Common official document writing formats
I. Introduction
Characteristics of official documents:
Made by a legitimate author
The style, structure and format of the current statutory implementation utility norms; Need to perform legal procedures
Behavioral relationship: Combine the above (request) with the text (letter)
The following texts (instruction, decision, notice, reply)
Second, the official document format
(1) Eyebrows:
1. Serial number (upper left corner)
2. Confidentiality level (upper right corner):? Top secret? 、? Confidential? 、? Secret?
Urgency (upper right corner):? In a hurry? 、? Urgent? 3. Wen tou (red head)
4. Document number: agency symbol, year and serial number, such as Ji 200 1 1.
Words used in comprehensive departments and business departments
5. Issuer (only applicable to the above-mentioned texts)-(2) Main delivery organization:
6 official document title (issuing authority+main content+language)
7. Main sending organ: (There are several main sending organs in the following article)
8. Text
9. seize
10. Signature, that is, the name of the issuing authority.
1 1. written time
12. Seal or signature (riding the year to cover the moon)
13. Notes
(3) Version record part
14. Keywords: office automation (with thesaurus and language)
15. CC (unclassified) 16. Printing office (lower left corner) 17. Print time (lower right corner)
Third, the combination of writing rules and writing requirements
The government at the same level, the government departments at the same level, the government departments at higher levels and the government at the next lower level can jointly write;
Governments at the same level, party committees and military organs;
Government departments and corresponding party organizations and military organs; Government departments and people's organizations at the same level and institutions with administrative functions.
Principles for determining the written date:
Issued by the leadership of the organ or the secretary general or the director of the general office (room), the date of issuance shall prevail.
When writing jointly, the date signed by the last organ shall prevail.
If it needs to be discussed and adopted at the meeting, the date of adoption shall prevail. If approval is required from the higher authorities or the legislature, the date of approval shall prevail.
Fourth, the main language.
(1) Order (II) 1 Promulgating Administrative Regulations and Rules "Jilin Provincial People's Government Order" 2 Promulgating the implementation of major administrative compulsory measures; (order of) martial law
Reward relevant units and personnel. Reward order
(ii) Decisions (below)
1 major actions to make arrangements "the State Council's decision on comprehensively promoting administration according to law"
2. Decision on rewarding and punishing "model individual title" units and personnel 3. Change or cancel improper decisions made by subordinates (rarely)
(3) Announcement
Applicable to the announcement of important or statutory matters at home and abroad.
(4) notice
This notice is applicable to the announcement of matters that all relevant units of society should abide by or know.
(5) Notice of approving the forwarding of official documents of lower authorities and those of higher authorities (the same below); Forwarding official documents of subordinate organs; Matters required to be handled, announced or executed by lower authorities; Personnel appointment and dismissal.
(6) Notice (below)
Notification is suitable for commending the advanced, criticizing mistakes and conveying important spirit or situation.
(vii) Proposal (above)
The direction of the motion is only for the report of the National People's Congress and its meeting (8) (I)
Report the work to the superior, and don't turn it into asking for instructions or opinions.
(9) Request for instructions (same as above)
Ask the superior for approval? No, please reply? Please indicate?
(10) Reply (below) Pay attention to coordination and acceptance psychology.
The reply should be written and published in a timely manner.
(eleven) opinions can be written in three languages. Letter: parallel text (13) meeting minutes
(14) Notice: Telephone number change
China's statutory publication documents include (BD). A: Notice B: Notice C: Notice D: Announcement.
Documents that can be used to issue regulations are (AC). A. Order B. Decision C. Notification D. Notification
Verb (abbreviation of verb) the procedure and method of issuing documents
1. Manuscript formation
Drafting: Drafting official documents.
Consultation: The authorities involved need to seek consent or assist in checking the draft: before handing it over to the leaders, there will be a special person to check it.
Topic: After the leader finally approves the manuscript, the annotation is formally finalized.
According to the identity, status and working procedures of the issuer, it can be divided into original signature, agent signature, verification signature and countersignature. 2. Production of official documents.
Note and issue: after the final draft is formed, annotate and write the issuance requirements, so that the issuance opinions are further concrete and technical; Make official documents for external release. Seal or signature: seal or leader's signature.
3. External delivery of official documents: sub-packaging; send
4. Handle necessary official documents: marking, filing, temporary storage and destruction. 5. Key points of document review: writing, policy, format and writing.
Sixth, the receipt of documents.
1. Receive and distribute official documents.
Sign for receipt, register external receipt, unseal, register internal receipt, handle and extract separately.
