Sample memorandum for purchasing a car. Office memo: drafting rules and illustrative example

A memo is a model of document circulation within an organization, which makes it possible to effectively respond to all kinds of circumstances.

Purposes and types of official document

An official letter is intended to notify a certain official about existing difficulties or to make any proposals regarding production issues.

In addition, the official document is a kind of confirmation that the staff is not just doing their job, but also sees existing problems, which are subsequently highlighted in this note. In this case, the employee who wrote a memo to the manager about the presence of any violations completely relieves himself of responsibility for resolving this issue.

Service notes are divided into:

those that indicate certain factors of the act or phenomenon that occurred negative character. Such production notes include explanatory notes, reports, acts on identified violations and complaints;
those that are additional explanations to the main documents. These could be notes on the write-off or purchase of materials, on the allocation of financial assistance, on promotion, on bonuses, and the like.

In turn, an official census can be carried out both between subordinates and the employer (internal), and between the heads of structural units and the main manager of the enterprise (external). Externally production documents are intended to be provided outside the organization, the recipient of this type of note is senior management.

Information and form of internal business paper

Content official documents usually covers production, material, economic issues, as well as issues of bonuses, promotions or demotions. Thus, an employee of any department can make a written request to provide him with certain material or financial resources, both for industrial and personal use. In addition, the content of such a document may cover a complaint against a specific employee or immediate supervisor.

As for rewarding employees, the direct employer writes a memo in the form of a petition addressed to his superior manager. Where he highlights the merits of the subordinate, and makes suggestions on methods of bonuses.

An internal letter to the head of the organization from subordinates is drawn up handwritten in free form. However, to write this type of document, you can use computer or printing technology.

Competent document writing

Although this act does not have a model established at the legislative level, it is mandatory must contain the following information:

to whom this application is addressed (position, surname and initials of the addressee) is indicated in the upper right corner of the document; note number and registration date;
the title of the letter being composed;
the introductory part usually reflects the time, date and time of the incident;
the main part, sets out the detailed essence of the event;
the final part includes the compiler’s proposals, which he asks the head of the enterprise to implement;
Under the text is the date the document was written, the position or profession of the compiler, and his surname and initials.

As for external letters, they should have similar content and preferably be drawn up on the institution’s letterhead in printed form, using computer technology.

Many enterprises have a template already developed and approved by management. memo. Thanks to which, it will be much easier and more competent for workers to draw up such a documentary act.

In internal and external letters, information should be presented briefly and clearly, without excess water. This saves time for the person preparing the document and the person to whom it is addressed. And also a clear presentation of proposals contributes to the fastest response from the manager.

Generating production letters in electronic form

Many enterprises allow the preparation of official memos using a computer, which allows you to create an electronic form of the document. This design method, each structural subdivision chooses independently and prescribes it in certain documents provided for by law. Thus, the electronic version greatly simplifies the preparation of the document and its sending, which significantly reduces the time for reviewing the note and taking response measures.

The electronic method of composing a service letter is not very different from the handwritten version, but still has the following differences:

in the electronic document there is no need to indicate to whom it is sent, since such information is already written in the address bar;
the originator’s signature in the electronic note is placed automatically (pre-prepared scanned signature);
The sender receives a notification from the recipient via email that he has received the letter and has read it. This service is confirmation of sending the note.

One of the main advantages of creating an electronic note is the already existing template. Which can be used in subsequent preparations of similar documents. This advantage is enjoyed by the services of the enterprise or their individual workers, who, due to their type of activity, must often draw up memos.

Compilation aspects

When drawing up memos, it is necessary to take into account the following nuances, which apply depending on their type and purpose:

Compliance with the above nuances will allow even an inexperienced employee to draw up a competent and understandable memo for the manager.

Significance of the document

Official documents help to avoid direct conflict situations between employees of a certain enterprise, which has a positive effect on its work. They also play a significant role in accounting and tax reporting, where financial problems require certain attention and compliance with various nuances.

