Common mistakes when compiling orders, correction options. Orders for administrative and economic activities

Orders contain details, the composition and procedure for registration of which is defined in GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Documentation requirements. I draw your attention to the fact that from July 1, 2017 GOST R 7.0.97-2016 “System of standards for information, librarianship and publishing. Organizational and administrative documentation. Requirements for paperwork”, which will replace the previous GOST R 6.30-2003.

In accordance with the Federal Law of June 29, 2015 No. 162-FZ “On Standardization in the Russian Federation”, standardization in Russia is based on the principle of voluntary application of standardization documents (if this does not apply to defense products). Therefore, when developing the Instructions for Paperwork, we have the right (but are not obliged) to take the state standard as the basis for processing the details, and we are not prohibited from clarifying and supplementing its requirements.

In this article, we will further consider the rules for issuing details, already taking into account the new GOST, as well as the recommendations “Organizational and administrative documentation. Documentation requirements. Guidelines for the implementation of GOST R 6.30-2003 "(approved by Rosarkhiv).

Attention, in GOST R 7.0.97-2016, the numbers of details used in orders have changed, but there have been no fundamental changes in their design, and we will draw your attention to the available details.

Further, in the examples of this article, to designate the details of documents, we will use the numbering introduced by the new GOST R 7.0.97-2016. The rules for issuing orders and instructions are the same (hereinafter in the text, for simplicity, we will only mention the order).

Order form

The form of a specific type of document includes the details:

01 "coat of arms" or 02 "emblem" or 03 "trade mark (service mark)", if the organization has the right to use something from this list;
05 "name of the organization - the author of the document". Under the full name of the organization below, in brackets, the abbreviated name may be indicated (strictly in accordance with the constituent documents). See example 2.
If the author of the document has a parent organization, then it is indicated (in full or abbreviated form) above it (Example 2).
If the order is issued by the head of a subdivision (for example, a branch), then its name is indicated below the name of the author organization - requisite 06 (Example 1);
09 "document type name"- in our case, "ORDER";
13 "place of compilation (publication) of the document" and
if necessary, limit marks for the boundaries of the zones for the location of details 10 "date" and 11 "registration number", as well as 17 "title to text".

Example 1

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Example 2

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The rules for the design of forms are established by section 6 of the new GOST. It allows their production on sheets of A4 format (210 × 297 mm) and less. But for orders you need to use A4 format. Regarding the fields, GOST says the following:

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GOST R 7.0.97-2016 “System of standards for information, librarianship and publishing. Organizational and administrative documentation. Documentation requirements. Section 6 "Forms of Documents"

Each sheet of the document, drawn up on a letterhead or without it, must have fields of at least:

20 mm - left;

10 mm - right;

20 mm - top;

20 mm - lower.

Documents of long (over 10 years) periods of storage must have a left margin of at least 30 mm...

Details of the order, drawn up on the form

Props 10 "document date" contains the date the order was signed. It is written in the sequence day of the month + month + year in one of two ways: numeric or alphanumeric. For example, "05.05.2017" or "May 2017". In the Instructions for the office work of the organization, it is worth choosing one of them.

Props 11 "document registration number" on the same line as the date. It is better that it contains an index of the order belonging to a certain document flow (at least with reference to the storage period) and a serial number within it during the year.

Props 14 "bar for restricting access to the document" indicated if the order contains restricted information. On the first sheet, in the upper right corner, the appropriate stamp and copy number are affixed (for example: “secret”, “confidential”, “for official use” or “chipboard”). See example 3.

Example 3

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Props 17 "title to text" is the summary of the document. It is formulated with the preposition "o" ("about") and answers the question "about what?":

an order (about what?) on the creation of an attestation commission;
an order (about what?) on the approval of the staffing table, etc.

The title to the text is drawn up under the details of the form.

It is written in a regular font (not "bold") without a dot at the end.

