Memo - when to write, design rules, samples

Why are they made up?

This business correspondence tool is especially popular in companies where there are many departments at different levels and it is quite difficult to control everything. 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 drawing up a “service”, follow certain rules, which will be discussed below.

Any employee has the right to write such a letter. It usually has 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.

In general, what a memo is is evidence of the fact that the employee responded properly to the problem he discovered in the activities of the enterprise. Drawing up a report is not a right, but a responsibility of a specific specialist. It confirms the fact that the employee was not inactive, but took the necessary measures: he informed his superiors and promptly made a decision on the problem.

Why write if you can say it?

Some employees consider the preparation of memos to be a mere formality, and the time spent on their preparation is wasted. But in many situations, a memo may turn out to be not just the most effective means of solving the problem that has arisen, but also an absolutely irreplaceable link in the chain of necessary evidence. This occurs when information brought to the attention of a certain person needs to be documented . This need may arise in the following situations.

1. The company has many structural divisions, and an oral resolution of an issue may require more time than sending official correspondence.
2. The note is a direct confirmation of the timely transmission of important information.
3. The documentary form of information transfer relieves some of the responsibility from the sender.
4. Confirmation of the time of the business trip and the use of the employee’s personal transport for the trip.
5. Official correspondence confirms certain actions of the company, for example, it justifies expenses before the tax office (in controversial cases).

FOR EXAMPLE. The tax office assessed a fine to the company for failure to pay tax on a tangible asset (advertising materials). Based on internal memos from the advertising department, it was established that these materials (they are listed in the memos) were used for less than one year, which means they cannot be classified as tangible assets.

Types of letters

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

• 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 numerous types and samples of memos; they contain any information related to work issues.

How to apply (sample according to GOST)

Companies have the opportunity to enter and use many different templates for written communication about any incidents or issues of an organizational and financial nature that require the intervention of senior management. Although the unified form of the memo is not established by law, 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.

The mandatory requirements have been determined, now let’s look at an example of a service letter and options for writing it.

Example 1

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

Example 2

The picture shows the longitudinal placement of the details. And both options are 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.

Standards for regulating the legality of a document

There is no mention of this document in OKUD OK 011-93 (All-Russian Classifier of Management Documentation), but in documents on labor law there are references to an internal memo, along with a report.

Recommendations on how to draw up a report (similarly, an internal memo) were included in Federal Law No. 184 of December 27, 2002. Its latest edition contains changes and additions regulated by Federal Law of April 5, 2021 No. 104.

The main difference between a memo and a memo is that the first of them provides management communication between the heads of equivalent structural divisions, i.e., management at the horizontal level. The second note provides a vertical level of control.

Design rules

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 include consideration of a specific issue.

The first phrase that usually opens a sample memo: 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.

You should write briefly, 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.

The appeal is completed with a personal signature and the date of preparation. If there are applications, indicate their presence and list them.

What problems does an information letter solve?

The main purpose of a newsletter is to tell the recipient that something has happened. For example:

• notify partners about changes within the company;
• remind counterparties about the fulfillment of obligations under the contract;
• tell the client about the introduction of new services or expansion of the range.

An informational letter simply states a fact and does not imply motivation for action.

The length of an information letter varies from one sentence to several pages. As a rule, the information letter is signed by the head of the organization or the responsible person. In case of mass mailing, a manual signature is not required.

Often, information letters are standard in nature - they are drawn up according to an approved template. The content may contain recommendations or quotes from official documentation. Information letters can also contain various attachments - photographs, documents, tables, pdf files.

Samples for different occasions

Sample of how to write a memo to the director confirming 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.

Note on payment of bonus

The immediate superior has the right to petition a superior manager for an increase in bonus remuneration.

On increasing bonuses

I would like to bring to your attention that the seller Kareva Inna Igorevna exceeded the sales plan in March 2021 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. Here is an example of writing a memo, from which it is clear: 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 includes the document presented below.

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

Self-isolation report

Anyone who has returned from abroad or has been in contact with a person potentially infected with coronavirus is required to comply with self-isolation. To prevent staying at home from being regarded as absenteeism, the employer should be notified about forced seclusion. This is where a memo about the need for employee self-isolation comes in handy; it is compiled and sent electronically.

Letter of transfer to remote work

Due to the spread of coronavirus infection, many organizations are switching or have already switched to a remote work format. If the manager does not yet strive for this, the employee draws up a memo for remote work with a request to transfer him to a more secure mode.

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. It is not recommended to write on the back, 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.

Errors in compilation

Often employees make mistakes in grammar or spelling, which is unacceptable in business paperwork, or indeed in any speech. There are also: incorrect indication of the position, incorrect name of the organization.

even more illiterate and unethical to distort a person’s passport information . Or they only indicate the problem, without indicating what they want from the person they are addressing, they do not offer solutions - in short, it is not clear to the recipient from the text what they want to achieve from him with this notification, what kind of reaction.

Is it compiled in electronic form?

The number of companies that are switching to electronic document management is constantly growing. Therefore, you definitely need to study not only a sample of how to write a memo by hand, but also say a few words about electronic memos. 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. There are special programs that allow you to automatically send, register in the accounting log, send responses and resolutions. In this case, all electronic documents are affixed with an electronic signature of both the sender and the recipient after decisions are made.

If there is no general system, then the appeal is written to corporate email, 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 regulatory document as the List of standard management archival documents generated in the process of 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 ensure that forms in C3 form are stored for at least five years in the archives of the organization or enterprise.

The storage period for individual documents is 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 for ensuring their mandatory preservation is established by a separate local regulatory act of the company: the charter or the Regulations on the nomenclature of affairs.

Legal documents

• GOST 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for drawing up documents"
• by order No. 558 of 08/25/2010

Why do you need an analytical note?

Usually the purpose of creating a note is

• preventing similar problematic situations,
• competent planning of company expenses in the future,
• increasing labor productivity,
• improving control over certain areas of business.

The document can serve as a great help in determining the further course of development of the company.

Sometimes analytical notes are used during presentations, seminars, meetings, and other internal corporate events.

In some cases, this document may become evidence in court proceedings, so its preparation must be done extremely carefully and with full responsibility.