How to write a competent explanatory note when you are 15 minutes late for work

An explanatory note for work is drawn up in the event of the commission of certain actions or misdeeds. The note is an internal document of the company. In the article we will tell you in detail who and in what cases it is written.

There is no approved form at the legislative level. However, the management of the organization can approve an approximate template for guilty persons. The note is written by hand or printed on a printing device on a regular sheet of paper (A4 format can be used). It is drawn up in one copy and handed over to the responsible persons for consideration of the issue. The most important thing is that the document contains information about all participants, the date and the personal signature of the employee.

The reason for drawing up a note can be for various reasons, depending on this, the document is distinguished:

During his working life, an employee may not write a single explanatory note, however, everyone needs to know the basic rules for writing.

Rules for writing explanatory notes for work

Many employees are afraid to write letters of this kind, because this means admitting their guilt for violations or omissions in their work. Here's what you need to pay attention to when compiling:

• do not indicate unnecessary information, do not go into unnecessary digressions and narratives, indicate only relevant, reliable and useful information;
• do not use slang or eloquent phrases that insult other people, or, conversely, praise another colleague whose position he supports;
• indicate reliable information, management does not like employees who try to shift responsibility onto their colleagues; on the contrary, admitting a mistake and repenting will be more endearing than hiding the truth;
• You need to write carefully and legibly, try to avoid spelling errors, otherwise the note can only cause irritation from reading.

The final decision of management on the punishment depends on the correctness of filling out the form; for example, they will issue a reprimand and not a reprimand.

What is indicated

Although there is no standardized form, certain information still needs to be reflected:

• the header of the document indicates to whom the message is being written (full name, position and name of the organization), as well as information about the person who wrote the note (full name and position);
• the name of the document is indicated, in our case – “Explanatory Note”;
• then the person’s explanations are written, namely: what kind of violation was committed; the reason behind the failure in work (In addition, you can express words of regret about what happened and make a promise that such situations will not happen again);
• Below is the date of compilation;
• the applicant puts a personal signature and transcript.

Explanatory notes can be drawn up for various reasons. Depending on the violation committed, there are certain nuances in their preparation; we will consider them.

When to write an explanatory note if you are late for work

An explanatory note about being late for work is an official document. It includes a description of the incident of lateness itself, as well as an explanation of why the employee allowed it. In this note, the originator acknowledges that he was late; in the future, the note serves as confirmation of this fact, including when deciding on the validity of subsequent dismissal.

Is an explanatory note for being late always necessary?

An explanatory note for being late is needed in cases where the employee’s manager requests it . Often, if you are 10–15 minutes late, there is no question of drawing up such a document, but formally the boss has the right to ask the subordinate to write it in this case too.

Writing Guidelines

The standard period for writing a note is two days . This document is drawn up on an A4 sheet. However, the details of this document may vary between institutions. In particular, there are no general requirements regarding where on the sheet the date and signature of the compiler should be placed, and where the heading should be placed. Thus, any enterprise or organization can develop its own form.

Formally, the law requires that the HR specialist accept such a note in any case. This rule also applies in a situation where it is drawn up in a completely different way compared to what is provided for in a given company.

However, an employee who is late is advised to find out the form accepted in the organization and adhere to it.

An explanatory note about being late for work includes two components:

1. The factual part describes the reason for which the note was written, obviously in this case it was lateness. This part also specifies how long the employee was not at work due to lateness and on what day the incident described happened.
2. The explanatory part, which contains the position of the compiler, preferably supported by arguments with the help of which he explains why the delay occurred. It is acceptable to state the reasons for being late concisely, as well as talk about them in detail. The main requirement is that they must sound truthful. If something happened that forced the employee to come to work late, and he has confirmation of this, it is advisable to provide this confirmation. This way, the employee will be able to avoid consequences or at least mitigate them.

There is no strict rule regarding whether to write an explanatory note by hand or type it on a computer device. However, personnel department staff strongly recommend that you draw up this document by hand .

The reason is that its presentation in this form will subsequently eliminate any doubts about its authenticity.

It happened that when a late employee wrote a note on the computer, he later rejected it, claiming that he had nothing to do with it.

An acceptable compromise option for HR officers is to draw up a document in printed form, followed by the employee entering his position and last name by hand, as well as his signature.

It is believed that these details are sufficient for the document to be considered as undoubtedly genuine, and for there to be no possibility of challenging it.

It is worth mentioning that it makes sense for the employee to exercise caution . In practice, there have been cases when the employer, for his part, drew up several similar documents, which gave him the opportunity to fire an employee without real grounds.

Therefore, it is also beneficial for the employee himself to determine from the very beginning that he will write any notes in his own hand (or, at least, add his position and last name in his own hand). As the proportion of written text increases, the document becomes more reliable.

Likewise, there are no exact rules regarding document structure , but there are a number of informal but common norms. They should not be taken for granted, but they are worth focusing on. A document drawn up in compliance with them will be perceived by many personnel officers as “correct,” although the drafters have no obligation to follow these standards.