2. Processing official documents:
Suggestion: refers to the specific staff's suggestions on how to handle the received mail. Let the leadership catch it.
Examination and approval: leaders or departments put forward handling opinions. Unauthorized office documents are prohibited.
Undertaking: specifically handle the affairs and problems targeted by official documents. Note: Endorsement of official documents. It is convenient for the arrangement of official documents and future reference.
3. Organize circulation, reminder and investigation. 4. Handle the completed official documents.
Including: filing, repaying, temporary storage, destruction, etc.
1 permanence: a document reflecting the basic historical features of the main functions and activities of this organ.
Long-term (16-50 years): documents that need to be consulted for a long time.
3 Short-term (15 years or less): short-term 8. Management, copying, public release and copying of official documents.
Revocation: It has no effect from the beginning.
Abolition: It will not take effect as of the date of abolition. Removal, recycling and destruction: shredder or pulp.
1. The legal procedure for issuing official documents is (ABC).
A: review B: countersign C: review D: undertake.
2.(A) refers to suggestions on how to deal with receipts.
A. Plan B. Undertake C. Draft D. Description
3. In order to maintain the normal leadership relationship, basically, (a) should be adopted between organs with subordinate relationship or business guidance relationship.
A. Step-by-step writing B. Multilevel writing C. Leapfrog writing D. Direct writing
The post-processor has strong certainty and irreversibility, and the order of the following stages should be: (a).
A. consulting? Review? Notes? Issue B. approve the draft? Use print? Printing? send
C. check the draft? Consultation? Use print? Print D. draft? Notes? Question? send
4. The following activities that do not belong to the injection process are: (a). A. Solve the problems such as the connection between charts and words, annotation codes and annotations, page numbering, etc.
B. Sales to reminding departments or personnel
C. give the document a font size. Make clear how to make and send official documents.
5. The document format is characterized by (AC).
A. Relative stability B. Unity C. Normality D. Authority
19. The basic requirement for distribution is (ACD).
A. Do not issue documents beyond authority. B. When printing, you can modify the contents of the issued documents.
C. must insist? Check before signing?
D. if it is for signature, should it be indicated? A generation? Or? Sign on behalf of? Writing character model
Classification of official documents:
1, according to the type of writing organs: official documents of party organs, administrative organs, judicial organs, military organs, enterprises and institutions, and social organizations.
2. According to the writing direction, it is divided into uplink document, parallel document and downlink document. Before drafting an official document, we must find out the direction of writing before we can determine the language, content and wording.
3. According to the classification, it is divided into five types: top secret official documents, confidential official documents, secret official documents, internal information and ordinary official documents.
4. According to the urgency, official documents are divided into five types: special official documents, urgent official documents, urgent official documents and ordinary official documents. ? Teddy? Telegrams are applicable to urgent matters that need to be handled within 1 day; ? In a hurry? Telegrams are applicable to urgent matters that need to be dealt with within 3 days; ? Urgent? Telegrams are suitable for urgent matters that need to be dealt with within 5 days;
? Pingji? This telegram is applicable to matters with slight delay within 10 days.
On the urgent document? In a hurry? Refers to the documents with important contents, particularly urgent, close to the specified time limit and requiring special priority. ? Urgent? Refers to the documents with important and urgent contents, which need to break the routine of work and give priority to delivery.
5. According to the scope of use: general official documents and special official documents. Decisions, notices, circulars, reports, requests for instructions, replies, opinions, letters and meeting minutes are all common official documents; Judicial official documents, economic official documents, news official documents, etiquette official documents, motions, proposals, suggestions, etc. They are all special official documents.
6 according to the degree of standardization and release procedures and the strength of administrative binding force, it is divided into normative documents and non-normative documents.
Normative official documents 13: orders (orders), decisions, announcements, notices, circulars, motions, reports, requests for instructions, replies, opinions, letters and minutes of meetings. Non-normative documents: documents other than normative documents. Commonly used non-standard general official documents include research reports, work plans, work summaries, proposals, suggestions, explanations, speeches, briefing materials, letters, notices, articles, forms, memorabilia, etc. Document processing: warehousing processing refers to the processing of received documents.
Including signing, registration, review, planning, approval, undertaking, reminders, feedback and other procedures.
Official document processing refers to the process of issuing official documents in the name of an organ.
Including drafting, auditing, issuing, auditing, printing, printing, registration, distribution and other procedures.
