Too many people, on duty, constantly have to draw up any documents, and such types of them as reports and service notes - sometimes even every day. Despite this, not every employee is able to competently and in accordance with all the rules to draw up such a note, but this is still a document that has its own mandatory requirements. Below you can find instructions for drafting memoranda, internal and external.
Instructions
Step 1
An internal memo is a note that is intended for the head of a structural unit or institution. An internal note is drawn up on a regular sheet of paper indicating all the details prescribed by GOST. List of these details:
- Subdivision name
- The date
- Type of document
- Title
- Registration number of the note
- Directly text of the note
- Addressee
- Signature of the originator of the document
An external memo is a memo that is intended for a superior officer.
Step 2
Type the text of the memo in Microsoft Word in Times New Roman font, font size - 14, spacing - 1, 5. In the upper left corner of the note, indicate the name of the structural unit, that is, the author of the document.
Step 3
Type the heading "PAPER NOTE" in capital letters. Place it either in the center or on the left.
Step 4
Enter the date and index on one line. Make sure to draw up the date in Arabic numerals; you can write the month in letters. For an internal memo, the date is the date the document was created and submitted.
Step 5
Enter the date and index on one line. Make sure to draw up the date in Arabic numerals; you can write the month in letters. For an internal memo, the date is the date the document was created and submitted.
Step 6
You can give the internal memo with a heading that reveals the content of the memo. For example: “about the translation of Ivanov I. I. to department such and such."
Step 7
Divide the text of the note into two parts. In the first part, report on the events that prompted you to write a note, and in the second - some wishes, recommendations and requests.
Step 8
There can be three parts in a note, in this case the first part will be a message of events, the second - an analysis of the situation, and the third - recommendations and wishes. You can present the memo in text form, in tabular form, or in a combination of both.
Step 9
Before sending such a note, certify it with the signature of the head of the organization. Enter the name of the author organization below.
