WHEN IS AN OFFICIAL MEMO ABOUT CHANGING THE STAFF SCHEDULE AND A SAMPLE FOR ITS WRITING - QUESTIONS FOR A LAWYER

When a memo is drawn up about changing the staffing table and a sample for writing it

The organization's staffing table is an important document (local act), the presence of which is necessary and enshrined in the labor code.

It serves to form the organizational structure in the company and reflects all the main production issues relating to employees (it indicates their working hours, salary and allowances, assignment to certain structural divisions, etc.).

In order to make adjustments to this document, if necessary, a memo is drawn up. How to do this correctly and what to indicate when registering it will be discussed below.

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Which documents need to be transformed?

Changes to the staffing table occur due to the need to reflect planned reshuffles, reorganizations and other work processes in the document.
Changes based on any circumstances or events must be made documented. The basis for making adjustments to the staffing table is an order. It is this document that communicates to employees the decisions made by the manager. A manager's decision to amend the organizational structure or financial planning in order to improve the company's performance may be the result of continuous work by the entire team. In this case, the initial statement of the issue on which the decision was made can be made by any employee of the company.

Making proposals or informing about the state of affairs is documented in the following documents:

Service note.
Letter.
Notification.
Explanatory note.
Financial and economic justification.

Why is such a document needed?

In all organizations, the staffing table is drawn up strictly based on the required number of employees and the volume of work they perform, and is also a local act that determines the organizational structure, the presence of departments and divisions in the company, their mutual subordination and reflects the form of remuneration.

Such a definition is enshrined, in particular, in the Labor Code. Article 15 of the Labor Code of the Russian Federation states that all labor relations are built around this kind of local acts, including the staffing table itself. Its presence is required for all companies and individual entrepreneurs, which can be verified by regulatory authorities.

It must be drawn up with an exact indication of the number of employees in each department, the volume of their employment, the amount of salary and allowances, as well as some other information. This document is drawn up in accordance with the standardized T-3 form. If the need arises, the staffing table may change (for example, when the scope of work changes, when changes relate to positions, optimizing the number of employees, or, conversely, when increasing the staff and adding a new staff unit (a sample can be downloaded below), as well as when changing salary size).

Explanatory note justifying additional staffing positions

Terentyev Bogdan

The staffing level is established on the basis of intersectoral, sectoral and local labor regulations and makes it possible to determine the required number of divisions of an enterprise (institution, organization) or individual workers for the effective and high-quality implementation of the planned volume of work while ensuring conditions of scientifically based work and rest regimes.Staffing number is established separately for managers, specialists, employees and workers. The staffing table is drawn up for the payroll according to preliminary calculations for the planned peak volume of work for the year, with an increase of approximately + 3% for the content of vacancies (for admission, temporary disability and internship for students).Who should compile? There are no clear instructions regarding this issue in Russian legislative acts.

Explanatory note to the staffing table example

This document is drawn up in accordance with the standardized T-3 form. Important If the need arises, it may change (for example, when the scope of work changes, when the number of employees is optimized, or, conversely, when the staff is increased and a new staff member is added (a sample can be downloaded below), as well as when the salary level changes).

Example of a memo on increasing staffing levels

Internal memo on changing the staffing table to the Head of the State Unitary Enterprise of the city. Justification for introducing a staffing unit. Attention. In all standards, in addition to the names of the work performed, a detailed description of their content is provided.

“Time standards for work on documentation support of management structures of Federal executive authorities” Job title: processing of sent documents Work: Receiving executed documents, checking the correctness of documents, the presence of attachments specified in the main document, sorting sent documents by addresses and types of postal items, putting the address on the envelope, folding and inserting documents into envelopes, sealing envelopes, marking envelopes, compiling a register for registered mail, packing letters for sending to the post office.

Explanatory note on the introduction of a new accounting position

So, let's try to calculate the employee's labor costs per month for processing those types of documents that were listed above with a precise indication of the volume of work (see table). Letter to increase staffing levels Important It's fast and free!