Among other things, official letters are effective in combating offenders in the organization. In addition, writing complaint documents to the employer allows you to resolve the issue without disputes and assault. Since official complaints can be written anonymously, or simply the name of the originator, at his request, will not be announced by the manager.

Therefore, such a document serves as a multifunctional tool, thanks to which the majority organizational issues can be resolved in a fairly short period of time.

In contact with

To solve various production and organizational issues there is internal official correspondence. In the process of maintaining documentation, various memos are compiled.

These can also be reports, orders, etc. In most cases, these internal documents are very similar in nature of writing, only depending on the final purpose and reason for writing they have a different organizational and legal nature.

If the memo has a specific purpose or records expenses of financial resources, then it is necessarily attached to the general accounting statements (based on a specific fact, the accounting department records and carries out expenditure and income transactions).

Office notes of various nature help to quickly resolve various current issues and is a supporting document of specific facts.

Depending on its type and nature of writing, official memos must be stored for a certain number of years (the terms can be from 1 year, 3, 5 years, or they can be stored permanently).

Requirements for preparing a memo

According to the legislative framework (GOST 6.30-2003 “Unified documentation systems” Unified system of organizational and administrative documentation. Requirements for document preparation”) the memo must have:

indication to whom the document is directed ( executive, structural unit or specific organization);
name of the addressee (specifically to whom the document is sent);
title of the document (in in this case“Office memo” is indicated);
service note registration number;
date of writing;
title to the text (example: “On the purchase of stationery for the department”, “On disciplinary action”, etc.);
the text itself;
date and signature of who compiled the memo (the position must be indicated);

When writing a memo, you must adhere to the following rules:

correct indication of all details;
strictly adhere to the official writing style;
draw up the document in the correct sequence;

Who can write a memo

A memo can be drawn up by both ordinary workers and management team organizations. This is a document that regulates connection of objects with horizontal control.

Electronic document management

The main purpose of writing memos is to solve current organizational problems related to economic management, material and technical base, information support, disciplinary action, etc.

Often, leading organizations use an electronic document management system to record various data and facts: programmers develop special program, the organization’s work is registered using a login and password (these are provided by the HR department) and, having entered a certain section of the document flow program, the employee selects the “Office Memo” section and fills in the missing fields.

The ease of use of electronic document management has been appreciated by many companies because:

the document number (its card) is automatically assigned;
all documents are stored in an electronic archive (mainly by year);
to search for a specific document it is enough to know minimum set information;
savings on paper and storage rental, etc.;

But many organizations still use paper media when writing memos.

In the HR department there are often already ready-made examples memos for various purposes and the employee only needs to contact the responsible personnel officer and indicate the reason for writing his memo.

Procedure for considering a memo

After writing a memo, it is registered by the responsible employees, then goes to the responsible persons for consideration (who note the fact that they have read it and put the appropriate notes) and after all this it is sent to the addressee. The addressee has already put his resolution (“Agreed”, “Rejected”, “Considered”, “Completed”, etc. Depending on the purpose of writing the memo and the final result of the action after the request by the company employee).

Strict requirements from legislative framework no to writing memos, but you still need to indicate all points correctly (according to general requirements document flow).

Example of writing a memo

To the Director of Rostock LLC
Samelyuk Anatoly Petrovich
sales manager of Rostok LLC
Kuznetsova Oksana Ivanovna
(you can indicate passport data, residential or work address, employee personnel number, which is assigned upon hiring)
dated December 25, 2014
No. 31 dated December 25, 2014 (registration number)

Service memo

In connection with the extension of the business trip to Moscow, according to document No. 27 dated December 15, 2014: the duration of the business trip was supposed to be from December 17, 2014 to December 20, 2014, but the actual duration of the business trip: from December 17, 2014 to December 23, 2014 year, in connection with the solution of relevant organizational issues. A report on the work done was provided to the head of the sales department of Rostock LLC, Nikolai Nikolaevich Kramar.
Departure and arrival tickets are included. I ask you to allocate the appropriate amount of travel allowances - in the amount of 10 thousand rubles.

