Explanatory note - sample 2021

Explanatory note form

An explanatory note is a document that is usually drawn up by an employee in free form.
It is a rare organization that develops ready-made explanatory templates. In it, the employee sets out the circumstances and reasons why he violated the work schedule or committed another action (inaction) that displeased the manager. Before you write an explanatory note at work (its text itself), the document should be titled correctly. In order not to further irritate your superiors, you should not call it “explanatory,” or “explanatory,” or anything else. In the note, the employee must explain his behavior and show his readiness to correct it.

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The Labor Code is quite harsh towards those who skip work. The absence of an employee from the workplace for more than 4 hours threatens him with dismissal - at the initiative of the organization (Article 81 of the Labor Code of the Russian Federation). But you shouldn’t count on the employer’s loyalty even with fewer delays outside the workplace. A likely consequence of frequent lateness will be writing an explanatory note.

Before writing an explanatory note to the director or head of the department, you should carefully consider its content. According to the law, the employee is given 2 days to compile it (Article 193 of the Labor Code of the Russian Federation). Management should be convinced that absenteeism or tardiness occurred either due to external circumstances that the subordinate could not influence in any way, or due to a situation where the citizen could not do otherwise. You can count on the understanding of your superiors if the offender does not show up for work on time for the following reasons:

sudden illness (of the employee or members of his family);
providing assistance to strangers (for example, one of the passengers on the subway became ill, and the employee stayed with him until the ambulance arrived);
difficult transport situation due to a natural disaster, terrorist attack, etc.;
car breakdown or accident;
flight delay due to the fault of the carrier, and other valid reasons.

What to write in the explanatory note for absenteeism depends on whether its author really could not come to work on time, or whether what happened was his fault. In the first case, it is enough to clearly state the circumstances, and ideally attach supporting documents, for example, a photo of a traffic jam or a doctor’s certificate.

Anyone can make a mistake, even a very valuable and competent employee. Therefore, it is important to know how to correctly write an explanatory note at work if this happens.

You should not shift all the blame onto your colleagues, and even more so onto inept management.

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If, indeed, the failure to fulfill labor duties occurred in connection with someone else’s action or inaction, this can be mentioned in the note, but one’s own oversight (if it occurred) must also be acknowledged. For example, if the manager did not call the client in a timely manner and thereby ruined the deal, it is incorrect to refer in the explanatory note to the fact that they were not reminded about the call on time, or to write that the phone was constantly busy.

You can learn how to correctly write an explanatory note at work to an employee who has made a mistake from our examples below. The document should indicate:

on the unintentionality of the offender’s actions;
the absence of any complaints about his work in the past;
for previously announced thanks and other incentives (if any);
for the presence of mitigating circumstances (tired, heavy workload, child in hospital, just returned from a funeral, etc.).

In conclusion, you need to express regret about the mistake you made and promise not to make it again.

Employees who work directly with people need to be well versed in the question of how to write an explanatory note if a complaint is received from a client. Because such papers are possible.

The note must detail the circumstances that gave rise to the complaint. If the conflict was provoked by the client, this should be indicated by referring to fellow witnesses who can confirm these facts. The task of the author of the explanatory note is to convince his superiors that he acted within the framework of his official duties, did not violate them in any way, and the complaint received is the result of either a misunderstanding or dishonest actions of the client.

Why do you need an explanatory note, a sample of which is presented in the article? Today we’ll talk about how to correctly write an explanatory note, we’ll give many examples and samples for all occasions: for work, for a child in kindergarten, school, university, and so on.

The explanatory note is written by hand, and the addressee will be the person who requested it. It can also be typed on a computer, according to the form that is accepted in a particular organization. The method by which the note must be made is not fixed in any way in the legislation; accordingly, the use of both handwritten and typewritten options is allowed.

An explanatory note is a business document that is in the internal circulation of an organization. The content of the document involves an explanation of the cause-and-effect relationship between an event, action or fact, usually of a negative nature, that has already occurred. An explanatory note can accompany the main document, then its content will provide explanations of individual provisions of this document.

The purpose of the explanatory note is to clarify the situation by the person who is the main person in the events that occurred, perhaps the culprit; the purpose of the explanatory note is to conduct an internal investigation into the causes of the incident, understand them, and draw the right conclusions.

In Art. 193 of the Labor Code of the Russian Federation states that the employer undertakes to request the writing of an explanatory note from an employee in the event of an alleged disciplinary offense. The employee has the right to refuse to write an explanatory note; the law provides for this; in this case, the employer has the right to take disciplinary action against the employee, without the presence of his explanatory note.

