Sample memo requesting fulfillment. Internal memo for stationery for purchase: rules for drawing up

Service memo is an information and reference document, a tool for business correspondence within an organization.

A memo is drawn up to highlight any business issues relating to the work of a department or a specific employee, the solution of which depends on another structural unit of the organization or employee.

Writing memos, in contrast, is carried out between structural divisions or employees of equivalent official status who are not directly subordinate.

How to write a memo

Although the form of writing a memo is arbitrary, the following details should be taken into account when drafting it:

• “hat”, where it is indicated to whom it is addressed (position, surname, first name, patronymic in the dative case);
• name of the document - Service memo;
• date of compilation and number;
• title to the text of the document - speaks about the subject of the memo;
• the text of the document - first there is a description of the current situation, then some specific request;
• position of the compiler, signature and transcript of the signature - last name, first name, patronymic of the author.

Sample memo for purchasing a computer

Service memo
05.10.2013 № 2
Moscow

About computer repair (replacement)

I would like to bring to your attention that since September 20, 2013, software failures frequently occur on the personal computer assigned to HR Manager Tatyana Ivanovna Moroz.

In this regard, I request that this computer be repaired or replaced.

Sample memo on the issuance of products

SERVICE NOTE
2013-09-20-CN dated 09/20/2013

About the issuance of products

I ask you to agree on holding a promotion for TM “J”.

Purpose of the action:
- increase in retail sales of TM “J” juices;
- increase in numerical and quality distribution.

Promotion period: October-November 2013

Region: St. Petersburg, Voronezh

Participants of the action: sellers of retail outlets

Promotion mechanism: when an outlet orders 5 liters of TM “J” juice, 1 liter of TM “J” juice is provided as a gift.

Prize fund distribution:
St. Petersburg - 400 packages (1 l each)
Voronezh - 60 packs (1 l each)
Efficiency: planned sales increase of 30-40%.
The remainder of unused products will be returned to the warehouse.

The memo is drawn up on an A4 sheet if the organization does not maintain electronic document management.

At first glance, it seems that there is no significant difference between official, memorandum and explanatory notes, because These documents are similar in purpose - they are all informational in nature. Nevertheless, these are different documents that differ in content, targeting, and purposes of preparation. In addition, they do not contain instructions, but provide information prompting the addressee to make a final decision on the issue under consideration.

What are the features of an official, report, explanatory note? How to correctly prepare each document on paper? We will try to answer these and other questions from a practical point of view.

REPORT

Memorandum(code 0286041 according to OKUD) is an information and reference document addressed to the manager, head of the department, and other authorized persons. It sets out in detail any issue with the conclusions and proposals of the compiler and is aimed at inducing 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 manager, and on the initiative of the employees themselves (for example, in cases where, in order to resolve any production or economic issue, it becomes necessary to present information in writing to higher management). With the help of such a document, you can make a proposal to improve the technical side of production processes, express disagreement with a decision made by a superior manager, and also express your point of view if disagreements arise with colleagues. Therefore, when preparing a memorandum, it is first of all important for the author to clearly formulate his position, and then provide convincing arguments in its favor.

Types of memos

• to initiative ones;
• informational;
• reporting.

Initiative a memorandum is drawn up with the goal of inducing the addressee to make a certain decision, therefore the text of the memo states the facts and contains specific proposals, recommendations or conclusions.

Information a report is prepared regularly and contains information about the details, results or methods of performing the work.

Reporting the report informs about the completion of the work, its stage, implementation of instructions, orders, etc.

Depending from the addressee reports are divided into:

• to external ones;
• internal.

External memo addressed to the head of a particular institution, drawn up on the organization’s general letterhead, signed by the head and usually contains the following details:

• name of company;
• date;
• index;
• place of compilation;
• addressee;
• title to the text;
• text;
• manager's signature;
• performer's surname, phone number.

An external memorandum is submitted to the head of the parent organization (Example 1).

Example 1

External memo

REPORT

10.02.2014 № 12/05-14

On attracting additional

labor resources

Dear Andrey Vasilievich!

Due to the lack of candidates at the stage of forming the administrative apparatus for the branch in Moscow, it is necessary to attract labor resources from additional sources by 04/14/2014. Interviews with new candidates must be conducted by 04/21/2014.

Payment of expenses for additional services will be made in accordance with clause 4.5 of the Service Agreement No. 04/56 dated February 14, 2014.