Personnel order headings often include:

action name and
initials with the surname of the employee (employees) in respect of which this action is carried out, for example:
- “On the transfer of I.O. Besfamilny",
- “On the disciplinary responsibility of P.E. Petrushina,
- “On the dismissal of K.S. Kosachev and R.P. Pisarev".
  More than four employees are usually indicated in the heading in a generalized way, for example, “On encouraging employees of the personnel management directorate.”

Props 18 "document text" separated from the title by two or three line spacing, printed from the left border of the text field. Previously, there was a recommendation to print it using 1.5 line spacing for easier reading, but it was not included in the new GOST. We will not change the established practice at our enterprise.

At the same time, other details consisting of several lines (heading to the text, position in the signature, and others) were always printed with 1 line spacing.

Let us quote that part of GOST R 7.0.97-2016, which regulates the design of the text in orders:

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5.18. The text of the document is drawn up in the state language of the Russian Federation or the state language (languages) of the republics within the Russian Federation in accordance with the legislation of the republics within the Russian Federation.

The text of the document, prepared on the basis of legislative or regulatory legal acts, previously issued administrative documents, indicates their details:

name of the document, name of the organization - author ... date ... registration number ... title to the text or name of the type of document;
name of the organization or position of the person who approved the document, date of approval of the document.

The text of the document may contain sections, subsections, paragraphs, subparagraphs, numbered with Arabic numerals. There should not be more than four levels of text rubrication.

In orders, the text is written in the first person singular (“I order”)...

In joint documents, the text is written in the first person plural (“we order”, “decided”)...

In the texts of documents, only generally accepted abbreviations and graphic abbreviations are used.

When using the names of persons in the text, the initials are indicated after the surname ...

And we will add that in the text of the order before the Surname I.O. the position of the employee should be indicated, tk. at work (especially in large organizations), people are primarily identified by position and profession, and only secondarily by personalities.

The text of the order consists of two parts: ascertaining and administrative. AT ascertaining part the rationale for the prescribed actions is given. If the basis for issuing the order was a legislative or regulatory act of a higher organization or a document previously issued by your organization, then a link to it is given in the ascertaining part. In this case, such wordings as "Based on ...", "In pursuance of ...", "In accordance with ..." (as in Example 3) can be used.

If the order is issued on an initiative basis, the ascertaining part formulates the goals and objectives of the prescribed actions, sets out the facts or events that caused the issuance of the order. In this case, such wordings as “For the purpose of...”, “In connection with...” can be used (see Example 4).

Example 4

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If the prescribed actions do not need clarification or justification, the ascertaining part may be absent.

It ends with the word: “I ORDER:”, which is drawn up on a separate line from the border of the left field in capital letters (there was still a practice to print it in a row and in bold, now it is less common).

The ascertaining part of the order ends with the word: "I OFFER:" or "I OBLIGATE:", which is drawn up in a similar way.

Administrative part The text of the order is divided into paragraphs, which are numbered in Arabic numerals with dots. A well-formulated assignment should include:

an indication of the specific action to be performed, expressed by the verb in an indefinite form;
one or more performers (if there are several, then it is noted which of them is responsible). Usually, a specific official (or persons) is indicated as the executor, less often - a structural unit (then its head is responsible for the proper execution of the order);
period of execution.

As a rule, the executor of the order and the deadline for execution fit into the same (Example 5). But we began to transfer them to separate lines so that this information stands out better and is easier to load into the EDMS (Example 6).

Example 5

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7.2. Senior Specialist of the Human Resources Department Fedorov K.M. make additions to the Internal Labor Regulations on the prohibition of smoking on the territory of the Company, except in specially designated places. Deadline - 31.10.2017.

Example 6

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7.2. Make additions to the Internal Labor Regulations on the prohibition of smoking on the territory of the Company, except in specially designated places.

Responsible: senior specialist of the personnel department Fedorov K.M.

Deadline: 31.10.2017.

Period of execution it is better to indicate simply the date without prepositions, the meaning of which (as practice has shown) can be interpreted differently by different people. Those. it is not necessary to write "To the senior specialist ... to submit ... before 05/31/2017" or "by 05/31/2017". From the point of view of the Russian language, such a wording means that the order must be completed before May 31, i.e. through May 30th. But most think otherwise. Therefore, it is necessary to formulate clearly, and it is even desirable to explain the meaning of the text structures used in the Office Work Instructions, so that, having met a surprised look, you have something to retort.

