An internal document is a form of internal document flow that allows you to most effectively and efficiently resolve current production situations.

How to write memo V in electronic format, we'll tell you below.

Features of electronic document management

If the organization allows the exchange of data using electronic communications, including Email, then sending a memo is simplified. The advantages of such document circulation within the enterprise also include the speed of consideration of requests.

How to write a memo electronically? Exactly the same as in the classic paper version. There are no significant differences in the documents. A sample in this format is practically no different from the example given earlier.

The main part of your memo (that is, the immediate description of the situation and the proposals submitted for consideration) remains exactly the same as in our example.

The only exception is that you no longer need to indicate the addressee in the memo. The name of the user to whom the request is sent will be entered in the “Address” line. If we talk about exchanging documents through a shared resource (for example, one email address per department), in the “Subject” line you need to indicate to whom the message is addressed.

In addition, when using email (individual mailbox) in most cases there is already a signature that is inserted into the text of the letter automatically. This allows you to significantly save time, including writing a memo. If your mail does not allow you to identify the sender (for example, if you are using a shared mailbox), be sure to include your name and position at the end of the letter.

Important: when sending information by email, do not forget to request a read receipt of the sent message (to do this, you need to check the appropriate box). This notification is proof that you actually sent a memo to a specific recipient at a specific time.

This usually happens due to the fact that one or another material resource is already coming to an end or is close to it. Moreover, it is a resource for the availability of which it is not the employee himself who is responsible, but the head of a department or the entire enterprise.

For example, furniture – it tends to break and wear out. The same applies to workwear - maybe you need to replace some of the clothing or add a new batch due to the replenishment of the staff.

Why do you need this paper when purchasing at an enterprise?

This is clear from the purpose of the document (reference and information). With its help, the interested person notifies the responsible person about the need to purchase certain goods and explains why this needs to be done and in connection with what event such a need arose. For example: the printer has broken down, the staff has been replenished and everyone needs computers and uniforms. You can learn about writing a memo for the purchase of equipment, and you will learn how to draw up this document for the purchase or replacement of a computer in.

What's inside the document?

There is no universal standard for such a document. However, large companies have special templates for such notes - they can be found in the company’s local documents, this applies to both “paper” documentation and e-mail (the “Templates” folder). Read more about the correct writing of a memo.

In the latter case, before sending, you need to activate the read notification function - this way you will know for sure whether the memo has been read or not.

Attention! The “paper” version is registered with the secretary in the journal of incoming documentation. You can also submit the paper through the personnel service.

The note will always contain the following data:

Draw up a memo on a standard A-4 sheet of paper.
You should start with the “header” - it is written, as a rule, in the upper right corner of the document.

It indicates to whom and from whom the document is addressed. Next, in the center, in capital letters - SERVICE NOTE. Below is the essence of the question and request. Usually they write using the phrases “I ask you...” “I would like to bring to your attention that...”. This is considered correct.

The service letter should be written competently, clearly and in clear language . The writing style is businesslike. It is necessary to avoid overly complex, cumbersome and long phrases, as well as emotional overtones. Lexical abuse, slang or colloquial language, especially abusive language, are absolutely unacceptable.

The same applies to errors - grammatical, spelling, lexical, etc. If the author does not know how to write a particular word or phrase, you need to replace them with simpler and more understandable ones. You can learn about the writing requirements and rules for preparing official memos in.

How to compose and write correctly?

Workwear (PPE)

In this case, it is necessary to indicate the number of units to be purchased and explain why this is required. It must be borne in mind that the issuance of workwear is always rationed - it depends both on the individual policy of a particular company, and the established criteria for a particular industry.

Let's give a specific example:

Deputy General Director of Pizza-Energo LLC for HR

Vasiliev I.V.

from HR manager I.I. Ivanov

SERVICE NOTE No. 5

In connection with the hiring of 2 people for the position of forwarders, I ask you to purchase 2 sets of men's workwear with the logo of Pizza-Energo LLC.

Sincerely

Ivanov Ivan Ivanovich (signature)

Furniture

Here you should indicate what furniture and which department you want to purchase.

As with everything, you need to clearly outline the reason. For example.

To the head of AHO Interpress LLC, A.A. Medzhidov.

from HR department manager M.I. Petrova

SERVICE NOTE No. 4

I ask you to purchase 10 chairs for the hall. IN this moment There is one sofa in the hall and visitors who come for an interview or appointment with an employee have to wait their turn standing.

Sincerely,

Petrova Maria Ivanovna (signature)

Stationery

It would seem a trifle, but justification is required here too production necessity. For example:

Head of the Logistics Department

CJSC "Sigma-Consult"

Sidorov S.S.

SERVICE NOTE No. 3

Due to the increase in staff, I ask you to purchase additionally for the customer service department:

• stamp ink Noris-Color (black), 30 ml – 20 pcs;
• hole punch – 5 pieces;
• multi-colored block – 10 pieces.

Sincerely,

Head of Customer Service Department

Ivanova Irina Ivanovna (signature)

Office equipment (scanner, printer)

In this case, you need to indicate exactly which unit (printer, mini-PBX, scanner, etc.) and which department it is intended for. If the brand is of fundamental importance, this must also be indicated, for example:

Purchasing Director

LLC "Sigma-Storm"

Savin I.I.

from office manager Petrova E.E.

