How to learn simple official document writing skills 1 1

Official document writing refers to the writing of official documents, which is the drafting work of documents and the first work link of issuing documents by organs. With the rapid development of social economy and science, information resources are becoming more and more abundant, and information transmission and exchange are paid more and more attention. As an important tool for managing the country, handling government affairs, transmitting information, organizing and planning, popularizing achievements and people's social and ideological exchanges, practical writing has become an irreplaceable communication means and tool in the information age.

Official documents have the specific effect and influence given by administrative organs. In their daily administrative activities, government workers have to be exposed to a large number of documents. As a civil servant recruitment examination for government departments to select outstanding talents, official documents can not only test the candidates' sense of identity, but also test their familiarity with the daily work of government departments.

Second, the writing of legal documents

(1) order

Orders and orders are the languages that publish administrative regulations and rules according to relevant laws, announce the implementation of major administrative compulsory measures and reward relevant units and personnel. Such documents are limited in scope, authoritative and simple in content. They are often just "laws and regulations have been passed by a certain level of government executive meeting and are now promulgated", and the writing difficulty is very low. So they rarely appear in writing questions.

basic framework

Reason-content-requirement; Cause purpose-rules or measures-hope or requirement.

(2) Decide

Decision-making is used to make arrangements for important matters or major actions, reward and punish relevant units and personnel, and change or cancel inappropriate decisions made by lower-level organs. For example, the Decision of the Central Committee of the Communist Party of China and the State Council on Comprehensively Strengthening Population and Family Planning Work to Solve the Population Problem, which makes arrangements for population and family planning work and solving the population problem.

basic framework

What-why-what to do; Background and purpose-importance and necessity-working measures; Purpose-reason-arrangement.

(3) Announcement

Announcement is a language used to announce important or statutory matters at home and abroad. Because the designation is to announce matters to the whole society or the whole world, this writing method generally only includes four parts: title, text, issuing authority and written time, and sometimes the words "hereby announced" are added, so it is not necessary to write the title of the receiving authority or the object of publication, so the structure is relatively simple.

basic framework

What-why-what to do; Context-Purpose or Meaning-Content-Call;

(4) notice

A notice is a language used to announce matters that all parties concerned should abide by or know. Announcements are sometimes smaller than announcements. For example, if the announcement is limited to a certain group in China, it is generally not necessary to write the title of the announcement object. Sometimes it is necessary to add introduction and conclusion, such as "to do a good job in safety supervision and maintain public safety" and "I hereby announce it and hope to know it".

basic framework

Why-what to do; Purpose-requirements; Cause-measures.

(5) Notice

Notice refers to the matters that need to be understood and observed, the documents that need to be informed and indicate specific objects, and is applicable to approving the official documents of lower authorities, forwarding the official documents of higher authorities and those that are not subordinate to higher authorities, conveying the matters that lower authorities need to handle and the matters that need to be understood or implemented by relevant units, and appointing and dismissing personnel.

basic framework

Informed object-informed matters-reasons-implementation requirements.

(6) Notice

Announcement is a language used to praise the advanced, criticize mistakes and convey important spirit or situation. The main function is to learn from the experience of other regions, units and individuals to promote the development of work; Learn lessons to prevent similar problems from happening; Understand the situation and promote the smooth development of the work. According to the purpose, notification can be divided into three types: commendation notification, criticism notification and situation notification.

The notification text consists of four parts: reasons, analysis and judgment, decision measures and requirements.

basic framework

Cause of the incident-handling of the situation-summary of experience and lessons-implementation or prevention requirements

(7) Motion

Motion is the language used by people's governments at all levels to put forward matters for deliberation to the people's congress at the corresponding level or its standing Committee in accordance with legal procedures. This kind of document is only submitted by the government to the legislature for deliberation, and the possibility of writing a review is extremely low.

basic framework

Matters submitted for consideration-reasons-expectations and requirements

(8) Report

Report is the language for reporting work to superiors, reflecting the situation and answering questions. According to the purpose, it can be divided into: work report, situation report, reply report, document submission report, etc. The reports commonly used by the authorities and the most frequently applied for review are the situation report and the work report respectively.

basic framework

State the basic situation-point out the existing problems-and put forward countermeasures; What-why-what to do; Background and connotation-importance and necessity-important measures; Purpose-reason-intention.

(9) Asking for instructions

Asking for instructions is a kind of official document, which is suitable for asking for instructions and approval from higher authorities. According to the content and purpose, requests can be divided into three main types: demonstration requests, accuracy requests and conversion requests. Asking for instructions generally consists of three parts: reasons, asking for instructions and ending. The end often ends with a request, such as "if the above opinions are appropriate, please give instructions", "if not, please approve" and "if the above opinions are acceptable (or not inappropriate), please forward them to the relevant units for implementation".

basic framework

Reasons for asking for instructions-matters-requirements; What-why-what to do; Background-purpose-measures.

(10) reply

It is a document used to reply to the matters requested by the lower authorities. In practice, there are also many examples of improper writing relationship and misuse of writing style, mainly between organs at the same level and between higher government departments and lower government departments. This is a peer relationship, and "reply" is used instead of "letter".

basic framework

What-why-what to do; Background reasons-reply instructions-job requirements.

(1 1) opinion

Opinions are used to put forward opinions and solutions to important problems, and their main content is countermeasures. Such as the above words, can be used to report to the higher authorities for approval or forwarding related matters; Such as the following words, can be used for leading organs or some important issues to put forward guidelines, principles, measures and methods to deal with. The following words are mostly used to put forward countermeasures to solve the problem. The title of the opinion consists of the issuing authority, the cause and the text. The basic structure of the opinion text: it consists of three parts: introduction, text and conclusion.

basic framework

What-why-what to do; What is it-why-how to do it-how to do it (meet what requirements); Background and purpose (importance and necessity)-work measures-work requirements; Background and current situation-necessity or reason-job requirements; Purpose-reason-arrangement-requirement.

(12) letter

Letter is a language used by non-affiliated organs to discuss work, answer questions, request approval and reply to examination and approval matters. Its outstanding feature is that most of them are parallel official documents, which are used for official documents between organs at the same level and different system units. Letter, in essence, is a kind of letter, which has both the general characteristics of letter and the format and specification requirements of official documents.

basic framework

What-why-what to do; Background-reason-requirement.

(13) Meeting Minutes

Meeting minutes are used to record and convey the meeting and agreed matters. The ideas, schemes and measures recorded in the minutes for arranging deployment, solving and handling problems belong to the category of countermeasures. Different from meeting minutes, records are often original records, and their contents are not refined. However, minutes must have prominent themes, clear levels and more strict and standardized styles.

basic framework

What-why-what to do; Background-reasons-measures-requirements.

Third, the writing of common affairs documents.

(1) plan

Planning is a kind of planning document, similar to plans, points and schemes, which is used to arrange the nature of work and make predictable arrangements for the whole or individual work. The main difference between the four is that the objects and time ranges are different, and the importance and arrangement range are decreasing.

basic framework

What-why-what to do; Background and purpose-inspection content; Purpose-reason-arrangement; Guiding ideology-working principles-objectives and tasks-specific measures.

(2) Report

Reporting is a style of summing up work, reflecting problems, reporting the situation, and putting forward opinions and suggestions to superiors. There are usually two kinds: work report and situation report.

basic framework

What-why-what to do; Background and purpose-survey methods-survey contents-survey results; Purpose-reason-arrangement; Guiding ideology-objectives and tasks-content arrangement-survey results; Existing problems-cause and impact analysis-solutions.

(3) Investigation report

The investigation report is a written report with facts, opinions, conclusions and a certain purpose, which is formed on the basis of investigation and analysis by using social investigation methods. The basic contents of the investigation report are: reflecting the current situation of the problem, stating the course of the incident, analyzing the influence, harm, role and significance of the problem or incident and practice, summing up experiences and lessons, and putting forward countermeasures and suggestions.

basic framework

What-why-what to do; Survey background-survey methods-survey contents-survey results-countermeasures; Investigation background-existing problems-solutions.

(4) Speech

The speeches in the application questions are usually written manuscripts made by the staff of administrative organs for specific purposes, specific occasions and specific objects.

The writing of a speech must obey the six elements of the speech: speaker, purpose, occasion, object, content and language.

basic framework

What-why-what to do; Background introduction-the purpose or main content of the speech-indicating attitude, principles, opinions-work measures-expectations and requirements.

(5) Speech

Speeches, also known as "speeches" and "speeches", are written manuscripts used for speeches. On the basis of the speech, the speech highlights agitation and appeal, contains more lyrical elements, and can use more flexible and rich language to achieve "words carry the Tao, feelings carry the Tao".

basic framework

Background, environment, occasion-the purpose of the speech, the problems pointed out-the necessity and importance of solving-countermeasures-feelings, initiatives and encouragement

(6) reply

Reply, in the common documents of the current organs, mainly refers to the written reply to the suggestions, questions and proposals of CPPCC members and the opinions and suggestions of the people.

concrete construction

Attitude-status quo-measures; Background-Purpose-Measures-Determination or Expectation

(7) Responsibility letter

Responsibility letter is a commonly used document genre for administrative organs to clarify their responsibilities and work objectives and tasks, mobilize the enthusiasm of various departments, units and individuals, promote the completion of work, and ensure the efficiency and quality of work.

From the scope of use, there are two basic forms of responsibility. One is one-way, that is, a government, a department and a staff member draw up a responsibility letter by themselves, send it within the department, or report it for the record as required; One is two-way, that is, the higher and lower levels sign letters of responsibility, or send letters of responsibility from top to bottom, requiring units and individuals within their jurisdiction to comply with them.

basic framework

Background purpose, guiding ideology, policy spirit-work objective-specific task measures-reward and punishment measures

(8) Open letter

An open letter, in practical writing, is an open letter genre with the party and government organs, functional departments (or individual representative departments) as the unit and facing all members of the society. Its content is mostly from the perspective of the government, proposing initiatives and demands to the public on a certain issue. In essence, it is an epistolary argumentative essay, which highlights initiative, appeal and agitation, and requires appeal and persuasion.

basic framework

Present situation-problems-necessity, importance-countermeasures-calling for initiative; What?-Why?-What should I do?

(9) Proposal

The proposal is an open letter, with a wide and narrow scope, which is aimed at the whole society, without a clear target, and also at a small range and specific people, such as the proposal within the agency and the proposal sent to the residents of a certain community. The purpose of his writing is to attract the attention of the audience, promote their understanding and guide their thoughts and behaviors.

basic framework

Background-necessity, importance-initiative content-appeal again at the end; The background of the initiative-the initiative-the reason for the initiative-the measures that have been taken or should be taken-and the coordinated actions taken by everyone.

(10) recommendation letter

First of all, we should make clear the basic concepts and requirements of the proposal, and then combine the content of the proposal with the genre format of the letter to write a proposal (letter) that meets the requirements.

Suggestions are documents aimed at solving problems, with countermeasures as the main content and countermeasures in form, which are very universal. The difference between the two is that countermeasures are abstract and there is no such genre as countermeasures; Advice is a style based on practice. From the point of view of facts and science, this paper expounds the harm and causes of the problem and the necessity, principles and basis of taking corresponding countermeasures. The content is specific, which may contain some scientific argumentation.

basic framework

Present situation and analysis-necessity, importance-countermeasures

(11) Press release

Press release is a written document that the administrative organ releases information to the outside world. There are two forms of news release: written and oral, and the release draft is the text draft on which it is based. Whether it is published in writing or orally, the "draft" must prevail, that is, the written copy. The final audience is the whole public, and the direct audience is journalists. The degree of "internal and external differences" is between meetings (purely internal) and live speeches (purely external).

basic framework

What-why-what to do; Policy background-policy content-determination, attitude, expectations and requirements; The course of the incident-handling measures-determination and attitude

(12) summary

Summary is a review, analysis and evaluation of individual work or comprehensive work in a certain period and field. The content can focus on the objective introduction of the situation, that is, on the narrative; You can also focus on the summary of experience, practices and lessons, that is, focus on theory.

basic framework

Introduction-the effect of measures-summing up experience and lessons; Overview of work-specific work content and development-existing problems-solutions-looking forward to the future

(thirteen) reflect the situation

Basic concepts, like situations, are comprehensive summaries of opinions and facts. Pay attention to the comprehensiveness of content and the generality of language when writing.

basic framework

Present situation-problems and hazards-countermeasures-enlightenment; Problem-cause-countermeasure-enlightenment;

Understanding problems-analyzing problems-solving problems.

(14) General situation

Situation synthesis, also known as situation summary and situation reflection, basically points out existing problems, analyzes the causes of problems, predicts the development trend of events or situations, and puts forward ideas or measures to solve problems on the basis of describing the occurrence, development and results of events.

The basic structure is divided into three parts: fact summary-problem analysis-countermeasure elaboration, and finally comments and future prospects can be added.

(15) Editor's note

Editor's note is essentially a news genre, which summarizes the main contents of news, states the editor's views on things reflected in news (including events, opinions and practices), and explains the intention of editing and publishing this news. It is to comment on the forwarded deeds and materials and put forward opinions on implementation or learning and development, which usually includes three parts: background purpose, connotation essence and opinion requirements.

basic framework

What-why-how to do it; Background-purpose-content-requirements; What to introduce-why to introduce-how to do, how to learn and how to implement.

(16) Explanatory draft

Explain a certain tourism culture, tourism landscape, cultural phenomenon, cultural heritage, customs and traditions, etc. For the purpose of publicity and promotion, and with a clear explanation object, it is usually necessary to write a title.

basic framework

Origin-inheritance-present situation-significance; Description of scenery status-historical inheritance-practical significance-request or initiative.

(XVII) Brochure

Brochure and brochure outline are essentially a style. Usually, application questions do not require writing the full text, only an outline is listed. Outline is the synthesis of structural framework and content points. If the framework has clear hints on the topics, such as brochures and outlines of Yellow River culture and safety culture, it is divided into four parts, giving clear hints, which can be divided into paragraphs and levels according to the hints; If the topic has no suggestive framework, the framework shall be set in the order of general publicity background, purpose, reason, measures and requirements.

basic framework

Background and purpose of publicity-publicity matters-reasons and significance-measures, requirements or initiatives.

(eighteen) promotional materials

Publicity materials and manuscripts are a kind of questions with high frequency in recent years. Their purpose is to publicize society, enterprises and citizens, explain national laws and policies, publicize ideas and practices, and arouse the understanding, support and cooperation of propaganda objects. Open letters, speeches, proposals, publicity materials and publicity outlines have different names, but their contents are similar and their expressions are the same, and they all have certain publicity targets, so they can be classified as one style-propaganda style.

basic framework

What-why-what to do; What to promote-why to promote-specific publicity content-what the public, enterprises and society need to do; Background purpose-work initiative-calling for initiative; Purpose-measures-initiative; The background and origin-the current situation of the problem-the measures to be taken-need the cooperation of the masses.