.

Sample memorandum

To the chief physician of the Central City Hospital of Kaluga, I. I. Malyshev, occupational safety engineer N. I. Volkov.

Memorandum

I would like to bring to your attention that in the production departments of the Central City Hospital No. 5, in preparation for the Occupational Safety and Health Day under the motto “Occupational Safety and the Future of Work” from 04/08/2019 to 04/18/2019, an inspection was carried out in the structural units of the municipality compliance with the requirements of regulations:

• on labor protection in the workplace;
• compliance with fire and electrical safety rules;
• safety precautions for the operation of pressure vessels;
• organization and production of high-risk work.

Based on the results of the inspections, I ask you to reward the best employees and departments with certificates of honor:

• “The best structural unit of the municipal primary care center in Torez is outpatient clinic No. 7;
• “Best Worker” – junior nurse (nurse) of the DSP manipulation room Svetlana Vasilievna Chuzhinova;
• “Best Young Worker” – nurse of general practice – family medicine of outpatient clinic No. 5 Ryazantseva Kristina Valerievna.

04/19/2019

Labor safety engineer (signature) O.N. Malysheva

Types and forms of memos

It is believed that there is no uniform form that the content and design of a note must correspond to. This is not so, since the drafting of internal documents of an organization is regulated by at least the general rules for writing a business letter.

Notes are classified depending on their content on

1. Informational (bringing certain information to the attention of management);
2. Initiative (through them the employee submits proposals for improving the organization);
3. Reporting (providing information about a certain stage in the organization’s activities);

And, another classification, into internal and external - depending on the addressee (the note is sent either to one of the management officials of the organization or to higher authorities).

What is the difference between a service report and a report?

It's quite simple. Official is one large class of documents, which includes notes for various purposes moving within the enterprise. Reporting is already a subclass included in the service class. This is the difference between them.

Who can write a report and where to submit it?

Legislative and legal acts do not limit the right of employees, depending on their position or profession, to contact management with a report.

In practice, issues related to labor relations are resolved in the order of subordination. Employees write statements and memos explaining to their immediate superior. Next, the information is brought to the attention of the first manager.

At the same time, for example, with a complaint against the director, each employee has the right to write a report to a higher organization.

What should the content be?

The document you use to inform your boss that your colleague is not performing his job duties should include:

1. name of company;
2. addressee details;
3. from whom;
4. title – REPORT;
5. registration number;
6. briefly – the essence of what happened;
7. what do you want to achieve by this - usually they write “I ask you to issue an order to check in relation to” ... followed by data from colleagues;
8. date, signature.

The memorandum should be drawn up correctly in compliance with all recommendations prescribed by law, because this document may be requested by third-party organizations, considered in court or by the tax authorities. Read our materials about the nuances and rules for drawing up this document in case of incorrect behavior of an employee, absence of an employee from work, lateness, bonuses, transfer to another position, violation of labor discipline, as well as against an employee for insult, a student, a boss, if he is wrong, a teacher kindergarten.

Contents and rules for writing a report

There are no standardized forms for filling out when it is necessary to bring certain information to the attention of the manager. Local legal acts may approve a standard form of reports.

A few tips on how to write a report that has the force of a legal document:

• a header is placed in the upper right corner of the page, indicating to whom and from whom the message was sent;
• the text part is conventionally divided into two parts, first they describe the events that became the reason for the appeal, in the second part, as a result, they propose the necessary measures, expressing their wishes for solving problems;
• upload the message with clarification of the date, personal signature, deciphering the position, initials of the first name, patronymic, and last name next to it.

Preparation of internal reports

Sample of how to write a memo

The message sent to the manager for internal use is drawn up on a sheet of A4 paper.

The document can be prepared by handwriting or printing using modern office equipment. The presentation style should be businesslike, without unnecessary emotions, explain the essence and clearly express the desired result.

Sample:

To the General Director of Artemis LLC, head of the transport department A.I. Mikhalev.

Memorandum

Based on the results of an inspection from 12/01/2019 to 12/10/2019 by the fire-technical commission of the internal fire water supply, it was revealed that fire hydrants:

• not connected to the central water supply;
• do not have a complete set.

Please take steps to resolve the problem.

12/11/2019 signature of A.I. Mikhalev

External report preparation

There are no special requirements for the preparation of a report sent to higher (external) organizations.

Since the memorandum plays the role of an outgoing document, it must be issued on company letterhead indicating:

• the full name of the enterprise acting as a legal entity;
• registration addresses and location;
• contact phone numbers, fax numbers, email addresses.

The report sent on behalf of the administration is registered in the appropriate journal and assigned an outgoing number.

At the end, the document is signed specifying the position of the person sending the report, surname, initials, first name, patronymic.

Memo on failure to fulfill official duties

How to write a report? There is no special format for this document in the Russian Labor Code. However, each organization may have internal documents, including approved report templates. You can write it on the computer or by hand. The general rules for drawing up official documents dictate the following form of writing. An employee’s report, or rather its outline, looks like this.

