Repost] Official document format

Official document format refers to the specifications, styles and components of official documents. Official documents of party and government agencies must maintain a solemn and generous image and a unified and standardized format. This is not only an important formal manifestation of the legal authority, seriousness and specific utility of official documents, but also an objective need for the gradual scientificization and standardization of official document processing methods.

(1) General format of official documents

Official documents are generally divided into three parts: header, body, and tail, consisting of the issuing agency, copy number, confidentiality level, and urgency (level). It consists of 20 elements including document number, issuer, title, main sending agency, main text, description of attachments, signature of the issuing agency, time of writing, seal, notes, attachments, subject words, copying agency, issuing agency, issuance time and number of copies. .

1. Header part

The header of the official document is also called the header of the official document, which generally refers to the horizontal line above the homepage. Including the document name, document number, copy number, confidentiality level, urgency (level), issuer and other elements. In order to be solemn and eye-catching and enhance the seriousness of the official document, the front page is usually printed in red at the top of the official document's home page with a larger font in the center, usually occupying 1/3 to 2/5 of the home page, and with a red horizontal line (official documents of the party's organs are placed on the horizontal line). A five-pointed star is embedded in the middle of the line) to separate the header and the main part.

(1) File name. It consists of the full name or standardized abbreviation of the issuing authority plus the word "document" (or the name of the language in brackets). Such as "Documents of the State Council of the People's Republic of China" (referred to as "State Council Documents"), "Documents of the General Office of the State Council of the People's Republic of China" (referred to as the General Office of the State Council). Another example is "Documents of the People's Government of xx Province", "Documents of the General Office of the People's Government of xx Province", etc. When writing a joint document, the names of the co-signing agencies can be used together, but the sponsoring agency should be listed first. In ethnic autonomous areas, the name of the issuing authority may be printed in both the autonomous ethnic language and Chinese characters.

(2) Send text number. The issuance number, also known as the document number, is the official document code number compiled by the official document issuing authority according to the order of issuance. Its main function is to facilitate the statistics, inquiry and citation of official documents. The document number includes the agency code, year, and sequence number, and is placed under the document name and above the center of the horizontal line. For example, "Guofa [2003] No. 12", "Guofa" is the agency code of the State Council, "[2003] is the year, and "No. 12" is the serial number of the document. When jointly issuing documents, generally only the document number of the sponsoring agency is indicated. . The code for the agency should be selected and used regularly, and should not be changed every year. The number of words should be two or three, and the year and sequence number should be complete and accurate. It consists of 4 Arabic numerals, [2003] cannot be abbreviated to [03], and the order number of the document should be arranged in "No. 1, 2, 3, 4..." instead of "No. 01, No. 02" or "No. 01" No., No. 02" for easy reference and inquiry.

(3) Issuer. In order to urge leaders at all levels to conscientiously perform their duties, ensure the quality of official documents, and at the same time facilitate direct contact between superiors and subordinates, quickly To answer questions effectively and improve work efficiency, the official documents that need to be reported, namely requests for instructions and reports, should be marked with the issuer on the homepage. The method of marking is to first mark the issuer with a colon in the appropriate position on the upper right side of the horizontal line, and then mark the issuer. Name. For official documents marked with the issuer, the text number is placed in the appropriate position on the upper left side of the horizontal line.

(4) The confidentiality level of the document is divided into three levels: top secret, confidential and confidential. The classification of confidentiality levels shall be determined by the issuing agency in accordance with the "Secrecy Law" and relevant regulations. The confidentiality level of government agency documents shall be marked on the upper right corner of the document's home page, and the document number shall be printed on the upper left corner. The organization's document confidentiality level and copy serial number are marked on the upper left corner of the document's home page. The copy serial number should be marked above the confidentiality level, using 7-digit Arabic numerals, such as "0000001" (5) Urgent. Degree (level). Official documents to be delivered and processed urgently should indicate the degree of urgency.

The urgency of documents is divided into two types: urgent and urgent. Official documents from government agencies are marked in the upper right corner of the home page of the document, and official documents from party agencies are marked in the upper left corner of the home page. Mark the level of urgency first, then the level of confidentiality. Urgent telegrams should be marked as special, urgent, urgent, and non-urgent respectively, and should be marked in the header of the first page of the telegram.

2. Main part

The main part of the official document, including the title of the official document, the main sending agency, the main text, the appendix description, the signature of the issuing agency, the writing time, seal, notes, attachments and other elements .