The wording shown in Examples 5 and 6 clearly requires that the order be executed before the end of the working day on May 31, 2017.

The deadline for execution in the paragraphs of the administrative part of orders is not indicated in cases where the prescribed actions are of a regular or normative nature (i.e., their implementation is prescribed for the entire period of validity of this order).

If necessary, a separate paragraph at the end of the order lists previously issued documents (orders, orders) or parts thereof, which are canceled, changed or supplemented by this order (see paragraph 3 of the order from Example 3).

Special clause on control performance is drawn up in the administrative part of the text last. We do not use archaic turns of the type “I reserve control over the execution of the order”. Only if the head who signed the order delegates his right to control its execution to another official, it is indicated (see paragraph 4 of the order from Example 3).

props 19 "mark about application" is considered (see two marks "19" in Example 3):

and a mention of the existence of an application in the text of the order,
and a mark on the application itself in the upper right corner with a link to the "mother" document.

Let's see what else the new GOST says about the design of this mark in orders:

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GOST R 7.0.97-2016 “System of standards for information, librarianship and publishing. Organizational and administrative documentation. Documentation requirements.

5.19. ... In administrative documents (decrees, decisions, orders, instructions), contracts, regulations, rules, instructions and other documents, the mark on the application is drawn up as follows:

in the text of the document, at the first mention of the document-application, in brackets is indicated: ... (application) or ... (application 1); it is allowed to put a number sign before the application number: ... (application No. 2);
on the first page of the application document in the upper right corner it is indicated:

Prop lines are left-aligned or centered relative to the longest line.

If the annex to the administrative document is a normative legal act or other document approved by this administrative document, the first sheet of the application shall contain a note about the application (without reference to the administrative document) and an approval stamp, which indicates the data of the administrative document by which the document-application is approved.

Thus, the developers of the new GOST settled a long-standing misunderstanding, according to which, on the application approved by the administrative document (if you read GOST R 6.30-2003 verbatim), it was necessary to draw up both the application mark and the approval stamp, duplicating information about the “parent” document in them . Therefore, in practice, one of these details was usually drawn up. Now we will draw up their symbiosis (see "19" in Example 3), it makes sense when you need to indicate the application number (compare the marks "19" in Examples 3 and 4).

Props 22 "signature" includes the title of the position of the person signing the document, his handwritten signature, the transcript of the signature (first initials, then surname) - see Examples 3 and 4.

The more information about the author of the document is contained in the form (the so-called "header"), the less of them remains in the "signature" attribute. In the orders above, at least the name of the organization is given, then it is not necessary to duplicate it in the position of the signature (we will not write there “General Director of PJSC Medveditsa”). If the order is issued on the letterhead of an official, then his position in the requisite "signature" evaporates completely, only a stroke and its transcript remain.

The signature on the order / order is not certified by seal.

See the article "Registration of the requisite "signature"", taking into account the requirements of the new GOST R 7.0.97-2016

Props 25 "mark about the artist" includes the surname, name and patronymic of the performer in full, his phone number (internal or full). It can be supplemented with the title of the position, structural unit and e-mail address of the performer.

It is usually drawn up on the last sheet of the document from the border of the left field closer to the bottom field of the document so that the signature and approval visas fit above (see Examples 3 and 4). If there is no space left for this on the front side of the last sheet, then the performer can also be indicated on its back at the bottom left.

The presence of such a mark saves the signatory from unnecessary communication, most of the questions on the document, if they arise, will be asked to the contractor who prepared the project. The new GOST correctly recommends indicating his full name and patronymic (unlike the previous GOST R 6.30-2003) - so it immediately becomes clear how to address a person.