The form, template of the explanatory note includes the required details:

- name of company;
— indication of the official to whom the note is addressed, his full name;
— name of the document – “Explanatory Note”;
— date of preparation and registration number of the note;
— title to the text (“Concerning...”, “About...”);
— explanatory text;
- compiler, his signature.

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The preparation of an explanatory note to the school is carried out in accordance with the usual requirements, only the student’s parent or his official guardian can write it, a similar note is written addressed to the director, the note must indicate the class to which your child goes.

To the director of Alexandrovskaya secondary school No. 15 Nikitin S.A. from Kotov A.A., father of a 6th grade student, Sergei Kotov.

Explanatory letter

About Sergey Kotov’s absence from classes on October 2, 2012. I, Alexey Aleksandrovich Kotov, together with my family - my wife and son Sergei, a student of grade 6 "A", on October 2, 2012, were driving from a summer cottage where we were harvesting crops. When we were about 5 kilometers from the city, my car stalled. I couldn't start the car and had to call a tow truck. As a result of this incident, my son was 3 hours late for class. That day he only had 4 lessons; there was no point in going to class anymore. I called the class teacher Anna Petrovna Osipova and explained that my son missed classes for a good reason.

October 5, 2012 Kotov Kotov A.A.

To the head of the desk inspection department of the Federal Tax Service No. 2, Artyom Stafeeva A.O. from the General Director of Yuzhnoye LLC Alexandrov I.I.

Explanatory letter

Regarding the claims of the tax inspectorate, I, Alexandrov Ivan Ivanovich, in response to the claims of the desk audit department of the Federal Tax Service No. 2 about the untimely submission of reports, I explain that due to the serious illness of the accountant of Yuzhnoye LLC, in October 2010 I was forced to fill out and send quarterly reports on my own . The report to the tax office was sent by me personally by registered mail, with notification, at post office No. 3 of the city of Artyom on October 20, 2010, which does not contradict existing legislation, the deadlines for sending the report were not violated. Perhaps the postal workers are to blame for the late report. I am attaching postal receipts to the explanatory note, which indicate the time of sending my registered letter.

General Director of Yuzhnoye LLC Alexandrov Alexandrov I.I.

To the commander of military unit 55555, Lieutenant Colonel S.S. Pavlenko. from an employee of the RF Ministry of Defense, mechanic of the logistics department O.S. Petrov.

Explanatory letter

Regarding absence from work on July 29, 2010, I, Oleg Semenovich Petrov, was unable to go to work on July 29, 2010. The day before, on Sunday evening, there were guests at my house, there were few snacks, but a lot of alcohol. I myself didn’t understand what happened, only I woke up late in the evening with a terrible headache, and there were no more guests in the house. I decided to clear the dishes from the table and lie down a little longer. The next time I woke up, it was late Monday morning. I realized that I was very late for work, my head and whole body still hurt. I didn't go to work. I realize that I was wrong. This won't happen again.

July 30, 2010 Petrov Petrov O.S.

To the director of store No. 8 N.P. Klimova from the cashier of the industrial goods department O.V. Panova

Explanatory letter

Regarding the mistakenly punched check on April 5, 2010, I, Olga Vladimirovna Popova, mistakenly punched a cash receipt on April 5, 2010, discovered the error before the daily report with cancellation was taken out. It cannot be my fault for what happened, since I am very attentive to working with cash register machines. I believe the reason for this is a malfunction in the operation of the cash register, since such errors occur for several days in a row. Please pay attention to the operation of this cash register.

April 5, 2010 Popova Popova O.V.

How to write an explanatory note correctly so as not to be punished

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).

Sometimes the content of an explanatory note does not evoke understanding and sympathy from management, but rather laughter or bewilderment. But the status of the document is quite high, and in order not to read out in court or to GIT inspectors essays that are more reminiscent of humorous stories or children's essays, it is advisable for HR specialists to explain in advance how to correctly write an explanatory note.

First, determine what situation requires written justifications. For example:

absenteeism (one or more - it doesn’t matter);
being late for work (check that the time of lateness is recorded in the report);
violation of deadlines for completing tasks set by management;
failure by the employee to complete the assigned task;
violation of legal requirements or local regulations;
other official violations and incidents.

An employer often prepares a template on which an explanatory note is written. The sample can be placed in the human resources department or provided to employees with a reminder about the rules for drawing up business documents.

What should be included in the template? It is enough to be guided by the principles of business document flow:

a brief description of the problem and the reasons that resulted in the violation;
mandatory indication of the data of the authorized person to whose name the explanatory note is sent (addressee);
mandatory indication of the employee’s data, his personal signature and date of compilation;
business style of writing, absence of profanity in the text;
the reliability of the events described;
a first-person account of the situation.