1. There is a header at the top of the explanatory note. It requires the position of the compiler, his last name, first name and patronymic, as well as the full name of the employee to whom it is addressed.
2. This is followed by the title of the document, that is, “Explanatory Note”.
3. After it comes a clarification of what exactly we are talking about, in this case they write “about being late for work.”
4. The text of the note is placed even lower. In it, the employee clearly indicates that he was late, and then gives the reasons why this happened. It is recommended to write as briefly as possible.
5. At the bottom of the sheet in its left corner they write the day when the employee wrote the note.
6. The employee’s signature is also placed in the bottom right corner.

It is worth noting that the reason for being late must be indicated correctly. In particular, the wording “I overslept” would be unsuccessful. The option “the alarm clock didn’t go off” will also not necessarily be recognized as a valid reason for being late, but at least it will look more acceptable in the document itself.

Additional documents

Any papers that will help certify that the delay occurred precisely for the reason specified by the employee should be attached to this note .

Among other things, this may be a certificate from a medical institution or a document from a service station (STS) , certifying the fact that the employee’s car has broken down. If there was a violation by the compiler of traffic rules, as a result of which he was detained by traffic police officers and did not make it to work on time, then the supporting document will be a protocol of administrative violation . If an employee gets stuck in a traffic jam, traffic police officers can issue him an appropriate certificate .

It is also possible that an employee was on his way to work on public transport when the vehicle broke down. In this case, he can ask the bus or trolleybus driver to certify in writing that a breakdown has occurred .

Sometimes a situation arises when the train is canceled, so the employee cannot arrive at work on time. In this case, the latecomer should go to the ticket office at the departure station to get a certificate , which will certify that the train really did not leave on schedule.

Finally, if an employee writes that his alarm clock did not work, he can be provided with a document from the repair shop confirming that the device was indeed broken.

What can happen if you are late?

The Labor Code of the Russian Federation contains the following list of sanctions that can be applied to an employee who is late: reprimand, reprimand or severe reprimand and, finally, dismissal . Obviously, the fine is not indicated in this list, so formally punishing a late worker with a ruble is unacceptable. However, taking into account the fact that employees often receive part of their salary in the form of bonuses, management has the opportunity to punish the offender financially.

In addition, it should be borne in mind that for one misconduct an employee can only face one sanction; two punishments are not permissible. In other words, if there is a reprimand, it is no longer possible to fire an employee .

It is established by law that for the first time late, the most severe permissible sanction is a severe reprimand, not dismissal. Dismissal becomes possible if an employee is late several times.

For late arrivals there is a possibility of repayment. If the employee has not committed such violations during the year, it is considered that he was not late. The next delay in this case will be his first.

Thus, an explanatory note about being late for work is a document that is drawn up at the request of the authorities. It does not have a strict form established by law, but there is a recommended template that it is advisable to follow. It is preferable to write the explanatory note by hand. It should also be accompanied by any documents that can confirm what the originator wrote in the note itself.

An interesting video about how to correctly write explanatory notes on any occasion.

https://youtu.be/SqgREI3Vr5M

https://youtu.be/Set4_ck17n4

Explanatory note for being late or absenteeism

If an employee was absent from the workplace without a valid reason, this may be grounds for dismissal from work. In the note, the offending employee indicates his full name, position, number of days missed, reasons for absenteeism and an explanation for this fact. Most often, employees cite the following reasons:

• unexpected deterioration in health;
• to care for a sick family member;
• getting into an accident;
• weather conditions made it impossible to get to the place of work;
• temporary detention.

In any case, if unforeseen circumstances occur, you need to inform your immediate person that you will not be able to appear for certain reasons. At the same time, when going to work, have with you evidence of valid reasons for absence or lateness (certificate from the hospital or housing department, from the traffic police about the accident, etc.).

For being late or absenteeism - sample explanatory note

How to compose

Within the given two-day period, the employee must draw up an explanatory note about being late for work. The text of the note should state the reasons why the employee was late. If a citizen has documentary evidence of what happened, it is necessary to attach them as evidence.

For example, if an employee was late due to the fact that on the way to work he was stopped by a traffic police officer, then a copy of the drawn up protocol on the administrative offense (if there was a violation itself and the drawing up of the protocol) will be a significant document proving the sincerity of the employee.

Note! An explanatory note about being late refers to official notes, so it is written in a business style. It is recommended that the explanation be written by hand, since when using printing devices, situations may subsequently arise where the authorship may be in doubt.

Since there is no strict form for this document, the preferred format of official correspondence can be regulated in accordance with the standards of a particular institution.

Important! An explanatory note about being late for work must be accepted, even if its format does not comply with accepted rules.

Failure to implement work plan

The work of each company is aimed at fulfilling certain plans. It will be ideal if the employee can handle a certain volume within a specified period of time. For example, a craftsman will produce the required number of parts in a month, and a seller will sell goods for a certain amount.

If an employee does not meet these standards, he will have to explain himself to his superiors. The document indicates exactly what he failed to cope with, what planned amount of work was established, and what was actually completed. It is also required to explain why the plan was not implemented, for example, equipment breakdown, low store traffic or other reasons. In addition, you can additionally suggest how to change the situation, improve labor productivity and production at the enterprise.

