Guidelines for writing an internal memo: a sample design

All employers know, but they also have difficulties in its registration and questions where to get a sample.

Why the memo is drawn up

In practice, in the implementation of labor activity, there may be different circumstances. It also happens that you have to write a memo, since it is necessary to report to the management about certain circumstances at work.

In the memo, it is necessary to reflect a clear formulation of the indicated problem, as well as succinctly describe what led to this and what may happen in the future. The author needs to describe his suggestions for solving the problem that has arisen.

So, a memo written inside an enterprise or organization is a document with information reflected in it about a direct connection with unpleasant situations that have occurred at this enterprise.

A note is prepared on sheet 11 format, on a formalized form, if it exists. And also it is necessary to take into account that you should clearly indicate the address where this note is sent.

All information contained in it must relate to the specifics of production activities. The information should correspond to the question posed, be presented briefly and concisely. At the same time, there is no need to write too much, since the content will be difficult to perceive and the essence of the problem will be difficult to see.

1. It is necessary to use an information style when presenting information. There is no need to describe any feelings, as well as to explain on emotions what happened.
2. All the facts that are stated should be written to the point, and some details should be described in some detail.
3. Certain recommendations should be applied to the preparation of the document. If any inaccurate information or errors are found in the paper, such a document will not be accepted for consideration by the management.
4. It must be remembered that a competent presentation of the main details determines the flavor of the information in the document, and also represents some value for the manager.

Document structure:

• it is necessary to describe in detail all the facts that influenced the events, such a part is called ascertaining;
• describe what consequences are possible based on the current situation, that is, the analytical part;
• suggest what advice or recommendations can follow from the person who wrote the memo;
• before handing over the note to the manager, it is recommended to check it first.

Algorithm of compilation

The text of the note itself consists of the following sections:

1. The state of the problem presented itself, which was the reason for the preparation of the document. And you should also indicate the result of the analysis of the detected problem.
2. In the main part of the document, some conclusions and suggestions for solving the problem should be indicated.
3. The report should be completed with a conclusion.

And also the following data are indicated in the paper:

• Date of preparation;
• the signature of the person who prepared the note;
• name of the address;
• initials and surname of the head of the facility;
• title of the document or heading related to the text;
• the text describes the facts, as well as numbers and other designations;
• the person who prepared the document must sign it.

If inconsistencies are found or in the prepared document, it may be invalidated, and the likelihood of this event increases. If, on the contrary, everything is written correctly, then you can count on a positive decision of the management for reviewing the document.

Sample memo

To understand how to write a document correctly, especially for an inexperienced employee, you can take into account how a sample note is written. For example, in case of violation of the rules, upon detection of the fact of being late or absent from work, it is proposed to issue the paper as follows.

In the upper corner, on the right, you should indicate the address, as well as the sender. For example: “To the Director of OJSC PMK Konovalov N.L. from the sales organizer Menshikov GD "

After that, you should write the name of the document, write "Report" in the center, and after a little lower, and also on the left, you should indicate the date when the document was drawn up.

The main part should describe the problem. For example: “I, the sales organizer Menshikov GD, I bring to you that the economist for contract work Kochetkova DT. did not go to the workplace on 01.24.2015, that is, was absent from 08.30 to 17.30. This violation is considered absenteeism on the basis of labor law. Moreover, no explanation was received from the worker, and she refused to write an explanatory note. I consider it appropriate to apply disciplinary punishment, namely, dismissal from the enterprise. "

At the end of the memo, you must write the full position, as well as the surname and initials, sign and number (signature without date is invalid).

What is the difference between memorandum and service notes, see this video:

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