25.12.2014
Sales Manager at Rostok LLC
Kuznetsova O.I. (and personal signature).

If the memo occupies several A4 sheets, then each of them is numbered.

Indentations

When drawing up a memo on paper, you must adhere to the following indentations:

left indent (margin) - from 2.5 to 3.5 cm (place of document filing);
right indentation - from 1.25 to 2.5 cm;
upper indentation - at least 2 cm;
bottom indent - at least 2 cm;

If we consider general principles writing a memo, then this document is of an exclusively auxiliary nature, specific information and thereby initiates a certain management decision.

Noskova Elena

I have been in the accounting profession for 15 years. She worked as a chief accountant in a group of companies. I have experience in passing inspections and obtaining loans. Familiar with the fields of production, trade, services, construction.

An internal memorandum, a sample of which you will find in the article, is an important part of the company’s internal document flow. Along with reports and explanatory notes, as well as various kinds certificates and memos are the basis for prompt response and making timely and effective management decisions.

From the article you will learn:

How does a sample memo differ from other internal documents?

In practice, quite often you may encounter the fact that performers do not quite understand the difference between those internal documents with the help of which interaction is carried out between officials, departments, employees and management. Often, a document that has a specific purpose, structure and content can be given different names: informational, report or official memo, report, certificate, etc. At the same time, the sample design and writing of an official memo, if you adhere to the established classification, has significant differences from the requirements for writing and preparation of memos and other types of documents.

Each type of document used in internal document flow has its own purpose and can be of an initiative, informational or, for example, reporting nature. Thus, a certificate may contain any operational or statistical data, relevant information of an official or biographical nature. It is not an initiative document encouraging the addressee to make decisions or actions. It is drawn up, as a rule, by order of the immediate supervisor.

Regarding the memo and writing sample memo, the definition of these widows of internal documents is given in Brief dictionary types and varieties of documents, which was developed in 1974 by the Main Archive of the USSR, VNIIDAD, TsGADA. According to this dictionary:

Memorandum- a document that sets out any issue with the conclusions and proposals of the compiler. Its addressee is the leader;

Service memo- contains information about the performance of any work. It is sent by one official to another official.

In what cases will you need to write a memo sample 2018

Regardless of the specifics of the organizational and production activities of the enterprise, the number of its staff, a sample of writing a memo is used to make operational management decisions. It serves as a reminder and informs the official about the need to take any action.

So, for example, the head of a department will need to draw up a sample memo for a bonus to the head of the enterprise so that he includes the most distinguished employees of the department in the general list for receiving a bonus.

A sample memo for employee bonuses is presented below.

In accordance with labor legislation, the fact of non-compliance by the employee labor discipline and the decision to sanction is made on the basis of a sample memo on violations written by the manager of the employee who committed the offence. Registration procedure disciplinary action strictly regulated. Violation of this regulation may result in the employee being able to challenge and cancel the penalty in court. Therefore, it is especially important that both the content and the design sample memo met the established requirements.

Also, a sample memo for rescheduling vacation may be required when a change in the timing of annually granted vacation is caused by production needs. In this case, the head of the department must obtain the employee’s written consent to such a transfer and write a memo addressed to the head about the need to make adjustments to the vacation schedule.

Note! Changes to the vacation schedule are made on the basis of a corresponding order, the basis for which, in turn, is an internal memo.

Sample memos for purchasing may also need to be completed when you need to replenish supplies. stationery, raw materials, materials, components, spare parts. Service memo You can inform the head of another department, for example, the security service, that employees will work overtime or go to work on a weekend or holiday.

Thus, samples of memos for an employee are drawn up when it comes to rewarding or punishing him, rescheduling vacation, or changing his work schedule. That is, there are quite a lot of reasons for their design. But, since the memo in such cases becomes a legally significant document on the basis of which personnel and financial questions, there are certain requirements for its design and content.