Head of HR Department Semenov IN. Semenov

In case No. 03-13

Odintsova 02/10/2014

Internal memo sent outside the institution, for example to a higher organization, drawn up on a standard sheet of A4 paper, but indicating all the necessary details located in accordance with GOST 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for drawing up documents" (Example 2).

Mandatory details of an internal memorandum include:

• name of the structural unit;
• name of the document type (REPORT);
• date of;
• registration (outgoing number);
• title to the text;
• text;
• mark about the presence of the application (if any);
• destination;
• signature of the originator (indicating position, initials, surname).

Example 2

Internal memo

REPORT

07.04.2014 № 6

About absenteeism committed by a manager

sales department

I would like to bring to your attention that today, 04/07/2014, sales manager Valentina Ivanovna Petrova was absent from her workplace throughout the entire working day from 10:00 a.m. to 6:30 p.m.

No information or documents were provided confirming the validity of the reason for V.I. Petrova’s absence.

In connection with the violation, I propose to dismiss V.I. Petrova. for absenteeism.

Head of Sales Department Ignatiev O.A. Ignatiev

In case No. 02-10

Sidorova 04/07/2014

Registration of details of the report

When preparing a memorandum, both angular (Example 3) and longitudinal arrangement of the details of the header part (Example 4) are used.

Example 3

Angular location of details in the memorandum

Name

structural unit Destination

REPORT

______________ № ________

Heading

Example 4

Longitudinal arrangement of details in the report

Name of structural unit

REPORT

_____________ № _________

Heading

Name of document type written in capital letters (REPORT NOTE) and can be located in the center or from the border of the left margin.

date And number memos are written on one line. The date is written in Arabic numerals ( 21.04.2014 ) or alphanumeric method ( April 21, 2014.).

note

The date of the external memorandum is the date of its endorsement and sending to the addressee, the date of the internal memorandum - date of preparation and signing.

Registration number on an internal memorandum it is marked either at the place of preparation or at the place of receipt - depending on the document registration system that operates in the organization.

If the report must be reviewed by interested parties, it is marked visa approval, and after making a decision - resolution leader.

The adoption of a resolution is the final stage of consideration of the report.

note

The resolution of the manager who reviewed the internal memorandum will be the basis for taking any measures, issuing documents, or holding events.

Heading to the text briefly reveals the contents of the document. It is formulated according to the general rules for compiling headings for documents: using the preposition o/o and a verbal noun in the prepositional case, for example About absenteeism Lazarenko O.O.

Text a memorandum consists of two or three semantic parts:

• in the first - statingparts- states the reasons, facts or events that served as the reason for its writing;
• in the second - analyzing part- contains an analysis of the current situation and provides possible solutions;
• in the third - summary part- contains conclusions and proposals for specific actions that, in the opinion of the compiler, need to be taken.

The second part of the report may be missing. In this case, the text of the memorandum contains the rationale, conclusions and proposals of the compiler.

If the memo has an appendix, mark aboutapplication is done before signing.

A note indicating the presence of the application named in the text of the note is formatted as follows:

Application: for 3 l. in 1 copy.

If the note has an appendix that is not named in the text, then indicate its name, number of sheets and copies.

Appendix: Regulations on the Regional Lending Department for 5 pages. in 1 copy.

Internal memo sign the compiler (if it is presented to the head of the unit) and the head of the unit (if it is presented to the head of the organization); external memo signs Head of the organization.

note

If the memorandum is drawn up on two or more pages, then the second and subsequent pages must be numbered. Serial numbers are written on the right side of the top margin of the page in Arabic numerals.

SERVICE NOTE

Service memo is a type of report. This is a written information message, widely used in the practice of modern management structures of various levels and organizational and legal forms. Office memos provide direct communication between management objects at the horizontal level.

By the way

An official memo is a document that does not have official status. It is not provided for in OKUD.

Memos are prepared in a wide variety of situations. Typical objectives of this document include:

• information request;
• issuing instructions;
• accompanying another message (covering note);
• announcements (notices).

The text of the memo contains information about the reasons for its preparation in the form of a proposal, request, application. This could be information about personnel movements, meetings, changes in the company’s corporate culture, etc. Service notes are drawn up on a standard sheet of A4 paper.

The memo is signed by a specialist or department head. The date of the memo is the date it was drafted and signed.