See the news "New GOST for organizational and administrative documentation" with an Internet address where you can read the text of the new GOST

Dear members of the PRO-Secretariat community! By your numerous requests, we are posting an article by V.F. Yankova "Order without errors", published in No. 4 2009 of the "Reference book of the secretary and office manager". An order is an administrative document issued by the head of the organization. From a legal point of view, an order is an act of management, an authoritative instruction of the head, given within the limits of his powers. The order is issued in writing and contains norms, instructions that are mandatory for execution.

Order - an administrative document issued by the head of the organization. From a legal point of view, an order is an act of management, an authoritative instruction of the head, given within the limits of his powers. The order is issued in writing and contains norms, instructions that are mandatory for execution.

Grounds for classifying orders

In the practice of managerial activity, it is customary to separate orders for core activities from orders for personnel. The reason for this is the period of storage of orders: orders for the main activity are stored permanently *, and orders for personnel - 75 years, as well as the fact that for many orders for personnel there are unified forms ** that are mandatory for application and structure texts different from orders for the main activity. Given this circumstance, further we will talk about orders for the main activity, for which there are no unified forms, and therefore we can assume that they are drawn up in free form, as far as this concept - free form - can be applied to the document.

Another basis for classifying orders is the legal status of the information contained in the order. From this point of view, orders are divided into normative legal acts and non-normative legal acts.

Regulatory legal acts include orders that approve regulatory documents - rules, regulations, instructions, regulations, standards of organizations, etc. a wide range of organizations or individuals. Legal acts of a non-normative nature are orders containing orders of a one-time nature. As a rule, such instructions have a specific executor (executors) and a deadline for execution.

Normative base

The only normative document that establishes the procedure and rules for preparing orders is the Standard Instruction for Office Work in Federal Executive Bodies (approved by Order of the Ministry of Culture and Mass Communications of the Russian Federation No. 536 dated 08.11.2005). The standard instruction establishes the composition of the details of the order, the procedure for preparing and issuing orders. Appendices 5-6 to the instructions provide samples of the execution of orders. And although the Model Instruction is intended for federal executive authorities, other authorities, as well as many state and non-state organizations, use the provisions of the Model Instruction in their own office work instructions. Despite this, in practice, errors are made in the preparation and execution of orders.

Common mistakes in orders

Consider the most typical mistakes encountered in the preparation and execution of orders for the main activity. Qualifying this or that phenomenon as an error, we will rely on the provisions of the Standard Instructions for Paperwork in Federal Executive Authorities. Example: the preamble (stating part) of the order of the organization "On the establishment of the Commission for the transition to a new wage system."

In accordance with the Regulations on the establishment of wage systems for employees of federal budgetary institutions, approved by Decree of the Government of the Russian Federation of August 5, 2008 No. 583, by order: ...
Comment: in this case, the justification is a reference to a normative legal act issued by the Government of the Russian Federation. When referring to documents in the preamble to the order, it is necessary to provide the full imprint of the document: the name of the type of document, the name of the body that issued the document, the date, the registration number of the document, the heading to the text. If a reference is made to a document approved by any body, indicate the type of document, the body by which it was approved, and the date of approval. It should also be borne in mind that there is no official abbreviation for the words “Russian Federation” in the form of “RF”. The words "Russian Federation" are used in the form of the full name or the abbreviated name - "Russia", which in official documents is used only in the abbreviated names of the federal executive authorities (Ministry of Foreign Affairs of Russia, Ministry of Health and Social Development of Russia, etc.). Therefore, in this case, the preamble should be worded as follows:

In accordance with the Regulations on the establishment of wage systems for employees of federal budgetary institutions, approved by Decree of the Government of the Russian Federation dated August 5, 2008 No. 583 “On the introduction of new wage systems for employees of federal budgetary institutions and federal state bodies, as well as civilian personnel of military units, institutions and subdivisions of federal executive bodies in which the law provides for military and equivalent service, the remuneration of which is currently carried out on the basis of the Unified Tariff Scale for Remuneration of Employees of Federal State Institutions. : ... Example: preamble in the order "On measures to ensure fire safety."

