Service note: an example. Making a memo

On the internal documents of the organization, many employees know only by hearsay - the memoranda are confused with the service ones and make up incorrectly. This violates the basic function of such documents - official communication within the team, which leads to the impossibility of coordinated work. That is why the question of drafting a memo, its differences and similarity with other papers, the specification of the writing becomes urgent.

Terminology

A service note is a means of communication between officials, structural divisions. Sometimes it is defined as a document about the performance of some task / work, although it may have a different character. The samples that will be discussed in this article just reflect the possible contents of the memo.

Officially, the classifier of management documents does not contain information about such a paper as a memo. An example of how to write it is not provided, but this does not negate the fact that such a document is widespread in the labor-labor sphere for a number of reasons.

Reasons to use

A service note is known as a frequently used supporting document. It has the responsibility to ensure communication between the elements of the work system, that is, employees. Why is such a document so popular? Many working moments can and should be solved without the intervention of leading positions - this proves the autonomy and efficiency of departments autonomously and as a system as a whole.

Features

The difference from the above-mentioned memorandum is that the latter implies an appeal to higher officials, and a memo, an example of which will be considered below, forms a connection on a horizontal level. It can be a call to the administrator of another department or the head of another unit. In any of the cases, while the mentioned persons have equivalent posts, it is possible to speak about the memo. When there is an inequality, a memo should be drafted . Some of the examples presented here may be ambiguous, the reasons for this will be discussed later.

Scope of Service Notes

Typically, memos are written on the issues of providing: information, economic, logistical or organizational. Often a note may contain a request or proposal. Each of the structural elements is usually one of the topics of priority and relates to the area in which the element itself works.

Decor

Registration of the memo is carried out in the same way as the registration of the report. Consequently, only content changes. Registration of service notes is regulated by GOST. This allows you to maintain the unity of registration of all management documents.

An example of how to write a memo:

Information and technical department ( at the top of the page, on the left )

To the chief of the security service ( at the top, on the right side ) Lyubchenko RL

OFFICIAL NOTE

09/14/2015 № 11

Friday 17. 09. 2015 will be replaced by the material and technical base. In this regard, I ask to provide access to the following employees of the organization of PE "AMIR" for the performance of these works:

1. Andeneko Sergey Gennadievich.
2. Mishkov Lev Georgievich.

Head of the department ( on the left side ) _response_ Antipov RD ( on the right side)

The design of the memo suggests a typical sheet format - A4.

Benefits

In essence, the analogue of the speech message, the memo has several advantages over the usual working communication:

• Preservation in writing;
• Official documentation;
• Convenience in case of transfer of complex information;
• The ability to send one message to several people at once.

Logically the consequences that follow from this:

• The opportunity to confirm / disprove any statement;
• Clear formulation of the task and its precise implementation;
• Timeliness of implementation;
• efficiency.

Character

Writing an official memo can have the following character:

• Information (communication, notification, briefing, etc.);
• Initiative (request);
• Reporting.

The service note, the example of which was provided above, is of an informational nature, since the head of one department notifies the other about the forthcoming performance of work, in addition, gives a simple briefing on what he is obliged to do.

The last two items are often side by side: a memorandum is a response to an initiative (request).

Structure

Let's consider how to write an official memo on the basis of this example. So, this document must contain:

• The requisite of the addressee (in this case, the role of this was performed by the security chief);
• The name of the document (the corresponding inscription was immediately before the text);
• Date of the document;
• text;
• Requisite and signature of the addressee (head of the information department).

The text, in turn, can also be distributed along the structure. True, it is much more conditional:

1. The first part defines the basis and the motive for writing. A service note, a sample of which was presented above, explains the request in the first sentence.
2. The second part reflects the essence: in the example, it goes after the words "in connection ...".
3. The third part is final. It may contain a statement of fact, a proposal or a request.

A service note, an example of which helps us understand the rules of design, connects the second and third parts into one. Separation becomes more noticeable in complex memos. The third part necessarily appears in the response documents.

