Written format of official documents

The written format of official documents refers to the arrangement order and identification rules of all elements of official documents. The official document format of state administrative organs divides the writing format of official documents into three parts: prefix, subject and version, and also into seven elements: classification and duration, urgency, identification of issuing organ, document number, issuer, title, main sending organ, text, annex description, cc organ, issuing organ and issuing date. All elements placed above the red reverse line (also called interval horizontal line) on the front page of official documents are collectively called eyebrows; Elements placed below the red reverse line (excluding the red reverse line) to the subject word (excluding the subject word) are collectively referred to as the subject; The elements below the subject words are collectively referred to as version notes.

Eyebrows. Generally, eyebrows are composed of the number of official documents, classification and duration of confidentiality, urgency, identity of the issuing authority, document number, issuer, red reverse line and other elements. In fact, they are all elements above the red reverse line on the front page of official documents (the width is the same as the version center, that is, 156mm).

1, number of official documents

The document serial number is the serial number of each document when multiple copies of the same manuscript are printed. If the number of copies of the document needs to be marked, it should be marked with Arabic numerals in the upper left corner 1 line and overprinted with red numbering machine. For example, the same manuscript is printed in 100 copies, in which the serial number of the first 1 copy can be written as "00 1" and the serial number of the last copy can be written as "100". Identifying the serial number of copies is mainly used to facilitate the registration, distribution and access of official documents.

2, the secret level and duration of confidentiality

The classification and duration of confidentiality are the requirements for the confidentiality and handling of official documents involving party and state secrets, which are only known to a specific range of people in a certain period of time. Official documents of the party and state organs are classified into three grades: top secret, secret and secret, among which the number of copies of top secret and secret official documents shall be indicated. Top secret is the most important state secret, and if it is leaked, it will cause particularly serious damage to the national security and interests. If the official document needs to identify the classification, it should be marked in bold type No.3, the top box should be marked with 1 in the upper right corner of the page, and the word 1 should be left blank between the two words identifying the classification; If it is necessary to indicate both the safety level and the safety duration, both items should be in bold type No.3, with the safety level in front and the safety duration in the back. The top box is marked on line 1 in the upper right corner of the version center, and the safety level and safety period are separated by "★". When the classification is indicated, the period of confidentiality shall be indicated. The confidentiality period is generally divided into less than one year, more than one year, long-term and duration. If there is no time limit, it is generally determined by the confidentiality period of 20 years, such as secret ★6 months, secret ★3 years, top secret ★ long term.

3. Degree of urgency

Urgency is the time requirement of document delivery and processing. The urgency of official documents of the Party's organs can be divided into two types: extreme urgency and urgency, and the urgency of official documents of state administrative organs can be divided into extreme urgency and urgency. If it is necessary to identify the urgency, use No.3 bold type, with the top box marked in the upper right corner of the version center on line 1, and the word 1 must be blank between the two words identifying the urgency; If it is necessary to indicate the classification, duration and urgency at the same time, the top boxes of classification and duration should be indicated in line 1 in the upper right corner of the board, and the top box of urgency should be indicated in line 2 in the upper right corner of the board.

4, the issuing authority logo

The logo of the issuing organ is called "the head of the edition" in the Regulations on the Handling of Official Documents of Party Organs in China. The logo of the issuing authority consists of the full name or standardized abbreviation of the issuing authority plus "document". Some specific official documents can only identify the full name or standardized abbreviation of the issuing authority without adding the word "document", such as "letter", "order" and "meeting minutes". In addition to identifying the full name or standardized abbreviation of the issuing authority, languages should also be added. The Provisions on the Handling of Official Documents of Party Organs in China stipulates that the prefix "consists of the full name or standardized abbreviation of the issuing organ plus the word" document "or brackets indicating the language type, printed on the front page of the official document with a group of red characters in the middle". The upper edge of the license issuing authority logo is generally 25mm from the upper edge of the sign to the upper edge of the sign; The upper edge of the official document submitted by the issuing authority is 80mm away from the upper edge of the editing center. The distance between the upper edge of the logo of the letter issuing authority and the upper edge of the previous page is 30mm, the Wuwen line is 4mm below the full name of the issuing authority (thick on the top and thin on the bottom), and the Wuwen line is 20mm away from the next page (thick on the top and thick on the bottom). The length of both lines is170mm. The upper edge of the logo of the issuing authority of "Ling (Ling)" is 20 mm away from the central edge of the edition. In principle, the logo of the issuing authority should be a small label, and the font size should be determined by the issuing authority in line with the principle of eye-catching and beautiful appearance, but generally it should be less than 22 mm×15 mm. When writing jointly, the name of the organizer should be put in front, and the word "document" should be placed in the name of the issuing authority. Even if there are multiple joint writing agencies, it is necessary to ensure that the front page of the official document shows the text.