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In your explanatory note, do not allow abstract reasoning, statements or requests. The purpose of writing a document is to explain events, not to ask for leniency. Management will have to analyze the reasons given and decide whether they are sufficiently valid in each particular case.

If an employee has been absent all day, he is also obliged to justify himself by writing an explanatory note.

Obviously, if the reason for the misconduct was valid, it is better for the employee to confirm it with relevant documents and mention it in the note. After the document is received from the employee, it must be registered in the prescribed manner, as incoming correspondence, with a registration number and date. A copy of the explanatory note with registration data is given to the employee. There are no special requirements for their form.

If there is no good reason, you will also have to write about this.

How to write an explanatory note: sample, types and forms of explanatory notes

In the document flow, there are a lot of different documents, including an explanatory note. It is used to explain the reasons for certain situations, actions or facts. The paper is considered by law as a form of employee self-defense. And it is on the correctness of its composition and the logic of the presentation of facts that the subsequent decision of the management depends.

Examples of explanatory notes

As already noted, the explanatory organization form is usually not prepared. The guilty subordinate is given a blank sheet, which he fills out independently.

First, an explanatory header is drawn up, which indicates:

in whose name the document is drawn up (the position of the manager, the organization or division that he heads, and his full name are indicated);
who compiled the note (position, department, full name).

The form of the explanatory note, although free, requires, in addition to the header, several mandatory details:

Title of the document;
its main part (direct explanations of the employee);
date of the note;
signature of its author (followed by decoding).

The explanatory note template can be viewed below.

To the Dean of the Faculty of History and Philology, N.I. Orlova. from student of group 218 Ivleva G.P.

Explanatory letter

Regarding missing classes on October 22, 2011. I, Ivleva Galina Petrovna, missed the school day on October 22 (3 classes and 1 practical seminar), due to the fact that my mother came to my dormitory from the village. Alexandrovka. My mother has a heart condition, and she is forced to undergo examinations several times a year at the functional diagnostic center, and she came for just such an examination this time. On October 22, 2011, she suddenly became ill, she began to choke, I called an ambulance for my mother. The doctor gave my mother the necessary injections and said that she needed to rest for the whole day. I decided not to go to classes and stayed to monitor my mother’s condition. The ambulance doctor A.V. Prosyannikov, at my request, wrote a note stating that my mother needed observation. Attached is a note from the doctor. Please consider a valid reason for missing classes.

Student of group 218 Ivleva Ivleva G.P.

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.

Explanatory, statement

There is no regulatory justification for this issue, but the employer needs to have full proof that the employee personally, voluntarily, and without coercion expressed his desire in the application. Therefore, it is recommended that the employee’s application be written by hand. If template forms are used, then such execution of applications is interpreted, in the event of a judicial conflict, as a fact of pressure on the employee.

There is no difference, you can do it this way or that way. But if a conflict situation arises, the employee may claim that he was given something to sign, and in a hurry he did not have time to read what it was. If the entire statement (explanatory statement, etc.) was written in his hand from beginning to end, then it is quite obvious that he did it himself, being fully conscious of the content of the text. Purely for these reasons, I always insist that they write themselves, even if it’s crooked and with spelling errors (although I usually correct the mistakes and ask them to rewrite them again).

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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 document header, in the upper right corner, you must enter information about the recipient.

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 misconduct, 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.

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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.

How to write an explanatory note by hand or print it

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.

As I already wrote, in case of refusal to familiarize yourself or give explanations, a separate act of refusal to familiarize yourself or give explanations is drawn up. Lack of explanations or lack of your signature on familiarization is not an obstacle to imposing a penalty.

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Explanatory note about non-fulfillment of the plan

To the Chairman of the credit and consumer cooperative "Polyot" M.M. Alekseev. from the manager of additional office No. 4 Igumnov N.I.

Explanatory letter

About the failure to fulfill the plan for October 2010. I, Nikolai Ivanovich Igumnov, having analyzed the situation in connection with the failure to fulfill the established plan for October 2010, explain that everything that is happening is connected with the bankruptcy of the Oasis CPC. Oasis depositors, who suffered as a result of this bankruptcy, spread negative information in the media about the work of the CPC. In this regard, our client flow is decreasing; some of our regular clients are worried about the state of their deposits and often call or come to the office. I ask you to strengthen your advertising efforts.

Manager of additional office No. 4 Igumnov Igumnov N.I.

Explanatory note about being late

To the commander of military unit 55555, Lieutenant Colonel S.S. Pavlenko. from an employee of the RF Ministry of Defense, clerk of the combat department O.P. Zaitseva.