SERVICE NOTE No. 5

I would like to bring to your attention the need to purchase the following equipment:

• HP laserjet 1102 laser printer – 2 pcs;
• mini PBX Panasonic kx-teb308ru – 2 pcs.

Sincerely,

Petrova Elena Evgenievna (signature)

Phone

The brand of the phone and its purpose are indicated - to whom specifically, to which department. For example:

To the Purchasing Director of Altercom CJSC

Matveev I. I.

from HR manager E.V. Kuznetsova

SERVICE NOTE No. 8

I would like to inform you that there is only one telephone at the reception desk in the lobby, while there are two secretaries working and this makes it very difficult to communicate with clients. I ask you to purchase a Panasonic KX-HDV100 phone for secretary E.E. Mikhailova, who was hired as second secretary on February 2, 2017.

Sincerely,

Kuznetsova Elena Viktorovna (signature)

Tools

Everything is standard here - it is indicated which tool and in what quantity, for example:

To the head of the management company Sovremont LLC

Petrov P.P.

from foreman Ivanov I.I.

SERVICE NOTE No. 1

I ask you to purchase BOSCH GBH 2-28 rotary hammers in quantities of 10 pieces.

Ivanov Ivan Ivanovich (signature).

Table lamp

Usually this device is indicated in the list of office supplies, which the office manager then presents to the director, but it can also be done privately, for example:

Office manager of Leibstandarte LLC Aleksandrova A.A.

SERVICE NOTE No. 5

I ask you to purchase the office table lamp Ursula 281/1T-LEDBlacksand.

Sincerely,

deputy general director Borisov B.B. (signature)

Avtoshin

In this case, the brand of tires and their quantity are indicated, for example:

General Director of Kaira-Express LLC

Borisov B.B.

from the head of the AHO Smirnov S.S.

SERVICE NOTE No. 6

I ask you to purchase pirelli scorpion verde all season 265/60 r18 110h tires for the company’s cars in the amount of 20 pieces.

Sincerely,

Smirnov Sergey Sergeevich (signature)

Reference! As it becomes clear, such a document does not present any special difficulties. All that is needed to design it is the product of what category, brand and in what quantity (and most importantly, why) is needed by your department.

Then the procurement issue will not arise at all - the interested party sends a note, the recipient takes specific steps to fulfill the request.

Didn't find the answer to your question? Find out, how to solve exactly your problem - call right now:

Many employees know about the internal documents of the organization only by hearsay - memos are confused with official documents and compiled incorrectly. This disrupts the main function of such documents - official communication within the team, which leads to the impossibility of coordinated work. This is why the issue of drafting a memo, its differences and similarities with other papers, and writing specifications becomes relevant.

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

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

Reasons for using

A memo is known as a frequently used supporting document. She has the responsibility to ensure communication between the elements of the work system, that is, employees. Why is such a document so popular? Many work issues can and should be resolved without the intervention of management positions - this proves the independence and efficiency of departments autonomously and as a system as a whole.

Peculiarities

The difference from the above-mentioned memo is that the latter implies an appeal to higher ranks, and a memo, an example of which will be discussed below, forms a connection at the horizontal level. This may be an appeal to the administrator of another department or the head of another division. In any of the cases, as long as the persons mentioned have equivalent positions, we can talk about a memo. When inequality occurs, a memo must be written. Some of the examples presented here may be ambiguous in nature, the reasons for this will be discussed later.

Subject of memos

Typically, memos are written on issues of support: informational, economic, logistical or organizational. Often, a note may contain some kind of request or suggestion. Each of structural elements Usually one of the topics is a priority and correlates with the area in which the element itself operates.

Decor

The preparation of a memo is carried out in the same way as the preparation of a report. Therefore, only the content changes. The preparation of official notes is regulated by GOST. This allows you to maintain uniformity in the design 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 side)

Head of Security Service ( at the top, with right side ) Lyubchenko R. L.

On Friday 17.09.2015 the material and technical base will be replaced. In this regard, I ask you to provide access to the following employees of the organization PE “AMIR” to perform these works:

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

Department head ( From the left side) _painting_ Antipov R. D. ( on the right side)

The design of a memo assumes a typical sheet format - A4.

Advantages

Essentially an analogue of a speech message, a memo has a number of advantages over usual work communication:

• preservation in writing;
• official documentation;
• convenience in the case of transferring complex information;
• the ability to transmit one message to several people at once.

The logical consequences of this are:

• the ability to confirm/refute a statement;
• clear statement of the task and its precise implementation;
• timely execution;
• efficiency.

Character

Writing a memo can be of the following nature:

• informational (message, notice, instruction, etc.);
• proactive (request);
• reporting.

The memo, an example of which was provided above, is of an informational nature, since the head of one department notifies another about the upcoming work, in addition, he gives simple instructions on what he is obliged to do.

The last two points are often side by side: the reporting note is a response to the initiative (request).

Structure

Let's look at how to correctly write a memo based on the example given. So, this document must contain:

• details of the addressee (in this case, this role was played by the head of security);
• name of the document (the corresponding inscription was immediately before the text);
• document date;
• text;
• details and signature of the addressee (head of the information department).