Why is such a document needed?
Who should compose?
Requirements
How to write correctly?
How to format it correctly?
Ready-made version of the paper when adding employees

Why is such a document needed? In all organizations, the staffing table is drawn up strictly based on the required number of employees and the volume of work they perform, and is also a local act that determines the organizational structure, the presence of departments and divisions in the company, their mutual subordination and reflects the form of remuneration. Such a definition is enshrined, in particular, in the Labor Code.

Entering a staff position: sample justification

The main thing to follow is the general rule for filling out such documents:

First, you should create a header containing basic information about the addressee and the originator;
then indicate the name of the note and its number (if available);
after which the main content is described, telling about the reasons that led to the need to make adjustments to the schedule, as well as proposals for resolving this issue (for example, increasing the number of staff);
at the end of any memo there is always the signature of the originator and its transcript.

How to write correctly? An official memo informing about a change in the staffing table (samples can be found below) is written similarly to other official memos. First, you should indicate information about the compiler (for example, “from the HR department employee A.A. Sidorov.”

Who should compose?

There are no clear instructions regarding this issue in Russian legislative acts. As a rule, they are made up of personnel service employees who need to be informed about changes in the size of the work team (both during layoffs and when hiring new employees), which will entail a change in the schedule.

In addition, notes can also be drawn up by department heads (for example, if for technical reasons it is necessary to reduce the total working time, or if, during the expansion of operating capacity, a shortage of workers has been identified and additional employees need to be recruited).

Requirements

There are no strict requirements for the preparation of memos relating to the staffing table (as well as for the rules for drawing up the schedule itself - despite the presence of a unified form, it can be changed).

The main thing to follow is the general rule for filling out such documents:

First, you should create a header containing basic information about the addressee and the originator;
then indicate the name of the note and its number (if available);
after which the main content is described, telling about the reasons that led to the need to make adjustments to the schedule, as well as proposals for resolving this issue (for example, increasing the number of staff);
at the end of any memo there is always the signature of the originator and its transcript.

How to write correctly?

An official memo informing about a change in the staffing table (samples can be found below) is written in the same way as other official memos. First, you should indicate information about the compiler (for example, “from the HR department employee A.A. Sidorov to the director of Cyclone LLC, R.R. Ivanov”). Then the name of the note (about changing the schedule) is indicated, followed by the main information.

The document indicates the reasons that led to the need to make changes : an increase or decrease in the workforce, changes in the basic salary of employees, changes in the size of various allowances, changes in working hours, and others.

How to format it correctly?

After the memo has been drawn up, it should be registered in a special journal (intended for internal recording of memos). For this purpose, it must be assigned a number in accordance with the numbering of such a document accepted in the company. After this, the document is transferred to the authorities (or the person authorized to make adjustments to the staffing table), who decides whether the indicated changes should be accepted.

If the schedule changes, an appropriate order is issued informing that the necessary adjustments have been made.

Ready-made version of the paper when adding employees

A sample of a prepared memo informing about an increase in staff and the need to increase staffing levels.

General Director of P-West LLC Vorobiev R.L.

from HR manager Kuzin R.D.

Service memo No. 418-848 07/28/17

In connection with the expansion of production, I ask you to consider the possibility of making adjustments to the staffing number of workers (increase) in the following specialties:

turner - up to 5 people (currently 3 people);
mechanic - up to 11 people (currently 8 people);
welder – up to 2 people (currently 1 person).

Based on this, I ask you to make appropriate changes to the staffing table.

HR Department Manager Kuzin R.D. 07/28/17 (signature)

The staffing table is an act that spells out all the main points relating to the work process in the organization. It contains information about the number of employees, their working hours, salaries and other important information. You cannot make any adjustments to this data (for example, simply recruiting the necessary employees or changing the amount of wages). Before these adjustments can be implemented, they must be reflected in the revised staffing table.

It is for this purpose that memos are drawn up, informing the authorized person of the need to make these same changes.

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Display of vacant positions

Separate divisions include any departments of the company, including branches and representative offices, remote from the central office at fairly large distances. At the same time, only those divisions that have stationary workplaces can be considered as such (that is, they must be registered and operate at the same address for at least one month).

Only enterprises and organizations have the right to open separate divisions; individual entrepreneurs are exempt from this need, because by law they can carry out their activities anywhere in the country completely freely.