Explanatory letter

Regarding being late for work on July 26, 2012, I, Olga Petrovna Zaitseva, was 2 hours late for work on July 26, 2012. The fact is that this morning, while on my way to the bus stop, I became a witness and participant in an unpleasant incident. A ten-year-old girl walking in front of me was suddenly attacked by a stray dog and bit her. I had to intervene in the situation, as the girl was very frightened and was crying, and her wound was bleeding. I took the girl to the nearest emergency room, called her parents at work, and then went to work. Please consider a valid reason for being late.

July 26, 2012 Zaitseva Zaitseva O.P.

How to write an explanatory note about an error in work

The main content of the explanatory note is information about the reasons for the employee’s actions, which had negative consequences for the employer. The main recommendation: remember, find all the justifying circumstances and don’t be shy about citing them.

An explanatory note should be written with the expectation that it will eventually end up on the judge’s desk. The author’s goal is to clearly characterize himself as a law-abiding citizen, ready to perform the work provided for in the employment contract.

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When can you get fired?

Sometimes workers are interested in how many explanations are needed for dismissal. The answer is this: it’s not the number of such notes, but how management reacts to them. Management must request this document before applying disciplinary action to a subordinate (Article 193 of the Labor Code of the Russian Federation).

It is the presence of a disciplinary sanction against an employee who has repeatedly failed to fulfill his job duties that is one of the reasons for his dismissal. However, issuing an explanatory note does not always entail the imposition of “punishment” on the employee in the form of a reprimand or reprimand. And if the employer is satisfied with the employee’s explanations and does not apply any penalties to him, then any number of such papers can be written - this will not be a reason for dismissal at the initiative of the organization.

Explanatory note sample about access control

Written explanations become mandatory only in a number of cases. The most common is when assessing the validity of the reasons for an employee’s disciplinary offense (violation of labor or official duties by the employee). This is required by the procedure for imposing a disciplinary sanction under Art. 193 of the Labor Code (hereinafter referred to as the Labor Code of the Russian Federation), which can result not only in a reprimand or reprimand, but also in dismissal. It all depends on the circumstances, which need to be sorted out.

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.). FILESDownload a blank explanatory note form .doc filling out an explanatory note .doc Why an explanatory note is needed As a rule, violations that require 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.

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Refusal to give explanations

Management must demand an explanation, but the employee has the right to refuse to give one. The law gives only two working days for reflection. If this period has passed, and the explanatory note of the offending employee addressed to the boss has not been received, it is necessary to draw up an act of refusal to give explanations. This document can be drawn up by the same commission that previously drew up the act on the violation of discipline itself.

Sample act of refusal to draw up an explanatory note.

It is important to remember that even if drawing up all these documents may seem like unnecessary bureaucracy to some, they play a decisive role when a dispute arises between an employee and an employer. If such a dispute ends up in court and the question of canceling a disciplinary sanction or even reinstatement at work arises, all these acts and notes will serve as evidence of the correct and reasonable actions of the employer.

Judicial practice shows that the consequences of neglecting explanatory notes are sometimes very difficult for business. As evidence, we cite the appeal ruling of the Moscow City Court dated August 24, 2016 in case No. 33-27314/2016, in which the judges ordered the management of the organization to reinstate several employees dismissed for absenteeism. The basis for this was the lack of written explanatory notes regarding absence from work.

The judges concluded that the procedure for applying disciplinary sanctions was not followed, and ordered the management of the organization to pay the reinstated persons the average salary for forced absence. Courts of all instances and regions make quite a lot of such decisions, so approach the procedure for drawing up an explanatory note with the utmost care and do not consider it unnecessary bureaucracy.

As already mentioned, the employer is obliged to request a written explanation from its employee before applying a disciplinary sanction (Article 193 of the Labor Code of the Russian Federation). In addition, there is a deadline within which an explanation must be given - two working days. Based on the fact that the legislator allocates a certain time, the employer must document the date when he asked his employee to provide a note.

There is no mandatory requirement for this, but from a practical point of view such a document would be useful. Firstly, this is the starting date, and secondly, documentary evidence that the employee’s rights have not been violated. We give an example below to make it clear what should be indicated in it and how to write it.

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Hello Nadezhda! You can come to the bailiff service, he will fulfill the trust (if the transaction was not completed before signing the agreement), then such a transaction may be declared invalid by the court, why do you need a message about the completion of notarial actions. Sincerely,

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Dear Elena. There are no legal acts regulating this issue. Such questions are classified as business customs, where preference is given to personal documents (application, explanatory note, translation) in handwritten form.