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

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

An internal memo, an example of which helps us understand the rules of registration, combines the second and third parts into one. The division becomes more noticeable in complex memos. The third part necessarily appears in response documents.

Stylization

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

Office memos do not have a clear classification, but at the same time they can be roughly divided into types.

For example, there is a memo:

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

About promotion

Memo about the increase wages may be necessary for employees who believe that they receive insufficient monetary remuneration for their work. It is logical that first of all they will turn to their boss - they will write a memo.

A memo of this type is written by the head of the employee’s department addressed to the head of the department. Sometimes the HR department also does this. Then initially we are talking about communication between the department of the employee who wants to receive a higher salary and the HR department. The reasons for the increase in wages (changes in the volume of work, employee qualifications, etc.) must be included in the memo.

A sample is presented below.

Accounting department material resources

General Director of Private Enterprise “Agro Darina” Aninnikov G.L.

On increasing wages Furmanets G.V.

Furmanets Galina Viktorovna has been working at the private enterprise “Agro Darina” since March 4, 2011 as a leading specialist in the material assets accounting department. She is a qualified master of her craft, showing high productivity, punctual, obliging and diligent. I didn’t receive a single one during my work. disciplinary action. In connection with the above, I ask you to increase the salary of Galina Viktorovna Furmanets from 23,000 rubles to 25,000 rubles.

Head of the material assets accounting department_signature_Galkin S. A.

A promotion does not only mean an increase in pay; it may also mean a transition to a higher position. The memo regarding promotion is also written by the head of the department.

This is an important note: the same memo to the director, that is, a note from a subordinate to the boss is considered a memo.

• improving his qualifications;
• receiving higher education(first/second);
• length of service and work experience;
• for outstanding services.

The reasons must be stated directly in the memo. For example, the next one.

Logistics Department

General Director of PP Netflix Lyashenko S. Yu.

About the promotion of Yu. O. Belousova.

Yulia Olegovna Belousova has been working at Netflix since January 7, 1999 as an administrator of the logistics department. She is a qualified specialist in her field. The employee is efficient and responsible, is distinguished by high efficiency and endurance in stressful situations. On February 15, 2001, she received a master’s degree in “Accounting and Audit”. In connection with the above, I recommend Yulia Olegovna Belousova for promotion to the position of senior administrator.

Head of the logistics department_signature_Elchaninov P.L.

For purchase

Purchasing means repairing or replacing any equipment. An internal memorandum for acquisition is written by a department that needs to update its material and technical base.

The memo, a sample of which is presented below, was drawn up for the purchase of a computer.

To the head of the IT department of Epam LLC, D. M. Penkov.

About computer repair (replacement)

I would like to inform you that starting from November 6, 2009, HR department employee Tatyana Evgenievna Mashkina, senior administrator, has been experiencing regular crashes on her personal computer.

Due to the above reason, I ask you to repair or replace this PC as quickly as possible.

Head of HR Department _signature_ Chistenko V.T.

Vacation

The memo here means vacation not in the sense of going on a well-deserved rest, but of calling an employee back from vacation, written by the head of the department in which the corresponding employee is registered. It indicates the reason for the revocation. The document is submitted to the head of the company/organization, he, in turn, must write a response - consent or refusal.

Below is an example of such a memo along with the response.

Prepare for the HR department Required documents __Sergeev 03/21/2014

General Director of PE “Aukro” Sergeev V.P.

Considering the illness of the senior accountant of the accounting and audit department, Tatyana Viktorovna Morozova, I make a proposal to call accountant Pavel Sergeevna Matveychuk from vacation from March 22, 2014.

Head of the Accounting and Audit Department _signature_ Marinina R. A.

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

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

Also, memos, like official documents, can be evidence or refutation in the proceedings of any case.

Like other supporting documents, memos can be considered a kind of annex to the company’s external documentation.

Frequent use of memos serves as a criterion for assessing the general mood of the company and its employees for sociologists, marketers, and psychologists workers' organization frames.

The half-business, half-free style of writing memos clearly reflects the situational relationships within the work team. Documentation is especially interesting not between departments, but between specific employees of departments - it is less common and therefore more visual.

Order on production necessity

Production necessity is usually understood as the implementation of urgent work necessary to eliminate any problems in the enterprise that impede its normal operation. Most often, employers use this concept in two cases: when calling an employee back from vacation and in cases where the employee needs to be temporarily transferred to another job. Let's take it in order.

Calling an employee back from vacation due to production needs

A specific list of cases in which an employee can be called from work ahead of time annual leave, as well as the reasons why this can be done, are not defined by law. Any production necessity can be cited as such a reason, that is, the employer urgently requires the presence of an employee at the workplace at a certain time.

A certain list of situations in which, in case of production necessity, the employer has the right to call an employee back from vacation ahead of time, can be recorded in local regulations, for example, in labor regulations.

Employers need to remember: you cannot simply call an employee back from vacation and deprive him of his rest. Recall of an employee from vacation is possible only with his consent, no matter for what reason, including for production reasons (Labor Code of the Russian Federation).

You can submit an employee's recall from vacation in the following order:

• justify the reason for recall from vacation. To do this, the person who initiated the call of the employee from vacation, for example, a manager, can draw up a memo;
• the employee must agree to come to work. It is better if the consent is in writing;
• the employer issues an order to call him back from vacation - the order must be signed by the employee.

