Format of official documents of national administrative agencies

Official documents, the full name of official documents, refer to administrative agencies, social groups and enterprises and institutions produced in administrative activities or official activities, in strict accordance with the It is a carrier with the function of transmitting information and recording according to the legal effective procedures and standardized formats. What is an official document? Since ancient times, there have been many definitions, with different opinions and different opinions. Based on his understanding, official documents are the product and tool of official activities. They are documents written by the government and used in official affairs. In other words, official documents are documents that various types of state agencies, social groups, enterprises and institutions at all levels have specific effectiveness and wide uses in handling official activities. They can transcend the limitations of time and space and provide the information needed for national management. Official document processing is the overall process surrounding the formation and effectiveness of official documents. It involves various types of personnel at all levels of state agencies and social organizations. Understanding the characteristics and connotation of official documents is a prerequisite for writing good official documents. The scope of broad official documents includes various documents, telegrams, statements, meeting documents, survey materials, records, registration forms, etc. of agencies, groups, enterprises and institutions. The scope of official documents in the narrow sense includes general official documents and special official documents.

Features

First, the producer of the official document is an organization established in accordance with the law. Second, official documents have specific effectiveness and are used to handle official affairs; official documents have specific effectiveness and influence given by administrative agencies. Third, official documents have a standardized structure and format. Various types of official documents have clearly defined formats, rather than relying mainly on various "conventional" formats like private documents. The main feature that distinguishes official documents from other articles is that official documents are documents with legal validity and standardized format. Official documents, also known as official documents, are information records with standardized form and legal effect that are directly formed and used in social activities. Their unique features that distinguish them from books, information, materials and other things are: ① Produced and issued by the legal author; ②Have the legal actual execution effect; ③Have a standardized form; ④Perform legal procedures.

Role

First, leadership and guidance. Second, the role of behavior and norms. Third, the role of publicity and education. Fourth, the role of contact and notification. Fifth, the role of basis and voucher.

Secret Level

According to the level of confidentiality, official documents can be divided into top secret official documents (top secret documents), confidential official documents (confidential documents), secret official documents (secret documents), and internal official documents (internal documents). documents), domestic official documents (domestic documents), public documents (public documents). Top-secret documents refer to official documents whose content involves the most important state secrets and whose leakage would cause particularly serious damage to the country's security and interests. Confidential documents refer to official documents whose content involves important state secrets, the disclosure of which would cause serious damage to the country's security and interests. Secret documents refer to official documents whose contents involve general state secrets and whose disclosure will harm the security and interests of the country. Internal parts refer to official documents whose content does not involve state secrets, but is not suitable for public disclosure and is limited to internal operation of government agencies and units. Domestic documents refer to official documents whose contents do not involve state secrets but are not published abroad and are only published domestically. Public documents refer to official documents whose content does not involve state secrets and can be directly released to the public at home and abroad.

Categories

The "Measures for Handling Official Documents of National Administrative Agencies" implemented in 2001 stipulates the types of "official documents" as follows: Article 9 The main types of official documents of administrative agencies include:

(1) Orders (orders) are applicable to promulgating administrative regulations and rules in accordance with relevant laws; announcing the implementation of major compulsory administrative measures; and rewarding relevant units and personnel.

(2) Decisions are suitable for making arrangements for important matters or major actions, rewarding and punishing relevant units and personnel, and changing or revoking inappropriate decisions of lower-level agencies.

(3) Announcement Applicable to announcing important matters or statutory matters at home and abroad.

(4) Announcements are suitable for announcing matters that all relevant parties in society should comply with or make known.

(5) Notifications are applicable to forwarding official documents from lower-level agencies, forwarding official documents from higher-level agencies and agencies not affiliated with them, conveying matters that lower-level agencies are required to handle and need to be known or implemented by relevant units, and appointing and removing personnel.

(6) Reporting is suitable for commending progress, criticizing mistakes, and conveying important spirit or situations.

(7) Bills: Applicable to matters submitted for deliberation by people's governments at all levels to the People's Congress at the same level or the Standing Committee of the People's Congress in accordance with legal procedures.

(8) Reporting is suitable for reporting work to higher authorities, reflecting the situation, and responding to inquiries from higher authorities.

(9) Request for instructions is suitable for requesting instructions and approval from higher authorities.

(10) Reply Applicable to replies to requests for instructions from lower-level agencies.

(11) Opinions are suitable for putting forward opinions and solutions to important issues.