On December 27, 2008, during non-working hours, a fire broke out in the building of the branch of the Federal State Healthcare Institution “Center for Hygiene and Epidemiology” in the Kaluga Region in the Sukhinichsky District. As a result of the fire, the buildings of the main building and garage boxes, as well as property in them, were damaged. The cause of the fire was the lack of proper control over operating electrical appliances and energy consumption, the absence of a security and fire alarm at the facility, and a malfunction of the automatic fire protection of the power supply system. In connection with the violation of fire safety rules, which led to a fire and material damage, the order: ... Comment: in this case, the basis for issuing the order was an emergency situation - a fire. However, the order is issued not only in connection with the fire, but also to prevent similar situations in the future. In addition, the orders do not use a narrative manner of presentation. In this case, the ascertaining part should be stated as follows:

In connection with the fire on December 27, 2008, after working hours, in the building of the branch of the Federal State Healthcare Institution “Center for Hygiene and Epidemiology” in the Sukhinichsky district of the Kaluga region, which arose due to the lack of control over operating electrical appliances and energy consumption and caused significant material damage (buildings were damaged the main building and garage boxes), and in order to ensure fire safety at the facilities: increase responsibility for the operation of electrical equipment and the power supply system, provide security and fire alarms and automatic fire protection of the power supply system when ordered: ...
In some situations, in the preamble to the order, it is necessary to refer not only to the normative document, but also to the goal of management activity, which must be implemented with the help of the order, or to the circumstances that have developed in the activity. The preamble in this case can be built according to one of the schemes:

The choice of one or another version of the preamble depends on what is the immediate reason for issuing the order.
The compiler of the order may choose the wrong sequence of parts of the preamble. Example: the preamble in the order of the joint-stock company “On Amending the Organizational and Functional Structure of the Company”.

In accordance with the decision of the Board of Directors of the company (Minutes No. 1 dated January 15, 2009) and in order to improve the organizational and functional structure and processes of managing the company, order o…

An order is an administrative document issued by the head of the organization. From a legal point of view, an order is an act of management, an authoritative instruction of the head, given within the limits of his powers. The order is issued in writing and contains norms, instructions that are mandatory for execution.

Grounds for classifying orders

In the practice of managerial activity, it is customary to separate orders for core activities from orders for personnel. The reason for this is the shelf life of orders: orders for the main activity are stored permanently, and orders for personnel - 75 years, as well as the fact that for many orders for personnel there are unified forms that are mandatory for use and differ in text structure from orders for main activity. Given this circumstance, further we will talk about orders for the main activity, for which there are no unified forms, and therefore we can assume that they are drawn up in free form, as far as this concept - free form - can be applied to the document.

Another basis for classifying orders is the legal status of the information contained in the order. From this point of view, orders are divided into normative legal acts and non-normative legal acts.

Normative base

Common mistakes in orders

Comment: in this case, the justification is a reference to a normative legal act issued by the Government of the Russian Federation. When referring to documents in the preamble to the order, it is necessary to provide the full imprint of the document: the name of the type of document, the name of the body that issued the document, the date, the registration number of the document, the heading to the text. If a reference is made to a document approved by any body, indicate the type of document, the body by which it was approved, and the date of approval. It should also be borne in mind that there is no official abbreviation for the words “Russian Federation” in the form of “RF”. The words “Russian Federation” are used in the form of the full name or the abbreviated name “Russia”, which in official documents is used only in the abbreviated names of the federal executive authorities (Ministry of Foreign Affairs of Russia, Ministry of Health and Social Development of Russia, etc.). Therefore, in this case, the preamble should be worded as follows:

In accordance with the Regulations on the establishment of wage systems for employees of federal budgetary institutions, approved by Decree of the Government of the Russian Federation dated August 5, 2008 No. 583 “On the introduction of new wage systems for employees of federal budgetary institutions and federal state bodies, as well as civilian personnel of military units, institutions and subdivisions of federal executive bodies, in which the law provides for military and equivalent service, the remuneration of which is currently carried out on the basis of the Unified tariff scale for remuneration of employees of federal state institutions, :…

Example: preamble in the order “On measures to ensure fire safety”.

