The first category includes two kinds: commands and instructions. Order (order) is an important regulation issued by the state power organs and administrative organs, which takes important mandatory administrative measures such as appointment, dismissal, rewards and punishments for relevant personnel. It can also be divided into announcement order, appointment and dismissal order, grant order, command and administration order, amnesty order, mobilization order, martial law order, etc. These orders can be divided into those with attachments (such as issuing orders) and those without attachments (such as command and administrative orders). Orders are more and more widely used in military departments. This directive is mainly used by state administrative organs to issue important indicative and normative measures or requirements. This style is rarely used at present, and is gradually replaced by "decision" and "resolution".
The second category is "decision" and "resolution". The decision of the Central Committee on Party consolidation and the decision of the Central Committee on the establishment of a retirement system for veterans should be used when making arrangements for certain issues or major actions. The resolution is a matter that needs to be discussed and adopted at the meeting before it is implemented. For example: "About repairing? lt； Resolution on Several Articles of the Constitution of People's Republic of China (PRC), Resolution of the Producer Party Central Committee of China on Several Historical Issues of the Party since the Founding of the People's Republic of China, etc. It is more comprehensive and has a stricter formation process than the Decision, but it is not as mandatory as the Decision.
The third category is instructions. It is mainly used to arrange work for lower-level organs and clarify the guiding principles of work activities, such as the Central Committee and the State Council's Instructions on Further Improving Family Planning Work and the Central Committee's Instructions on Leading Cadres at All Levels Drafting Important Documents by themselves, and Don't Let All Secretaries Do It for them.
The fourth category is notice, announcement and announcement. Notices are used to announce matters that should be generally observed or known, such as the Notices of the People's Liberation Army of China, the Notices on Protecting Forests and Prohibiting Deforestation, and the Notices of the Beijing Intermediate People's Court. Announcement is a proclamation used to announce major events at home and abroad. For example, the Announcement of the National People's Congress of the People's Republic of China is sometimes used to inform the society or a specific object, such as banks, courts and cultural performances. Notice is used to announce matters that should be observed or need to be known within a certain range. Compared with the Notice, it is relatively professional and has a smaller scope of notification. For example, the notice of Tianjin Local Telephone Bureau about changing the manual telephone station of Yixing Port to 60 Bureau, and the notice of Shanxi Provincial People's Government about maintaining railway order, etc.
The fifth kind of "notice" issues administrative regulations and rules, forwards the official documents of higher authorities, organs at the same level and non-subordinate organs, approves the official documents of lower authorities, and requires lower authorities to handle matters that need to be known or executed together with * * * *, and uses "notice".
The sixth kind of circular is mainly used to praise good deeds, criticize mistakes, and convey important information and matters that institutions need to know. The difference between it and notice is that notice requires execution and has certain binding force; Bulletin only plays the role of advocacy, warning, encouragement and communication, such as situation bulletin, bulletin on the promotion and application of new scientific and technological achievements, etc.
The seventh kind of "report" and "request". The report is used to report the work to the superior, reflect the situation and make suggestions. Asking for instructions is asking for instructions and approval from the superior. "Report" can be divided into meeting reports, such as the report "Creating a New Situation in Socialist Modernization in an All-round Way" at the Twelfth National Congress of China Production Party; Situation reports, such as the Secretariat of the Central Committee of the Communist Youth League and the report of the Shandong Provincial Committee on further promoting Zhang Haidi activities.
The eighth kind of "reply". Used to reply to requests for instructions, such as the State Council's reply on Beijing's overall urban planning.
The ninth kind of letter. It is mainly used for mutual consultation, question and answer, and requesting the approval of relevant authorities. It is also divided into official letters and memos. The former belongs to official documents, while the latter does not. You can write and stamp on official stationery without a document number. Sometimes, when replying to the communication of subordinates, "reply" is often used instead of "reply".
Class 10 minute meeting. Communicate the agreed matters and main spirit of the meeting, and require the participating units to abide by and implement the official documents.