5. Document number

The document number consists of the word, year and serial number of the issuing authority. Generally, the document number is 2 lines under the logo of the issuing authority, and the number 3 is imitation of Song Dynasty, which is arranged in the middle. The document number of "decree" is marked in the middle of two lines in the blank space under the logo of the issuing authority of "decree": the document number of "meeting minutes" is placed under the logo of "meeting minutes", and the red reverse line is directly above it. Joint writing generally only indicates the number of the organizer's document. The word institution should reflect the nature of the issuing institution or department. The same organ. The generation of similar official documents of departments should be unified, and there cannot be several writing methods. Generally, one or two words can be added before the name of the institution to replace it, but it should be distinguished from other institutions with similar names. The year and serial number are identified by Arabic numerals; The year should be marked with the full name and enclosed in hexagonal brackets. No pseudo-number is added to the serial number (i.e. 1 00 1), and no word is added.

6. issuer

Name of the leader who issued the official document by the issuing authority. The official document submitted shall indicate the name of the issuer, and the names of the issuers shall be arranged side by side on the right side of the document number. The left space is the document number 1, and the right space is the issuer's name 1: "Issuer" uses No.3 imitation song style followed by a full-width colon, and the issuer's name is marked with No.3 italics after the colon. In the case of joint writing, there are multiple publishers. At this time, the name of the sponsor issuer is placed in the first line, and the names of other issuers are below the name of the sponsor issuer from the second line. In the order of issuing institutions, they are arranged in turn, and the red reverse line moves down, so that the document number is on the same line as the name of the last issuer, and the red reverse line is 4mm away from it.

7. Red reverse line

The red reverse line is generally printed 4mm below the document number, and its length is equal to the width of the plate center (that is, 156mm).

-theme. The main sending organ generally consists of the title, the main sending organ, the text, the attachment, the written time, the seal, the remarks and other elements.

1, title

The official document title is a summary of the official document content and a revelation of the writing purpose, so it should accurately and concisely reflect the main contents of the official document. Except for the names of laws, regulations and rules and books, punctuation marks are generally not used in the titles of official documents. The title of the official document issued by the higher authorities should be clearly written, not just the original number. The title of official documents issued by administrative regulations and rules is "Release", the title of official documents issued by subordinate organs is "Approval", the title of official documents issued by superior organs, organs at the same level and non-subordinate organs is "Forward", and official documents such as "Scheme" and "Plan" or other informative documents are printed (transferred). The title generally does not carry the name of the original issuing authority, but the name and written time of the original issuing authority are under the original issued title.

The titles of official documents are generally subscripted in two lines in red, and arranged in the middle with No.2 small standard song. If there are too many words, you need to arrange them in branches. In the branch, be careful not to align lines of equal length up and down, and words with more than two words should not be arranged at the beginning and end of different lines separately. In short, the arrangement of titles should be complete in meaning, symmetrical in arrangement and appropriate in spacing.

2. Main organs

The main sending organ refers to the main receiving organ of official documents, and should use the full name or standardized abbreviation or common name. If there are many main delivery organs, they should be arranged in order according to their nature, level and relevant regulations or practices, with a pause between organs of the same nature or at the same level and a comma between organs of different nature or at different levels. For example, in the State Council, the arrangement of the main delivery agencies is: "People's governments of provinces, autonomous regions and municipalities directly under the Central Government, ministries and commissions of the State Council, and institutions directly under the Central Government"; Intermediate people's courts generally arrange the following documents in the form of "grass-roots people's courts and departments of intermediate people's courts".