The legislation does not provide for strict requirements for the preparation and execution of official memos, therefore the procedure for their execution, taking into account the specifics of the organization, should be fixed in a local regulatory act, for example, in the instructions for office work. The format of the memo should serve the purpose of simplifying and speeding up internal communication processes.

A sample design of a memo is presented in Example 5 .

Example 5

Service memo

On Saturday, 04/19/2014, from 9:00 to 16:00, the HR department of Sever LLC will carry out installation work on installing an alarm system.

I ask you to allow access to perform work for the following employees of the Energoset company:

1. Simakin I.P.

2. Ivanov P.N.

Head of Administrative Operations Sviridov N.N. Sviridov

In case No. 02-14

Ilyina 04/16/2014

EXPLANATORY LETTER

Explanatory letter- this is an internal document explaining the reasons for any action, fact, case, incident, drawn up by an employee of the organization and presented to a higher official.

According to part one of Art. 193 of the Labor Code of the Russian Federation, before applying a disciplinary sanction, the employer must request a written explanation from the employee. The employee reports the reasons and circumstances of the disciplinary offense in the explanatory note. Based on the explanatory note, the manager makes a decision to apply a disciplinary sanction to the employee. In addition, this document is one of the grounds for the employer to assess the severity of the offense committed and the circumstances under which it was committed.

In OKUD OK 011-93, this document is mentioned only once - an explanatory note about violation of labor discipline (code 0286091), which belongs to class 0286000 “Documentation for registration of disciplinary sanctions.”

Types of explanatory notes and their features

• drawn up to explain individual provisions of the work performed (project, report, development);
• drawn up in the event of regular situations, violations of discipline, misconduct, etc.

The explanatory note is written by hand by the employee in a single copy on a standard A4 sheet of paper and addressed to the person who requested it. It can also be typed on a computer using a stencil form accepted by the organization. The form of the explanatory note, as well as the method of execution (handwritten or on a computer), are not legally established.

An explanatory note can be drawn up by a structural unit or a specific official.

Note as evidence

The employer, by requiring an explanatory note written by hand from the employee, thereby protects himself from unlawful actions on the part of the employee in a labor dispute. It prevents substitution of the original document.

If the company uses template forms, then at the end of the text you can make a note:The explanation was compiled in person using a personal computer. Date of. Signature.

Registration of individual details of the report

In order to unify information and reference documents, an explanatory note should be drawn up and executed in accordance with the requirements of GOST 6.30-2003.

Date the explanatory note is the date of its preparation.

Text the explanatory note must contain:

Description of the facts that served as the reason for its writing;

Arguments that explain the current situation.

The text of the note must be convincing and contain irrefutable evidence.

Upon registration signatures the position, personal signature, initials and surname are indicated.

As applications Documents may be provided that justify the actions of the document maker and confirm certain circumstances.

In terms of the structure of the text, an explanatory note differs from a report in that it does not contain conclusions and proposals (Example 6).

note

If the company has developed and approved standard forms of explanatory notes used in various situations, this does not mean that employees must draw up notes according to the approved forms. A document not drawn up according to form may also be valid.

Example 6

Explanatory letter

Apply disciplinary action
in the form of a reprimand to Alexandrova I.I.

Issue an order to the HR department.
Smolkin 04/17/2014

To the Director of LLC "SV"

A.V. Smolkin

EXPLANATORY LETTER

14.04.2014 № 14

About absence from work

I, Alexandrova Irina Igorevna, accountant, was absent from the workplace on April 14, 2013 from 9:00 a.m. to 3:30 p.m. due to personal circumstances.

I have no supporting documents.

Accountant Alexandrova I.I. Alexandrova

REGISTRATIONREPORTS, OFFICIAL, EXPLANATORY NOTES

One of the functions of the organization’s records management service is to ensure prompt search for the necessary information related to the promotion of transferred documents to the contractor. To make it easier to find this data, various registration forms are used.

Reports, official and explanatory notes, by their functional purpose, are carriers of certain information. Since the issue stated in the note requires a written decision in the form of a resolution of the head of the organization or other authorized official, the documents must be registered.

Let us remind you that there are three forms of document registration: magazine, card and automated. An organization has the right to choose the most effective and appropriate form of registration.

▪ Journal registration form - the most common, but not always convenient, because All documents are recorded in it in chronological order, and when searching for a specific document, a specialist has to look through all the sheets of the journal. The search for information is also complicated by the fact that an initiative document can be registered, for example, in one journal, and the response to it in another. There are no mandatory registration forms (magazines) provided for by law. The recommended form of the log book is shown in Example 7.

