How to write a memo

A healthy working atmosphere in the work collective is possible only when each of its members is responsible for their own job responsibilities and complies with the norms of labor discipline. Otherwise, the effectiveness of the entire team decreases, which in some cases may affect wages and the fate of the entire enterprise.

For such situations, a memo is provided, which allows you to inform the management in an official form about non-compliance with the job description by the violator. Consider how to correctly write a memo for an employee, and what sample documents are provided for various situations.

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Types and content of reports

A memo is a document containing any information for a manager or higher authority, and designed to induce the addressee to action or decision.

There is a certain classification of such documents by addressee:

• Internal... Designed for administration, directorate or other executives.
• External... Addressed to higher authorities that control the work of the enterprise.

Also, notes are classified by content:

• Informative... They are of a periodic nature, since they are compiled with the aim of informing about the work process, its details and methods.
• Initiating... They are plaintive and recommendatory, created with the aim of initiating bonuses for distinguished employees or punishing the guilty ones.
• Reporting... Created in the form of a report informing managers about the results of the work, the results of the executed orders.

There are also service and explanatory memoranda.

Memo is informative in nature. It is widely used in various organizations at all management levels in a variety of situations.

This document may contain information on personnel movements between departments, request instructions, report changes in the way the business operates, or announce a meeting.

The memo provisions are designed to streamline and speed up communication within the enterprise. There are no legal requirements for the form of an official document.

Explanatory- a note that is accepted as the reason for any incident at the enterprise. This can include the facts of absenteeism, lateness, ignorance of official duties or other violations. The violator can be either an individual employee or an entire department.

By law, such a message in the form of an explanatory must be requested by the head of the organization, before taking disciplinary action against an employee or unit.

Document structure

Regardless of the content of the note, its structure contains the following main parts:

1. The first one describes the main events or indicates the reasons that prompted the writing of the memo.
2. The second one contains an analysis of the data indicated in the first part, indicating the options for solving the situation.
3. The third is the final one, where the results of the first two parts are summarized.

In some cases, a note can serve as evidence of the legality of the actions committed or innocence.

Compilation procedure

It is still recommended to follow a certain procedure for drawing up a note, regardless of the absence of a corresponding document in the legislation: so that employees do not make mistakes and do not experience difficulties in drawing up such documents, it is recommended create a template form of a memo.

A sample of the form design should be in a prominent place - an information stand or in a template folder.

1. Upper left corner- the addressee (name of the person who wrote the note, his position, department). If the document is external, then it is necessary to indicate the name and postal details of the organization, the city of compilation.
2. Top right corner- addressee, the same data as in the previous paragraph.
3. Center of the page- title with a capital letter.
4. Below the heading, closer to the left, is indicated date drawing up the document and its registration number.
5. Further, it is necessary to restrictly, but clearly state general essence memo. Describe events, make a conclusion, make suggestions.
6. Final part- surname and initials of the person who wrote the document, indicating the position, date and signature. It is recommended to fit everything on one line.

If a complaint or other kind of report is not created according to the model, it is considered valid.

Example

For clarity, it is worth considering the template for a note with an example. How to write a memo addressed to the director if an employee violates discipline - is late, does not appear at the workplace or does not fulfill his functional duties?

The structure of the document given above is applied: first, they describe the situation, indicating the fact of one or more violations, then ask the manager to take action or put forward options for disciplinary punishment.

Director of PJSC JSCB "BANK" O. A. Vereshchagin
I. I. Krasnov, Head of the Sales Department

Memorandum(sample)

31.03.2016, № 254/4545

For your information that 03/31/2016 client manager Krylova E.O. was absent from the workplace from 9-00 to 14-00, which exceeds the allowable threshold of 4 o'clock and is recognized as absenteeism. The employee did not provide an explanation and does not have documents confirming the validity of the reason for the absence. In this regard, I propose to apply to the employee Krylova E.O. disciplinary action in the form of dismissal.

I. I. Krasnov, Head of the Sales Department (signature)
31.03.2016

There is no legal requirement for the structure of the memo.

You can also download the form of the memo in word format.

registration

In its instruction, the organization's clerical service is obliged to accept not only a sample memo, but also the methods and procedure for registering it.

Since the memo contains information and also requires a written response, they must be registered by assigning a personal number to the document. Today in office work it is used three ways to register documents:

• Magazine... For its application, a special journal is started, in which each new document is assigned a number in chronological order. This method is recognized as not the most convenient, since if you need to search for an explanatory or report by number, you often have to turn over many pages.
• Automatic... Classification of documents by outgoing number using software. A card with a registration index assigned to a service message or complaint is entered into the database.
• Card... The principle is the same as for an automatic database, but without the use of information technology. After assigning an outgoing number to the document, a card is created on which the date and index of the memorandum are recorded. The card is placed in the classifier.

The advantage of the card method in comparison with the magazine method is orderliness, ease of search, the possibility of simultaneous use by several employees.