An explanatory note is a document substantiating the reasons for a violation committed by a particular employee. It is usually written either voluntarily or at the request of the manager in cases where an employee of the enterprise has done something wrong (he was late or did not come to work at all, showed up drunk, did not fulfill the instructions given to him, etc.).
Examples of explanatory notes:
- about failure to fulfill official duties - about absence from work - about late provision of documents - about absence from the workplace - about failure to fulfill an order - about loss of documents - about an incorrectly punched check - about failure to fulfill the sales plan - due to being late for work
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Why do you need an explanatory note?
As a rule, violations that require an explanation from the employee are quite serious and can lead to disciplinary action, including dismissal. To avoid this and honestly understand the situation, a competent manager asks for written explanations.
An explanatory note can protect an employee in controversial situations when there is a disagreement with the employer, and can also acquire the status of an evidentiary document in the event that either party goes to court.
Examples
When an explanatory note is required depends on the situation. Some examples from legal practice:
- a shortage in a store after an audit requires an explanation from the seller; it can be given orally or in writing. The latter option is required by large enterprises, which cannot consider each employee individually according to the situation, and personnel officers deal with debt collection and presentation of claims;
- Theft from a warehouse involving the breaking of a lock is a serious incident that is dealt with locally or by involving law enforcement. The first option involves searching for the guilty person or recovering from the person responsible, which is accompanied by an explanation of the fact of the incident and the presentation of arguments to justify oneself. If the theft is on a large scale, then the case is sent to court, and the note is one of the documents attached to the application;
- theft due to the negligence of a storekeeper, warehouse worker or other person responsible for keys and alarms also requires explanation.
Note!
According to the law, theft of up to 2,500 rubles is classified as an administrative offense (petty theft under Article 7.27 of the Code of Administrative Offenses of the Russian Federation), and if the amount of damage exceeds the established limit, it is considered a criminal offense under Art. 158 of the Criminal Code of the Russian Federation.
When to write an explanatory note
There are certain deadlines for writing an explanatory note: no more than two working days from the date of the incident. That is why the employer, when drawing up a written request for explanations, must set a date - the report will be kept from this date. If an explanatory note is not written within the prescribed time, the employer has the right to apply to the subordinate any penalties adequate to the offense and within the framework of the law.
It should be remembered that only one disciplinary punishment can be applied for one violation and no later than a month after the fact of the violation is established (the fact is also established in writing, by drawing up and registering a special act).
Explanation to the district police officer sample
To the Head of the Department of the Ministry of Internal Affairs of the Russian Federation for the city of Pervouralsk, Police Colonel S.P.
ChirkoFrom Ivan Ivanovich Ivanov, born in 1970, lived. Pervouralsk, st. Coastal worker: OJSC PNTZ, shop No. 4 electrician worker.
tel.home tel.cell tel.-45-37 Let me explain that 01/22/2011
about an hour I was at the bowling center located on Ave.
Ilyich No. 28, where he was relaxing with his friends (full name, place of residence, telephone numbers of all indicated persons). About an hour. An unknown man came in a state of alcoholic intoxication and, for no reason, started a scandal with us, during which he addressed me with rude obscene language. To the head of the Department of the Ministry of Internal Affairs of the Russian Federation for the city of Pervouralsk, police colonel S.P. ChirkoFrom Ivan Ivanovich Ivanov, born in 1970, lived.
Pervouralsk, st. Coastal worker: OJSC PNTZ, shop No. 4 electrician worker.
tel.home tel.cell tel.-45-37 Let me explain that on April 4, 2011 at 10 p.m. I was returning home from work.
At his house 20 on the street. Lenin, I took out a phone from Lenin’s pocket, “NOKIA-6600” IMEI01287, worth 4,500 rubles, to call my wife, to say that I was already near the house. At that time, a young man in a black leather jacket, sweatpants and a leather cap came out from around the corner of the house to meet me, walking staggering and drinking beer from a bottle.
While I was talking with my wife, we caught up, and after a few seconds, I felt a blow to my head, not very strong. I turned around and at that time that young man snatched the phone from my hand, pushing me away.
I slipped and fell, during which time he managed to run to house number 18 on the street. Lenin and run into entrance No. 1.
I couldn’t catch up with him, I don’t know which apartment he ran into.
I had never seen him in our yard before.
Written in his own hand. Source: The district commissioner is the guarantor of law and order in the area allocated to him. Therefore, in case of minor domestic conflict situations between neighbors, you can turn to him. Several options for appeal are allowed, including filing a complaint in writing.
About
Rules for drawing up an explanatory note
The explanatory note is written in free form. It must contain the following information:
- information about the company,
- information about the manager and the offending employee,
- date of offense
- explanations.
The more convincing the main part is, the better for the employee; as arguments, it is best to give arguments that have some kind of written confirmation (for example, if you are late for work - a certificate from a medical institution, or a receipt from a car service with the date and time of the repair, etc. .P.). Also, a positive role is played by repentance for the violation committed (if it is the direct fault of the employee) and a promise to improve in the future and not make similar mistakes.
If the employee does not see any fault, this must also be reflected in the explanatory note, providing all the necessary evidence of its absence.
You can write an explanatory note either by hand or type it on a computer. The first option is preferable and this is how experienced HR specialists and lawyers require the document to be drawn up. In any case, the explanatory note must be certified by the “live” signature of the employee with the obligatory “live” transcript.
