Explain what happened with the facts — the builder helps with the wording and shows how to protect yourself. Rules are those of Russia.
Builder with automatic declension of full namesWord, PDF and printUp to date: September 2026
This template is for reference only. It suits typical situations and is based on current regulations, but does not constitute legal advice. Before submitting, check the requirements of the organisation you are submitting the document to. In complex cases, show the document to a lawyer. The document is drawn up in Russian: that is how Russian organisations accept it. Fill in the fields in Russian — the builder will decline full names and job titles automatically.
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Calculation
Why an explanatory note is needed
Before imposing a disciplinary penalty — a remark, a reprimand or dismissal — the employer must ask the employee for a written explanation («Объяснительная записка», explanatory note; Art. 193 of the Labour Code of the Russian Federation, TK RF). You have two working days to respond. If no explanation is given, a report is drawn up and the penalty can be imposed.
How to write it
Describe what happened: the date, the time, how many minutes or hours you were absent.
State the reason. Illness, a transport breakdown, emergencies and performing public duties are usually accepted as valid reasons.
Attach evidence: a doctor's certificate, a metro certificate confirming train delays, screenshots of notifications.
Do not judge the actions of colleagues or your manager, and leave emotions out — facts only.
Deadlines for penalties
A penalty can be imposed no later than one month from the day the misconduct was discovered and no later than six months from the day it was committed. Only one penalty per breach. You must be shown the penalty order and sign to confirm within three working days.
Filled-in example
This is how the finished document looks with sample data. All names and details are fictitious.
Генеральному директоруООО «Ромашка»
Иванову И. И.
от менеджера отдела продаж
Петровой Анны Сергеевны
Объяснительная записка
«5» октября 2026 г. я опоздала на работу на 40 минут по следующей причине: из-за технической неисправности на линии метро поезда задерживались, о чём было объявлено по громкой связи.
Подтверждающий документ прилагаю: справка ГУП «Московский метрополитен» о задержке движения поездов.
«6» октября 2026 г.______________ / А. С. Петрова
(подпись)
Legal basis
Labour Code of the Russian Federation (TK RF), Art. 192, 193
This information is for reference only and does not constitute legal advice. Template prepared by the «Tvoy Raschet» editorial team, updated: September 2026. Found an error? Write to us.
Frequently asked questions
Do I have to write an explanatory note?
No, it is the employee's right. But without an explanation the employer will impose the penalty without knowing your side of the story.
Who should the explanatory note be addressed to?
The head of the organisation or whoever asked for the explanation — usually your line manager.
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