(1) Title of official document. The title of an official document generally consists of three parts: the issuing authority, the subject of the official document, and the language type. For example, in the "Opinions of the Central Committee of the Communist Party of China and the State Council on Agriculture and Rural Work in 2000", the issuing authority is the "Central Council of China and the State Council", the subject of the official document is "Agriculture and Rural Work in 2000", and the language is "Opinions". This is a standard title with three parts. The function of the title is to reveal the main content and purpose of the official document, and to facilitate the registration, processing and query of the official document. When writing the title of an official document, you should grasp the following points:

1. Accurately and briefly summarize the main content of the official document. The title is the headline of the official document. The text should be concise and to the point, and accurately and summarily indicate the subject of the official document. For example, the State Council wants to cancel more than 100 unreasonable charging items involving enterprises. It is obviously impossible and unnecessary to list all the contents of these canceled items as reasons when issuing a document, but it can be summarized as "cancellation of some unreasonable charging items involving enterprises" ”, it seems clear and concise.

2. Select and indicate the language accurately. For example, if a department requires its superiors to list an enterprise as an industrialized production base, and the language is report, this is obviously a mistake of not distinguishing between requests for instructions and reports, and the report includes matters requested for instructions. Another example is that the title of a municipal government's request to its subordinates to resolve a county's reservoir resettlement funds is "×× city government forwards a request for instructions from a certain county to resolve reservoir resettlement funds." This title only forwards a county's request for instructions, but lacks its own The language type can be changed to "×× Municipal Government's Request for Instructions on Solving the Reservoir Resettlement Funds of a County", and the request for instructions from a certain county can be submitted as an attachment as appropriate. In this way, the language type is accurately indicated and it is convenient for higher-level agencies. Get a full picture of the situation. When forwarding and forwarding official documents, the title should avoid overlapping prepositions and genres, such as "about" for "about", "notice" for "notice", etc.

3. Except for the names of laws and regulations plus the title of the book, punctuation marks are generally not used in the title. If the title is too long or requires a pause in the middle, it can be expressed with spaces or line breaks. For example: the General Office of the State Council forwarded the Notice of the Ministry of Finance on Several Policies for Comprehensive Agricultural Development, which can be changed from "About Agriculture..." to the second line.

4. For forwarded or forwarded requests and reports, do not include the name of the agency in the title, but indicate the name of the agency or the time of writing at the end of the full text.

For forwarded or forwarded documents that are informative or have no header, the title generally does not contain the name of the agency. The name of the agency and the time of writing are indicated below the title and enclosed in brackets.

5. The title arrangement should be symmetrical and beautiful. Except for one-line titles with fewer words, those with two or more lines can be arranged in a pagoda shape or an inverted pagoda shape. Try to avoid double parallel or inverted pagoda shapes with the same length. Three parallel shapes. When changing careers, special nouns and subjects such as names of people, places, and institutions must not be separated and arranged.

(2) The main delivery mechanism. The main sending authority, also known as the document header, is the main destination of official documents. It is the document sponsoring unit in the receiving agency and is responsible for executing, processing or responding to the receiving document. Except for official documents that are published directly to the public, the name of the sending agency should generally be written in the top left box at the bottom left of the title before the main text.

In order to ensure that official documents can be processed in a timely manner after they are issued, the main sending agency should be selected based on the functional authority and purpose of the document-receiving unit. Government departments should act in accordance with the authorization and powers of the government at the same level before issuing documents directly to the people's government at the next level. Official documents requesting instructions should be sent to one agency and cannot be sent to multiple hosts; except under special circumstances, requests for instructions may not be made beyond the level. If it is necessary to go beyond the level If necessary, a copy should be sent to the superior authority that was overridden at the same time to avoid delays and delays.

Replies to lower-level requests for instructions can only be sent primarily to the original requesting agency (unit), and to relevant agencies (units) with a carbon copy. For general issuance of official documents, the main sending agency should write a standardized collective name. For example, for general issuance documents of the XX Provincial People's Government, the main sending agency is "the people's governments of cities and counties (cities, districts), and all departments of the provincial government." It is not a universally distributed document, but it is sent to many agencies. It can also be collectively referred to according to the corresponding standards, such as "all relevant municipal and county (city, district) people's governments, and provincial government departments." Another example: the provincial party committee’s general distribution documents are mainly sent to “municipal and county (city, district) committees, all departments of the provincial party committee, the party groups (party committees) of all provincial units, and the party groups of all people’s organizations.” For documents that do not have a primary sending authority, such as resolutions, decisions, opinions, communiqués, regulations, rules, government orders, meeting minutes, and work points, the primary sending authority will be placed above the copying authority in the distribution column.

(3) Text. The main text is the core of the official document. It is the part that expresses the specific content of the official document and explains the intention of the document. The content of the main text must comply with laws and regulations, and must be accurate, focused, clear-cut, rigorously structured, well-organized, well-organized, concise, accurate in punctuation, and as short as possible.

If the main text of the official document ends at the end of the previous page, and it needs to be signed and stamped on another page, it should be marked "This page has no main text" (enclosed in parentheses) at the top of the other page. The signature and seal should be at the top to make it easier for readers to understand the end of the text and to prevent the blank spaces from being stolen. But this should be avoided as much as possible.