How to write a memo sample 2018

Since the memo belongs to the category of business papers and is an internal document, its design must comply with GOST R 6.30-2003, in force before July 1, 2018. A new one will come into effect from July state standard, but its provisions do not change the rules of registration.

This means that the memo, sample is drawn up in a regular standard sheet A4 size writing paper. In this case, there is no need to use the official form of the organization. Its text can be handwritten or formatted in electronic format, in compliance established by the standard padding and margins.

The requirements for writing a memo sample are also general. It should consist of an address and an information part. If necessary, under the informational part, indicate information about the availability of applications, the number of their copies and the number of sheets in each application.

Form memo the sample does not imply any conclusions or initiatives. The text of the informative part should be presented briefly and logically, without emotional overtones. It states only facts and should not make any value judgments. If necessary, you must indicate the reason and reasons for writing the document, as well as provide links to internal local regulations enterprises, federal legislation, other legal acts.

A memo sample 2018 must not only be correctly formatted, but also have everything necessary details guaranteeing its legal significance. This is a purely internal document, as evidenced by its name. Therefore, the number of required details is limited.

The details of the memo include:

position, surname, name and patronymic of the addressee of the note;
position, surname, name and patronymic of the document originator;
incoming registration number;
date and place of compilation;
name of the document type;
signature, date and transcript of the originator's signature.

There is no need to approve or agree on the memo in accordance with the sample design. It is necessary to register the document in the office and put a registration number on it and its duplicate, which will remain in the hands of the originator. This is necessary so that the compiler has confirmation of timely notification of the fact or problem to other interested parties in the event of a conflict or labor dispute.

The compiler must clearly remember that this type of document is used only with horizontal interaction between officials. In the case where the addressee of the document is a higher-ranking official, it must be called a “Memo.”

We recommend including the memo sample 2018 in an album with samples of other documents used in the document flow of the enterprise. This will allow performers to have examples at hand correct spelling and execution of all standard business papers: letters, reports and memos, reports, acts, etc.

summary facts and reasons that prompted the author to write the memo. The second is an analysis of these facts and reasons, the consequences that they may have.

This semantic block does not belong to the required sections and in some cases it can be skipped. The third is specific conclusions and proposals, requests and incentives to take any action, based on the meaning of what was said above.

The use of greetings, wishes, assurances of respect and other semantic insertions not directly related to the essence of the text is excluded.

Let's give examples of the design of different notes. Limited Liability Company "Alpha" Accounting General Director of LLC "Alpha" I.I.

Stasov Head of HR Department S.V. Klimova The reasons specified in the explanatory note are considered disrespectful. Apply disciplinary action form of comments to T.I.

Bogdanova to Chief Accountant A.D.

Reports, memos and certificates: what is the difference?

From the article you will learn:

what is a memo;
how to write a memo;
What are the rules for drawing up a memo?
Why do you need a template for writing a memo?

What is a memo? Effective production activities of any enterprise, regardless of its form of ownership and scope of activity, are ensured, first of all, due to the timeliness and competence of management decisions made. That is, it depends on how effectively information interaction is established at the enterprise. Moreover, the participants in this information interaction are all employees of the company - from line personnel to top management.

Download documents on the topic: Each employee working at the enterprise performs a specific job function and responsibilities defined for this position.

Memo templates

Instruction of the Central Statistical Office of the USSR dated November 24, 1982 No. 613 For tax purposes, all kinds of notes are important. In some cases, any note, along with other documents, can act as a primary document for substantiation and documentary evidence in tax accounting of expenses. 1 tbsp. 252 of the Tax Code of the Russian Federation, for example:

memo own service advertising, according to which the period of actual use of advertising videos did not exceed 12 months, helped the company prove that videos are not intangible assets and write off expenses at a time; Resolution of the Federal Antimonopoly Service of the Moscow Region dated March 16, 2012 No. A40-100845/10-4-498;
To confirm the car’s mileage using GPS navigator readings (instead of the odometer) and recognize fuel costs, you need a memo to the head of the transport department from the foreman stating that the pre-trip inspection showed a malfunction of the odometer. 1 tbsp. 252, sub. 5 p. 1 art. 254 Tax Code of the Russian Federation.