1. Upper right corner: to whom the letter is addressed (position and full name).
2. Below: from whom (position and full name).
3. Below in the center (with indentation): title - memorandum.
4. Next is the main text of the message. Here the applicant lists a list of the employee’s duties (with reference to internal documents, for example internal regulations or job descriptions) that he did not fulfill.
5. Next, it is indicated what the employee’s actions led to, what consequences his misconduct entailed.
6. The main text of the note ends with a proposal for disciplinary measures, which, in the opinion of the immediate supervisor, must be applied to the offending employee in order to correct the situation.
7. At the bottom left is the date the document was written.
8. Bottom right is the signature.

If necessary, you can attach some evidence of the employee’s guilt to the report, for example, a photograph of his desktop if he does not work all day and surfs the Internet. Links to such applications are made in the main text of the note.

Result of reviewing the report

Having studied the documented facts, the manager makes a decision by making a written resolution.

So, if information about a subordinate’s absenteeism is brought to the attention of the director, and an act of refusal to give written explanations is attached, the manager writes off the submitted report to the HR inspector to prepare a dismissal order.

What is meant by inappropriate behavior?

Since the concept of incorrect behavior, as well as punishment for it, is not prescribed in the main legislative acts, in order to be able to qualify the incorrect behavior of an employee, as well as apply punishment for it, it is necessary to include the above concepts in the local regulatory documents of the organization.

For example, in a collective agreement or in internal labor regulations.

The following actions can be classified as incorrect (boorish) behavior:

• offensive statements addressed to colleagues or clients of the organization;
• using profanity in relation to people or simply in colloquial speech;
• obsessive and rude behavior;
• obscene gestures towards colleagues and clients of the organization, etc.

These are just some of the main signs of inappropriate employee behavior.

This list can be continued almost endlessly, it all depends on the corporate policy of the organization and the scope of its activities.

What responsibilities should a technical director have in a company? For a sample technical director job description, see the link.

In addition to the above actions, this can include many others, including wearing revealing clothes if the company has a strict dress code.

Including a clause on inappropriate behavior in one of the organization’s local regulatory documents, as well as familiarizing the employee with them, is necessary so that the head of the organization has the right to punish the employee who committed this offense.

A sample act of failure to provide an explanation for the application of a penalty.

Samples of memos

A report against an employee can be submitted by his immediate supervisor or work colleagues.

The “header” of the document is always filled in by analogy.

Let us give examples of the text part under different circumstances that became the reason for the appeal.

In case of incorrect behavior

“I would like to bring to your attention that on December 15, 2019, the driver Petrov Nikolai Ivanovich made incorrect statements to the nurse Likhacheva Lidiya Petrovna during an examination before leaving the line.

Violating the work environment and ethical behavior, Petrov N.I. constantly makes tactless remarks regarding the appearance of other drivers, using obscene language, provokes a conflict.

I ask you to involve N.I. Petrov. to disciplinary liability.

Garage manager (signature) Danilov I.V.”

In case of violation of labor discipline

“I would like to bring to your attention that on December 17, 2019, the nurse of the pre-medical office, Natalya Petrovna Leontyeva, did not return to her workplace after the lunch break and was absent from 13.00 to 16.00 hours.

On December 18, 2019, no supporting documents were provided to confirm the validity of the reasons for her absence.

She refused to give written explanations, about which a corresponding act was drawn up.

I ask that N.P. Leontyeva be brought to disciplinary liability in the form of a reprimand in the prescribed manner.

Head nurse (signature) R.P. Grechkina"

How to write a memo to an employee: sample general form

Like every internal document, the report consists of:

• “headings” - a part containing information about the name of the enterprise, surname and initials of the addressee - the head of the enterprise, position, surname, initials of the person who compiled the document;
• information and notification part - a section containing information about a disciplinary violation;
• operative part - part of the document containing the official’s conclusions regarding the violation of discipline by the employee;
• signature of the official and date of preparation of the document.

An official memorandum drawn up in accordance with this structure is submitted in the prescribed manner to the manager, who, after review, makes a decision and indicates it in a resolution certified by a signature.

Disciplinary action for failure to fulfill official duties

› › If a fact of non-fulfillment or insufficient conscientious fulfillment of official duties is discovered, the responsible persons have the right to draw up an official memorandum in accordance with the model adopted in the given company.

It is sent exclusively to superiors authorized to make decisions on the stated facts and issues. That is why it is called “report”.

Find out how to properly draw up such a document, what you need to pay attention to, and ready-made examples of notes in this article. Contents During work, each employee can record the fact of failure to fulfill official duties by his colleague (or several colleagues) and initiate (as well as write independently) the preparation of a corresponding memorandum according to a certain sample or in any form.

The main purpose of such a measure is to record the actual fact of violation of internal regulations, for example: being late without a good reason; premature departure from work; absenteeism; appearing drunk;