Registration of an internal memo: a sample document and rules for drawing up

Internal memo- This is a document, which usually touches on important issues that have a direct connection with the production troubles of the organization.

He should be drawn up on a regular A4 sheet of paper or on a formal letterhead typical for a particular company.

It is worth remembering that when drawing up such a document, an indication of a specific addressee is a prerequisite.

It is necessary to clearly register the official who has the necessary authority to review similar paper. His authority must be confirmed by the job description, as well as the functional responsibilities assigned in it.

Important! Such a paper carries certain legal force. Thus, the person who wrote it is responsible for their creativity.

Reasons for drawing up such a document

If analyze the main situations arising in production, we can conclude that the reasons for the preparation of such documents may be:

• urging the administration to making certain decisions... In such a situation, when drawing up, it is necessary to state 2 - 3 facts and a brief analysis of how they affect the production situation. Conclusions must be drawn, and present proposals for resolving the issue.
• The need to inform the superiors about various nuances, as well as situations. Such documents are usually written periodically and are analytical.
• Providing a report. Notes of this type usually state results of the work done for a specific period. It can also state how effectively the research was carried out, the orders of the leaders or their instructions were followed. It should be noted that the right to draw up such a document have the heads of individual and structural divisions.

However, such the rule should not infringe on the rights of ordinary employees contact your superiors.

How is it different from the outside?

1. As mentioned above, the internal note is document sent from one manager to another within the same enterprise. It is noteworthy that in its design, both the use of letterhead and a simple sheet of paper are allowed.
2. After drawing up similar paper signed by the compiler and sent to the addressee... In this case, the person who drew up the document must necessarily indicate his last name, first name and position.
3. Unlike its inner cousin, the outer note is always goes beyond one firm... Such a document, as a rule, is sent to higher authorities.
4. Its useful to note significant difference between such paper... The fact is that its compilation must necessarily be carried out on the letterhead of the organization in which the compilation was carried out. In addition to the standard information, it must contain the firm's details, as well as its seal.
5. External note required must contain a signature the person holding the position of the head of the enterprise.

Writing rules

Internal memo has a certain legal force, so it's worth getting serious about the design.

The information it contains must relate purely to the specifics of the work, as well as to be presented briefly and only on the merits of the issue, the presentation of details not related to it is not allowed.

• style of presentation should be purely informational. Such paper should not contain any manifestations of feelings or emotions.
• All facts or recommendations indicated should be set out in the case... All details must be clearly marked.
• The document must be drawn up according to certain rules... If there are obvious errors in it or mandatory information is missing, then on the basis of this, the paper may be invalidated.

Important! It is the presentation of these main parts that determines the information content of the document and its usefulness for the management of the enterprise.

In addition to additional information of various kinds, the document must contain the main text part, which can be divided into:

1. ascertaining part detailing all the facts and obligations of the issue.
2. Analytical part containing the possible consequences.
3. Recommended part, in which the compiler sets out his advice and recommendations.

Step-by-step instruction

As mentioned above, internal memo text consists of two parts:

1. in the introductory part prescribe the state of the issue, the facts that served as the reason for the compilation. It is also necessary to show the results of their analysis.
2. The main part should contain conclusions, proposals, requests... You must complete the main part with a clear proposal or request.

As for the details, the paper in question is should contain:

If any violations are found during the examination, then the document is invalidated with a high probability. If the compiler on the fly can comply with all the rules regarding the writing of the paper, then he can have no doubt that the higher management will receive it and carefully study it.

Important! It is worth noting that the plan and form of the paper must be strictly followed.

Example of registration

For clarity, a person who has never written anything like this, but is going, should consider example of a similar document... A specific example will outline how draw up a memo, if a person violates discipline, that is, is late or, in general, does not appear at the workplace.

The paper is composed like this:

1. first of all, it is necessary in the upper right corner specify addressee and sender, for example, to the director of PJSC JSCB "BANK" IP Kostrov, the head of the sales department Makhnov K.S.
2. Next, you need designate the name of the document in such a case, the memorandum and just below, and to the left, put the date of compilation, for example, 03/31/2015.
3. The next step is to write the main part... For example: I would like to inform you that the client manager Mitrokhina M.A. was absent from the workplace from 8:00 to 17:00. This exceeds the 4 hour threshold and is considered truancy. The employee did not provide explanations and did not show any documents that would confirm the validity of the reason for the absence. In connection with the above, I propose to apply to Mitrokhina M.A. disciplinary punishment, namely dismissal.
4. The last step the compiler should indicate your position, surname, initials, signature, as well as the date.

An example in the photo below:

Such a document should be drawn up, only if there is a good reason for this. If the compiler plans to achieve something with the help of such paper, then he needs strictly follow the rules of drafting.