The unified form of such an order on the operational necessity of recall from vacation has not been approved, so the order should be drawn up in free form. Then you should record changes in the vacation schedule and note the fact that the employee was called back from vacation in his personal card.

Due to operational necessity (Labor Code, Article 125), certain categories of employees cannot be deprived of leave. Such personnel include workers who are not adults (under 18 years of age), pregnant women and workers who work in difficult, harmful or dangerous working conditions.

Transfer to another position for production reasons

Employers often use the concept of “production necessity” when an employee needs to replace one of his colleagues or for some other reason the employer needs to transfer the employee to another job. However, it is worth noting that when transferring an employee to another job, the term “production necessity” in Labor Code absent. There are no changes in this regard in 2017.

An employer can transfer an employee to another job without obtaining his consent. However, the period of time for which this can be done is very short - no more than one month. Also, the reasons that can justify this translation are very limited:

• industrial emergency: fire, flood, earthquake, etc.;
• production downtime (temporary suspension of production for various reasons);
• the need to prevent destruction or damage to property owned by the company or to replace a temporarily absent employee if it is caused by emergency circumstances.

In the latter case, that is, if in order to prevent destruction or damage to company property or in order to replace an employee who is temporarily absent, it is necessary to transfer the employee to a job of lower qualifications, then despite the fact that you have an urgent production need, the Labor Code of the Russian Federation requires obtain written confirmation of the employee’s consent to the transfer, and then issue an order for the temporary transfer of the employee.

In addition, there are options in which an employee can be transferred to another job for a longer period - up to 12 months, but also only with his written consent. If the employer makes this transfer in order to replace a temporarily absent employee, the transfer can be made for the entire period until this employee returns to work.

Order due to production necessity: sample

About recalling an employee from vacation

Due to the need to urgently depart on a business trip to participate in a conference in Irkutsk (business trip duration - 10 days; from March 12 to March 22, 2017)

1. Recall N.V. Oleinik, head of the marketing department, from annual paid leave. from March 12, 2017;
2. Provide Oleinik N.V. the remainder of the annual leave (10 calendar days) at a time convenient for the employee during the current calendar year;
3. Chief Accountant R.V. Petrova recalculate vacation pay and offset the overpayment against wages for March 2017;
4. Head of the HR Department Volnina D.V. make the necessary changes to the vacation schedule No. 1 dated December 15, 2016 and the time sheet for March 2017;
5. Control over the implementation of this order is assigned to the head of the personnel department, D.V. Volnina.

Reason: invitation to XI International conference“IT in retail”, notice of withdrawal from annual paid leave with written consent of Oleynik N.V. from 03/07/2017

CEO Nazarov Nazarov D.V.

The following have been familiarized with the order:

10.03.2017 Oleinik Oleinik N.V.

10.03.2017 Petrova Petrova R.V.

10.03.2017 Volnina Volnina D.V.

Sample memo

This article answers the question of how to write a memo. And since the article is placed in the topic “samples of documents,” you can always count on receiving a sample. The second part will provide an example of how to write a memo.

A memo is drawn up for the purpose of conducting correspondence between structural divisions (communication at the horizontal level), when oral communication is not enough to resolve any issue and it is necessary to document the fact of the relationship between departments. Addressed to the head or specialist of another department. If you need to inform a higher-level manager, then we are talking about a memo (but essentially almost the same thing).

As a rule, a memo is an internal document. In my life, I have only seen a sample of a memo to a third-party organization in a textbook. Typically, any requests to other organizations are made on letterhead.

Due to operational needs (preparation for an extended meeting on 10/20/2014), I ask you to allow entry into the building on 10/18/2014 to a general department specialist, Lidiya Olegovna Zakhorzhevskaya.

Head of Department T.F. Clapperboard

Service memo - an example of a response to a request

LEGAL DEPARTMENT Head of Information Technology Department

To No. 02-18/304@ dated 11/16/2014

About submitting a list of employees

to participate in the seminar

We present a list of department employees to participate in the seminar held by API Communicator LLC under the program “ Effective use SPS GRANIT" with a presentation of its functionality:

1. Violin R.S. - Deputy Head of Department

2. Podushkin E.P. - Leading Specialist

3. Trickle K.N. - Senior Specialist

Head of Department V.N. Zagodaykin

Another example of writing a memo

SALES DEPARTMENT Head of Information Technology Department

About checking PC functionality

From 12/05/2014 in the department assigned to the specialist Sikharulidze A.G. The personal computer regularly crashes when it is turned on. We ask you to diagnose the specified computer to troubleshoot problems.

Head of Department A.N. Parrot

I hope that the above samples of memos will be useful for use in your work.

Hello, please tell me how to correctly draw up a memo addressed to the director, stating that such and such has never worked in our organization. Thank you

Hello! You can write: “According to the departmental archive and personnel service, Alexander Ivanovich Petrov never worked in our organization.”

Hello, what is the correct text to write in a memo stating that it is not profitable to transport raw materials from one supplier in smaller containers? Thank you

Hello! Write: “In order to reduce packaging (container) costs, I propose to deliver raw materials from suppliers in larger containers.” You can offer a specific packaging option.

