General information
The manager's resolutions on documents express a written instruction on the procedure for the execution or use of the act. This detail is present on incoming or local papers. Also, the resolution is affixed to documents by officials of higher authorities. In addition to official acts, this detail is present on appeals from citizens.
In practice, the content of the record determines the procedure for resolving a specific issue, request, or consideration of an application. Simply put, this requisite expresses the employee’s attitude to the content of the act.
conclusions
Let’s highlight a few main points on this topic:
- The manager's visa must be present on every resignation letter.
- The absence of a visa cannot prevent the termination of an employment contract with an employee. After the expiration of the notice period (14 days), the employee must be paid off in any case.
- There are certain categories of persons who are not required by law to notify the employer of their upcoming dismissal 2 weeks in advance.
- The details of the resolution are provided for by GOST No. 65. They contain the manager’s order, signature, transcript, date.
- An executive visa gives permission to the human resources department to terminate an employee early.
Classification
Within the framework of the enterprise's activities, various management issues may arise that require specific decisions to be made. In some cases, actions on a particular issue may be typical. In accordance with this, types of resolutions on documents are distinguished. Details may be specific or general.
The former are expressed by a verb in the imperative mood or in an indefinite form. They are addressed to specific individuals. What do general resolutions look like on documents? Examples include: “For execution”, “For information”, etc.
Resolution in writing: when to write
— — — — The level and organizational abilities of the employer are largely determined by the speed of document flow within the enterprise. A situation in which the secretary loses documents, does not register them, or does not present them to management on time for review is fraught with disruption of the technological chain, complicating partnerships, or disrupting deliveries. Even today, when most companies are switching to electronic document management, written requests to the employer related to production issues are still relevant.
One of the ways of productive cooperation between a manager and his subordinates at different levels is a resolution on a document presented to him. Table of contents: In production terminology, the concept of “resolution” means the shortest possible order from a manager addressed to a subordinate or subordinates.
Content
The resolution on the document should reflect the information in a condensed form. However, the words must be chosen clear and specific. The details must contain a comprehensive indication of the nature and procedure for the execution of the act. Thus, the inscription “Decide as agreed” cannot be considered as a resolution. So-called advance directives are not allowed on the document. Among them are the following: “Please come to me”, “Response after negotiations”, etc. The resolution on the document can determine several executors. The employee whose last name comes first is usually considered the person in charge.
Accommodation
Any boss should know how to draw up a resolution on a document. This detail is placed on the first sheet of the act in the upper corner. It is usually located between the text and the addressee. If there is a need to draw up a resolution that is complex in content, in which there are two or more instructions, or several instructions, they can be placed on any free space on the front part of the first sheet. In this case, the props should not affect the text and go into the margins.
To make the instruction text stand out, it needs to be positioned slightly at an angle. In some cases, the resolution may be drawn up on a separate sheet. In this case, the act must contain a mark indicating the presence of such an application. In addition to the signature, in this case the surname and initials of the author are indicated. Such resolutions are sometimes called “abstracts.” This term is very common in government agencies. If there is a need to draw up a resolution on a separate sheet, it can be written by hand or printed.
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Each employee can compose it in free form or according to a template developed and approved by the enterprise. You can write a document either by hand or print it on a computer, but in both cases it must contain the “living” signature of the author. Sometimes heads of organizations require that internal memos be written on letterhead and must be certified by the signatures of responsible persons.
Usually this document is written in one copy, but if necessary, you can make a copy of it.
The main requirement is that the note must always contain information about the name of the enterprise, the date of its preparation, the employee who writes the note, and the official to whom it is sent. Also, the note must clearly indicate the specific problem and possible ways to solve it.
If a memo is written by an ordinary employee, then it is advisable to have it certified by the head of the department, who thus indicates that he is familiar with the problem and agrees with the proposed options for eliminating it.
Office problems
It is worth saying that reviewing acts and drawing up resolutions are quite complex processes. An authorized employee has to take into account many nuances of both an organizational and psychological nature. Often, the execution of incoming acts begins with the preparation of resolutions. In this regard, the significance of this requisite as a management tool is sometimes absolutized. The office management rules of many organizations provide that the bulk of incoming documentation, regardless of the content and level of importance, is first sent to the manager. He reviews the received papers and makes appropriate notes.
After this, the documents are sent to the immediate executors. This operating procedure has a number of disadvantages. First of all, the duration of waiting for an act to be considered in some cases exceeds the period of working with it many times. In this case, the process can take up to 80% of the total time required to complete the order. In addition, it was found that it takes an average manager up to two days a week to review correspondence. As a result, the director's desire to cover the entire volume of incoming mail leads to a delay in the execution of orders. Moreover, managers are constantly distracted from solving pressing management issues.
Failure to fulfill official duties
Cases of violation of labor discipline can be established in the process of performing official duties.
This memo states:
- the exact time and place of compilation, which is very important in the event of disciplinary and material punishment being applied to an employee;
- a detailed, down to the smallest detail, description of the duties violated by the employee, taking into account specific actions or inactions. A reference must be made to the section or paragraph of the violated job description;
- a list of witnesses to the incident from whom explanations need to be taken.
The more accurate and correct the document was drawn up, the fairer the employer’s decision will be.
On a business trip
It is quite simple to draw up a memo about sending you on a business trip. It states:
- information about the employee who is sent on a business trip;
- the place where the employee will be sent and the functions he will perform at this time;
- Term of the work;
- signature of the manager and date of preparation;
About bonuses
Based on such a memo, the employee can be financially rewarded for good and high-quality work. The following persons have the right to draw up such a document:
- the head of the department in which the employee applying for bonus additional payments works;
- brigade council;
- trade union of which the employee is a member.