File filing:
1. Files that need to be archived shall be archived according to their interrelationships, characteristics and preservation value.
2. The original documents jointly handled shall be filed by the organizer.
3. The storage period of the archived documents shall be specified and handed over to the archives department on schedule.
4, drafting, modifying and signing official documents, writing and using paper, handwriting materials must meet the filing requirements.
5. Individuals shall not keep official documents that should be filed.
(A) China's administrative system common documents
1. Normative documents: regulations. Used to make comprehensive and systematic provisions on a certain aspect of administrative work, the regulations of various departments and local people's governments in the State Council shall not be called? Rules? .
2. Leadership guidance documents: orders (orders), decisions, instructions, replies, notices and circulars.
3. Announcements and circulars.
4. Submit application documents: motions, requests for instructions, reports and investigation reports.
5. Negotiation documents: letters.
6. Meeting documents: meeting minutes.
(b) General official documents of China * * * Party newspaper organs.
1. Normative documents: regulations and provisions.
2. Leadership guidance documents: resolutions, decisions, instructions, opinions, notices, circulars and replies.
3. Publicly released documents: announcements.
4. Submit application documents: report and request.
5. Negotiation documents: letters.
6. Meeting documents: meeting minutes. First, the official document format refers to the provisions that the text symbols of various parts of the official document are arranged on the carrier (paper, etc.). ). The official document format is highly normative: country
Relevant authorities regulate it in the form of laws, regulations and standards. The official document format mainly stipulates the specifications and dimensions of the carrier, the division of the carrier area, the arrangement order and style of the various components of the official document, and the shape and dimensions of the text symbols.
(A) the current format of China's general official documents
1. Generally, the official document paper adopts the domestic general 16 open type, and it is recommended to adopt the international standard A4 type. The paper size of mailing official documents can be determined according to actual needs.
2. Official document paper is divided into two areas: the graphic area for writing and printing symbols such as characters and graphs, and the white border area where symbols are not allowed. The upper and left white edges should be wider than the lower and right white edges respectively.
3. All text symbols are written horizontally from top to bottom and from left to right, and the length of the text should be equal to the width of the graphic area.
4. Left side binding.
5. In the process of document writing and printing, the labeling and arrangement of each component must follow certain specification requirements.
(2) Requirements for marking and arrangement of official document components 1. Marking and arrangement of confidentiality levels
Chinese characters should be used in manuscripts according to the actual confidentiality of official documents. Top secret? 、? Confidential? 、? Secret? Mark and add separately? , if necessary, also indicate the confidentiality period (such as confidentiality for 5 years). In the officially printed version, the classification is located in the upper left corner of the graphic area on the front page of the official document, and is generally printed in bold type No.3 or No.4. ..
2. Marking and arrangement of emergency events
On the manuscript, mark it separately according to the situation? Urgent? Or? In a hurry? . In the printed version, the urgency is located on the next line of the confidentiality level, and the font size is the same as the confidentiality level.
3. Prefix arrangement
In the printed version, the prefix is located at the top of the first page of the official document, accounting for about 65,438+0/3 of the graphic area. Print in bold font, black variant font or standard font, Song typeface (generally red, but other colors can be used as needed), and arrange in the middle. Joint documents, one author for one line.
4. Marking and arrangement of file font size
On the manuscript, the relevant personnel should mark the author's words, the year number and the serial number in square brackets in turn according to the style in the document number register. For example, the first document issued by the State Council in 1997 was marked as? Guo Fa [1997]No. 1? . A document has only one symbol, and the joint document only indicates the symbol of the organizer.
In the printed version, the document number is located at the bottom and center of the first page of the official document. If there is an issuer, it should be on the left and the two should be in a row. No.3 or No.4 is often printed with imitation song style. A thin solid line with the length of 100 mm should be printed in the center below the document number.
5. The issuer is arranged on the printed version, and the issuer is located on the right side of the same line of the document number. Print it out? Issuer? The name of the issuer is left blank after the word, and the font size is the same as that of the document.
6. Annotation and arrangement of the title When writing a manuscript, the title should be correctly marked according to the relevant requirements: First, the structure should be complete; Second, the meaning should be exact; Third, the words should be concise and clear.