(4) Attachment description. If the official document has attachments, the order and name of the attachments should be indicated below the main text and above the document signature. The main part and the attachment should be bound together; if they cannot be bound together, the issuance number of the main part and the sequence number of this attachment should be indicated in the upper left corner of the first page of the attachment.

(5) Signature of the issuing authority. The full name or standardized abbreviation of the signature of the issuing organization should be located at the bottom right of the text, usually on a blank line with the last line of the text. When writing a joint document, the name of the co-signing agency must be indicated, with the sponsoring agency first, and the name of each agency occupying one line, with different numbers of words printed in equal lengths.

(6) Time of writing. The writing date refers to the effective date of the official document, usually the date when it was last issued by the leader. If the document is issued jointly, the date of issuance by the leader of the last issuing authority shall prevail. If after approval by leading comrades, the document cannot be issued in time for some reason and the time delay exceeds 20 days, the time for writing the document can be determined by the sponsoring unit.

The time of writing is one of the important basis for the validity and checking of the official document. It is marked on the lower right side of the signature (seal) of the official document. The year, month and day must be complete and cannot be omitted. For statutory documents or documents discussed and approved at a meeting, the legal procedures and date of production are enclosed in parentheses and marked in the middle below the title. At the time of writing, official documents of the party agencies were written in Arabic numerals, and official documents of government agencies were written in Chinese characters.

(7) Seal. The printing of official documents is a certificate for the document-producing agency to confirm the validity of the official document. Formal documents, except for "meeting minutes" and general public documents with specific headers, should be stamped with the seal of the issuing organization or the signature of the leading comrade. The seal should be consistent with the inscription on the official document. The seal should be clear and correct. It should be located above the written date and the inscription at the lower right end of the official document. The main text should not be overlaid on the top, but the year and month should be stamped on the bottom. Official documents signed in the name of the executive head, such as orders (orders), are generally stamped with a signature and signed with the leader's position. For official documents from government agencies, if there is a fixed document header, it is also possible to directly write the date of issuance and stamp the document without marking the issuing agency. The party committee's general distribution documents do not need to be printed.

When several agencies jointly write a document, the sponsoring agency should be listed first. When using the seal, if the names of the agencies are arranged up and down, the seal of the sponsoring agency is on the top; if the names are arranged left and right, the seal of the sponsoring agency is on the left.

(8) Notes. Refers to matters that require additional explanation in official documents. For example, it is used to indicate the scope of reading and communication of official documents, how to use it, or terms that need to be explained, etc. Mark a blank line below the signature (seal) of the official document, and leave two spaces on another line.

According to the confidentiality level of official documents and work needs, some official documents must determine the scope of reading and transmission, such as "This document is sent to the county and regiment level", "This document can be communicated orally to the masses", etc.; some official documents must explain how to use it. , such as "This article can be reproduced by yourself", "This article can be published publicly", etc.

(9) Attachments. Attachments are official documents or materials that are attached as needed to the main text. Used to supplement the text or provide reference materials.

3. The tail part of the document

The tail part of the official document consists of the subject heading, copying agency, issuing agency, printing time and number of copies.

(1) Subject words. Subject words are nouns or nominal phrases that embody the subject characteristics of the official document and its category, and can be recognized by computers. In order to meet the needs of office automation and do the basic work of using computers to manage official documents, all official documents should be marked with subject headings. A document is generally marked with three or five subject headings, with a maximum of no more than ten. The subject words are marked above the CC column at the lower left corner of the last page of the document, written in the top box, with a space in the middle for each subject word.

The indexing of subject headings is based on the "Official Document Subject Headings List" revised by the Secretariat of the General Office of the Central Committee of the Communist Party of China in August 1998 and the "Official Documents of the State Council" revised by the Secretariat of the General Office of the State Council in December 1997. The prescribed indexing of the Subject Glossary.

(2) Copy to the agency. Copying agencies refer to other superiors and subordinate agencies other than the main sending agency that need to inform the content of official documents.

The copied organs are arranged in the order of party, government, army and mass. When moving, write parallel to the previous line. For example, official documents issued by the provincial government should be copied to all departments of the provincial party committee, the National People's Congress, the Chinese People's Political Consultative Conference, military regions, courts, procuratorates, people's organizations, democratic parties, etc.

(3) Issuing authority and time of issuance. The issuing authority and time columns are located on the penultimate line of the last page of the document. The issuing authority refers to the name of the unit that produces and issues (reprints) the document, usually the party committee or government office; the issuing time is generally the date it is sent to the printing factory. For example: "Secretariat of the General Office of the People's Government of xx Province, issued on x, month, xxxx, xxxx".

(4) Number of copies printed. The number of copies issued in parentheses is placed in the lower right corner of the issuance time. The number of copies printed is used to know how many copies of the document have been printed. Especially for confidential documents, the number of copies should be marked, and the number of copies cannot be left unchecked.