Hello, please help me write a competent memo. Due to the increase in the volume of work, I want to open a staff of electrician 1 and foreman 1. And also not long ago there were comments from electrical supervision about this and I would like to add, please help

Hello! You can write: “Due to the increase in the volume of work, as well as in order to comply with the instructions of the electronic regulatory authorities, I ask you to include in staffing table enterprise positions of electrician in the amount of 1 unit and foreman in the amount of 1 unit.”

Hello! Tell me how to write a memo about objects that are under conservation? To decide the fate of these objects. It's about about write-off or extension of preservation

Hello! Write: “I ask you to resolve the issue with mothballed objects by 09/01/2017, some of which are subject to write-off, the rest – extension of mothballing. I ask you to prepare all the necessary documents on this issue.”

Hello, please help me with the notice about the allocation of additional fuel and lubricants and increasing the km from 91 to 120

Hello! Write: “Due to the increase in car mileage from 91 km to 120 km per day, I ask you to increase the daily limit for the provision of fuel and lubricants for this car.”

Hello, I want to write a memo to the departments regarding those studies.

I am sending you technical support. studies for an electrician, I ask you to carry out the training in a modern way and the employee must write a lecture, the lecture will be checked by me, and monitored by the boss about the technical training carried out.

Can you correct this correctly?

Hello! Maybe something like this: “I am sending you a technical training plan for electrical engineering personnel. Please read and prepare the lecture according to the plan. Checking the text of lectures and theoretical training of electricians will be carried out by me. I ask the heads of departments to supervise the conduct of technical training in the departments.”

How to write a memo about the breakdown of kitchen equipment in a kindergarten

Hello! You can write, for example, like this: “I inform you that on August 27, 2017, the dishwasher installed in the kitchen unit failed kindergarten. I ask you to take urgent measures to repair the equipment.”

How to write a memo about domain renewal in an enterprise

Hello! Just write: “Please extend the domain validity until 01/01/2018.”

Hello! Please help me write a service manual for installing projectors in the classroom. Thank you.

Hello! You can write: “To conduct classes with demonstration of visual material, I ask you to install a video projector with a screen in classroom No. 1.”

Hello, please tell me how to correctly write a service letter for the purchase of emergency lamps in the workshop, maybe refer to official document on industrial safety or fire safety?

Hello, can you please tell me how to include reimbursement of expenses on a business trip in a memo? We went 2nd, paid for the accommodation alone.

Hello! Typically, travel expenses are reimbursed on the basis of an advance report. If housing was paid for separately, write: “I ask you to reimburse me for the financial expenses for paying for a double room in a hotel in the amount of 10 thousand rubles.”

Hello, please tell me how to write a memo about being sent on a business trip to take advanced training courses.

Hello! Write: “I ask you to send a leading specialist (full name) to advanced training courses.” You can also indicate why the need for advanced training arose: “in connection with the establishment new program”, “in connection with the requirements of the new regulations”, “for promotion”, etc. This phrase should be inserted at the beginning of the text.

Can a financially responsible person simply contact the department: “To the planning and economic department from the slinger P.O. Ivanov”?

Hello! If this appeal concerns production issues, then you can formalize it in the form of an official record using our sample. For personal matters, an application must be submitted.

Hello. Tell me how to write a memo to additional room archive. We have added branches throughout Russia. All accounting documentation comes to my head office.

Hello! Just write: “Due to the increase in the documentary fund when adding branches, I ask you to provide additional space for the archive.”

How to correctly write a memo to your boss about refusing a business trip if your child is disabled?

Hello! Write: “I ask you to excuse me from going on a business trip due to the fact that I am raising a disabled child alone.”

Service memo

An internal memo is a special form of document that is used in the internal environment of an enterprise and serves to quickly resolve current production problems. Typically, this document is drawn up with the purpose of introducing a new proposal and solving difficulties that have arisen, as well as approving or agreeing on certain actions.

It is important that in his memo the specialist shows himself in his field. If an employee, with the help of a document, shifts responsibility for the actions taken to another person or removes it from himself without offering a way out of the situation, then you should think about the professional skills of this specialist.

Dear readers! The article talks about typical solutions legal issues, but each case is individual. If you want to know how solve exactly your problem— contact a consultant:

Purpose and types of this document

By purpose, that is according to the type of information conveyed, highlight the following notes:

• Notes that contribute to decision making are requests or demands to consider any issue or proposal of a specialist;
• Information notes are a type of document that contains information that the employee wants to convey to management;
• Reporting notes - such documents are most often prepared at the request of management and contain detailed information about any past process.

According to the degree of accessibility, that is by openness to public viewing, notes are:

• Open – documents that are accessible to all or most employees of the organization;
• Confidential - notes accessible only to a narrow or limited circle of people.

In some cases, a memo is attached along with a number of other notes. For example, if it is necessary to issue a corresponding order based on a note, then a memorandum is drawn up. And if questions are being resolved regarding the expenditure of funds by accountable persons, then an explanatory note must be drawn up.

To appreciate the purpose of memos, you need to know that in large enterprises, mistakes in the preparation of such a document can lead to the loss of a huge amount of time, as well as uncoordinated work between departments.