Separate divisions are in no way independent legal entities; they operate strictly within the framework established by the parent company and have only the funds that it provides.

The creation of separate divisions must be carried out in a certain order, and any company must include information about this in its registration documents.

There are no unified standards for writing an order to create a separate division, so enterprises and organizations can create this document in any form or according to a model approved in the company’s accounting policy. One way or another, the order must contain a number of certain information, namely:

number, date and place of creation - the locality in which the company is registered and its full name;
reflect the fact of creating a separate division;
indicate its status (branch or representative office);
indicate the address where it will be located;
list the functions that are assigned to the department;
determine the order in which it should carry out its activities (as a rule, it is written here that the division is obliged to work as prescribed in the Charter of the parent organization);
note the fact that, according to the law, a structural unit is not a legal entity;
Finally, the order must indicate the persons responsible for its execution: this may be the director himself or some other employee of the enterprise (usually a deputy manager).

After all, this document contains complete information about the organization’s personnel and the monthly wage fund (Article 57 of the Labor Code of the Russian Federation, section 1 of the instructions, approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1).

How to formulate the rationale for introducing a new position into the staffing table? Labor relations are an agreement between an employee and an employer (organization or individual entrepreneur) to perform work specified in the contract for payment.

During work, the employee is under the management and control of the employer, obeys the internal labor regulations and works in the interests of the employer (Article 15 of the Labor Code of the Russian Federation).

ImportantMain part 2.1 Algorithm for introducing an additional unit into the GP warehouse If it is necessary to increase the number of personnel at the GP warehouse, the following procedure is applied: 2.1.

The work of enterprises is associated with constant development and increasing the pace of work. For this reason, from time to time there may be a need to introduce a new position into the staffing table. This procedure actually has many serious aspects. It is important to decide not only on the name of the vacancy, but also to justify the innovation with documentation.

The introduction of a vacancy into the organization's staff should be carried out in several main stages. They can be divided into organizational and documentary support.

The laws of the Russian Federation determine that an organization can itself coordinate the number of hired workers. Also, at the initiative of the manager, employees can be added, existing positions can be renamed, or reductions can be made. But for each of the listed actions it is necessary to have serious justifications, which are expressed through the preparation of official calculations and documents.

An increase in staff and the addition of an additional unit usually occurs for the following reasons:

The scope of work was increased;
Additional technologies or areas have been introduced;
Adding a vacancy will help improve the performance of a department, business unit or enterprise as a whole.

The list is not final and other reasons may arise in the company that may justify the need for innovation.

An example justification is also called a memo. Let's consider an example of justification for introducing an additional unit into the staffing table due to an increase in document flow.

Especially many such documents are formed in the process of work of accountants, human resources workers and economists.

Employees of these departments can prepare a memo to justify the need to introduce a unit that must timely bind, file and transfer documents to the production archive. In addition, they can be issued upon request only upon signature.

An example of justification indicates:

Number of cases generated annually;
The time spent on binding, filing, receiving and issuing them.

The time spent per month is calculated. Based on this, the rate and salary of the future employee are determined.

A new position is introduced into the staffing table by order of the manager. The order is issued on the basis of the submitted memo.

The order specifies the following points:

The need to draw up a different structure in connection with the submitted application for amendments;
Indication of the department where the vacancy will be posted;
Name of the entered vacancy;
The size of the rate, official salary and other permanent allowances.

The order is approved by the manager and sealed with the seal of the enterprise.

A request to introduce a new position into the staffing table is expressed by a memo from the head of the department or structural unit that needs a new employee. The memo does not simply express a request to introduce changes, but provides official justification for this action. The new structural unit will require certain material costs from the enterprise. Therefore, it is very important in the note to calculate the feasibility of these costs and obtain financial benefits from the new employee.

In addition to the memo itself, it is necessary to develop the following applications:

Calculation of the volume of work generated;
Provide data on labor cost standards for specialties from the Decree of the Ministry of Labor of the Russian Federation of 2002;
Give an economic calculation of the profit received from the introduction of a new vacancy.

