Sample report. Memorandum on non-fulfillment of official duties: sample

Almost every employee should have a sample memorandum on hand. This is a very important document of internal communication, without which the normal functioning of most large institutions is impossible.

Memo definition

A memorandum is a document that is designed to transfer information along the service vertical from the bottom up. It is designed to inform the immediate supervisor about the facts and incidents that happen in the process of doing work.

In addition to informing in the memorandum, the employee who compiled it suggests measures that need to be applied after analyzing the situation.

Almost every department head knows how to write a memo. A sample of it is always on the desktop. The report has almost the same structure, but a slightly different focus.

Memos are sent horizontally, from the head to the head of the same level. Reports are written from the subordinate to the immediate supervisor vertically.

Themes of notes

The reason for writing a memorandum can be any incident at the enterprise. Nowadays, for example, a sample of a memo about the rudeness of an employee is not so common, but even 30-35 years ago it was a widespread phenomenon.

Today, there are more reports of non-fulfillment of official duties, of being late. They can also be drawn up to voice the request of a particular employee or the entire team of the unit.

Also, employees write reports informing about the implementation of instructions received from higher authorities, especially if they were given in writing.

Industrial accidents, unforeseen situations or planned actions also regularly become an informational occasion in order to write a report. Therefore, the subject of this document is quite extensive and can cover absolutely all aspects of the production process, which should be reported to higher authorities.

Focus of the report

Every enterprise knows that there are two types of memos: internal and external. Most often used internally. They do not go beyond the limits of one structural unit and are sent from the employee to the immediate supervisor. Anyone who has such a need can write it. An example of this is a memorandum of non-performance of duties, a sample of which is in every human resources department.

An external report goes beyond the structural unit and is sent on behalf of its chief to his superior. If the internal one can be drawn up on a regular A4 sheet, then the external one is sent only on letterhead and is certified by a seal, if any, in the unit. But both of these types must be drawn up strictly in accordance with GOST, otherwise they cannot be attached to the general documentation of the enterprise.

Requisites

According to GOST, each sample memorandum must contain certain details, without which the document ceases to be such.

The report begins with details indicating the name of the enterprise or its structural unit. Further, as well as in the statement, there is a cap indicating the addressee and the author of the note. It is very important to indicate the full title of their positions. The title of the document is written on a new line, and immediately below it is its title, which begins with the words "Regarding ..." or "About ...". This immediately prepares the reader for what kind of information is presented in the body of the document. The main part consists of two conditional sections. In the first, the whole essence of the incident is stated, and in the second, recommendations are made or a petition is drawn up for taking action on the stated occasion. The report is closed with the date and signature of the compiler with its transcript.

Persons entitled to draw up reports

Everyone in the enterprise should know how to properly write a report on an employee or on the fact of an incident. It depends on this whether it will be lawful and whether all subsequent actions will go beyond the law.

Anyone who has such a need can draw up a document of this kind. The lowest-level employees are more likely to submit informative notes on the progress of assignments, business trips and inspections. Less often, they draw up reports on their colleagues about their failure to perform work.

But the heads of departments more often monitor labor discipline. Its violation becomes a reason for financial penalties. But for their appointment it is necessary to provide strong arguments.

As a rule, along with a memorandum, an explanatory note is also submitted to the manager, which indicates good or not very good reasons for the incident. Based on these two documents, an appropriate order for the enterprise is drawn up.

Evidence of justification for penalties

In each personnel department, in any accounting department there is a sample memorandum. This document serves as a strong confirmation that certain actions were performed reasonably.

At state-owned enterprises, inspections by services of various instances often occur. All of them are designed to confirm the legitimacy of the cash flow of budgetary funds. The unjustified accrual of bonuses or deductions from wages is a serious violation that entails penalties.

But the presence of a memorandum, upon which legal actions were taken, serves as a serious justification for this or that fact. A memorandum can be an argument even in court proceedings if it is drawn up in the form and endorsed by the addressee who received and familiarized himself with its contents.

Prevalence of memos

It so happened historically that the form of a memorandum, a sample of which is given in this article, did not take root at all in private business. In firms and enterprises owned by private individuals, it is more customary to solve production issues orally or through the preparation of orders. This is due to the fact that in business there are much fewer external bodies that control it, to which you do not need to report on the legitimacy of certain actions. But even here there is a place for reports that relate to financial turnover, since control by the tax authorities is still present.

In public institutions, memorandums are a common occurrence. They allow each subordinate to play it safe, transferring, along with the document, the responsibility for solving the problem to his immediate superior.

An example of a memorandum for an employee

The simplest report is drawn up on the fact of non-fulfillment of official duties or violation of labor discipline by an employee.

We begin the document with the name of the unit: "Information Department of the Institute of Agricultural Research." Next, we write a cap: “To the head of the information department, Ivanov I.I. from the programmer of the third category, Petrov P.P..”

In the body of the report, we state the essence of the note: “I bring to your attention that the junior programmer Ivan Ivanovich Sidorov came to work on 06/02/2011 late at 2 hours and in a state of extreme intoxication. The violator did not provide valid reasons and their evidence, but responded to the request with open rudeness towards me. In view of the regularity of such violations of labor discipline, I propose to take appropriate measures of punishment with a reprimand and withholding from wages a fine equal to the payment for his work for 2 hours, during which Sidorov I.I. was not at work.

The report closes with the date and signature with a transcript.

If you carefully study each sample of the report, it will become noticeable that they are all designed in a strict official business style. It makes no sense to deviate from it and go into details with their description in a colloquial style. The clearer and more concise the text, the closer it is to a real report.

Be sure to analyze the described incident and give your recommendations on this matter. This does not mean that it will. The head has the right to decide for himself what sanctions to take, but more often he agrees with the proposals of the compiler of the report, since he does not have time to delve into all the details.

Remember, a memorandum is a full-fledged legal document, for the authenticity of which you vouch for your own signature.