The above 10 categories 15 can't cover all college application texts. For example, the most widely used briefing and investigation reports in institutions, the increasingly used report outlines, and contracts that are increasingly valued with the commercialization economy are not included. Briefing is a brief situation report, which has gradually become the basic style of office writing. In a sense, it is the basic style of office practical writing. If you can't write a briefing, it will be difficult to write a report, ask for instructions and other styles. Investigation report is a style to express the results of investigation and research, which is thematic and comprehensive. Some investigate the actual situation, and some investigate the historical situation; Have positive experience and judgment of right and wrong. It is a style that all organs, enterprises and institutions cannot do without. A "report outline" is an outline used when making an oral report to a superior. Usually there is a manuscript in advance, which is revised according to the opinions of leading comrades after reporting, and then it is officially printed into a document. A "contract" is an agreement between the two parties to clarify their mutual rights and obligations in order to achieve a certain purpose, in compliance with national laws, decrees, policies, plans and the principles of equality, mutual benefit and consensus. It is the product of the development of commodity economy and a legal form of commodity exchange.
From the point of view of facilitating learning and teaching, this paper unifies and divides the sending objects of office practical writing and its tasks. In this way, office practical writing can be roughly divided into four categories: report, instruction, contract and supervision.
The report style mainly includes instructions, work reports, situation reports, briefings, report outlines, investigation reports and work summaries. , are all files that subordinates report to their superiors, that is, "writing up".
Indicative style, mainly instructions, instructions, decisions, resolutions, notices, notices, bulletins, orders, etc. , are all documents issued by superiors to subordinates, that is, "downward writing."
Contract mainly includes contracts and agreements, that is, documents that clarify the rights and obligations of both parties under the principle of mutual equality and consensus in order to achieve a certain purpose. In the past, this style was rarely used in government offices. Now, with the shift of the focus of the party and the state to socialist modernization and the continuous development of the commodity economy, party and government organs, enterprises and institutions at all levels are carrying out the reform of the leadership system and economic system, and the work responsibility system and economic responsibility system are gradually being established. The responsibilities and rights within and between organs are clear, and more and more units have adopted the form of signing contracts. Therefore, this style has attracted attention from all sides and will certainly play an increasingly important role.
Supervision style, including "laws", "regulations" and "regulations". , a style that can form a system independently in the application of organs, has a set of terms and writing methods.
The above classification, although more practical and reasonable, but generally speaking. In fact, many styles, some cross each other, some have their own characteristics, and it is difficult to classify them strictly and accurately. Such as work summary, work plan, research report, etc. It is both informative and indicative, and has two functions. The "situation report" and "briefing" are generally only submitted to the superior, but sometimes due to work needs, after performing certain approval procedures, they are also sent to the lower authorities and relevant personnel for reference. This brings guidance. Whether some documents are submitted or distributed, or sent to neighbors and parallel institutions, is often not determined by the "type" of the documents, but by the needs of the work.
Mozi once said: "A husband's words are like a traveler, and if he doesn't know his kind, he will be sleepy." ("Mozi gossip, take the forty-fourth chapter") This clearly points out the necessity and importance of article classification. It is also suitable for office practical writing.
Section 4 Format of Office Practical Writing
The format of an article refers to the relatively stable production standard or style of the article, which belongs to the category of expression. Different content, different use categories and purposes have different formats. The unified will, seriousness and efficiency of the work of state organs determine that the practical writing of organs must have a convenient, unified and rigorous format. At all times, Chinese and foreign countries, all previous regimes attached great importance to the format of institutional applied writing. Many dynasties in the history of our country have different regulations on the name, beginning and end, statement order, language and writing of official documents. Some requirements are very strict, and those who violate them will be accused and punished. Due to the limitation of class and the bondage of hierarchy, some dynasties paid too much attention to format and developed into rigid formalism and red tape.
The format of office practical writing includes written output format and language writing format. The third chapter of the Measures for Handling Official Documents of State Administrative Organs clearly stipulates the format of writing, that is, no matter what kind of language, when making an official document, it generally consists of title, document number, issuer, classification, urgency, main sending organ, text, annex, seal, issuing time, cc organ and notes. At the same time, ten principles are stipulated: first, the title of official documents should accurately and briefly summarize the main contents of official documents, and generally indicate the issuing organ and the type of official documents. 2. Document number, including organization code, year number and serial number. Several agencies jointly issued a document, only indicating the document number of the host agency. Three, the official document shall be stamped with the official seal. The official document submitted to the State Council shall indicate the issuer. 4. Secret official documents shall be marked with "top secret", "confidential" and "secret" respectively. Five, urgent documents should be marked "urgent" and "urgent". Six, for instructions generally only write a main organ, if you need to send other organs at the same time, the application of copy form. Seven, official documents, such as attachments, should indicate the name and order after the text. Eight, the issuing organ shall write the full name or standardized abbreviation of the organ, and several organs shall jointly issue a document, and the host organ shall rank first. Nine, the document adopted by the meeting, should indicate the name of the meeting and the date of adoption under the title and before the text. Ten, the text is written horizontally and vertically from left to right. Minority languages are written and arranged according to their habits.