(12) Letters are suitable for negotiating work between agencies that are not affiliated with each other, asking and answering questions, requesting approval and responding to approval matters.

(13) Meeting minutes are suitable for recording and communicating the meeting status and agreed matters.

Format of Official Documents of National Administrative Agencies

This standard is a revision of GB/T 9704-1988 in accordance with the relevant provisions of the "Measures for the Handling of Official Documents of National Administrative Agencies" issued by the General Office of the State Council. This standard is revised as follows relative to GB/T 9704-1988:

(1) The original standard name "Format of Official Documents of State Agencies" is changed to "Format of Official Documents of National Administrative Agencies";

(2) Delete the introductory part of the original standard;

(3) Delete some narrative explanations in the original standard that are irrelevant to the official document format provisions;

(4) Update the official document The format size of paper has been greatly adjusted, using international standard A4 paper as the paper size; the corresponding instructions for domestic 16-inch paper have been deleted;

(5) The margins of official paper The size has been greatly adjusted;

(6) There is no identification field, but the description is in the order of each element of the three parts of the official document: header, body and imprint;

(7) Increased the main technical indicators of official document paper;

(8) Increased printing and binding requirements;

(9) Increased the number of lines of text per page and the number of lines per page. The number of lines and the fonts and font sizes of various elements;

(10) The main document styles have been added.

The terminology used in official documents in this standard is consistent with the terminology in the "Measures for Handling Official Documents of National Administrative Agencies".

This standard is the first revision.

This standard is proposed by the General Office of the State Council.

This standard was drafted by: China Standards Research Center, Secretariat of the General Office of the State Council.

1 Scope

This standard specifies the general paper requirements, printing requirements, order of elements in official documents, and marking rules for official documents of national administrative agencies.

This standard applies to official documents issued by administrative agencies at all levels of the country. Official documents from other agencies may be implemented with reference.

The format of official documents printed in minority languages ??may refer to this standard and be implemented in accordance with relevant regulations.

2 Referenced standards

The provisions contained in the following standards constitute provisions of this standard by being quoted in this standard. At the time of publication of this standard, the versions indicated were valid. All standards are subject to revision and parties using this standard should explore the possibility of using the latest version of the standard listed below.

GB 148-1977 Format dimensions of printing, writing and drawing paper

3 Definitions This standard adopts the following definitions.

3.1 Word

Identifies the length unit of horizontal distance in official documents. A word refers to the space occupied by a Chinese character.

3.2 Line line

Identifies the length unit of the vertical distance in the official document. This standard uses the distance between the height of No. 3 characters plus 7/8 times the height of No. 3 characters as a reference line.

4 Main technical indicators of official document paper

Official document paper generally uses offset printing paper or copy paper with a paper basis of 60g/m2~80g/m2. The whiteness of the paper is 85%~90%, the transverse folding resistance is ≥15 times, the opacity is ≥85%, and the pH value is 7.5~9.5.

5 Format and layout size of official document paper

5.1 Format size of official document paper

Official document paper adopts A4 type paper specified in GB/T 148. The finished product format size is: 210mm×297mm. For the allowable deviation of size, see GB/T 148.

5.2 Official document page margins and center size

Official document paper header (upper white edge) is: 37mm±1mm

Official document paper binding ( The left white margin) is: 28mm±1mm

The center size is: 156mm × 225mm (excluding page numbers)

6 The color of the pictures and texts in the official document is not specified. The color of the text is black.

7 Typesetting specifications and printing and binding requirements

7.1 Typesetting specifications The main text uses No. 3 imitation Song characters. Generally, there are 22 lines on each side and 28 characters on each line.

7.2 Platemaking requirements: The layout should be clean without gray background, the writing should be clear without breaks, the size should be standard, the center of the plate should not be skewed, and the error should not exceed 1mm.

7.3 Printing requirements Double-sided printing; page numbers should be aligned, and the error on both sides should not exceed 2mm. The black ink should reach BL100% of the chromatographic mark, and the red ink should reach Y80% and M80% of the chromatographic mark. The printed ink is solid and even; the text is not flowery, white, or broken.

7.4 Binding requirements Official documents should be bound on the left side without pages falling off. The cover and book block of the document must not fall off, and the back must be flat and not empty. The error between the two pages should not exceed 4mm.