7. Marking and arrangement of major delivery mechanisms
When writing a manuscript, it should indicate the full name or standardized abbreviation or common name of the organ that accepts and is responsible for the actual handling and reply of the article. When marking, it should be noted that apart from general official documents, an official document (especially the above article) can only be sent to one organ as the main sending organ, right? Multi-head main delivery? Unless the collar
The leader himself has asked, otherwise he can't send leaders directly, let alone send several leaders directly at the same time; We should accurately define the difference between the main sending organ and the cc organ, and avoid determining the main sending organ and the cc organ in the receiver only according to the organ level rather than the handling responsibility; The name of the recipient should be correctly marked, and it is forbidden to use nonstandard abbreviations or vague and general terms, so as to avoid that no one will bear the actual handling responsibility and weaken the effectiveness of official documents.
On the printed copy, the main delivery organ is located below the title, and the names of the organs are arranged from left to right, and each line continues to the top. End with a colon. If there is no main delivery organization, it shall be arranged in turn according to its nature, level and relevant regulations or practices. The names of institutions are separated by pause, comma or semicolon, and generally printed in imitation of Song Dynasty on No.3 or No.4..
Two: Common types of official documents
Decision notification report request letter meeting minutes
What is the scope of application of the decision and what are its main types?
Decisions are applicable to making decisions and arrangements on major issues or major actions, rewarding relevant units and personnel, and changing or revoking inappropriate decisions of subordinate units.
The types of decision-making mainly include: reward decision, punishment decision, major action arrangement or important matters decision, etc.
What is the scope of application of the report and what are its main types?
The report is suitable for reporting the work to the superior unit, reflecting the situation, answering the inquiries or matters assigned by the superior unit, and reporting relevant materials.
The report types mainly include: work report, situation report, reply report, submitted document or data report, etc.
What is the scope of application of asking for instructions and what are the main types?
Asking for instructions is applicable to asking for instructions or approval from higher-level units. First, go beyond the responsibility and authority of the unit and ask for approval from the superior unit; Second, subordinate units are working.
In case of new situations and problems, request the superior unit to solve or assist in solving difficulties; Third, because some work matters are more complicated or involve less subordinate units, the higher authorities are required to approve or forward the documents issued; Four, the higher authorities in the relevant policies and regulations are not clear or difficult to grasp and confirm the problems in the work, ask for instructions or clarify to the higher authorities.
The main types of requests are: request for approval, request for solving problems, request for approval and request for instructions.
What is the difference between reporting and asking for instructions?
First, the writing function is different. Reporting is mainly to report the situation and reflect the problem; Asking for instructions is mainly asking for approval, instructing and solving problems.
2. Different treatment methods. The report is for reading, no need to reply; Asking for instructions is a matter of doing things. Need to handle and reply.
3. Time requirements are different. Instructions should be written in advance, which is called? Ask in advance? ; A report is generally a report on the results or related information, that is, the so-called? Report afterwards? .
What is the scope of application of the notice and what are its main types?
This notice is applicable to convey the instructions of the superior units, deploy and arrange work, appoint and dismiss cadres, approve, forward and issue documents, and convey matters that require the subordinate units to handle and the relevant units to know or execute.
The types of notices mainly include: approval and forwarding notice, communication or deployment notice, Zhou Zhi notice, meeting notice, personnel appointment and dismissal notice, etc.
What is the scope of application of the notice and what are its main types?
Bulletin is used to convey important spirit and information, commend advanced, criticize mistakes, etc. From superior units to subordinate units or related units.
The types of notification are: commendation notification, criticism notification and information notification.
What's the difference between notification and notification?
Both notification and notification are informative and instructive, and their differences are mainly reflected in well-known matters. Most of the notices require execution, and the widely used and well-known matters in the notice are more specific and binding; Notification focuses on the communication of important spirits and important situations, so that the relevant units and personnel know it, and generally plays the role of guidance, vigilance, inspiration, education and communication.
What is the scope of application of letters and what are the types of replies?
Letters are mainly used for negotiation, briefing, consultation, asking or answering questions, asking for approval and answering examination and approval matters between non-affiliated units.
The types of letters mainly include: inquiry letter, request for approval letter, reply to opinions and reply to approval matters.
What is the scope of application of meeting minutes, and what are the main writing forms of meeting minutes?
Meeting minutes are suitable for recording and conveying the meeting situation and agreed matters. There are several main forms of writing meeting minutes: first, writing meeting minutes directly in the name of the unit; The second is to publish the minutes of the meeting in the language of notice; Three, the minutes of the meeting in a specific format, meeting minutes marked? XXXX meeting minutes? Composition.
In addition to the above main forms, sometimes it can be distributed, that is, the minutes of the meeting are sent separately according to the units involved in the matters agreed at the meeting, and the units involved only receive the relevant contents of their own units.
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