Interaction between departments is the main need in the work of the entire organization. If it is interrupted or stopped, then the organization is working ineffectively, which means there is a significant opportunity to reduce profits, and possibly increase losses.

Form and content

As for the content of memos, most often they cover issues of production type, material or technical problems, economic issues, as well as issues related to information support.

A simple example of using memos would be a broken photocopier in a department. An employee can send a memo to the head of the material department with a request to allocate money for new equipment, and a memo can also be written to the technical department with a request to repair an existing copier.

An official memo is one of the forms of corporate communication at an enterprise. When compiling it, you must adhere to certain rules.

Reasons for compilation and purposes of notes

This tool business correspondence especially popular in companies with many divisions different levels and controlling everything is quite difficult. But even in small enterprises people are often interested in how to write a memo correctly; The content of such a report depends on the purpose for which it is compiled. The need to write it arises if it is necessary to get a reaction to any extraordinary events. In addition, they write not only about the bad: they also make rational proposals for improving the work of the enterprise. When registering a “service”, follow certain rules, which will be discussed below.

Any employee has the right to write a service letter. Usually there are always two parts. In the first, management is notified of any fact or incident, and in the second, requests, proposals, and any other requests from the employee to a superior colleague are contained.

It’s worth taking hold of the handle if:

• violations were committed that caused any unforeseen actions or that could lead to them;
• management intervention is necessary, for example, there are not enough material and technical resources to complete a project;
• one of the employees did not show up for work or showed up under the influence of drugs/toxic/alcohol;
• there was a proposal to reward certain employees for outstanding results or other achievements;
• it is necessary to send someone on a business trip;
• it is required to call the employee back from vacation or a legal day off;
• any other situation on which a decision cannot be made without a leader.

The service report can serve as proof of the fact that the employee responded properly to the problem he discovered in the enterprise’s activities. Leaving a report is not a right, but a responsibility of a particular specialist. It confirms the fact that the employee was not inactive, but took the necessary measures: he informed his superiors and promptly made decisions on the problem.

Types of letters

Classification is usually made by the type of information contained in the report. We list the most common types of service letters:

• request for data and information that the employee does not have;
• reporting violations committed by an employee in the performance of official duties;
• message about sending on a business trip;
• proposal for additional bonuses;
• informing about problems encountered in the work process, etc.

Thus, there are a lot of types of reports; they can contain any information related to work issues.

How to write a memo (sample according to GOST)

Companies have the opportunity to enter and use many different forms of written communication about any incidents or issues of an organizational and financial nature that require the intervention of senior management. But a unified memo template is not established by law, but it must comply with the requirements of GOST 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for drawing up documents." That is, it must contain the following details:

• name of the organization or structural unit, indication of the person to whom the appeal is sent;
• document's name;
• text - what needs to be communicated to management;
• date, signature and necessarily the position of the author.

We have determined the mandatory requirements, now let’s look at an example of how to write a memo.

Example 1

This type of arrangement of details in a document is called angular. But they can be placed on the sheet in other ways.

Example 2

The picture shows the longitudinal placement of the details. And both options will be correct.

There is a third option.

Example 3

But even if it is customary for your company to prepare documents in a completely different way, do not worry, this is also correct, since officials did not provide for a mandatory form.

Example of writing a memo

Writing a header is almost never difficult for anyone. It is necessary to clarify who the document is addressed to: his position and surname, initials (full first and middle names are possible). In addition, we must indicate the originator, and if a group of workers applies, then their positions and full names must be listed. A written appeal is not always addressed to the director; it is also sent to the person whose job responsibilities includes consideration of a specific issue.

The first phrase with which a memo usually opens: I bring to your attention. This is the most common option. This is convenient for the employee because he immediately moves on to the subject of his message, and for the manager it reduces the time spent studying the letter.

The text of the memo itself should be short, to the point, with the obligatory listing of specific dates, times, circumstances, information: this will help the addressee quickly understand, take note, check and respond to the subordinate’s appeal.

Finish the appeal personal signature, date of compilation. If there are applications, indicate their presence and list them.

Samples for different occasions

How to write a memo: sample confirmation of a business trip

Employees have the right to inform management both about problems arising in the process of activity and about the achievements of specific specialists.

Memo regarding payment of bonus

The immediate superior may well petition a superior manager for an increase in bonus remuneration.

To the director
LLC "Domostroy"
Semin I.G.

from the head of the sales department of Domostroy LLC
Nastina I.A.

Service memo
05.04.2019 № 4
Saint Petersburg

On increasing bonuses

I would like to bring to your attention that the seller Kareva Inna Igorevna exceeded the sales plan in March 2019 by more than twice. In this regard, I ask you to increase her bonus payment.

Head of Sales Department Nastina I.A.

Report on absence from work

Often a report is written in connection with violations of discipline. An example of a memo shows that the immediate superior not only reports a violation, but also proposes to take action.

Note on write-off of inventory items

If inventory items have reached the end of their service life, they have become unusable, they are written off and disposed of. How to write off inventory items, read the article “How to draw up a sample act of writing off material assets.” The package of documents also includes a note for writing off inventory items.

Letter about the need for equipment repair

With its help, management is informed about existing technical and technological problems that require the intervention of decision makers.