Learning to write notes: reports, official, explanatory notes

Initiative. Contain initiatives, proposals, recommendations, etc. Sample memorandum Memos can be external or internal, depending on who the addressee of the document is.

External ones are addressed to the head of a higher-level enterprise or organization. To create this document use general forms enterprises.

According to the example, the memorandum should consist of the following elements:

names of the institution, enterprise;
dates;
index;
registration addresses;
addressee data;
title to the topic of the report;
stated text;
signatures of the manager;
Full name of the performer, indicating a contact phone number.

Memorandum of non-compliance job responsibilities Internal memos are drawn up in the name of the head of the organization; ordinary sheets are used for their execution.

Explanatory note - sample and rules for filling out

Other articles on this topic:

back: Reference and information documents (protocol, proposal, etc.) - types, procedure for preparation and execution
further: Business (official) letters - concept, types, drafting and design
Samples of business memos (report, official, explanatory)

List of sources used

Organizational and administrative documentation. Documentation requirements. Guidelines on the implementation of GOST R 6.30-2003. (approved by Rosarkhiv);
Methodological recommendations for the development of instructions for office work in federal executive authorities.
Approved by order of the Federal Archive of December 23, 2009 No. 76. – Appendix No. 16;
Loginova N.K. Office work and correspondence. Educational and methodological manual. USUE, 2007;
Encyclopedia of office work.

The first part, the statement, sets out the reasons, facts and events that took place and served as the reason for its writing.

The second part, analyzing, contains an analysis of the current situation, possible options her decisions.

The third part, summarizing, includes conclusions and suggestions concrete actions, which, in the opinion of the compiler, need to be undertaken.

In this case, there may not be a second part in the memorandum; then, after stating the essence of the issue, proposals for its solution will be immediately described.

If memos inform the addressee about the progress of work, then they can be prepared regularly. These are the so-called informative memos.

An official memo is close to a memo in its purpose, but unlike it, it has an internal, official character.

Service memos types of service memos and rules for their preparation

Attention

Sample journal for registering official notes In addition to journal registration, card or automatic recording of documentation is also provided.

Form of an explanatory note To explain the circumstances of any events and facts, such a type of document is provided as explanatory letter, compiled by an employee of the enterprise addressed to a superior official.

It is meant to be written by hand in one copy on a regular piece of paper addressed to the person who requested it.

Some organizations provide for the preparation of an explanatory note on a computer.

The form of the explanatory note is not fixed at the legislative level, however, in some institutions there are standard forms its design.

At the same time, an explanatory note that is not drawn up in accordance with the form is valid.

According to the Labor Code of the Russian Federation (Art.
An explanatory note in accounting is an accounting document containing:

main technical and economic indicators of current, investment and financial activities enterprises;
a detailed description of the accounting policy regarding the application of methods for valuing inventories, calculating depreciation, etc.

Most often, the order of compilation explanatory note is regulated by the enterprise (institution) that has adopted this form of information and reference document.

So, business notes are information and reference documents that initiate management decisions and allow you to choose one or another method of management influence.

Office memos types of office memos request and rules for their preparation

Due to this, she cannot cope with the increased load. I ask you to hire a new specialist to the main place of work in the accounting department, and to sever the labor relationship with the part-time worker in accordance with Article 288 of the Labor Code of Russia.

The memo is drawn up by an employee or head of a department addressed to the head or specialist of another department. Thus, based on the name, it solves purely service issues and ensures horizontal communication between control objects.

Internal memos most often reflect issues of logistics, economic support, information support, and the like.
The text of the memo, as a rule, consists of a justification (statement of the reasons for drawing up) and a proposal, request, application, etc.

