Sample explanatory note about an error in work: how to write?

An explanatory note regarding the mistake made is compiled without fail when it comes to serious violations and serious consequences. How to write an explanatory note about an error in work in order to minimize punishment, read the article.

From the article you will learn:

In what cases is an explanatory note written about an error in work?

Record keeping regulations involve the use of such a business document as. According to their content and essence, such notes are divided into two types, which are often confused:

1. Explanatory note- always being an annex to the main document - plan, program, project. It contains explanations to the main document and is compiled on behalf of a third party.
2. Explanatory letter- an independent document, which is drawn up on an individual basis by an employee who has committed a violation or who has witnessed an official accident or incident. It is written in the first person singular.

When it comes to personnel matters, management has the right to require the employee to write a note about the reasons for the violation of labor discipline he committed. On production issues, an explanatory note is drawn up regarding the mistake made or the causes and circumstances of the incident that occurred, the violation of the technological process, etc.

Question answer

Answered by Valentina Yankova

cand. ist. Sciences, Associate Professor, expert in the field of office work and archiving.

Explanatory notes, indeed, are of two types: official in nature, for example, an explanatory note that explains the reasons and circumstances of the incident, violation ...

The legal significance of an explanatory note about an error in work

An explanatory note for a mistake at work has legal significance, especially when the result of such a mistake was an industrial injury or material damage caused to the employer. Labor legislation in such cases gives the employer the right to punish the perpetrator or recover from him compensation for the damage caused.

An explanatory note about the mistake, written by the alleged perpetrator of the incident, is needed to determine the degree of his guilt and, accordingly, the severity of the punishment. Therefore, the execution of such a document is a mandatory stage in the procedure for making a decision by the employer, strictly regulated by the Labor Code.

The legislation requires that the punishment, which the employer decides, be adequate to the degree of guilt of the employee. regarding the mistake made - a document confirming that the severity of the punishment was not excessive, not corresponding to the negative consequences of what happened. If the employee goes to court, the judges will decide on the adequacy of guilt and punishment, including on the basis of this document.

When an employee refuses to write an explanatory note about errors in work, this fact is documented by an act. The act must be signed by witnesses of such a refusal, the signature of the perpetrator of the incident on this act is not required. But, according to Art. 193 Labor Code of the Russian Federation, the employee will still not be able to avoid liability. The reluctance to provide an explanation does not mitigate the employee's guilt, but only exacerbates it. The employer has the right to regard such a refusal as an indirect admission of guilt. Therefore, in the interests, first of all, of the employee himself, using a ready-made example of an explanatory note about an error in work, set out in writing his version of what happened and try in this way to exonerate himself of guilt, or at least part of it.

Procedural nuances of compiling an explanatory note about an error

The employee must submit his explanations only after the employer addresses him with a written or oral request. If there is a risk that the case could end up in court or dismissal, the employer's request must be in writing. In the request, he must indicate what kind of mistake was made by the employee and demand to explain the reasons for what happened. The employee is obliged to put his signature on the copy of the request, confirming the fact of its receipt.

Note! An explanatory note about an error in work must be submitted within two working days after receiving the request.

A request for an explanation must be signed by the head of the company or division.

Question from practice

Answered by Ivan Shklovets

Deputy Head of the Federal Service for Labor and Employment.

After a misconduct, require the employee to write an explanatory note. In it, he must indicate the reasons and circumstances of the disciplinary offense. It is important to analyze the reasons and establish whether they are valid or disrespectful….

How to write an explanatory note at work for a mistake?

The legislation obliges the employer to understand the causes of the incident. When writing an explanatory note about mistakes in work, keep in mind that he always has three options for solving what happened. As a result of the proceedings, he can:

1. Recognize the employee as innocent of the mistake made and stop the claims.
2. Forgive the employee due to the insignificance of his guilt or issue him an oral reprimand or warning as a warning.
3. To impose on the employee in the form of a reprimand or even dismissal, to decide on the recovery of full or partial material damage from him.

The first two points have no negative consequences for the employee - information about the remark made is not even entered in the work book. Therefore, it is necessary to write an explanatory note about errors in the work so that the consequences of the incident are limited to these two points. A written document with a registration number will not allow the employer to interpret your actions at their own discretion.

You have two days to write an explanatory note about an error in your work. Therefore, there is no need to rush, and before writing it, analyze the situation and understand the vulnerabilities of your position. Re-read the legislation, local regulations, job description. If the issue is serious and there is a possibility, consult a lawyer.

Explanatory note sample about an error (sample).

• confirm or refute the fact of the error;
• describe its circumstances and reasons;
• give an assessment of one's guilt - intentional, through negligence, absence;
• refer to witnesses of the incident;
• describe your attitude to what happened and the measures that are planned to be taken so that such mistakes do not happen again.

How is an explanatory sample for a work about an error drawn up?

Since this is an explanatory note about an error in the work of an official document, draw it up in accordance with the general requirements of the “System of Standards for Information, Library and Publishing” effective from July 1, 2018. Organizational and administrative documentation. Documentation requirements. It is allowed to write the text of the note by hand or on a computer.

Considering that this document is internal, among details that are required include:

• the name of the department in which the author of the note is registered;
• name of the document type;
• date, serial and registration number;
• job title, surname, initials of the addressee;
• title to the text;
• text part;
• position, surname, initials of the author;
• his signature.

No one is immune from mistakes. Therefore, when writing an explanatory note about errors in the work, it is necessary to give an assessment of what happened and describe the measures that will be taken in the future to prevent such cases. This will help mitigate the punishment if the mistake made was really serious.