Vacation recall letter

It remains to add that any document is drawn up on a standard A4 sheet. If the text of the report is large and does not fit on one sheet, you must use another. Writing on the back is not recommended, although it is acceptable. If the number of sheets is more than one, all others are numbered. In addition, it is advisable to staple all the sheets so that they form a common document.

Electronic memos. It happens?

The number of companies that are switching to electronic document management is constantly growing. Therefore, it is necessary to say a few words about electronic reports. They already exist, and the rules for their design are practically the same. Unless users specify the addressee and sender, since message sending programs do this automatically.

It is important to remember here that documents for internal business correspondence within the company itself must be somehow separated from the general flow of letters so that it is clear where personal and where work materials are. Exist special programs, which allow you to automatically send, register in the log book, send responses and resolutions. In this case, all electronic documents are marked electronic signature both the sender and the recipient - after decisions are made.

If common system no, then the appeal is sent to corporate mail, which is usually checked by the secretary. He is obliged to forward the letter to the final addressee. To make sure the letter is delivered, you need to set up receipt notifications when sending.

Shelf life

Any documentation directly related to the activities of an enterprise or commercial organization has a shelf life. In accordance with such departmental normative document, as a List of standard administrative archival documents generated in the course of the activities of state bodies, local governments and commercial organizations, indicating their storage periods (the document was approved by the administrative act of the Ministry of Culture of Russia - order No. 558 of 08/25/2010), it is necessary to ensure that forms are not stored in the C3 form less than five years in the archives of an organization or enterprise.

The storage period for individual internal memos may be extended, but only on the basis of a decision and a confirming order from the director of the enterprise. This is done if it is recognized that there is a need to store specific records for a longer period (for example, during a lengthy trial of a case in the courts). There is a peculiarity in establishing the storage period for documents issued in electronic form. The period of ensuring their mandatory preservation is installed a separate local regulatory act of the company: the charter or the Regulations on the nomenclature of affairs.

Total found: 9

Is it necessary to put a comma in the sentence: “Due to production needs, I ask you...” before the word please?

Thank you. Dmitriy.

No comma needed.

Good afternoon
Please tell me what is correct:
1. Due to production needs, I suggest you...
2. Due to production needs, I suggest you...
Thank you.

Russian help desk response

No comma needed.

Dear! Is a comma necessary in the following sentence: “Due to production needs, we ask you to issue two network filters to the department for publishing bids and orders.”? Your answer is air!

Russian help desk response

There is no need to put a comma.

Is a comma necessary? Due to production needs, I ask you to purchase... Thank you for your answer!

Russian help desk response

The comma is optional.

	Question No. 201855

I am very interested in the question: is a comma necessary in the following sentence? Due to production needs, please provide…. Thank you very much in advance for your answer!

Russian help desk response

The comma is optional.

Service memo is an information and reference document, a tool for business correspondence within an organization.

A memo is drawn up to highlight any business issues relating to the work of a department or a specific employee, the solution of which depends on another structural unit of the organization or employee.

The writing of memos, in contrast to memos, is carried out between structural units or employees of equivalent official status who are not directly subordinate.

Although the form of writing a memo is arbitrary, the following details should be taken into account when drafting it:

• “hat”, where it is indicated to whom it is addressed (position, surname, first name, patronymic in the dative case);
• name of the document - Service memo;
• date of compilation and number;
• title to the text of the document - speaks about the subject of the memo;
• the text of the document - first there is a description of the current situation, then some specific request;
• position of the compiler, signature and transcript of the signature - last name, first name, patronymic of the author.

Sample memo for purchasing a computer

Service memo
05.10.2013 № 2
Moscow

About computer repair (replacement)

I would like to bring to your attention that since September 20, 2013, software failures frequently occur on the personal computer assigned to HR Manager Tatyana Ivanovna Moroz.

In this regard, I request that this computer be repaired or replaced.

Sample memo on the issuance of products

SERVICE NOTE
2013-09-20-CN dated 09/20/2013

About the issuance of products

I ask you to agree on holding a promotion for TM “J”.

Purpose of the action:
— increase in retail sales of TM “J” juices;
— increase in numerical and quality distribution.

Promotion period: October-November 2013

Region: St. Petersburg, Voronezh

Participants of the action: sellers of retail outlets

Promotion mechanism: when an outlet orders 5 liters of TM “J” juice, 1 liter of TM “J” juice is provided as a gift.

Prize fund distribution:
St. Petersburg - 400 packages (1 l each)
Voronezh - 60 packs (1 l each)
Efficiency: planned sales increase of 30-40%.
The remainder of unused products will be returned to the warehouse.

The memo is drawn up on an A4 sheet if the organization does not maintain electronic document management.

Download an example of a memo

Similar articles

How to write a memo

We inform you that during the period from xx.xx.18 By xx.xx.18 electrical installation work is planned at the facility(s) Consumer name .

During electrical installation work, existing metering devices will be dismantled for the subsequent installation of new metering devices.

The metering devices will be installed in the same place, the connection diagram will not change, and the metrological characteristics of the metering devices will not deteriorate.

An agreement was concluded in relation to these objects: (indicate the number and date of the energy supply agreement with the GP and the transmission agreement with the CO).

