An explanatory note is a document drawn up by an employee for transfer to an official, designed to explain the reasons for non-compliance with requirements, non-compliance with deadlines or other violations. The document can be drawn up in a simple written form, since its execution is not regulated by the legislation of the Russian Federation. A correctly written note will help the employee explain the situation to management, point out specific facts and help avoid disciplinary action by naming the real reasons for the incident.
Instructions
Step 1
Fill in the introductory part of the document indicating the details of the addressee (name of the organization, last name, first name, patronymic and position of the manager to whom the explanatory letter is addressed), placing them in the upper right corner of the A4 sheet.
Write the title "Explanatory Note", indicate the date of preparation and the incoming number established according to the registration rules for internal document flow. Under the title, clarify the content of the note, saying what will be discussed in the provided explanatory note. It will be the fact or event that caused this document to be drawn up.
Step 2
In the main part of the document, describe the reasons for what happened, explaining the current situation and indicating the real reasons that caused the indicated violations. Here, state the conclusions that seem to be a sufficient basis for explaining what happened. And then state a request to exonerate you from liability, for the above reasons, or to involve other employees who have committed violations.
Step 3
In the final part, list all the documents that you consider necessary to present as evidence, and attach to the explanatory note as accompanying documents. Now put the date of the note and the personal signature of the compiler with a transcript (full name and title).