Generally, the line 1 is left blank under the heading of the main feeding mechanism, and the top box on the left side is marked with No.3 in imitation of Song Dynasty. When returning, the top box is still marked, and the name of the last main delivery mechanism is marked with a full-width colon. If there are too many names of the main sending agency, so that the main body of the document cannot be displayed on the front page, the name of the main sending agency should be moved below the subject words in the edition and above the cc, and the identification method is the same as that of the cc. Require the higher authorities to write only one main delivery organ; For the official documents sent by some subordinate organs, if there are fewer sending organs, the full name can be written, and there are more sending organs, which can be summarized by "all relevant departments and units".

3. Text

The text is the main part of the official document. The text should be placed on the next line of the main sending organ, imitating Song No.3, leaving 2 words in each natural paragraph, and the top line should be returned; Numbers and years cannot be returned. The text of "Command (Order)" is placed in the position of two blank lines under the order number. The names, places, figures and quotations in the text should be accurate. Document citation should first lead to the title, and then lead to the document number; When quoting a foreign language, its Chinese meaning should be indicated; The date shall indicate the specific year, month and day; National legal units of measurement must be used. Words should be accurate and standardized. If you want to use nonstandard abbreviations in the text, you must indicate the abbreviations at the same time when using the full name for the first time, and pay attention to the unification of abbreviations in the same official document; Figures in official documents should generally use Arabic numerals, except for the date of writing, figures of some structural levels and figures used as morphemes in words, phrases, idioms, abbreviations and rhetorical statements. The ordinal number of multilevel structure is represented by numbers, and its identification method is as follows:

Use "one", "two" and "three" on the first floor. ...

The second layer adopts "(1)", "2)" and "3". ...

The third floor is marked with 1, "2" and "3" ...

The fourth layer is "(1)" (2) "(3)" ...

Never use the hierarchy upside down, such as "(1)" (2) ""(3) "... as the first layer,"1"2" "3" ... as the second layer, and so on. This is not allowed.

4. Accessories

Attachments are the subsidiary parts of the text and other official documents or materials (including charts) that supplement the content of the text of the document. If there is an attachment in the official document, the "attachment" should be marked with No.3 imitation song style at the bottom of the text, followed by a full-width colon and name. No punctuation is added after the attachment name. If there are only two attachments in the document, only the name is marked, not the serial number. If there are two or more attachments, the serial number should be marked before the name of the attachment, and the serial number should be Arabic numerals, such as:

Attachment: (1)XXXXXX

Attachment: (2) XXXXXX

If the name of the attachment has been written in the text, the description of the attachment under the text can be omitted. The attachment should be bound into a new page together with the text after the date of writing the official document, and the words "attachment" should be marked in the top box of the second line in the upper left corner of the attachment. If there is a serial number, it should also indicate the serial number, such as "Annex 1" and "Annex 2". The number and name of the attachment shall be consistent with the description of the attachment under the document body. If the attachment and the document body cannot be bound together, the document number should be marked in the top box of the first line in the upper left corner of the attachment, and then the attachment (or with serial number) should be marked.

It should be noted that attachments are not required for every official document. Whether to attach an attachment should be decided according to the specific situation and actual needs.

5. Written time

The written time shall be subject to the issuing time of the person in charge, and the joint writing shall be subject to the issuing time of the person in charge of the final issuing authority. The writing time of official documents is marked with Chinese characters as year, month and day, and "zero" is written as "○", which is generally placed at the lower right of the text. See the seal from top to bottom, and the number of words from left to right. The writing time of "Order" is marked in the right margin of the next line signed and sealed by the signer, and the writing time of "Meeting Minutes" is marked in the upper right box above the red reverse line.

6.seals

Seal refers to the seal of the issuing organ or the signature seal of the leading comrades affixed at the end of the article, which is the certificate that the issuing organ is responsible for the official document and marks its validity. In addition to the minutes and copies of the meeting, the official documents shall be stamped with the official seal. Official documents that should be stamped with the seal shall be stamped with the seal of the issuing organ, except for administrative regulations and rules issued by "orders", motions submitted to the people's congress at the corresponding level or its standing committee for deliberation in accordance with legal procedures, and letters signed by a few leading comrades. The official documents submitted jointly shall be stamped with the seal of the host organ; Joint documents shall be stamped with the seal of the issuing authority. The seal of the official document must be consistent with the name of the issuing authority. If another seal needs to be replaced for some reason, the word "Dai" should be indicated. The official document issued by a single organ does not sign the name of the issuing organ at the countersignature, but only marks the time of writing and seals it. The date of writing is four words on the right. The stamp should be 2 mm ~ 4 mm away from the text, and the writing time should be kept straight and centered. The correct ways of stamping are: (1) The following ways. When the characters of seal script are arranged in a circle and there are no characters in the lower arc, the lower set method is adopted, that is, only the lower arc is pressed on the writing date; (2) the middle way. When there are characters in the lower arc of the seal, the middle set method is adopted, that is, the center line of the seal is pressed in writing time.