Example 7

Fragment of the log of reports and explanatory notes

Document date	Registration number	Type of document, summary	Who signed the document	Executor	Transferred to	Receipt receipt (signature, date)	Mark on sending the document to the file
07.04.2014	03-10/14	On recalling cashier O.R. Shvets from vacation.	Head of HR Department	Human resources department inspector	Human Resources Department	Smirnova V.A. 07.04.2014	In case No. 03-14 Smirnova 04/07/2014

▪ Card registration form Compared to the magazine version, it is more convenient and adapted. The registration and control cards of documents created when searching in the classifier make it possible to optimize the document search process and reduce the time of the registration process. The obvious advantage of card registration is that several employees can handle registration at the same time;

▪ Automated (electronic) registration form involves the use of special software. Information about the document is entered into an electronic registration and control card stored in the database. Simultaneously with registration, a registration and control card can be printed.

Typically, reports and explanatory notes have a complex registration index, which is formulated in the same way as the index of an outgoing document. The registration number consists of the case index according to the nomenclature of cases (including the index of the structural unit and the case number according to the nomenclature of cases of this unit) and the serial number of the document within the calendar year.

note

Issues of registration and accounting of documents in the organization should be reflected in the instructions for office work. The instructions should include:

1) list of non-registered documents.

2) a list of registered groups of documents, and for each group the following must be indicated:

Place of registration;

Time and procedure for registration;

Rule for creating a registration number;

The form in which registration is made;

List of details that are entered in the form, rules for filling them out;

Rules for recording the movement of documents after registration;

Principle of registration (single or repeated registration when transferring a document to another department);

3) the procedure for re-receiving a document to the organization (for incoming documents).

Storage periods for reports, official and explanatory notes

Storage periods are established in the List of standard management archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating storage periods, approved by Order of the Ministry of Culture of Russia dated August 25, 2010 No. 558. In accordance with the specified List, storage periods for reports can be 1 year, 3 years, 5 years, 75 years, permanent. Explanatory notes should be kept permanently.

Our advice

When preparing notes, it is necessary to adhere to a uniform style, and the main text of documents must comply with the rules of business ethics and established requirements for document execution. An unpleasant impression is left by sloppily compiled and executed documents with grammatical errors. Do not rush to send the document to the recipient, but carefully proofread it, correcting, if any, grammatical errors or typos.

The SZ is drawn up by the employee in the name of his immediate supervisor or in the name of the head of another department. It allows you in a short time:

notify the manager about the current problem

make proposals to eliminate it or agree on an action plan with another employee.

induce a manager to make a decision or issue an order

It is also proof that the specialist who discovered a problem in the work process did not let the situation take its course, but notified his management about it so that they could make a prompt decision. That is, he was not idle.

Types of memos

Let's look at the main types of service letters:

about requesting information;

about violations committed by an employee in the performance of work duties.

on employee bonuses.

In addition, SZ can accompany the transfer of a package of documents between divisions, divisions, departments within the organization (for third-party organizations it is necessary to prepare cover letters). It can also be sent to employees with a requirement to explain the reason for their absence from work.

The SZ may contain any questions related to work issues.

Compilation rules

The main rule that must be followed when compiling it is brevity. The document should clearly state the essence of the problem, as well as ways to solve it. As a rule, the text of the SZ should not take more than 6-7 lines. The SZ does not have a unified form. To compile it, use a free form of a memo sample

Despite this, when writing, you should take into account the requirements of GOST R 6.30-2003. Drawing up a memo in accordance with GOST, a sample of which is shown above, requires the following details:

the paper must contain a “header”. It indicates to whom it is addressed (position and full name of the employee in the dative case);

enter the date of preparation and document number;

the title to the text indicates the subject of the SZ;

a description of the current situation due to which the memo is being drawn up: “I bring to your attention...”, then the text of the memo must contain a specific request;

Below is the position and full name of the compiler, signature with transcript.

The completed document should be registered with the secretary of the enterprise as incoming correspondence. After this, you can be sure that the director will receive the SZ and familiarize himself with it personally.

SZ in electronic form

It is worth noting that many enterprises have adopted electronic document management. Therefore, the SZ can be issued electronically. In this case, it is sent to the enterprise’s corporate email. The secretary is responsible for further sorting and forwarding of letters to recipients.