Comment: in this case, the reason for issuing the order was an emergency situation - a fire. However, the order is issued not only in connection with the fire, but also to prevent similar situations in the future. In addition, the orders do not use a narrative manner of presentation. In this case, the ascertaining part should be stated as follows:

In some situations, in the preamble to the order, it is necessary to refer not only to the normative document, but also to the goal of management activity, which must be implemented with the help of the order, or to the circumstances that have developed in the activity. The preamble in this case can be built according to one of the schemes:

The choice of one or another version of the preamble depends on what is the immediate reason for issuing the order.

The originator of the order may choose the wrong sequence of parts of the preamble.

Example: preamble in the order of a joint-stock company “On making changes to the organizational and functional structure of the company”.

Comment: in this case, the reference to the decision of the Board of Directors of the company is put in the first place in the preamble, and then the goal is formulated, while the goal of making the decision should be put in the first place. The preamble should be worded as follows:

In order to improve the organizational and functional structure and management processes of the company and in accordance with the decision of the Board of Directors of the company (Minutes No. 1 dated January 15, 2009) by order of the…

The preamble to the order is separated from the administrative part by the word “I order”, which, in accordance with the Standard Instructions for Paperwork in Federal Executive Authorities, is printed in discharge. In many organizations, it is customary to print the word “I order” from a new line in capital letters, from the border of the left margin or with a paragraph indent. Both options can be considered acceptable, for example, in the order of the organization on the approval of the forms of planning and reporting documents:

In order to improve the organization of the work of the company and to change the procedure established by the order of the company dated December 25, 2008 No. 81 “On planning the work of the company”,
I ORDER:
1. Approve the forms of monthly work plans and reports on the work of the divisions of the company (Appendices 1, 2).
2. Starting March 01, 2009, introduce the approval of monthly work plans and reports on the work of the company's divisions by the deputies of the general director of the company in accordance with the established distribution of duties between them.
3. To impose control over the execution of the order on the deputy general director of the company Nevzorov D.M.

The form of presentation of the administrative part of the order depends on the nature of the decisions being made. If the order is of a normative nature, and also if the decisions set forth in the order are organizational in nature, in the points of the administrative part, management decisions are formulated as follows: “to approve ...”, “to create ...”, “to liquidate ...”, “to form ...” etc., while, as a rule, the performer and the deadline for performance are not indicated. If the decisions are specific orders, the paragraphs of the administrative part indicate the person responsible for the execution of the order, the content of the order and the deadline for its implementation.

Example: an item of the administrative part in the order on the approval of the staffing table.

I ORDER:
1. To put into effect from 01/01/2009 the approved staffing table.
2. …
Application: staffing table - 3 sheets.

Comment: There are several errors in this example. First, the management action is incorrectly formulated. This order is an order approving the staffing table, therefore, paragraph 1 of the order should say: "Approve the organization's staffing table for 2009." In this case, the staffing table is approved for a year, therefore, it is not necessary at all to include in the order the phrase about putting the document into effect: the staffing table will be approved from the date of issuance of the order. Indication in the wording of the decision of the year - “…for 2009.” - means that the approved staffing table will take effect from 01/01/2009. If the staffing table were put into effect, for example, from 03/01/2009, the paragraph of the administrative part should say: "Approve the organization's staffing table and put it into effect from 03/01/2009".

Since the approved document is always an annex to the order, a link to the application must be made in the corresponding paragraph of the administrative part in the following way:

I ORDER:
1. Approve the staffing table of the organization for 2009 (appendix).
2. …
It is not customary to make references to appendices in orders in such a way as in the above example.

The order is an administrative document, therefore the points of the order should not contain recommendations or wishes, they should be prescriptive. To do this, in the paragraphs of the administrative part of the order, the indefinite form of perfective verbs is used: organize, conduct, develop, approve, create, liquidate, etc.

Example: a clause in the administrative part in the order to create a Commission for the transition to a new wage system.