For example, an accountant may inform in a memo about the need to repair a computer or printer in the accounting department. Such a memo must be sent to the head of the system support department, asking him to repair the device.

A memo is drawn up in the same way as a report, on an A4 sheet.

The SZ is drawn up by the employee in the name of his immediate supervisor or in the name of the head of another department. It allows you in a short time:

notify the manager about the current problem

make proposals to eliminate it or agree on an action plan with another employee.

induce a manager to make a decision or issue an order

It is also proof that the specialist who discovered a problem in the work process did not let the situation take its course, but notified his management about it so that they could make a prompt decision. That is, he was not idle.

Types of memos

Let's look at the main types of service letters:

about requesting information;

about violations committed by an employee in the performance of work duties.

on bonuses for employees.

In addition, the SZ can accompany the transfer of a package of documents between divisions, divisions, departments within the organization (for third parties it is necessary to prepare cover letters). It can also be sent to employees with a requirement to explain the reason for their absence from work.

The SZ may contain any questions related to work issues.

Compilation rules

The main rule that must be followed when compiling it is brevity. The document should clearly state the essence of the problem, as well as ways to solve it. As a rule, the text of the SZ should not take more than 6-7 lines. The SZ does not have a unified form. To compile it, use a free form of a memo sample

Despite this, when writing, you should take into account the requirements of GOST R 6.30-2003. Drawing up a memo in accordance with GOST, a sample of which is shown above, requires the following details:

the paper must contain a “header”. It indicates to whom it is addressed (position and full name of the employee in dative case);

enter the date of preparation and document number;

the title to the text indicates the subject of the SZ;

a description of the current situation due to which the memo is being drawn up: “I bring to your attention...”, then the text of the memo must contain a specific request;

Below is the position and full name of the compiler, signature with transcript.

The completed document should be registered with the secretary of the enterprise as incoming correspondence. After this, you can be sure that the director will receive the SZ and familiarize himself with it personally.

SZ in electronic form

It is worth noting that many enterprises have adopted electronic document management. Therefore, the SZ can be issued electronically. In this case, it is sent to the enterprise’s corporate email. The secretary is responsible for further sorting and forwarding of letters to recipients.

This method of transferring SZ saves paper and employee time. In this case, the document is drawn up in the same way as on paper. It is advisable for it to stand on electronic signature sender. To make sure that the sent document has been read by the manager, you should request a “read receipt” when sending postal item" by checking the box on the submission form.

Sample document

Often when solving work issues there is a need to transfer important information to the manager. Sometimes circumstances require that an explanation of the circumstances and a warning against errors be presented in writing.

In this case, it is necessary not only to correctly present the facts, but also to correctly draw up the document. Drawing up SZ often causes difficulties, especially in the absence of experience. But this is not difficult to do if you have an example of a memo before your eyes. That is why we have prepared samples, after reviewing which you will be able to correctly draw up the document. Let's look at the most common cases that require drawing up an SZ.

SZ about bonuses is the basis for issuing an order to reward an employee. This document is drawn up by the employee’s immediate supervisor addressed to the director of the organization. It indicates the merits of the worker, the request for incentives, the data of the employee and the compiler. After reviewing the SZ and making a positive decision, the director issues an order on bonuses. How to write a memo to the director sample:

If during work circumstances arose due to which the employee could not fully perform his job function, explanatory. It indicates the reasons. How to write a memo sample:

SZ is used if an employee needs to contact the manager with a request to allocate funds for work needs. In this case, the document sets out the facts of the production need for the purchase of materials. How to correctly write a memo sample:

Shelf life

According to the List of typical management archival documents, generated in the process of activity government agencies, organs local government and organizations, indicating the storage period, approved by order of the Ministry of Culture of Russia dated August 25, 2010 No. 558, SZ must be stored in the archive of the enterprise for at least five years. If necessary, the director of the organization has the right to extend the storage period. The storage period for SZ issued in electronic form may be determined by the company’s charter.