The setting for saddle stitching or flat stitching is to use two nails to saw the outer stitching holes 1/4 of the way up and down the book block, with an allowable error of ±4mm. The distance between the flat staple saw and the spine of the book is 3mm~5mm; there are no broken nails, missing nails, or heavy nails, and the nail feet are flat and firm; the back of the book cannot be stapled with loose pages. The size error of the cut product is ±1mm, the four corners are at 90°, and there are no stubble or defects.

8 Rules for the identification of various elements in official documents This standard divides the elements that make up official documents into three parts: header, main body, and imprint. All elements placed above the red back line (width the same as the center of the page, i.e. 156mm) on the home page of the official document are collectively referred to as the eyebrows; all elements placed below the red back line (exclusive) and between the subject words (exclusive) are collectively referred to as the main body; All elements below the subject heading are collectively referred to as imprints.

8.1 Header

8.1.1 Official document copy serial number

Official document copy serial number is the sequential number of each official document when several copies of the same document are printed. . If you need to mark the serial number of copies of the official document, use Arabic numerals to mark the first line in the upper left corner of the center of the page.

8.1.2 Secret level and confidentiality period

If you need to mark the secret level, use size 3 boldface type, and mark it in the top right corner of the page on the first line of the center, with a space between the two words. 1 word; if it is necessary to mark both the confidentiality level and the confidentiality period, use No. 3 bold font, and the top grid mark should be on the first line in the upper right corner of the page. The secret level and confidentiality period should be separated by "★".

8.1.3 Urgency

If you need to indicate the degree of urgency, use size 3 bold fonts, mark the top line on the first line in the upper right corner of the page, and leave 1 line blank between the two words; If you need to mark both the confidentiality level and the urgency level at the same time, the top box for the secret level is marked on the first line in the upper right corner of the page, and the top box for emergency level is on the second line in the upper right corner of the page.

8.1.4 Identification of the issuing agency

It consists of the full name or standardized abbreviation of the issuing agency followed by "document"; for some specific official documents, only the full name or standardized abbreviation of the issuing agency may be marked. The distance from the upper edge of the issuing authority's logo to the upper edge of the center of the plate is 25mm. For reported official documents, the distance from the upper edge of the issuing authority’s logo to the upper edge of the center of the page is 80mm.

It is recommended that the logo of the issuing authority should use small-sized Song fonts and be marked in red. The font size is determined by the issuing authority based on the principle of eye-catching and beautiful appearance, but the maximum size cannot be equal to or larger than 22mm × 15mm.

When jointly publishing the document, the name of the sponsoring agency should be placed first, and the word "document" should be placed to the right of the name of the issuing agency, arranged in the middle from top to bottom; if there are too many jointly publishing agencies, the main text must be displayed on the official document page. .

8.1.5 Issuance number The issuance number consists of the code of the issuing authority, the year and the serial number. Under the logo of the issuing authority, leave 2 lines blank, use No. 3 imitation Song font, and arrange it in the center; the year and serial number should be marked with Arabic numerals; the year should be marked with the full name and enclosed in hexagonal brackets "[ ]"; no dummy digits should be included in the serial number (i.e. 1 does not Numbered as 001), do not add the word "number".

Print a red reverse line 4mm below the text mark and the same width as the center of the plate.

8.1.6 Issuer The submitted official document must be marked with the name of the issuer, arranged parallel to the right of the document number. The number of the issued document is one word on the left, and the name of the issuer is one word on the right; the issuer is in No. 3 imitation Song font, followed by a full-width colon, and the name of the issuer is in No. 3 italic script after the colon.

If there are multiple issuers, the name of the sponsor's issuer is placed on the first line, and the names of other issuers are listed in the order of the issuing agency starting from the second line below the name of the sponsor's issuer. Move the red reverse line downward so that the issuance number and the name of the last issuer are on the same line and the distance between the red reverse line and the last issuer's name is 4mm.

8.2 Main body

8.2.1 The title of the official document should be 2 lines empty under the red underline, with No. 2 subscript in Song font, and can be divided into one or more lines and arranged in the center; when returning, The meaning of the words should be complete, the arrangement should be symmetrical, and the spacing should be appropriate.

8.2.2 Main sending agency: There is a blank line under the title, and the left top box is marked with No. 3 imitation Song font, and the top box is still used when returning to the line; the last name of the main sending agency is followed by a full-width colon. If there are too many names of the main sending agency and the main text cannot be displayed on the home page of the official document, the name of the main sending agency should be moved below the subject heading in the edition and above the carbon copy. The marking method is the same as that of the carbon copy.