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The resulting benefit can be expressed, for example, in the fact that the introduced work unit will relieve significantly different specialists who will be able to spend the freed-up time on developing new ideas and concepts.

The organization's staffing table is an important document (local act), the presence of which is necessary and enshrined in the labor code.

In order to make adjustments to this document, if necessary, a memo is drawn up. How to do this correctly and what to indicate when registering it will be discussed below.

If you want to find out how to solve your particular problem, please use the online consultant form on the right or call. It's fast and free!

General Director of P-West LLC Vorobiev R.L.

from HR manager Kuzin R.D.

Service memo No. 418-848 07/28/17

turner - up to 5 people (currently 3 people);
mechanic - up to 11 people (currently 8 people);
welder – up to 2 people (currently 1 person).

Based on this, I ask you to make appropriate changes to the staffing table.

HR Department Manager Kuzin R.D. 07/28/17 (signature)

It is for this purpose that memos are drawn up, informing the authorized person of the need to make these same changes.

The staffing table is needed to take into account the structure of the company, its number and composition. It records the positions, specialties, professions of employees, and an indication of their qualifications. When it is necessary to make a change to the staffing table (SH), an order is issued. The signed order is stored in a separate folder.

Changes can be proposed not only by senior management, but also by department heads. For this purpose, a memo is drawn up. Based on such a note, an order is prepared.

What change will have to be recorded in the SR:

a new position has appeared, a new structural unit has been added;
changed the job title, renamed the department;
the tariff rate, salary changes (employee wages change);
liquidate departments and vacant positions;
are reducing staff and numbers.

Let's look at each of these cases in detail.

The order is issued in accordance with the general rules:

the name of the enterprise is indicated in the header of the document;
below they write: Order No., put down the corresponding number;
on the left indicate the locality, on the right - indicate the date when the order was issued;
indicate each change, the reason for which the adjustment is being made must be indicated;
indicate proposals for solving the described issues;
assign those responsible for the execution of the order;
if necessary, indicate those who should be familiar with the document (for example, an accountant);
signature of the author and its transcript.

150 units of incoming documents,
160 units of official correspondence,
50 management orders,
60 requests from counterparties,
additionally: 100 phone calls.

turner – up to 5 people (currently 3 people),
mechanic – up to 11 people (currently 8 people),
welder – up to 2 people (currently 1 person).

An example of justification for introducing a new position into the staffing table

Report on the introduction of a staff unit into personnel

Similarly, you need to calculate labor costs by category of work for the entered vacancy. If the employee’s current workload exceeds the number of working hours per month, the introduction of the position is quite justified.

Based on the calculation of labor costs, standards for the functions that the new employee will perform are determined and adjusted. After this, a draft job description is prepared.

A new position is introduced into a specific structural unit, therefore, a note addressed to the director is written by the head of this department.

The document must describe in detail the rationale for introducing a new vacancy.

How to introduce a new position into the staffing table?

The introduction of a vacancy into the organization's staff should be carried out in several main stages. They can be divided into organizational and documentary support.

To carry out this procedure, you must follow these steps:

Identify the need for changes;
Write a memo about the need for an additional unit;
By order of the manager, draw up a document indicating all existing vacancies, as well as newly created ones.

The names of positions in the staffing table must correspond to the approved state list.

How to justify the introduction of a new position into the staffing table?

An increase in staff and the addition of an additional unit usually occurs for the following reasons:

The scope of work was increased;
Additional technologies or areas have been introduced;
Adding a vacancy will help improve the performance of a department, business unit or enterprise as a whole.

The list is not final and other reasons may arise in the company that may justify the need for innovation.

Example justification - introducing a new position into the staffing table

An example justification is also called a memo. Let's consider an example of justification for introducing an additional unit into the staffing table due to an increase in document flow. I follow the rules for storing documents; in each department there is a person who is responsible for the timely delivery of filed folders to the enterprise archive or zonal archive. Especially many such documents are formed in the process of work of accountants, human resources workers and economists.

An example of justification indicates:

Number of cases generated annually;
The time spent on binding, filing, receiving and issuing them.

The time spent per month is calculated. Based on this, the rate and salary of the future employee are determined.