This method of transferring SZ saves paper and employee time. In this case, the document is drawn up in the same way as on paper. It is advisable that it bears the electronic signature of the sender. To make sure that the sent document has been read by the manager, when sending, you should request a “mail read receipt” by checking the box on the sending form.

Sample document

Often, when solving work issues, there is a need to convey important information to the manager. Sometimes circumstances require that an explanation of the circumstances and a warning against errors be presented in writing.

In this case, it is necessary not only to correctly present the facts, but also to correctly draw up the document. Drawing up SZ often causes difficulties, especially in the absence of experience. But this is not difficult to do if you have an example of a memo before your eyes. That is why we have prepared samples, after reviewing which you will be able to correctly draw up the document. Let's look at the most common cases that require drawing up an SZ.

SZ about bonuses is the basis for issuing an order to reward an employee. This document is drawn up by the employee’s immediate supervisor addressed to the director of the organization. It indicates the merits of the worker, the request for incentives, the data of the employee and the compiler. After reviewing the SZ and making a positive decision, the director issues an order on bonuses. How to write a memo to the director sample:

If during work circumstances arose due to which the employee could not fully perform his job function, explanatory. It indicates the reasons. How to write a memo sample:

SZ is used if an employee needs to contact the manager with a request to allocate funds for work needs. In this case, the document sets out the facts of the production need for the purchase of materials. How to correctly write a memo sample:

Shelf life

According to the List of standard management archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating storage periods, approved by Order of the Ministry of Culture of Russia dated August 25, 2010 No. 558, SZ must be stored in the archives of the enterprise for at least five years. If necessary, the director of the organization has the right to extend the storage period. The storage period for SZ issued in electronic form may be determined by the company’s charter.

A memo is a model of document circulation within an organization, which makes it possible to effectively respond to all kinds of circumstances.

Purposes and types of official document

An official letter is intended to notify a certain official about existing difficulties or to make any proposals regarding production issues.

In addition, the official document is a kind of confirmation that the staff is not just doing their job, but also sees existing problems, which are subsequently highlighted in this note. In this case, the employee who wrote a memo to the manager about the presence of any violations completely relieves himself of responsibility for resolving this issue.

Service notes are divided into:

• those that indicate certain factors of the act or phenomenon of a negative nature. Such production notes include explanatory notes, reports, acts on identified violations and complaints;
• those that are additional explanations to the main documents. These could be notes on the write-off or purchase of materials, on the allocation of financial assistance, on promotion, on bonuses, and the like.

In turn, an official census can be carried out both between subordinates and the employer (internal), and between the heads of structural divisions and the main manager of the enterprise (external). Externally, production documents are intended to be provided outside the organization; the recipient of this type of note is senior management.

Information and form of internal business paper

The content of official documents usually covers production, material, economic issues, as well as issues of bonuses, promotion or demotion. Thus, an employee of any department can make a written request to provide him with certain material or financial resources, both for production and personal use. In addition, the content of such a document may cover a complaint against a specific employee or immediate supervisor.

As for rewarding employees, the direct employer writes a memo in the form of a petition addressed to his superior manager. Where he highlights the merits of the subordinate, and makes suggestions on methods of bonuses.

An internal letter to the head of the organization from subordinates is drawn up handwritten in free form. However, to write this type of document, you can use computer or printing technology.

Competent document writing

Although this act does not have a template established at the legislative level, it must necessarily contain the following information:

• to whom this application is addressed (position, surname and initials of the addressee) is indicated in the upper right corner of the document; note number and registration date;
• the title of the letter being composed;
• the introductory part usually reflects the time, date and time of the incident;
• the main part, sets out the detailed essence of the event;
• the final part includes the proposals of the compiler, which he asks the head of the enterprise to implement;
• Under the text is the date the document was written, the position or profession of the compiler, and his surname and initials.

As for external letters, they must have similar content and be drawn up on the institution’s letterhead, preferably in print, using computer technology.

Many enterprises have a ready-made memo template developed and approved by management. Thanks to which, it will be much easier and more competent for workers to draw up such a documentary act.

In internal and external letters, information should be presented briefly and clearly, without unnecessary fluff. This saves time for the person preparing the document and the person to whom it is addressed. And also a clear presentation of proposals contributes to the fastest response from the manager.