Stylization

Although for this paper is allowed a free format, as well as for all other management papers, in order to know how to properly write an official memo, you need to freely express your thoughts in a business style, because when drawing up any kind of documentation it is he who is used.

Kinds

Service notes do not have a clear classification, but at the same time, they can be divided into types.

For example, there is a memo:

• About the increase;
• For the acquisition;
• On cancellation, etc.

Each species has its own specification of spelling. For a better understanding of how to write a memo, examples will also be given.

About the increase

An office note on increasing wages may be needed for employees who consider that they receive insufficient monetary compensation for their work. It is logical that first of all they will turn to their boss - they will write a memorandum.

An office note of this type is written by the head of the employee department addressed to the head of the department. Sometimes this is also the responsibility of the human resources department. Then, initially, there is talk about the communication department of the employee, who wants to receive a larger salary, and the personnel department. The reasons for the increase in wages (changes in the amount of labor, qualifications of the employee, etc.) must necessarily contain an official memo.

The sample is presented below.

Materials Accounting Department

The general director of the state enterprise "Agro Darina" Aninikova G.L.

OFFICIAL NOTE

04/09/2013 № 45

St. Petersburg

On increasing wages Furmanets G.V.

Furmanets Galina Viktorovna works in PE "Agro Darina" since March 4, 2011 in the position of the leading specialist of the material accounting department. She is a qualified master of her craft, showing high labor productivity, punctual, obligatory and executive. During my work I did not receive a single disciplinary penalty. In connection with the above, I ask you to increase the salary Furmanets Galina Viktorovna from 23,000 rubles to 25,000 rubles.

Head of the department of accounting of material means_certification_Galkin S.A.

The increase does not mean only an increase in labor remuneration, it can also mean a move to a higher position. An office note on promotion is also written by the head of the department.

This is an important remark: the same service note to the director, that is, a note from the subordinate to the head is considered a report.

The head of the department can recommend a subordinate to increase based on:

• Improvement of his qualification;
• Higher education (first / second);
• Experience and work experience;
• For outstanding services.

Reasons should be indicated directly in the memo. For example, the next.

Department of Material and Technical Support

The General Director of the PP "Netflix" Lyashenko S. Yu.

OFFICIAL NOTE

02/19/2001 No. 15

Moscow

On the rise in the post of Belousova Yu. O.

Belousova Julia Olegovna works in the PP "Netflix" since January 7, 1999 as administrator of the logistics department. She is a qualified expert in her field. The employee is executive and responsible, has high work capacity and endurance in stressful situations. February 15, 2001 received a master's degree in Accounting and Audit. In connection with this, I recommend Yulia Belousova to raise to the position of senior administrator.

Head of the Department of Material and Technical Support_Elchinin's signature P.L.

To purchase

Under the purchase means the repair or replacement of any equipment. The service note for the acquisition is written by the department, which needs updating the material and technical base.

A service note, a sample of which is presented below, was drawn up for the purchase of a computer.

Human Resources Department

To the head of IT department of OOO "Epam" Penkov DM

OFFICIAL NOTE

11/12/2009 No. 4

Kharkiv

On the repair (replacement) of the computer

I would like to inform you that starting from November 6, 2009, a staff member of the Human Resources Department Mashkina Tatyana Evgenievna, a senior administrator, regularly crashes on a personal computer.

In connection with the above reason, please repair or replace this PC as soon as possible.

Head of the personnel department _signature_ Chistenko V.T.

Vacation

Service note vacation here implies not in the sense of getting on a well-deserved rest, but calling a staff member from vacation, is written by the head of the department, in which the relevant employee is listed. It indicates the reason for the recall. The document is submitted to the head of the company / organization, he, in turn, must write a response - consent or refusal.

The following is an example of such a memo with the answer.

I do not mind

Personnel department to prepare the necessary documents__Sergei 03/21/2014

To the General Director of PE "Aukro" Sergey V.P.