We ask you to send your representative to take readings from dismantled metering devices, inspect their condition and connection diagram, as well as for subsequent inspection and sealing of newly installed metering devices. Please coordinate the place and time of collection with the person in charge.

Responsible person: _____________________________________________

Telephone: _____________________________________________

In this article we will talk about how to correctly draw up a memo.

How to write a memo?

You will also find here a sample of such a document, which will become a clear example when writing a memo yourself.

The purpose of drawing up a memo is to conduct correspondence between various structural divisions of the enterprise. In other words, this is communication at the horizontal level in cases where a particular issue cannot be resolved through oral communication, and the fact of the relationship between different departments must be documented. The memo can be addressed to the boss or a specific specialist from another department. Informing the manager more high level produced in a memorandum, although, in essence, both of these documents are almost identical.

A memo is usually an internal document. Appeals to other organizations are made in this way extremely rarely, and they are drawn up on letterhead.

How to write a memo

Writing a memo should be related to issues of activities that are under the jurisdiction of the structural unit, and there is no need to contact higher management.

They begin to write a memo by highlighting the current situation, and also explaining on the basis of what reasons or events this document is being drawn up. Then it is necessary to state the direct request or list the actions that the author of the note considers necessary. Below we will present to your attention a sample memo, which will also provide a list of mandatory elements of such a document.

The memo is signed by its originator. Often the document is signed by the head of the department, and the specialist is indicated as the executor, which is indicated at the end of the document, in the lower left corner, as in a business letter.

If necessary, the document can also be endorsed by interested parties. In this case, visas must be placed on the last sheet directly below the signature. The visa must include a signature, last name and initials, and the date. In addition, a description of the position of the visa person may be added.

So that, if necessary, the organization’s employees have the opportunity to make references to a specific document, it is best to register internal memos, for which the serial number and date of the document are indicated. If the enterprise does not practice electronic document management, then the process can be simplified as follows. It is not necessary to additionally create a special journal for office notes. It would be much more expedient to select a specific folder on your computer’s hard drive, into which you can place official memos one by one, each under the next serial number. In this way, it is easy to create a database of the organization's official notes in electronic form. It is not only fast and easy, but also very convenient, since you can find required document can be done without much difficulty.

Sample memo

Due to official needs (preparation for an unscheduled inspection on 04/01/2014), I ask you to allow internal audit specialist Ilya Mikhailovich Samokhvalov to enter the building on 03/31/2014.

A memo with an example of a response to a request

We present a list of department employees to participate in the training conducted by Innovative Solutions CJSC under the program “Training to work with EDMS Optimum” with a presentation of its functionality:

1. Khvalynskaya D.P.

   Department head

2. Kramarova S.T. - Deputy Head of Department
3. Filippova A.E. - Leading Specialist
4. Galyaeva F.A. - Senior Specialist

Another example of a memo design

Since September 21, 2014, the network printer assigned to office No. 3 of the procurement department has been experiencing constant failures when printing bound documents. We ask you to diagnose the specified network printer and eliminate any problems that may arise.

We hope that the proposed examples of memos will be useful to you, and you will confidently use them in your daily work.

Legal consultation

Advance report - purchase of materials

An accountable person purchasing materials for cash must provide the following documents to the accounting department with the advance report:

The organization (IP) from which the materials were purchased is a VAT payer - the following documents must be attached to the advance report for the purchase of materials:

· Invoice for materials shipment

· Invoice for the delivery note of the established form, issued to an organization or individual entrepreneur

The organization (IP) from which the materials were purchased is not a VAT payer - exemption under Article 145 of the Tax Code - the following documents must be attached to the advance report for the purchase of materials:

· KKM check for payment for materials

· Sales receipt or invoice for materials shipment

· KKM receipt, which reflects all information about the product.

Important!!! The new KKM checks do not contain all the required details that should be in any primary document, the signature of the cashier is missing. There is a common belief that the cashier's signature must be added to such checks, but this is not justified. Therefore, there is no need to additionally ask for a signature in stores; cash register receipts confirm only payment, and the receipt of material or goods is confirmed by a receipt order and an approved advance report.

The organization (IP) from which the materials were purchased is not a VAT payer - special UTII and Patent regimes (until July 1, 2018) - the following documents must be attached to the advance report for the purchase of materials:

· KKM check for payment for materials (if the supplier has an online cash register)

· Invoice for shipment of materials, sales receipt or other document containing mandatory details (name, number and date of issue of the document, name of the legal entity or individual entrepreneur, TIN, address, name and quantity of materials, amount of payment, position, full name of the person issuing the document, his signature and printing)

· Copy of the notice tax authorities or another document confirming the application of special tax regimes (preferably to avoid tax risks).

Be careful!!!

All about notes: report, official, explanatory

The absence of at least one of the listed details or documents entails a refusal to confirm expenses for an organization or individual entrepreneur, and for an accountable person, the amount of unconfirmed expenses will be considered personal income and, therefore, will be subject to personal income tax.

For example, if an accountable person purchased materials in the amount of 10,000 rubles. according to documents that do not comply with the requirements of the law, 13% of this amount will be withheld from his salary, i.e. 1300 rubles.

Therefore, it is necessary to take the purchase of materials for the organization seriously. Purchase materials from organizations and individual entrepreneurs that provide only legally correct documents.