Order on introducing a new position into the staffing table - sample

A new position is introduced into the staffing table by order of the manager. The order is issued on the basis of the submitted memo.

The order specifies the following points:

The need to draw up a different structure in connection with the submitted application for amendments;
Indication of the department where the vacancy will be posted;
Name of the entered vacancy;
The size of the rate, official salary and other permanent allowances.

The order is approved by the manager and sealed with the seal of the enterprise.

Sample memo for adding a staff position

Customs lawOfficial memo to agree on an additional unit in the staffing table

In accordance with the instructions of the electrical supervision authorities, I ask you to include in the staffing table of the enterprise the positions of an electrician in the amount of 1 unit and a foreman in the amount of 1. It is advisable to formalize proposals to management in the form of a memo. Sample orders for changes to the staffing table Introduction to the staffing table of a new position 2.

A memo from the head of the department with And I am the general director and assumed these responsibilities. The management said that without an explanatory note the new staff will not be accepted, the process must be approached creatively, and Estelle’s example, usually, if there is a new staff and new positions are introduced, then they write a justification their introduction and all changes must be accompanied by memos from SOS managers! Explanatory note to the staff.

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Sample memo
Increasing staffing memo
How to write a memo to introduce a new staff position
Service memo for adding a staff unit sample
Office memo to agree on an additional unit in the staffing table

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In accordance with the regulations of the electrical supervision authorities, I ask you to include in the staffing table of the enterprise the positions of an electrician in the amount of 1 unit and a foreman in the amount of 1.

It is advisable to formalize proposals to management in the form of a memo. Sample orders for changes to the staffing table Introduction to the staffing table of a new position 2.

A memo from the head of the department with And I am the general director and assumed these responsibilities. The management said that without an explanatory note the new staff will not be accepted, the process must be approached creatively, and Estelle’s example, usually, if there is a new staff and new positions are introduced, then they write a justification their introduction and all changes must be accompanied by memos from SOS managers!

It's fast and free! Elena 11 10 Hello! Please tell me if it is necessary to draw up a memo for a visit to our partner’s enterprise by an employee of our organization.

How to write more correctly? Thank you in advance! You can write, for example, like this: The purpose of the visit is to collect information for the department, the planned date is October 17.

AIDA 12 10 Hello! Tell me how to fill out a memo if there is no delivery of modular buildings to the site and we cannot build a dormitory in time.

If an employee’s workload exceeds the number of working hours in a month, then you can safely prepare a memo to management. Several recommendations on how to discuss with management the workload of personnel and the required number of units

Modern managers, as a rule, understand the language of numbers well and do not take well to vague complaints about overload. If possible, you need to prepare an estimate of the organization's additional costs (for staff expansion and/or salary increases) and correlate them with the return that will ultimately be received.
It is better to go to a conversation with management, having in hand not only data on the workload of staff, but also specific proposals for the redistribution of responsibilities.

How to draw up an order to change the staffing table Consequently, they entail the need to make changes to the main organizational document that establishes the official and number of employees, which it is. In a letter from the Federal Service for Labor and Employment dated March 22.

2012 No. 428-6-1 states that the staffing table will change in such cases as: renaming structural units; renaming of positions; salary changes; reduction in the number or staff of employees.

25 of the Law of the Russian Federation of April 19, 1991 N 1032-1). Such information is provided to the employment service authorities.

The fact is that redundant links in business processes slow it down, sometimes many times over.

— the document needs to be signed by 5-12 approvers, and more than half of them have nothing to do with it in principle (for example, an application for making changes to a corporate information system may need to be agreed upon with the director of legal affairs); - accordingly, more than half of those approving do not read the document, but some of them “for the sake of order” or due to natural curiosity ask several questions;

Attention All standards, in addition to the names of the work performed, provide a detailed description of their content.

The compiler must clearly remember that this type of document is used only with horizontal interaction between officials. In the case where the addressee of the document is a higher-ranking official, it must be called a “Memo.”

We recommend including the memo sample 2020 in an album with samples of other documents used in the document flow of the enterprise.