Failure to fulfill the work plan - sample explanatory note

Being late: concept and main reasons

Lateness is considered to be arriving at work later than the scheduled time. Interval: from one minute to 4 hours in a row, after that it’s time to skip.

An explanatory document is a type of official document, which, although drawn up in any form, should still be adhered to in a business style. The recommendation is conditional. Of course, a lawyer, journalist or other talkative specialist will easily and beautifully describe the compelling reasons for their action. But you can hardly expect such verbal outpourings from a carpenter, turner or driver. And everyone is late.

The delay may go unnoticed, then there will be no need to explain. But if an employee of a budget organization is caught, there are two working days for excuses. This is exactly the period established by Art. 193 Labor Code of the Russian Federation.

From practice, we can highlight the main reasons why people are delayed:

• traffic jams;
• health problems;
• water pipe break;
• car breakdown;
• the door lock is broken;
• stopped by traffic cops;
• the alarm did not go off;
• detained at school or kindergarten.

It is clear that employees can lie, therefore, in addition to stating the reason, the employer has the right to demand documentary evidence of what happened.

https://youtu.be/shsGPMwA5DU

To the tax service

Unfortunately, accounting employees also commit violations. It could be:

• untimely submission of reports to the inspection;
• errors in words or numbers when submitting declarations;
• discrepancies in the submitted reporting of the organization with the tax service database.

In this case, the employee will have to write an explanatory note addressed to the director, and also explain the violations to the tax inspector. In the latter case, you must attach a corrected declaration. The note must answer the inspector’s question, why the mistake was made, what calculations were used, etc.

To the tax service - a sample explanatory note

From the cashier

Accounting is a very responsible job, especially for a cashier, because he carries out daily transactions with money. Each violation must be documented in an explanatory note. It is issued in the following cases:

• incorrectly entered amount in the check;
• unreasonable return of money at the cash register;
• presence of shortages or surpluses in the cash register;
• improper execution of cash documents.

All this will be a reason to provide explanations for the identified violations. The paper states the date of the error, the incorrect amount, document numbers, and the reason for the violations. Information is required to indicate whether the error has been corrected and how. If available, supporting documents are attached.

From the cashier - a sample explanatory note

To a kindergarten

In kindergartens, parents may be required to explain if their child did not attend preschool; for example, if the baby got sick, the parents did not go to the clinic, but treated themselves.

The document is written to the head of the kindergarten, providing information about the child, how many days he missed, and the reasons for his absence.

To kindergarten - sample explanatory note

Is there a time limit for submitting a written explanation?

According to Article 193 of the Labor Code of the Russian Federation, a late worker must provide a written explanation at the request of the employer before applying a disciplinary sanction. He is given two working days for this. If, after this period of time, the employee does not submit an explanatory statement, a corresponding act is drawn up.

At the same time, the failure of latecomers to provide an explanation cannot be considered as an obstacle to applying a disciplinary sanction.

To university

Absence from classes at an educational institution is also a reason for explanation. In this case, it does not matter for what reason the absence occurred, for good reasons, or the student simply skipped work.

The student must personally write a note addressed to the rector or dean of the university. Indicate the number of days missed and the reasons for absence. You can attach documentary evidence to support your words. For example, a certificate from a hospital.

To the university - sample explanatory note

Each case is unique and depends on the circumstances. At the same time, if the employee refuses to write an explanatory note, then he draws up an act in two copies. One is transferred to the HR department, and the second remains with the employee.

According to the law, valid reasons include:

• Illness of an employee or close relative. In this case, this circumstance must be confirmed by a certificate from the medical institution.
• It is more difficult for parents in this case: the child may unexpectedly get sick, and there are usually long queues at clinics. Here it is better to inform the manager about the delay by phone, followed by a written explanation.
• A close relative died. Here, similarly, you need a supporting certificate.
• Utility accident. To recognize the reason as valid, you must provide a certificate from the Housing Office about the incident.
• An accident that was not the fault of the employee. Oh, doesn't apply to a valid reason. In the same way, traffic jams on the streets or other disruptions on the road do not apply to respect.

However, if the employee is a valuable specialist, management can turn a blind eye to lateness, provided that it is not repeated and the worker is aware of his guilt.

It must be borne in mind that in any unforeseen scenario of being late for work, it is better to try to warn management about what happened. This will help in the future with a written explanation, and the offense will not be assessed so strictly. A well-written explanation with a truthful confession is the best chance of avoiding punishment.

Why is it better to write an explanatory note by hand?

The legislation does not regulate specific provisions regarding how the explanation must be filled out - by hand or printed. But in practical life, personnel officers and secretaries of institutions require filling out documents by hand. This is explained by the fact that in this way management insures itself against conflicting accusations. In practice, in conflict situations, there are cases when employees refused written explanations, citing the fact that the explanations were not printed by them.

Sometimes personnel employees only allow you to write down by hand only your position, full name, and signature. This, as a rule, is enough to determine handwriting in case of conflicts. It is better for an employee to write the entire note by hand in order to protect himself from dishonest managers who, having a grudge against the employee, may insert printed explanations. The more handwritten text there is, the easier it is to confirm or disprove authorship.