8.2.3 The main text of the official document should be placed on the next line next to the name of the main sending agency, with 2 characters left blank in each paragraph, and the top box of the return line. Numbers and years cannot be returned.

8.2.4 Attachments If there are attachments in the official document, use No. 3 imitation Song font number 2 in the left margin of the next line to identify "Attachment", followed by a full-width colon and the name. If the attachment has a serial number, use Arabic numerals (such as "Attachment: 1. ×××××"); no punctuation marks will be added after the attachment name. Attachments should be bound together with the main text of the official document, and "Attachment" should be marked on the top box of the first row in the upper left corner of the attachment. If there is a serial number, the serial number should be marked; the serial number and name of the attachment should be consistent. If the attachment and the main text of the official document cannot be bound together, the serial number of the official document should be marked on the top box of the first line in the upper left corner of the attachment and the attachment (or serial number) should be marked after it.

8.2.5 Written time Use Chinese characters to mark the year, month and day; write "zero" as "○"; see 8.2.6 for the location of the written time.

8.2.6 Official document validity mark

8.2.6.1 Single issuance seal Official documents issued by a single agency do not have the name of the issuing agency at the signature, but only indicate the time of writing. There should be 4 words left blank to the right of the written date; the seal should be 2mm~4mm above the text, straight and centered, with the written date pressed down. The seal should be red. When there is no text on the lower arc of the seal, the lower arc method is used, that is, only the lower arc is pressed on the written time; when there is text on the lower arc of the seal, the middle set method is used, that is, the center line of the seal is pressed on the written time.

8.2.6.2 Seal of joint writing When two seals are required for joint writing, the writing time should be separated, leaving 7 characters blank on the left and right; the seal of the sponsoring agency should be in front; the two seals should be equalized to the writing time , the seal is in red. Only the same sealing method can be used to ensure that the seals are arranged neatly. The two seals do not intersect or are tangent to each other, and the distance between them does not exceed 3mm. When a joint document requires more than three seals, in order to prevent blank seals from appearing, the names of each issuing agency (abbreviations available) should be placed between the time of issuance and the text. The seal of the sponsoring organization is in the front, and each row can have a maximum of 3 seals, and the two ends must not exceed the center of the page; if there are one or two more seals in the last row, they should be arranged in the middle; the seals should not intersect or be tangent to each other, and should be placed in the last row. There are two words in the right space below the seal to indicate the time of writing.

8.2.6.3 Special circumstances indicate that when the remaining blank space after typesetting of the official document cannot accommodate the seal position, measures should be taken to adjust the line spacing and word spacing to ensure that the seal and the main text are on the same side. Take the method of marking "This page has no text" to solve the problem.

8.2.7 Notes If there are notes in the official document, use size 3 imitation Song style fonts, space 2 size fonts on the left, and add parentheses to indicate the line next to the time of writing.

8.3 Edition

8.3.1 Subject Headings

"Subject Headings" are marked in size 3 boldface, placed in the top left column, followed by a full-width colon for headings. Small mark No. 3 is written in Song font; there is a space between the headings.

8.3.2 If there is a carbon copy in the official document, it should be on the line below the subject heading; the word "CC" in the left space should be marked with No. 3 imitation Song font, followed by a full-width colon; when returning to the line, it should be followed by the colon. Align the Cc authorities; put a period after the last Cc authority. If the main sending agency is moved under the subject heading, the identification method is the same as the copying agency.

8.3.3 Issuing authority and issuance time. It is located under the CC organization (if there is no CC organization, it is under the subject heading) and occupies one line; use No. 3 imitation Song font. There is one word left blank for the issuing authority and one word left blank for the printing and issuance time. The printing and issuance time shall be based on the date when the official document is printed, and shall be marked with Arabic numerals.

8.3.4 Anti-line in the imprint Add an anti-line under each element in the imprint, with the same width as the center of the imprint.

8.3.5 Position of the imprint The imprint should be placed on the last page of the document, and the last element of the imprint should be placed on the last line.

9 page numbers are marked with No. 4 half-width white Arabic numerals, placed one line below the lower edge of the center of the page. A No. 4 line is placed on the left and right of the digits. The line is 7mm away from the lower edge of the center of the plate. Single page numbers should have one word on the right, double page numbers should have one word on the left. Blank pages and pages following the blank page do not have page numbers.