This will allow performers to have at hand examples of the correct writing and execution of all standard business papers: letters, reports and memos, reports, acts, etc.

For this reason, from time to time there may be a need to introduce a new position into the staffing table. This procedure actually has many serious aspects. It is important to decide not only on the name of the vacancy, but also to justify the innovation with documentation.

How to introduce a new position into the staffing table? The introduction of a vacancy into the organization's staff should be carried out in several main stages. They can be divided into organizational and documentary support.

To carry out this procedure, you must follow these steps:

Identify the need for changes;
Write a memo about the need for an additional unit;
By order of the manager, draw up a document indicating all existing vacancies, as well as newly created ones.

The names of positions in the staffing table must correspond to the approved state list.

Attention

What documents are required? At the initial stage, a memo is drawn up, which reflects the information that serves as the basis for making changes to the staffing table. For example, due to an increase in the volume of work, it may be proposed to introduce additional vacancies. But if the volume of supplies decreases, it may be proposed to reduce some positions.

By the way, if vacancies are filled, then the procedure for registering changes to the staffing table will be initiated at least two months in advance, because employees, in accordance with Article 74 of the Labor Code of the Russian Federation, will need to be warned about the changes and given the opportunity to agree or refuse. But if the posts are vacant, the two-month period is not observed and accordingly the stipulated positions can be reduced at any time.

Justification for introducing a staff unit
An example of a memo to change the staffing table
How to draw up an order to change the staffing table
Order on amendments to the staffing table Service memo on the need to change the staffing table (filling sample)

Service memo about the need to change the staffing table (filling sample)

Service memo about changes in staffing

/ State / prakt.

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Based on this, the rate and salary of the future employee are determined.

Identify the need for changes,
By order of the manager, draw up a document indicating all existing vacancies, as well as newly created ones.
Write a memo about the need for an additional unit,

Consequently, when changes are made to the minimum salary, the salary must also be increased, which implies changes to the staffing table.

Read about the importance and significance of staff motivation here.

You will find the form for extracting from the staffing table here. The staffing table is a local document, the adoption of which must comply with the procedure established by law, implying the publication of a certain package of documents, and in some cases, coordination with the Trade Union Committee. Also, making changes at the initiative of the enterprise management is allowed in accordance with Article 74 of the Labor Code of the Russian Federation, but only if a certain procedure is followed, namely, notifying employees about the renaming of the position at least two months in advance.

Number of cases generated annually,
The time spent on binding, filing, receiving and issuing them.

Art. 57 (providing subsidies and benefits to specific positions, the presence of restrictions),
Art. 195.3 (application of professional standards).

Memo on the introduction of a new position into the staffing table

A request to introduce a new position into the staffing table is expressed by a memo from the head of the department or structural unit that needs a new employee. The memo does not simply express a request to introduce changes, but provides official justification for this action. The new structural unit will require certain material costs from the enterprise. Therefore, it is very important in the note to calculate the feasibility of these costs and obtain financial benefits from the new employee.

In addition to the memo itself, it is necessary to develop the following applications:

Calculation of the volume of work generated;
Provide data on labor cost standards for specialties from the Decree of the Ministry of Labor of the Russian Federation of 2002;
Give an economic calculation of the profit received from the introduction of a new vacancy.

Verification and collection of information was carried out with the support of Mincredit.ru

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Approval of staffing

It is approved by an order of the employer, which is signed by the head of the organization or another person authorized by him.

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What is the difference between approval and amendment documents? The execution of orders is regulated by Resolution of the State Standard of Russia No. 65-st of March 3, 2003.

In accordance with

GOST R 6.30-2003

The order form must contain such variable details as title and text. The difference between a change order and an approving order lies in the wording of these details.

If the approved form is corrected, an order is issued with the heading “On making changes to the staffing table.” If the adjustments are large-scale, then it is more correct to approve a new updated form. The title of the order will be: “On approval of the staffing table.”

Amendments to a document reflecting the structure of the organization occur as a result of consideration of:

memo;
letters;
explanatory note;
notifications;
feasibility study;
financial report;
analytical note.