For the convenience of discussion, let's first look at a typical writing style:
No. ○○×××
Documents of Xx Municipal People's Government
* *No. [1984] *
———————————————————————————————————
[secret]
Notice on ×××××××××
District and county people's governments ..........
Now * * * * * * *
××××…………
Attach the seal of "XXX".
(This piece is sent to XXX level)
———————————————————————————————————
Cc ×××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××
———————————————————————————————————
Issued by the General Office of the Municipal People's Government on ×××× 1984.
———————————————————————————————————
* * * Print xx copies.
This document can be roughly divided into three parts:
The first part. At the top left is the file number, which indicates the order of the total printing times of the file, which is convenient for statistics, receiving and dispatching registration, borrowing and searching; The next line is the name of the document, which consists of the name of the issuing unit and the word "document". Printed in large red font in the middle of the first half of the document, people can see the nature and importance of the document at a glance. Sometimes it's black. If several units jointly issue a document, the names of all units shall be arranged; Below the file name are the words printed by the issuing authority in small font, the year when the document was issued and the serial number of the document issued in that year. It is not only convenient for statistics, sending and receiving, searching, but also often replaces long titles and is easy to quote. If several companies jointly compile, generally only the serial number of the company most directly related to the document is used, and sometimes the serial numbers of several companies are juxtaposed. Substitution characters for proxies are fixed. For example, Zhongfa is a document of the Central Committee of the Communist Party of China, Guofa is a document of the State Council, Jingfa is a document of the Beijing Municipal Committee of the Communist Party of China, and Jingzhengfa is a document of the Beijing Municipal People's Government. When determining substitute characters, it is necessary to avoid having the same name as other units. Once confirmed, it cannot be changed at will. The horizontal line below separates the writing part from the writing part, usually a red line (or black line, the same color as the file name) with a five-pointed star printed in the middle.
The writing part. The upper left corner is the classification (it can also be written in the upper right corner), with square brackets. Such as [secret], [secret] and [top secret]. Only confidential documents are confidential. Just below the security level is the title of the file, and the font is larger than the text and smaller than the file name. The title is generally composed of the name, main content and text of the publishing organ. Some titles don't have the name of the issuing authority, such as "Circular on Commending the Advanced Deeds of XX and Other Comrades", while others have no reason, such as "Decree of the People and the State of China"; Some only have languages such as notices and announcements. The title must be accurate, concise and clear, and avoid lengthy procrastination and ambiguity. Below the title is the stage head, that is, the name of the main delivery organ or the name of the leader. Write it on the left and top of the text, aligned with the first word in the second line of the text. Under normal circumstances, the superior writes down, and there are more main sending organs. When a subordinate writes to a superior, it is often the name of a main sending organ or one or more leaders. "Request for instructions" can only be written as the main sending organ, and the text is below the stage head. This is the main part of the document. Except for a few files, there is generally no fixed format. There are some idioms at the beginning and end of some documents, such as "according to the provisions of the document" and "according to the instructions of a leader" at the beginning; Write "hope to comply", "hope to comply" and "hereby notify" at the end. The left position behind the text is the name and quantity of the attachment. Attachment is a supplement or evidence to the text and must be closely related to the text. But what can be attached is not attached as much as possible, and it must be attached as sparingly as possible. Finally, the seal and writing time. The seal is an important symbol of administrative efficiency, which should be stamped in the current year, that is, the seal should be stamped in the middle of the year, month and day. Not all documents must be printed. The following text has a fixed format and is generally not printed. The documents signed by the leaders do not need to be sealed by the authorities. The above words such as "request for instructions", "notice" and "letter of introduction" must be printed. The writing time shall be based on the date signed by the main leaders at the time of finalization. However, the documents adopted at the meeting are based on the time of adoption. Generally, they are not written at the end of the document, but under the title. Some normative documents should indicate the date of implementation at the end of the article, such as the implementation of this Ordinance since the date of.