When joint writing needs to be stamped with two seals, the time should be written, with 7 words left and 7 words right. The organizer's seal is in the front, and both seals have dates. It should be noted that only by using the same sealing method can the seals be arranged neatly. The two seals do not intersect or are tangent to each other, and the distance is not more than 3mm.

When joint writing needs to be stamped with three or more seals, in order to prevent blank seals, the name of the issuing organ (abbreviation) should be arranged between the writing time and the text. The seal of the organizer is in the front, with a maximum of 3 pieces in each row, and both ends shall not exceed the center of the edition; The last row, such as one or two seals, is arranged in the middle; Seals do not intersect or are tangent to each other. At the bottom of the last row of seals, the two words on the right indicate the writing time. When the space left after document typesetting can't accommodate the position of the seal, measures should be taken to adjust the line spacing and word spacing. The seal and the text should be on the same side, and the method of marking "this page has no text" should not be adopted.

Step 7 take notes

The notes generally explain the distribution scope and matters needing attention in the use of official documents, such as "this document is sent to the provincial or corps level" and "this document is sent to the county or regiment level". If there are any comments on the official document, the words "Fangsong" No.3 and "Zuokong" No.2 are generally used to mark the next line with brackets. Official document notes do not belong to the official document content, and are generally marked in brackets at the lower left of the official document signature seal. According to the "Measures for Handling Official Documents of State Administrative Organs", the contact person and telephone number should be indicated in the notes.

Version. Version records are generally composed of key words, cc office, printing office, printing time, number of copies, reverse line and other elements. The seal should be placed on the last page of the official document (that is, the fourth letter, also known as the back cover), and the last element of the seal should be placed on the last line.

1, keyword

Subject words are standardized nouns or noun phrases that reflect the main contents of official documents and should be marked according to the requirements of higher authorities. "Subject words" are marked in bold font No.3 in the box in the upper left corner, followed by a full-width colon; The headwords use the No.3 subtitle Song Hippo Chef, and there are 1 words between headwords. Subject words should be marked with words reflecting the contents of official documents first, and then with words reflecting the language of official documents. In general, a document can be marked with 1 ~ 5 subject words, but no more than 5. Subject words are not separated by punctuation, but by a word. Subject words should be placed in the lower half of the last page of the official document, that is, the lower right of the written time and the upper left of the cc office.

2, cc authority

All official documents must be strictly controlled according to their contents, the purpose of issuing documents and their affiliation. The general arrangement order is: higher authorities in one row, party and government organs, military organs, people's organizations and democratic parties in one row, people's congresses, CPPCC, courts and procuratorates in one row, and other units in one row. If there is a copy of the official document, on the next line of "subject words", the blank word 1 on the left is marked as "CC" with No.3 imitation song, followed by a full-width colon; Cc authorities are separated by commas, and aligned with cc authorities after colons when returning; Add a period after the last cc office. If the main sending organ is moved to the subject, the identification method is the same as that of the cc organ.

3. Issuing authority and issuing time

Most issuing organs do not appear in the names of writing organs, but only in the names of offices. The printing and distributing organ is located under the cc organ (if there is no cc organ, it is under the "subject words"), occupying the position of 1 line, and the No.3 imitation song. The left space of the printing office is 1, and the printing time is 1. The issuance time shall be based on the date when the official document goes to press, and marked with Arabic numerals.

4. Number of copies

The number of copies is placed under the printing time, and the three words on the right are marked with No.3 imitation song and Arabic numerals.

5. OK

Add a reverse line under the keywords, cc office, printing office and printing time in the version record, and the width is equal to the version heart.