As a consequence of making a decision on the need to adjust the HR, for example, in connection with changes in salaries, positions and their names, working conditions, staff reduction, the employer has the need to prepare introductory, informing, and approval documents:

Employee consent.
Contract of employment.
Personal card.
Employment history.
Internal labor regulations.
Regulations on remuneration and bonuses

Expansion of staff - when it may be needed

There are many situations in which staff expansion may be required. Thus, the reasons for the need to increase staff include:

Increased workload on staff.
Temporary loss of ability to work of one or more employees.
An employee going on maternity leave or transferring him to another position.
Opening of new structural divisions.
Complication of technological or organizational processes.
The emergence of new problems that need to be solved.
The need to expand production volumes or services provided.

And this is just a list of the most popular situations in which such measures may be required. In practice, the need to increase the staff or its number can be dictated by a wide variety of requirements, up to the need to fulfill the quota for the employment of disabled people - separate special positions can be introduced for them.

Who initiates the increase in staff?

By default, only the director of the enterprise has the authority to actually expand the workforce. However, these powers can also be delegated to other employees, most often directly to the heads of structural divisions or employees of the personnel department. The procedure for expanding staff, rights and obligations for hiring new specialists, if any, must be reflected in the local regulatory documents of the enterprise - otherwise the final decision must always be made directly by the head of the business entity.

Accordingly, an increase in staff can be initiated by:

Direct director of the enterprise. In this case, he only needs to issue an order to change the staffing table and increase the number of workers.
Head of a structural unit. Depending on the adopted local regulations, the heads of individual structural divisions may be granted the right to make independent decisions on expanding the staff of the departments entrusted to them.
HR worker or HR manager. In some cases, the right to expand or increase staff is granted to personnel department employees who make the final decision on this issue.
Ordinary employee. An ordinary worker can also report the need to expand the workforce, but the final decision must be made exclusively by a person authorized to carry out these actions.

Thus, almost every employee needs to know how to draw up a justification for increasing the number of employees and submit the necessary documentation to management.

Ways to increase staff

When it comes to expanding your workforce, you need to understand that it can be done in two ways. Thus, an increase in the number of employees may involve both the direct creation of new positions in the staffing table and an increase in the number of employees in existing positions. Each of these aspects may have its own characteristics of legal regulation within the framework of local regulations and acts.

Increasing the number of employees without introducing new positions is relevant when it is necessary to increase the productivity of existing departments, create a new structural unit identical to existing ones, or ensure the functioning of an operational reserve at the enterprise in case of illness or maternity leave of existing employees in order to avoid downtime and timely execution of the economic plan .

The addition of a new position when expanding the staff may be required both for a more effective division of labor responsibilities, and in accordance with changes in the organizational or technological conditions of work. In addition, adding new positions to the staff can be used to differentiate responsibilities and salaries between employees of the same level who have similar tasks, but different productivity and length of service.

What is the rationale for increasing staffing?

As you can understand from the information above, even a simple ordinary employee who understands that this procedure is necessary can initiate an increase in staff. However, this information also needs to be conveyed to the management of the enterprise and specific persons responsible for making decisions on increasing the number of employees.

In order to ensure rational use of enterprise resources and assess the practical benefits of expanding staff, it may be necessary to draw up a justification for increasing the number of employees. This justification is a memo that sets out not only information about the need to increase staff, but also specific reasons why the specified personnel measures should be carried out.

At the same time, the enterprise may even establish a special form for drawing up a justification for an increase in staff, and may provide for the preparation of this note in free form. Most often, the justification indicates the number of operations actually performed by the employee if it is necessary to increase the staff without expanding positions. Or they describe the feasibility of introducing a new position for a more efficient division of labor and successful conduct of economic activity.

Memo on increasing the number of employees - sample, drafting example

If you need to write a memo about increasing your staff, you need to take into account several important details:

Firstly, if the enterprise provides any special forms for drawing up official memos, then it is necessary to use them.
Secondly, the note itself must be drawn up in the name of either the head of a structural unit, or the head of an enterprise, or the person responsible for personnel policy and staff expansion.
Thirdly, the justification must demonstrate the direct benefit of expanding staff to management, and not simply report the high workload on the employee and the need to reduce it.