An employee's immediate supervisor may require an employee to write an explanatory note. It should reflect the reasons for the violation of labor discipline and labor offenses in which the employee is accused. These reasons should be explained from the point of view of the employee himself. In the event that an explanatory note should be written by you, your task is to justify yourself as much as possible and find objective reasons that prevented you from completing your task.
Instructions
Step 1
In the event that you decide not to provide any explanation, you have every right to do so and should be aware that no sanctions should be applied to you for this refusal. It is the employer's responsibility to request a written explanation of the employee's reasons and behavior before disciplinary action is taken. This is stipulated by labor legislation (part 1, article 193 of the labor code of the Russian Federation). In the event that you refused to provide written explanations, an act is drawn up confirming your refusal.
Step 2
If the violation was serious enough, then be sure to consult with a lawyer, discuss with him how to correctly draw up your explanatory note in order to reduce subsequent sanctions.
Step 3
The text of the note can be composed in any form, but in any case, in the first part of it, describe what happened. The form of presentation can be as follows: "On such and such a day the following event occurred, and I, such and such (surname, initials, position held), in this regard, I can report the following …". If it is a really serious incident, indicate in the text that under the circumstances you were forced to "act in accordance with the prevailing situation."
Step 4
Type the text of the note on a computer so that your nervousness is not reflected in the manner of writing. Use standard A4 sheets. The volume of the note should not be large - a maximum of a sheet and a half.
Step 5
Do not lie and do not make excuses, present events in a dry, restrained manner, as if you are describing everything, looking at what happened from the outside. Try to choose the right words. For example, instead of “late”, write “late”. The essence of this will not change, but they will be perceived in a completely different way.
Step 6
Do not shift the blame entirely onto other people. Reflect their participation, but also do not absolve yourself of responsibility. Try to maintain restraint and objectivity.
Step 7
Complete the note with your signature, provide a transcript, and date it.