At the end of the article. Including the sending range, that is, this piece is sent to XX level, the name of the cc institution, the name of the printing unit, the printing time and the total number of printed sheets.
In addition, all urgent official documents should be marked with the words "urgent" and "extremely urgent" above or below the title or writing boundary according to the urgency.
The Measures for Handling Official Documents of State Administrative Organs also includes a special provision in the chapter of official document format, namely: "Official documents are generally bound on the left side in the format of 16 pages (length 260mm, width185mm). The paper size of' notice',' announcement' and' announcement' should be determined according to actual needs. " Some units also stipulate that the final document should be written with a brush and pen, not a pencil. This is mainly for long-term preservation.
The written production format mentioned above should be used in the practical writing of all institutions. In addition, each style can be divided into three situations according to its nature and task: one style has a relatively stable writing format; Unformatted style; Although there is no fixed writing format, some parts have a habitual writing style.
There are mainly four relatively stable writing formats:
"Regulations", the title should be marked with the name of the unit that formulated or issued the regulations, and some titles only indicate the name of the regulations, while the formulation unit, approval department and release time are placed in brackets below the title. The writing order of the text is as follows: first, explain the basis, purpose or background of making laws and regulations, which are generally expressed in the form of "general rules" or "preface", and some are the first; Then there are the basic contents of laws and regulations, which can be written in chapters and articles; Finally, the effective date, interpretation authority and the relationship with other laws and regulations are explained. Some of this part appears in the form of "supplementary provisions" and some as the last one.
"Request for instructions" generally consists of six parts: the title, written as "Request for instructions about ...". The names of higher authorities or leaders should be written on the stage head, such as "Party Central Committee", "Municipal Party Committee" and "Provincial Party Committee". Asking for instructions, explaining the background and basis of asking for instructions. Request for instructions, that is, matters that need approval. For affirmative requirements, the general terms are "All the above are correct, please approve", "Whether it is appropriate, please give instructions" and so on. Finally, the name and writing time of the requesting unit (or requester), and printed if necessary.
Meeting minutes, such as the minutes of daily office meetings and large-scale meetings, should list the meeting time, place, host, participants, meeting contents, resolutions, etc. in turn, in addition to the title. The latter can delete one or more of them according to the situation.
The main purpose of the contract is to indicate the nature of the contract in the title, and write down the contractor, the purpose of concluding the contract, the agreed conditions, the conditions of contract change, the principles to be observed by both parties, the number of copies, the signatures and seals of the depositor and the contractor, and the signing date in turn. If there is an intermediary, it should also be listed behind the undertaker and signed and sealed. If there is an attachment, the name and number of copies of the attachment shall be indicated at the end.
Habitual writing style. For example, in the work plan, in addition to the title, the beginning is the purpose and significance of the plan, and then the next paragraph is the methods and steps (including measures, time requirements, organization and leadership, etc.). ), and finally indicate the maker and date of the plan. Another example is "work summary", in which the basic situation is written first, that is, the work background and guiding ideology are outlined, and then the achievements, shortcomings and experiences are written, and some even add a next goal. Some investigation reports also have some habitual writing methods. But these are not fixed, and often change from person to person, from time to time and from content.
Office practical writing in different times has different formats. Generally speaking, the format of office practical writing in China's socialist period is relatively stable, but it is not static, and there is also a process of continuous improvement and perfection. We should constantly sum up experience and innovate in writing practice, and gradually form a socialist, China and scientific format. But the effective format that has been formed cannot be changed at will. At present, one of the main problems in office practical writing is that some comrades have no concept of format in their minds, so there is often confusion, which makes the documents full of loopholes and some even lose their effectiveness. Common faults are: (1) format is not perfect. Some documents should be written in the title, but not in the classified level. Other documents are not numbered or dated, or those that should be signed and sealed are not signed and sealed, resulting in the loss of legal effect. (2) The order is reversed. For example, the distribution range is written at the beginning of the text, and the classification is written at the end of the text. (3) Zhang Guan Dai Li. At the end of the request, "Whether the above opinions are appropriate, please give instructions" is written in the report and so on.