10 If a table is required in an official document, for a horizontal A4 paper form, the page number should be placed on the left side of the horizontal table, the single page number should be placed in the lower left corner of the table, and the double page number should be placed at the bottom of the table. In the upper left corner, the single-page number header is on the side of the stitching opening, and the double-page number header is on the notch side. If an official document needs to be accompanied by an A3 paper form, and when the last page is an A3 paper form, the third and fourth covers (which can be placed separately, but without page numbers) will be blank. If the A3 paper form is affixed in front of the third cover, it should not be Attached to the last page of the document (fourth cover).

11 Specific format of official documents

11.1 In letter format, the distance between the upper edge of the name of the issuing agency and the upper edge of the page is 30mm. It is recommended to use small-script Song fonts, and the font size is determined by the issuing agency; There is a civil and military line 4mm below the full name of the issuing authority (thick at the top and thin at the bottom), and a civil and military line (thin at the top and thick at the bottom) 20mm from the lower edge of the page. Both lines are 170mm long. There are 28 characters in the center of each line. The name of the issuing agency and the double line are printed in red. The identification method of each element between the two lines is explained from the corresponding elements of this standard.

11.2 Command format The command logo consists of the name of the issuing agency plus "order" or "order", with red small letters in Song font, and the font size is determined by the issuing agency. The upper edge of the command mark is 20mm away from the upper edge of the center of the plate. There are 2 blank lines at the bottom edge to mark the order number. There are 2 blank lines below the order number to mark the text. The next line of the text is blank with 4 words on the right to identify the signature of the issuer. There are 2 blank words on the left side of the signature stamp. The title of the issuer shall be identified; the title of the issuer of a jointly issued order or order shall be identified with the full name. There are two words in the right space below the signature of the issuer to indicate the time when the document was written. The method of identifying the distributing authority is the same as that of the copying authority. Other elements are explained from the relevant elements of this standard.

11.3 Meeting Minutes Format The meeting minutes mark consists of “×××××Meeting Minutes”. The logo position is the same as that of 8.1.4, with red small markings in Song font, and the font size is determined by the issuing authority. Meeting minutes will not be stamped. Other elements are explained from the relevant elements of this standard.

Rules of writing

In order to ensure that official documents are delivered quickly and accurately and avoid disordered writing, Articles 13 and 14 of the "Measures" point out: "The writing should be truly necessary and focus on effectiveness. The writing relationship is determined based on the affiliation and scope of authority. "The specific writing rules are: (1) Downward writing rules ① Each government department can write to each other and to the relevant business departments of the lower level government according to their departmental powers; divided by letters. Except for formal negotiation work, asking and answering questions, and reviewing and approving matters, formal documents are generally not allowed to be sent to the next level of government. ②Departments shall not issue separate documents on relevant issues without consensus through consultation. If the document is written without authorization, the superior authority shall order it to be corrected or revoked. ③ When a higher-level agency writes a document to a lower-level agency under dual leadership, a copy should be sent to the other higher-level agency when necessary. ④ Important documents sent to lower-level agencies or the system should be copied to the directly superior agency at the same time. (2) Rules for writing up documents ① "Request for instructions" should be one text and one thing; generally, only one main agency should be written. If it needs to be sent to other agencies at the same time, it should be in the form of carbon copy, but it should not be copied to the subordinate agencies. ②The "report" must not contain requests for instructions. ③ Generally, it is not allowed to ask for instructions and reports beyond the level. ④ Except for matters directly assigned by the person in charge of the higher-level agency, "requests", "opinions" and "reports" may not be submitted to the person-in-charge of the higher-level agency in the name of the agency. ⑤ When an agency under dual leadership submits a document to the superior agency, it should indicate the primary sending agency and the copying agency. (3) Rules for joint drafting ① Governments at the same level, government departments at the same level, higher-level government departments and governments at the lower level can jointly draft drafts; ② The government and party committees and military agencies at the same level can jointly draft drafts; ③ Government departments and corresponding party organizations The document can be jointly drafted with military agencies; ④ Government departments, people's organizations at the same level and public institutions with administrative functions can also be jointly drafted. (4) Other writing rules ① Matters that fall within the scope of authority of the department shall be written by the department itself or jointly. The joint text should clearly identify the sponsoring department. Matters that require government approval can also be drafted by departments with the consent of the government, and the document should indicate the approval of the government. ② Specific issues within the scope of authority of the competent department should be directly reported to the competent department for handling.