In a memo of this type you must indicate:
- full details and position of the manager who has the right to issue an order to reward the employee;
- position and full name of the official who compiled the document;
- a request for a bonus for a specific employee or several people. The reason for bonus payments, their size and time (day and month) of payment must be indicated;
- full information about the employee (his position and full name without abbreviations);
- date of signing of the memo (day, month and year);
- signature of the originator of the document.
To receive bonus payments based on a memo, you must go through several steps:
- the signed document is sent to the office or department responsible for internal document flow. There the paper is registered and assigned an individual number. After this, it is sent to the manager for review;
- The document on awarding the bonus is reviewed by the responsible head of the company. He makes a decision on payment or refusal. The decision is made in writing, after which it is sent to the HR department;
- HR department employees are preparing an order to reward the employee. The basis for payment will be a memo;
- at the last stage, the order is sent to the accounting department, which makes the accrual.
In order to correctly draw up this paper, you should seek help from experienced lawyers at Pravoved.ru. They will analyze the situation and help you prepare exactly the type of document that is necessary in your situation.
Possible solutions to the situation
There are several ways to solve problems. The best option is to create a special service responsible for the preliminary review of incoming correspondence. Employees of this department will themselves determine to whom and where to transfer the act. In this case, one should take into account not so much the addressee indicated on the document as its content. Experts recommend creating lists of types of documents, questions, officials or departments to whom they need to be sent. Such lists will prevent unnecessary information from reaching management and speed up its flow to the appropriate employee.
Management should receive the most important documents. These, in particular, include orders, decrees, resolutions and other acts of higher structures. It is worth saying that this practice causes misunderstanding among many directors. Managers try to review all incoming documentation, arguing that they need to be aware of all the affairs of the organization. In such cases, it is possible to generate lists of received correspondence for a working day or week, indicating the employees to whom certain acts were sent.
Reasons for compilation and purposes of notes
Office memos provide communication between company departments. Using this type of documentation you can achieve the following goals:
- formally propose amendments to the work plan;
- report that the employee’s schedule has been adjusted;
- convey information about the safety of material assets;
- inform management about an event that affected the work process, etc.
Thus, the memo allows you to quickly make decisions regarding work issues.
The basic rule that must be followed when writing a memo is brevity. It is important to clearly state the essence of the issue and the best ways to solve it. Typically the text takes no more than 6-7 lines.
When writing business letters, ethical standards must be followed. For example, it is inappropriate to write “I am bringing this to your attention” in a memo. It is easier to notify that the work schedule was violated by immediately moving on to a description of what happened, for example, “Yesterday, 05/18/2019, a natural history lesson was disrupted because of...”.
In order to save time and paper, many companies have adopted electronic document management. Any memo can be issued electronically and sent to corporate email. The secretary sorts letters and forwards them to the right address.
It is advisable that the sender use his electronic signature when preparing the document. To make sure that the note has been received and read, you need to request a notification that it has been read by checking the box next to the corresponding item in your email client settings.
There is no strict form for drawing up, but despite this, it is necessary to rely on the rules of GOST R 7.0.97-2016, according to which the following data must be present in the paper:
- cap, where the full name is indicated. and the position of the addressee in the dative case;
- Title of the document;
- date of writing and serial number;
- description of the situation, request;
- FULL NAME. and the position of the compiler in the nominative case, signature with transcript.
Save time
To reduce the time required for drawing up resolutions, an assistant or secretary can develop a standard text in advance and propose it to the boss. If the director agrees with the contents, then he will only need to sign and indicate the date. The resolutions used can be formalized. Most of them, with the exception of a few, have a typical, repetitive nature. All of them can be reduced to 10-15 options and printed on a sheet. When reviewing the document, the manager emphasizes the required resolution. This sheet then follows the act to the performer down the hierarchical ladder.
How to write a memo (sample according to GOST)
Companies have the opportunity to enter 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 there are no unified forms for such notices.
As for the service report, this is a type of report. As such, the form of this document is also not approved, 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:
We have determined the mandatory requirements, now let’s look at how a memo is written.
This type of arrangement of details in a document is called angular. But they can be placed on the sheet in other ways.
The picture shows the longitudinal placement of the details. And both options will be correct.
But even if it is customary for your company to draw up documents in a completely different way, do not worry, this will also be correct, since officials have not provided for a mandatory form.
Additionally
The content of the resolution determines the procedure for executing the document, a negative or positive solution to the issue raised in the act. With this in mind, many prop directors use different notation systems. They provide an opportunity to maneuver within the framework of the official nature of office work.
As a rule, symbols are used when putting down resolutions on appeals from citizens and during personal receptions. Thus, in one of the organizations, in the event of a positive resolution of the issue, the instruction included in the act in front of the client was not accepted for execution in the absence of the “Inform” mark. At another enterprise, a resolution was not implemented if it was written in black rather than purple ink. The establishment of such “specific” rules is not uncommon. Often, the use of conventions allows you to avoid or, conversely, quickly resolve difficult issues that arise in the framework of working with personnel.
How to properly register an incoming document?
Strict compliance with the requirements of instructions and regulations makes it possible to organize a rational document flow for the company - the movement of documents from the moment they are created or received until the completion of execution or dispatch. The basic principles of organizing rational document flow are:
- centralized (in the preschool educational institution) registration, reception, sending of documents;
- movement of documents along the shortest path with minimal time and labor costs;
- excluding the return of documents without a corresponding business need;
- exclusion of unreasonable approvals and parallel approvals of draft documents;
- organizing the movement of groups of documents that have the same route.
Delivery and sending of documents to the company is carried out by postal, courier, courier and telecommunications (telegraph, telephone, e-mail).