Generating production letters electronically

Many enterprises allow the preparation of official memos using a computer, which allows you to create an electronic form of the document. Each structural unit chooses this method of registration independently, and prescribes it in certain documents provided for by law. Thus, the electronic version greatly simplifies the preparation of the document and its sending, which significantly reduces the time for reviewing the note and taking response measures.

The electronic method of composing a service letter is not very different from the handwritten version, but still has the following differences:

• in the electronic document there is no need to indicate to whom it is sent, since such information is already written in the address bar;
• the originator’s signature in the electronic note is placed automatically (pre-prepared scanned signature);
• The sender receives a notification from the recipient via email that he has received the letter and has read it. This service is a confirmation of sending the note.

One of the main advantages of creating an electronic note is the already existing template. Which can be used in subsequent preparations of similar documents. This advantage is enjoyed by the services of the enterprise or their individual workers, who, due to their type of activity, must often draw up memos.

Aspects of compilation

When drawing up memos, it is necessary to take into account the following nuances, which apply depending on their type and purpose:

Compliance with the above nuances will allow even an inexperienced employee to draw up a competent and understandable memo for the manager.

Significance of the document

Official documents help to avoid direct conflict situations between employees of a certain enterprise, which has a positive effect on its work. They also play an important role in accounting and tax reporting, where financial problems require certain attention and compliance with various nuances.

Among other things, official letters are effective in combating offenders in the organization. In addition, writing complaint documents to the employer allows you to resolve the issue without disputes and assault. Since official complaints can be written anonymously, or simply the name of the originator, at his request, will not be announced by the manager.

Therefore, such a document serves as a multifunctional tool, thanks to which most organizational issues can be resolved in a fairly short period of time.

In contact with

A fairly large percentage of the population is associated with work in organizations of various sizes and types of activities. While performing their duties, employees regularly communication with management required to resolve certain issues.

Since everyone can encounter this type of business correspondence, let’s take a closer look at the main questions: when and how is a memo drawn up, what are the differences in drawing up an official paper for management?

Dear readers! Our articles talk about typical ways to resolve legal issues, but each case is unique.

If you want to know how to solve exactly your problem - contact the online consultant on the right or call free consultation:

In what cases is a memo written?

An official memo is one of the elements of internal document flow. With its help, company employees can resolve production issues and situations as quickly and efficiently as possible.

Service memo designed to solve business problems and issues related to the work of a specific employee or an entire department. In this case, the solution to the issue may depend both on another employee of the company, and on a completely different structural unit.

The main difference from a report is that it is used in business communication between employees or structural divisions that have equal status in the organization. In other words, no direct subordination.

Drawing up a memo has additional benefits. This document proves that the employee who compiled it indicated a problem located in his area of ​​responsibility.

If a specialist unable to figure it out on my own with a problem that has arisen, he can draw up a memo and bring the issue up for consideration by other specialists. In this case, he will be able to relieve himself of responsibility for poor quality or untimely consideration of the task.

In some cases, on the basis of a memo, an order is drawn up on the need to perform a particular action.

What should the text of the document contain?

Although the exact form of filling out the mentioned business letter is not defined, several basic points can be determined, mandatory for designation in the document. The list of details includes:

1. A header where the recipient's details are written, such as full name and position.
2. Name of the official paper.
3. Date of writing and number.
4. A title from which the subject of the correspondence is immediately clear.
5. The “body” of the document, where the current situation is initially described, after which the author indicates his request.
6. The position of the employee who compiled the official message, his signature and the full name of the author.

Often the text of the note begins with the words “I would like to bring to your attention...”, after which the main information comes. But this is not a mandatory rule.

How to compose and write correctly?

The beginning of the document should be details of the organization and the originator of the official letter. The title of the document itself is written in the middle. The main text should start below and on the red line. As we mentioned earlier, the essence of the problem is conveyed in free form. The document is completed by the date of preparation and signature.

If the main text of the memo should be large, it needs to be divided into several paragraphs:

• description of the main problem;
• request;
• department and names of the employees who wrote the note, if there is a collective appeal.

In the latter case The key signature on the document is given by the head of the department, filing a service document. An application with the signature of all employees is additionally added to the main document.

The memo must be written on an A4 sheet, just like any other document. Also a “live” signature is required made by hand.

The memo is written along with the serial number and the date of writing.

If desired, the document can be compiled in an editor on a computer and subsequently printed, but the signature must also be made by the compiler himself.