OFFICIAL NOTE

03/21/2014 No. 1

Taking into account the illness of Tatyana Morozova, the senior accountant of the accounting and audit department, I am proposing to summon the accountant Pavel Matveichuk from leave on March 22, 2014.

Head of accounting and audit department _signature_ Marinina R.A.

It should be noted that in addition to writing and receiving a resolution on the service note, it is still necessary to obtain the consent of the employee himself for withdrawal from the leave. It must also be formally documented. Therefore, the memo is only the first stage of this process.

About bonuses

A service note on bonuses is written when the head wishes to encourage the employee for productive work. From the perspective of the employee, the bonus process is simple, for the chief, especially if the organization does not have a bonus provision and prefers to do without it, it becomes much more time-consuming. But one of the stages of this process in any case will be writing an official memo.

First of all, you need to study the specification of the enterprise in this respect - each of the companies has its own bonus conditions. These can be specified cases when an employee can not be awarded (disciplinary sanctions, administrative violations, etc.), sources of premiums and the like. After careful study, you can proceed directly to writing.

The service note on bonuses must necessarily contain the reasons why the head of the department believes that the employee should be encouraged. If the bonus provision has clear points, in which it is indicated, what encouragement is what is due, the process is much simpler. The chief only needs to notify the director about the fulfillment of such and such and such points. Then this is a notice. In another case, the head of the department only proposes to encourage the employee and himself determines the amount of the bonus - again, given the system of material incentives for the organization.

It is interesting that official notes on bonuses are often attributed to the reports - as they are written in the name of a higher rank. A similar dilemma also arises with notes on revocation from leave, on increase, etc.

To write-off

Service notes on the writing-off of materials are necessary when the property is damaged or the material and technical base is obsolete. This kind of documents is closely related to the notes on the acquisition and is similar to the specification: for example, similarly the note is written by the department head with the above problem to the department that works with the spoiled property (as in the example about the computer: the appeal went to the information department).

Below is a sample of such a memo.

Information Technology Department

To the chief of the control and revision department of LLC "Troyanda" Sukhorukov D.D.

OFFICIAL NOTE

01/22/2006 No. 42

Kiev

On writing off the computer

I would like to inform you that at present the electronic computer, which is owned by the information and technical department, is obsolete and is not capable of calculating capacities sufficient for the full operation of this department.

In connection with the above reason, please write off the above property as obsolete and notify the procurement department of the need to replenish the material and technical base.

Head of the information and technical department _signature_ VT Chashchenko.

Separation of service notes by type

All of the above examples can be divided into two types:

• A memo on the employee, the director;
• A memo to any department.

As for the dilemma of the first point, it has already been mentioned in this article. Despite the fact that information, how to write an official note to the director, abound, as well as examples and samples of writing, in essence, this is not entirely true. Such a principle can only be applied in corporate organizations, where all departments are equal, and there is no chief officer. Then writing notes between departments automatically becomes official, not reportable. In all other cases, it is strongly recommended that when writing notes on the recall of an employee from leave, on his bonuses, dismissal, promotion in office, use the name of the document "Memorandum." Other requirements for writing remain the same.

To the service notes, the departments include all other samples - about writing-off, on acquisition, etc. They give a more correct idea of the essence of service notes: communication between equivalent departments, which does not require management intervention.

Storage

Service notes related directly to individual employees are stored in their personal files. All the rest are sent to the archives of the firm.

Original memos may be needed when checking the organization by higher authorities: they provide detailed information about the internal activities of the firm, the interaction of structural elements.

Also, official memos, as official documents, can be proof or refutation in the proceedings of a case.

Like other supporting documents, memos can be considered as some kind of attachment to the company's external documentation.

Frequent use of official notes serves as a criterion for assessing the general mood of the firm and its employees for sociologists, marketers, and psychologists of the workers' organization of cadres.

Half-business, half-free style of compiling official notes clearly reflects the situational relationships within the working collective. Particularly interesting documentation is not between departments, but between specific employees of departments - it is less common and therefore more visible.