Memorandum (sample) on violation of labor discipline: how to make it right?

A memo is an official document intended to inform the immediate supervisor or a superior organization about the events of the production process. Such events include the stages of accomplishing the assigned work tasks, the results of completion of specific works, as well as incidents or facts of violations in the workplace.

In order for this type of document to have legal force, a memorandum must be written without violating the requirements of the law. What does the memorandum (sample) look like about the violation of labor discipline compiled according to all the rules of record keeping?

General requirements for the preparation of a memorandum

Regardless of how often a memorandum is used in the document circulation of the organization, the sample "On violation of labor discipline" should be in the personnel department. It is necessary to be guided by the following rules when drafting this document:

• The memorandums are differentiated into external ones, intended for informing the higher organizations, and internal ones, that is, documents addressed to the immediate supervisor. The first are drawn up exclusively on the company letterhead with an indication of the date of compilation, the outgoing number, and is stamped with the organization's seal. Internal memos are enough to write on a standard sheet of office paper. To specify the date and registration number, is determined by the rules of the document circulation adopted by the organization.
• The text of the document is stated in strict business form, without emotional statements, popular speech, obscene or ambiguous expressions.
• When drafting, it is necessary to be guided by specific norms of labor legislation, the provisions of the job description of the employee and other regulatory requirements that are violated or not performed by the employee during the production process.
• For the most accurate assessment of the case described in the memorandum, one should receive written explanations from the offender or draw up an act if the employee refuses to explain the reasons that led him to violate the labor discipline. An explanation (act) is attached to the memorandum. In addition, recommendations for recovery for misconduct should take into account the personal characteristics of the guilty employee, the presence or absence of previously recorded violations and disciplinary penalties, the consequences of the committed misconduct.

How does the memorandum start?

What mandatory details should contain the "cap" of such a document as a memorandum? A sample of "Violation of labor discipline" is given below. In the upper right corner of the form are indicated:

• Information about the head in whose name the information document is being written: position, full name
• Requisites of the organization.
• Information about the originator of the document: position, full name, organization in which he works.

Further, if necessary, in the left corner of the form is fixed the date of compilation and the registration outgoing number. The name "Memorandum on violation of labor discipline" is written below. Example:

Structure of the presentation of information in the memorandum

The approximate structure of the text of the memorandum and the order of presentation are as follows:

• The ascertaining (actual) part, which contains a description of the disciplinary offense and the essential circumstances accompanying the violation.
• The analytical part contains conclusions about the consequences that have occurred as a result of the committed disciplinary offense. It should be noted that this section is introduced depending on the situation in which a memorandum on violation of labor discipline is submitted. A sample document, as a rule, contains this part, but it is possible to confine oneself to finding a misdemeanor and a recommendatory part.
• Recommended part. Here the compiler can express his thoughts on the issue of the memorandum, as well as make suggestions on how to eliminate the consequences of the violation of the production process, including the appointment of a disciplinary penalty to the guilty employee. The information stated in the final part should be exclusively recommendatory.
• Position, full name, personal signature of the originator of the document. Date of writing.

Sample

Here is an example of what a memorandum (sample) looks like about the violation of labor discipline: