Norms for writing official documents

Norms for writing official documents

First, the basic knowledge of the official documents

(a) the meaning of the official documents

Official documents, the Department of official documents, is the abbreviation of the party and government organs, social groups, enterprises and institutions, as well as other social organizations, to exercise the legal authority to deal with day-to-day affairs often use a style of writing. Legal authority to deal with day-to-day affairs often use a style. The official document has its own specific writing program and format, and it is an important textual tool for conveying the guidelines and policies of the party and the state, issuing party rules and decrees, guiding and negotiating work, requesting and replying to questions, reporting on the situation, and exchanging experience. The official document is the most important and most widely used in the application of a style.

The official document has a narrow and broad division. The narrow sense of the official document refers to the "state administrative organs of the official document processing methods" in the provisions of the 13 kinds of administrative documents and the "Chinese **** production party organs of the official document processing regulations" in the provisions of the 14 kinds of the party's main official documents. Official documents in the broad sense cover all general and specialized official documents. The so-called general official documents refer to the official documents commonly used by party and government organs, social organizations, enterprises and public institutions; the so-called special official documents refer to the official documents specially used in accordance with specific needs within a certain scope of business. Specialized documents have strong professional characteristics, such as diplomatic documents, regulations, judicial documents, economic documents, public relations documents, military documents, and so on.

In terms of the court, the court's official documents include special judicial instruments such as referee documents, various transcripts, including the official version of the head of the administrative documents and party organizations, including other official documents such as summaries, reports, speeches, experience-sharing material, materials, publicity, research, briefings, and so on. It can be said that the scope is very broad. We are talking about today is mainly a narrow sense of the official documents, that is, there is a formal version of the head of the administrative documents and party organizations official documents.

Official documents, documents, instruments, which are three closely linked and different concepts. Document, document, instrument, they are in the connotation of cross, that is to say, the same textual material, can be called documents, can be called a document, can also be called instruments, but such textual material, in form and content are strict requirements, only to meet such requirements, documents, documents, instruments can be used as a synonym for alternating, otherwise it is a misuse. Official documents, documents, instruments can be said to be the same in different, different in the same. The so-called documents, it is the leading authorities in accordance with their scope of responsibility and issued, with legal effect and has a specific version of the official documents; the so-called instruments, it is all the organs, organizations, units and individuals, in order to convey information, exchange of ideas, contact affairs, negotiate problems, record the situation and the formation and use of written materials. A little comparison we will not be difficult to find, documents, documents, instruments, three is a contain and be included in the relationship, specifically, the document is only a part of the document, and the document is only a part of the instrument, the instrument in addition to the document, but also includes private instruments.

The narrow sense of the official documents and research articles and publicity articles are also very different. The comrades here have listened to the exchange of speeches and lectures on research and publicity article writing today, and should have a deep impression. In practice, some comrades write good research articles or propaganda articles, but not necessarily good at writing public documents; Similarly, comrades familiar with the writing of public documents, not necessarily good at writing publicity articles, because they are several very different genres. From the characteristics of the public document, we can find the reason.

(2) the characteristics of the official document

1, clear official.

2, clear political.

3, very high authority.

4. Statutory nature of the author.

5, strong timeliness.

6, the specificity of the style.

7, the simplicity of the style.

8, strict program.

(C) the role of official documents

1, leadership and guidance.

2, standardization and constraints.

3, publicity and education.

4, contact and know the role.

5, the basis and credentials.

The above is the reality of the utility of the document, but also has a historical utility, can be stored in history.

(D) the classification of official documents

1, according to the basic scope of use is divided into: general public documents (legal documents, general affairs instruments) and special public documents.

2, according to the direction of the document is divided into: upward (instructions, reports, etc.), downward (decisions, instructions, approvals, etc.), parallel (letter, etc.) and the passage of the document (opinions, minutes of meetings, etc.).

3, according to the intrinsic properties of the document is divided into: normative documents (regulations, ordinances, statutes, methods, rules, etc.), directive documents (orders, instructions, decisions, etc.), directive documents (instructions, opinions, etc.), notification of documents (notices, bulletins, bulletins, briefings, etc.), publication of documents (announcements, notices, bulletins, etc.), negotiation of documents (letters, etc.), report of documents (instructions.), record documents (reports, etc.), report, etc.), record official documents (minutes of meetings, events, etc.).

4, according to the nature of the issuing body is divided into: the party's official documents, administrative documents, mass organization documents, joint documents.

5, according to the time requirements of the official documents are divided into: special emergency documents, emergency documents, regular documents.

6, according to the degree of confidentiality is divided into: top secret documents, confidential documents, secret documents and ordinary documents.

7, according to the degree of norms and binding documents are divided into: normative documents and non-normative documents.

8, according to the carrier of the document is divided into: traditional paper documents and electronic documents.

(E) types of official documents and their scope of application

1, order (order)

Order (order) is a subordinate document. The state administrative organs of the official document processing methods, pointed out: it "applies to the relevant laws and regulations published administrative regulations and rules; announced the implementation of major mandatory administrative measures; commendation of the relevant units and personnel". Order (order) of the subject has a strict limit, "the Chinese people's *** and the Constitution" and "the Chinese people's *** and the people's congresses at all levels and local people's governments at all levels of the Organization Act" stipulates that only the Standing Committee of the National People's Congress and the chairman of the National People's Congress, the President of the State Council, the State Council and the Premier, the State Council and the ministries and commissions and ministers, director, local people's governments and people's congresses, only has the power to issue orders (order). ). Orders (decrees) may be issued jointly by the leading organs of the Party and the people's government at the same level, but they must be in the form of administrative documents. As far as the courts are concerned, the order (decree) applies only to the granting of titles to judicial police officers and the rewarding of relevant personnel.

2, decision

Decision is the party and government organs **** there is an official document, but in terms of the scope of application, the decision in the administrative organs than in the party organs to be much wider. In the party organs, the decision "for decision-making and arrangements for important matters", while in the administrative organs, the decision "applies to important matters or major actions to make arrangements, rewards and punishments for the relevant units and personnel, change or revoke the decision of the lower organs of the improper matters ".

3. Announcement

Announcement "applies to the announcement of important matters or statutory matters at home and abroad". It is generally issued in the name of the national leading organs at all levels, social organizations, enterprises and institutions and grass-roots organizations do not use this type of official documents. But in fact, the announcement of the use of a very wide range, has been expanded, such as the court session announcement, public announcement and so on.

4, notice

Notice "applies to the announcement of all relevant aspects of society should be observed or known matters". Circulars and announcements have similarities, that is, they are open to the whole society, are informed. However, there are obvious differences between the two, which are, on the one hand, manifested in the difference between restricted and unrestricted subjects - announcements are subject to qualification restrictions, while notices can be used by any organ, organization or unit; on the other hand, manifested in the difference in the importance of the content involved - announcements are about important matters or matters that should be observed or known by all parties concerned in society. -Announcement involves important matters or statutory matters, while the notice involves the parties concerned should comply with or known matters.

5, notice

notice "for the approval of the lower organs of the official documents, forwarding the higher organs and not subordinate organs of the official documents, convey the requirements of the lower organs and the need for the relevant units to know or implementation of matters, appointment and dismissal of personnel". Notice and circular function is similar, the biggest difference is that the notice has a specific recipient, the notice is not; notice has a specific binding, the notice is only a general reference to the binding; notice and the organization's regular work is closely related to the notice is closely linked to social affairs, that's all.

6, circular

Circular "applies to the recognition of the advanced, criticize the wrong, convey the important spirit or situation". Announcement and notice for the whole society, has a strong public, notice and circular is mainly for the authorities, has a strong business. The scope of application of the notice and circular have a certain overlap, but also have their own exclusive "territory", can not do artificial trade-offs.

7, motion

The motion "applies to the people's governments at all levels in accordance with legal procedures to the people's congresses at the same level or the standing committee of the people's congresses to consider matters". The motion has its own unique characteristics, and is therefore an important member of the public documents. As far as the courts are concerned, the motion applies to the people's courts in accordance with legal procedures to the people's congress at the same level and its standing committee to consider matters, mainly the appointment and removal of judges.

8, the report

The report "applies to the higher authorities to report on their work, reflect the situation, and respond to inquiries from higher authorities. Administrative organs and party organs are used to report this type of paper, and the scope of application is basically the same.

9, please show

Please show "apply to the higher authorities to request instructions, approval". Requests and reports belong to the upper line of communication, the difference between the two is that the report is only objectively reported to the higher authorities, without the higher authorities to reply, while the request is not authorized or unable to deal with their own matters and the corresponding countermeasures to reflect to the higher authorities, the higher authorities must be explicitly replied to.

10, approved

Approval of the reply "applies to reply to the lower organs of the request for instructions". Subordinate organs with instructions to the higher authorities, the higher authorities must be approved by the reply to make the corresponding response.

11, opinions

Opinions "applicable to the important issue of opinions and methods of dealing with". Opinions in the past has not been "state administrative organs of the official document processing methods" as a public document listed, because of its relatively flexible form, wide range of application, can effectively remedy the administrative organs of the other legal categories in the scope of application and the use of the effect of the shortcomings of the latest revisions, the release of the "State Administrative Organs of the Official Document Processing Methods" will be formally identified as an organ of the official document type. It belongs to the general text, the scope of application is very broad.

12, letter

letter "applicable to the non-subordinate organs to negotiate between the work, inquiries and replies to questions, requests for approval and replies to the approval of matters". The reply function of the letter only applies to the unaffiliated organs, which is an important difference between it and the approval of the reply.

13. Minutes of meetings

Minutes of meetings "are used to record and communicate the situation of the meeting and the matters agreed upon".

The official documents of the party organs are:

14, resolution

The resolution is listed as the first of the 14 legal official documents of the party organs, which can be seen in the party organs of the official documents in a prominent position. The Regulations on the Handling of Official Documents of the Organs of the Communist Party of China (CPC) state that the resolution "is used for important decision-making matters discussed and adopted by the meeting". There are two points to note here: first, formally, the resolution must be discussed and adopted at the meeting, that is, only if it is taken to a party meeting, submitted to the participants for serious discussion and adopted by vote, is such a resolution legally valid. Secondly, in terms of content, the resolution must be an important decision-making matters, that is to say, general matters, non-decision-making matters can not use the resolution of this official text.

15, instructions

Instructions are subordinate documents, "for the lower organs to set up the work, put forward the principles and requirements of the work". That is to say, the instructions are mainly applicable to the layout of the work rather than other aspects, and the layout of the work is not everything to say, just put forward some principles and requirements, the work of the specific how to carry out, but also by the subordinate organs in accordance with their respective actual situation of independent decision-making, so the instructions of the end of the text is often "hope that combined with the actual situation, and conscientiously carry out the implementation of "

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16, communiqué

Communiqué "for the public release of important decisions or major events". Relative to the briefing, the communiqué of a higher degree of publicity, and the importance of the content involved is generally stronger. Such as the State Council communiqué, the Supreme Court communiqué and so on.

17, regulations

Regulations "for the central organization of the party to regulate the work of the party organization, activities and party members of the behavior of the rules and regulations", is a normative document. That is to say, on the one hand, the issuance of regulations has a strict qualification, the lower party organizations can not issue regulations, only the central organization of the party can issue regulations; on the other hand, the regulations are about the work of the party organization, activities and party members of the rules and regulations of the specificity of the conduct of the regulations are provisions of the laws and regulations, with great authority and binding force.

18, regulations

Provisions "are used to formulate binding behavioral norms for work and affairs within a specific scope". Provisions, like regulations, are also normative instruments. The difference between the two is that, on the one hand, on the one hand, in terms of the main body of the issuance, the provisions of the regulations are not as strict as the limitations of the party organizations at all levels can be issued regulations; on the other hand, in terms of the scope of application, the provisions of the provisions of the specific period of time, the specific conditions and background, as well as the specific problems associated with, because of this, the timeliness of the stronger, and the stability of the relatively poor. In fact, the provisions are not only used in the party organs, in the administrative organs and other organs are also widely used, mainly used to formulate rules and regulations, but because it is not an administrative document type, so it must be issued in the form of a notice, and can not be issued as a separate document.

(F) the rules of the official document

The rules of the official document, the basic principles of the official document and the basic method of generalization and summary.

(2) not in the name of the organization to the leader of the individual official documents principle. Article 22 of the Measures for the Handling of Official Documents of State Administrative Organs stipulates: "Except for matters directly assigned by the head of the higher organ, no 'instructions', 'opinions' and 'reports' shall be sent to the head of the higher organ in the name of the organ. 'reports'." The Regulations on the Handling of Official Documents by Organs of the Chinese ****anization Party contain the same provisions. Directly to the leading comrade personal delivery of official documents, undermining the authority of the leading organs, contrary to the flow of official documents handling procedures, from the point of view of the sender can be more efficient, but for the leading organs, it is detrimental to the efficiency. As far as the court is concerned, the leading comrade instructions, the case is more, for the case, the leading comrade clear instructions "hope to reply", "back to the results" and other meanings, can be in the form of official documents to the leading comrade personal report, in addition to the general do not to the leading comrade personal report official documents. Comrade personal delivery of official documents.

2, the relationship. Divided into leadership and leadership relationship, guidance and guidance relationship, mutual non-uniform relationship of three categories.

3, the mode of communication. According to the division of the issuing authority, can be divided into separate and joint communication; according to the division of the receiving authority, can be divided into vertical communication (level by level, multi-level communication, over the level of communication, access to communication) and horizontal communication.

4, specific requirements. (1) abide by the affiliation, generally do not cross the line of communication. China's **** production party organs of the regulations on the handling of official documents, "the party's organs of the relationship, according to their respective affiliation and terms of reference to determine. They may not transgress to a higher organ, and in particular they may not transgress to ask for instructions; when a transgression is necessary because of special circumstances, the transgression should be copied to the transgressed higher organ at the same time." The Measures for Handling Official Documents of State Administrative Organs contain the same provisions. Circumstances in which transgressing an official document is permissible: serious emergency situations have occurred; the superior organ of the directly superior organ has delegated certain matters to the directly superior organ at the same time as directing that the matter be reported at the same time; inquiries are made about certain important questions or matters to which only the superior organ of the directly superior organ can respond and which have no connection with the directly superior organ; several requests have been made to the directly superior organ for the solution of problems urgently needed for a certain task.

(2) clear authority to send a letter to the appropriate object. According to the provisions of the party committee and the government can be to their respective higher or lower level of the party committee and the government; the party committee, the government office (office) in the party committee, the government is authorized to get to the next level of the party committee, the government can be formal communication; the party committee, the government's other departments, generally shall not be to the next level of the party committee and the government to the formal communication; the object of the communication, including their respective higher or lower level of the party committee, the government's counterparts, as well as the same level of the party committee, the government's department, and the government's department, and the government's department. and other subordinate departments of the Party committee and government at the same level. For communications between unaffiliated organs, the "letter" is used as the official communication of a consultative nature, and the use of directive, instructive and prescriptive types of official communication is not permitted. The requirements of the court's official documents are the same.

(4) between the departments of the relevant issues without consensus, not to their respective downward.

(5) the need for joint communication, the author should be the same level of the organization. State administrative organs of the official document processing methods, Article 16 provides that: the same level of government, the same level of government departments, higher government departments and the next level of government can be a joint communication; government departments and the corresponding party organizations and military organs can be a joint communication; government departments and people's organizations at the same level and institutions with administrative functions can also be a joint communication. Joint communication should be necessary, should specify the host department, should strictly control the number of joint communication units.

(6) on the "instructions" specific provisions. The "report" shall not be accompanied by a request for instructions.

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