I ORDER:
…
2. Commissions for the transition to a new wage system:
2.1. Conduct workshops at least once a week. Unscheduled - as needed.
2.2. The activities of the Commission are:
analysis of the current state of the staffing table in the context of personnel categories;
the ratio of positions (professions) of employees, provided for by the staffing of institutions, with professional qualification groups and qualification levels.
... Comment: in the above example, paragraph 2.1 should be worded differently: “to hold working meetings at least once a week, unscheduled - as needed”; the content of clause 2.2 is by its nature not for an order. The information set out in paragraph 2.2 should be contained in another document, for example, in the regulation on the commission. Example: a clause in the administrative part in the order to create a Commission for the transition to a new wage system.

I ORDER:
…
3. In its work, the Commission is recommended to keep in mind that the wages of employees (staff) established in accordance with the new wage system cannot be less than the wages paid to employees in accordance with the employment contract before the introduction of the new wage system, if the condition of maintaining the volume of official duties of employees (personnel) and the performance of work by them of the same qualifications.

Any administrative action begins with an order. An order is a kind of administrative document, which is similar to a shot from a starting pistol. It is published with the aim of solving the managerial, administrative tasks of an organization or its division. The order is a standard document, therefore it has a clearly regulated structure, registration rules in accordance with GOST R 6.30-2003.

Orders may relate to the activities of the organization, relationships in the workforce, the procedure for working with documentation, the imposition of penalties, incentives. Conventionally, all orders can be divided into two groups: according to office processes (main issues of activity), according to personnel (issues of personnel). Depending on the purpose of the order, the responsibility for its publication is assigned to different performers. To draw up an order, you need a special form of the institution of the established form. On the form can be used: coat of arms of the Russian Federation (institution of the federal level), trademark, emblem. Mandatory details of the order: organizational and legal form of the organization, its full name, registration number - the serial number under which the order is registered in the registration log, date of publication - date of signature by the head.

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According to the rules of business correspondence on the form sheet, margins are left on the right - 10 mm, top and bottom 20 mm each. If the text of the order occupies several sheets, then they are numbered. Numbering starts from the second sheet. Numbers are placed in the center of the top row. The name of the document - "ORDER" is written in full capital letters. The text of the order is preceded by a heading, it briefly answers the question “what is the order about?” It is written without quotes. The next part of the order is a statement of its foundation. The preamble is written here, that is, the reason that caused the issuance of the order, the events that preceded it. Most often, the beginning sounds like this: "In accordance with ...", "In order to ...", "In pursuance of ...", "In connection with ...". In this part, a reference to the official document that served as the basis for the order is possible. For example, “In accordance with the order of the Ministry of Education dated May 5, 2014 No. 711 “... the name of the document.” The preamble ends with the word "I order:".

Administrative part. In this part, specifics are important - a description of the prescribed actions and the imposition of control on the performer. If the administrative part describes a series of actions, then they can be numbered, but this is not necessary. Individuals or departments of the enterprise may appear as performers. If deadlines are given, they must be specified. If the order is of a regular nature, the terms are not determined. You can name the person responsible for the execution of the order in the last paragraph. In conclusion, the head's signature is put: the title of the position, the signature, the transcript of the signature.

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The order does not write the words "Bring to the attention of ...". The order accompanies the mailing list, in which the essence of the order is stated in an arbitrary form and the persons who should be familiarized with it are listed. An order is not a secret document to be kept in a safe. There are people in the office work of the organization whose duty is to further work with the order after it is signed. The mailing list is not prepared if employees do not object to the need to sign without the formalities that they were familiarized with the order.

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Sometimes applications are made to the order. This is done when there is a large amount of information accompanying the order. These can be: staffing tables, schemes, schedules, regulations, instructions. Each application is numbered. The application number is written in the upper right corner of the sheet. For example, - "Appendix No. 2".

The original orders are kept for five years. Hiring and firing orders - 75 years. If the organization is liquidated, and the period for storing documents has not expired, then they are transferred to the city archive.

Each organization uses orders for its core activities very actively in the course of its activities. This article will answer the question of how to draw up an order correctly so that the execution of orders complies with the standards of office work. Specific examples can be found in the Sample Orders section. This resource is very young, so the collection of samples will certainly be replenished over time.

To issue a decision of a regulatory and administrative nature, it is necessary to draw up an order. Draft orders for the main activity are prepared by specialists of the organization's divisions within their competence on behalf of the management or on their own initiative. But remember, our initiative is punishable (just kidding). At the same time, the responsibility for the high-quality preparation of a draft order lies with the head of this structural unit, and the correct execution of orders lies with the office work service.

Order form

Orders for the main activity should be drawn up on the form of an order of the established form. It is very good if the order form used in the organization is set in your office work instructions. Check out the example link below. It includes all the required details, change only to the data of your organization.

The minimum size of the margins of each sheet of the order on the left, top, bottom - 20 mm, on the right - 10 mm. According to the form of the letter has a similar size. If the text of the order is large, then they are numbered, starting from the second sheet. And it is supposed to do this from above and in the center.

Making orders

Title to the text
The text of the order for the main activity should have a short title, which is aligned to the center of the sheet. It answers the question "about what?" and is written without quotes - On the approval of the position ..., On the appointment of a responsible ... etc.

Statement of the reason for the order
Usually the text begins with a statement of the reasons, the basis for the preparation of the order (preamble). Common options for beginning are “In order to ...”, “In accordance with ...”, “In fulfillment ...”, etc.

If necessary, issued reference to the underlying document in the following order: type of document + author + date + number + title. See sample compilation - In accordance with the order of the Ministry of Culture dated December 31, 2013 No. 2211 "... the title of the document."

In orders, the word at the end of the preamble ends with the order, it is better to indicate it in a discharge and not go to a new line (see examples of orders). This chip is from the instructions for office work in the federal authorities. But if your organization has adopted the word

I ORDER:

type in capital letters from a new line without spacing (as shown here), then this option is also acceptable.

Administrative part
The text of orders for the main activity includes a listing of the prescribed actions. The specifics and the possibility of subsequent control over execution are important here.
It is convenient to divide actions in the administrative part into points (but this is not necessary).

Both structural subdivisions and specific people can appear as executors of instructions. If necessary, set deadlines. Deadlines are not set for assignments of a regular or regulatory nature. In the last paragraph, you can indicate who is entrusted with control over the execution of the order (but this is also not necessary).

When it is supposed to enter into force an order for the main activity not from the moment of its issuance, then it is necessary to indicate the date of its introduction.

The text of the order does not need to include a phrase like "Order to bring to ...". The contractor, along with the draft order, prepares an arbitrary form (that is, it can be changed as you like), where he lists the necessary structural units or specific persons who need to be familiarized. After all, the order is not issued in order to be secretly stored in a safe. There are "special people" in the records management service, whose duties include further work with the orders of the organization after they are signed.

You can do everything less formally. In an organization, people often do not mind putting a mark on familiarization with the order without a mailing list.

How to apply
Separate arrays of information, due to their large volume, are usually drawn up in the form of separate appendices to orders for the main activity. For example, other documents approved by order (instructions, regulations, schedules, diagrams, staffing tables, etc.).

If there are several applications, then they are numbered in the text of the order. For example, "Approve the procedure for the acceptance and transfer, accounting and write-off of fixed assets (Appendix No. 4)".

Directly on the first sheet of the application in its upper right corner, a mark is made according to the following sample:

Application No. 4
to the order of Buivol LLC
dated 16.01.2014 No. 12

How to properly issue or change it, read in another article. There will also be samples of such orders.

If required, then see the example at the link in this article.

I think for today there is enough information about the execution of orders. What else on this topic? Further it will be possible to read about the main activity - these are mandatory steps.

Evgenia Stripe

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Order form

Details of the order, drawn up on the form

Grounds for classifying orders

Normative base

Common mistakes in orders

Grounds for classifying orders

Normative base

Common mistakes in orders

Order form

Making orders

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