The explanatory note must be written in two copies, one of which must be given to the employer, and the second must be kept, but only after the employer puts a mark on both copies that the explanatory notes have been received.
Application to the district police officer - how to draw it up according to the sample and where to submit it
› My neighbors are very noisy.
Like Friday, it begins like this - dancing, screaming, loud music. This whole thing is often distributed from above, and the “fun” party continues until four to five o’clock in the morning. Agree, hardly anyone will like this situation.
Several times I tried to calm down the neighbors on my own, rang the doorbell and talked to the owners. To such requests I heard only boorish answers. When I got tired of enduring, I decided to contact the law enforcement agencies, and when I called the duty department with this question, they gave me the number of the local police officer. In general, the result of my actions was the need to draw up a statement against the neighbors and hand over the document to the district police officer. On the one hand, the paper is drawn up in any form, and there is no formal form, and on the other hand, the statement to the police must contain all the necessary information so that in the future the inspector was able to begin the proceedings.
In the end, I understood one thing: if you don’t know how to write a statement to a district police officer, you should use a standard sample and accurately indicate all the necessary data. In my article I will outline all the important points regarding how such a document is drawn up and what should be in it. An authorized district police officer is an inspector who works in a certain area and resolves minor everyday conflicts that arise between citizens.
To contact such an employee for help, you can write a written statement or simply verbally voice the problem.
So that readers can understand where to turn in the event of difficult situations, it is important to outline the range of issues that fall within the scope of activity of the district inspector. Such cases include:
- prosecution or trouble with noisy neighbors;
- resolving issues with persons leading an antisocial lifestyle.
- suppression of rowdy behavior;
- proceedings with drug addicts and alcoholics;
- conflicts arising from everyday legal relations;
Once again, it is worth noting that an application to the district police officer can be submitted in writing, but oral appeal is also allowed.
Instructions for writing an explanatory note
An explanatory note from the point of view of the norms and rules of office work has a completely standard structure and should not cause much difficulty when writing
In the “header” of the document in the upper right corner you must enter information about the addressee .
- First, the position of the employee in whose name it is drawn up is indicated (director, general director, head of department, group leader, etc.).
- Then write the full name of the organization, indicating its organizational and legal status (IP, LLC, ZOA, OJSC), as well as the surname, name, patronymic of the addressee.
- After this, information about the employee is recorded in exactly the same way (position, company name, last name, first name, patronymic).
- Next, indicate the locality where the enterprise is registered, as well as the date the application was written.
Then in the center of the line you need to write the name of the document with a short description of its essence (in this case, “about being late for work”).
The second part is the main one. Here you must provide only the facts and reasons for the offense , and you should try to give a correct explanation with clear wording and arguments. If there is written evidence of the employee's innocence, this should also be noted. There is no need to write a lot and in great detail - no one will read several pages of text, moreover, such an explanation may cause a negative reaction from the employer.
The application must be signed with a mandatory decryption of the signature and handed over either to the secretary or personally to the immediate supervisor.
An example of an explanation to the police
Full explanation on the topic: “an example of an explanatory note to the police” from a professional lawyer with answers to all questions of interest. Contents To the Head of the Department of the Ministry of Internal Affairs of the Russian Federation for the city of Pervouralsk, police colonel S.P. Chirko From Ivan Ivanovich Ivanov, born in 1970, lived.
Pervouralsk, st. Beregovaya 10-10 working: OJSC PNTZ, shop No. 4 electrician worker. tel. 27-42-97 house. tel. 36-84-12 hundred. tel. 8-904-090-45-37 Let me explain that 01/22/2011
around 20-00 o'clock. I was in a bowling center located on Ilyich Avenue No. 28, where I was relaxing with my friends (full name, place of residence, telephone numbers of all indicated persons). Around 21-00 o'clock. An unknown man came in a state of alcoholic intoxication and, for no reason, started a scandal with us, during which he addressed me with coarse obscene language.
To the Head of the Department of the Ministry of Internal Affairs of the Russian Federation for the city of Pervouralsk, Police Colonel S.P. Chirko From Ivan Ivanovich Ivanov, born in 1970, lived.
Pervouralsk, st. Beregovaya 10-10 working: OJSC PNTZ, shop No. 4 electrician worker. tel. 27-42-97 house. tel. 36-84-12 hundred. tel. 8-904-090-45-37 Let me explain that on 04/04/2011 at 22.00 o’clock. I was returning home from work. At his house 20 on the street. I took Lenin’s phone out of his pocket, “NOKIA-6600” IMEI 35345789001287, worth 4,500 rubles, to call my wife and say that I was already near the house.
At that time, a young man in a black leather jacket, sweatpants and a leather cap came out from around the corner of the house to meet me, walking staggering and drinking beer from a bottle. While I was talking with my wife, we caught up, and after a few seconds, I felt a blow to my head, not very strong.
I turned around and at that time that young man snatched the phone from my hand, pushing me away. I slipped and fell, during which time he managed to run to house number 18 on the street.
Lenin and run into entrance No. 1. I couldn’t catch up with him, I don’t know which apartment he ran into. I had never seen him in our yard before.
Written by hand. Situations when you have to write an explanatory note arise quite often.