Features of note design (with samples)

Depending on what kind of memo is drawn up, the nuances of document execution and the situations when it should be drawn up change.

To the director or management of the enterprise

Various memos are written to this manager, so let’s talk about how best to convey them. It is advisable to compose the document in two original versions.

According to the rules, the document is transferred to the secretary, from whom it will not be amiss to receive a mark on acceptance of the document for consideration. After that, wait for the resolution of the authorities.

For a business trip: extension and cancellation

The memo serves as confirmation that the posted employee is in place, plus records the dates of arrival and return from a business trip. This document can be issued if:

• the employee travels on a rented, personal or official vehicle;
• The employee does not have documents confirming his travel and residence.

Review from vacation

There are often cases when, for production reasons, managers one of the employees has to be recalled.

In this situation, the director of the memo becomes the head of the department in which the employee who is on annual paid leave is registered.

The head of the organization must familiarize himself with the submitted document and indicate your consent or refusal of the request recorded in the document.

According to Article 99 of the Labor Code of the Russian Federation, recall of an employee from vacation is possible only with his personal consent.

Also, according to Article 125 of the Labor Code of the Russian Federation, it is prohibited to recall from vacation:

• pregnant women;
• minor employees;
• workers associated with dangerous or harmful working conditions.

On vacation

In addition to vacation, employees of organizations can, under certain conditions, receive so-called “time off”, i.e. take time off from work. Because the in the Labor Code this concept is removed, the definitions “additional rest time” or “other rest time” are used.

The document with which an employee expresses his wishes to his superiors can be either a statement or a memo.

An employee has the right to time off when:

• worked overtime;
• worked on weekends or holidays;
• had total overtime during shift work;
• took an active part in the donor movement and blood donation;
• employee;
• towards the vacation.

About changing the work schedule or postponing working hours

Each employee may have good reasons, according to which he can contact management with a request to change the work schedule.

If the initiative is manifested precisely on the part of the employee, who can document the need for adjustments, he draws up a memo addressed to the head of the enterprise.

In cases where the reason is truly valid, the employer does not have the right to refuse an employee in accordance with Article 93 of the Labor Code of the Russian Federation.

The document should indicate the current schedule and the desired one.

For the purchase of equipment

This memo is written by the department that needs to purchase new or replace old equipment.

An example could be an appeal from the economic or human resources department to the head of the information technology department with a request to quickly replace a faulty computer.

Form of memo for the purchase of a computer: .

About holding events

Internal memos regarding the resolution of organizational issues for holding events, have their own specifics. They have also found frequent use in educational institutions.

The note will need to indicate basic information about the upcoming event, and, if necessary, contact details of the persons responsible for its implementation.

About providing information

One of the most commonly used types memos. It is used to make a request to obtain certain information and is based on the following principle:

1. the key idea should be identified and a query should be formed;
2. provide details that the recipient may require;
3. recall the main idea of ​​the request and provide additional information.

About punishment of an employee

This type of document is used in cases where an employee’s behavior in the workplace or his inappropriate attitude towards work duties requires appropriate penalties.

The writer of the memo must present the facts as best as possible. objectively and unemotionally, give management the opportunity to deal with the incident.

About the need for a new employee

The document is drawn up when a new employee is required in one of the company’s structural divisions. Then the head of the department has the right to submit this element of internal business correspondence to management.

In it he must indicate objective reasons, according to which this decision will be objective and acceptable.

Memo about hiring a new employee: .

For overtime work

A common reason for drawing up such documents is presence of emergency situations, in conditions in which it will be necessary to involve employees in resolving the issue after the end of working hours.

The memo is drawn up by the shift or department head addressed to the direct manager. In the text of the document reasons for the request are indicated and a list of those who are planned to be involved in overtime work.

Engaging an employee to work overtime: .

On the creation of a new structural unit

The issue of creating new structural units can also be resolved with the help of a request expressed using a memo. The goals of this action are highlighted in the body of the document. Among them:

• increasing the level of labor standardization;
• more efficient solution of certain problems;
• improvement with staff and other reasons.

In some situations, memos can replace statements, acting more “softly”. Most often they are used for internal processes related to the organization of production.

If the company supports an electronic document management system, the design of internal memos is practically no different from the paper version. The main difference is the storage medium transferred between the company's structural divisions.

The video below reveals some aspects of working with internal memos in electronic form: