What is the format of official documents?

Official documents - is the official documents. Refers to organs, organizations, enterprises and institutions in dealing with a variety of affairs in the form of complete, systematic content of a variety of written materials, or documents.

Characteristics of official documents

One, there is a clear political.

Second, there is a legal author. Legal author, that is, there are legally established and can exercise the rights and obligations of the organization in its own name.

Three, there is a legal authority and a specific format. As the mouthpiece of the organization, the official document can speak on behalf of the organization on behalf of the legal authority of the organization. Therefore, the production and issuance of official documents must be a unified format, can not go their own way.

Four, there is the reality of the utility.

The role of the official document

One, the role of uploading and communicating information.

Second, there is a basis for work and the role of credentials.

Three, the role of publicity and education.

Four, there are provisions for people to regulate the role of behavior.

The format of the official document

The format of the official document generally includes: the title, the main body, body, annex, the issuing authority (or authority with the chapter), the time of issuance, copy unit, the document version of the header, the number of the official document, the confidentiality of the level of urgency, the scope of the reading and other items.

I. Title. The title of the document by the issuing authority, the subject matter of the document, the type of document consists of three parts, known as the title of the document "three elements". Such as: "Yan Hua Group Board of Directors on the recognition of 1997 advanced workers notice" the title of this document, "Yan Hua Group Board of Directors" is the issuing authority, "on the recognition of 1997 advanced workers" is the subject matter of the document, "notice" is the title of the document. "Notice" is the type of official document. The title of the document should accurately and briefly summarize the main content of the document. The position of the title of the document in the beginning of the document, in the body of the upper center.

Two, the main body. Higher authorities on the lower organs issued instructions, notices, circulars and other official documents, called the general public documents, where the subordinate organs are the recipient organ, that is, the main body of the document; lower organs to the higher authorities report or instructions to the official documents, generally only write a main body, if you need to send another organ, you can color the form of a copy. The main body is generally written in the body before, under the title, top line.

Three, the body. This is the main body of the document, is a narrative of the specific content of the document, the most important part of the document. The body of the content requirements accurately convey the relevant guidelines of the issuing authority, the spirit of the policy, writing style and strive to be concise, clear, factual, grammatical, avoid lengthy and chaotic. Request for instructions should be a matter of fact, do not write a number of things.

Four, the issuing authority. Written in the body of the following right, also known as the paragraph. Issuing authority should generally write the full name. Can also be stamped, do not write the issuing authority. Organ seal at the end of the document in the middle of the year, month and day, as the issuing authority of the document in force.

V. Date of issue. Official documents must indicate the date of issue, to show when the official document from the beginning of the effective date. The date of issue is located at the end of the document, the issuing authority below and slightly staggered to the right. The date of issue must be written in the full name of the date of issue, in order to avoid future difficulties in examining the time. The date of issue is generally based on the date of the leader's signature.

Sixth, the subject line. Generally the core content of the document is summarized into several phrases listed at the end of the date of issuance below, such as "personnel appointments and removals notice", "financial management regulations", etc., between the phrases do not use punctuation marks, marked in bold boldface type, in order to classify and file.

Seven, copy, copy unit, refers to the need to understand the content of the official document of the relevant units. Sent to the unit is a higher-level organs listed as a copy, is the level or lower-level organs listed as a copy. The name of the copy, copy unit is listed at the end of the text, that is, the end of the document at the end of the lower end of the page. In order to be neat and beautiful, the end of the copy at the end of the copy of the copy unit, the printing authority and the time of issuance, are generally separated by two lines above and below, the subject of the word printed in the first line, the number of copies of the document printed in the second line below.

Eight, the document layout. Official documents generally have a header, indicating which organ of the official documents. The header is printed in large red overprint "×××××× (organs) documents", the following plus a red line (the party's organs in the red line with a five-pointed star) set off.

Nine, official document numbering. Generally include the organ generation, the year, the order of the number. For example: "National Development [1997] No. 5", on behalf of the State Council in 1997, the fifth issue. "Guo Fa" is the State Council on behalf of the word, "[1997]" is the year number, (year number to use square brackets "[ ]"), "No. 5 " is the order of issuance number. If several organs jointly issue a document, only the issuing number of the organizing organ is indicated. The location of the number: Where there is a document version of the header, placed in the red line above the title and the header below the center position; no document version of the header, placed in the right-hand side of the title of the next. The role of the number: in the number of statistical documents issued to facilitate the management of the document and find; in the citation of the document, can be used as the code of the document.

Ten, the issuer. Many documents, especially instructions or reports, the need to print the name of the issuer, to show that the documents issued by the responsible. Issuer should be arranged in the header section, that is, in the plate red line to the upper right, the number of the lower right, the font is slightly smaller than the number. General format is "issuer: × × ×".

Xi, confidentiality level. Confidential documents should be classified according to the degree of confidentiality classified, respectively, indicate "top secret", "confidential", "secret" and other words. Confidentiality level by the issuing authority in accordance with the content of the document involved in the degree of confidentiality to delimit, and accordingly determine its mode of delivery, in order to ensure the security of confidentiality. Classified location: usually placed in the upper left corner of the title of the document in a conspicuous place. Confidential documents should also be numbered according to the number of copies, printed on the top left of the document version of the header, in order to check, clear out.

Twelve, the degree of urgency. This is the time limit for the delivery and loss of official documents requirements, divided into "urgent", "urgent", "special emergency" several kinds. Marking the degree of urgency is to attract special attention to ensure that the timeliness of the official documents, to ensure that urgent work issues are dealt with in a timely manner. The degree of urgency of the labeling, usually also placed in the upper left corner of the title of the obvious.

Thirteen, the scope of reading, according to the needs of the work and the degree of confidentiality, some of the official documents should also be clear that the scope of its sending and reading, usually written under the date of issue, copy the copy unit on the left above the place, and with brackets. Such as: "(this piece of paper sent to the county regiment level)". Administrative, non-confidential official documents of affairs, the lower organs of the higher organs of the line, are not required to specify the scope of reading.

Fourteenth, the annex. This refers to the text material attached to the text, it is also an important part of some official documents. Annex is not every official document, it is based on the need to generally as the body of the supplementary notes or reference materials. Official documents, such as annexes, should be after the text, before the issuing authority, indicating the name of the annex and the number of pieces, can not just write "annexes, such as text" or just write "annexes × pieces".

Fifteen, other. The text of the document is generally from the left to can be written horizontally, horizontally. Drafting, transcribing official documents, all with a pen or brush, strictly prohibit the use of ballpoint pens and pencils, and do not rewrite. Official paper is generally used 16, bound on the left side.

Relationships of official documents

Relationships of official documents refer to the relationship between the issuing authority and the receiving authority. Note:

I. The subordinate organs should generally be in accordance with the direct relationship between the line of communication and do not cross the line of communication.

Second, the routine: parallel or unaffiliated organs, should be used between the parallel text (such as letters, notices, etc.), can not use the upper line of communication (such as instructions, reports, etc.), not to mention the use of the lower line of communication (such as orders, instructions, decisions, etc.).

Third, to distinguish between the main sending organ and cc organ. To the superior instructions, do not copy the lower organs at the same time; to the lower organs of the important line of communication, you can copy the direct superior organs. The request to the higher authorities from the units subject to dual leadership should be written according to the content of the principal organ and the copying organ, and the principal organ is responsible for replying to the requested questions; the higher authorities to the units subject to dual leadership should be copied to the other higher authorities when they send their communications.

Fourth, to pay attention to the phenomenon of party and government are not separate. Party affairs and political matters to be separate documents, where the government side of the work, should be in the name of the government documents; where the work of the party committee, should be in the name of the party committee documents.

Basic requirements for the writing of official documents

Different types of official documents, with different specific requirements and writing methods, but, regardless of the type of official documents, must do the following points:

One, in line with the guidelines and policies of the party and the state, laws and decrees, and the relevant provisions of the higher authorities.

Two, in line with the objective reality, in line with the laws of work.

Three, the writing and modification of official documents must be timely and rapid, against procrastination, backlog.

Four, the words and chapters must be accurate, strict, distinct, vivid. Pay attention to a few points: (a) the organization should be clear. The content of the official document should have the main and secondary, outline and purpose, clear hierarchy, the center is prominent, at a glance. (B) the text should be concise, the length should be short. (C) the use of words and phrases to be accurate. The official document should pay attention to the method of reference, proportion, wording to accurately reflect the objective reality, so that the text as it is, just right. (D) the reasoning should be logical. The point of view of the official document should be clear, the concept should be accurate, avoid ambiguity, ambiguity, resulting in ambiguity, delay in work. (E) sentence should be consistent with the grammar, easy to understand, and pay attention to rhetoric. Do not just create some difficult to understand the meaning of the acronyms, involving some of the usual abbreviations of the unit should use the full name. (vi) Use punctuation correctly. (vii) the correct use of sequential number [ a, (a), 1, (1)].

V. To meet the requirements of the confidentiality system.

Types of official documents

The types of official documents are abbreviated as types. In February 1981, the General Office of the State Council issued the "Interim Measures for the Handling of Official Documents of State Administrative Organs" to summarize the official documents of the state administrative organs into nine categories and fifteen types, namely, orders, orders, directives, decisions, resolutions, directives, bulletins, announcements, circulars, notices, circulars, reports, requests, approvals, letters. These types of myopia relationship, the document to go, can be divided into upward, parallel, downward:

Upward - the lower organs to the superior organs of the issuance of documents, such as requests, reports.

Parallel - parallel organs or not subordinate to the organs between the issuance of documents, such as notices, letters.

Subordinate - the higher authorities to the subordinate organs, such as orders, orders, instructions, decisions, resolutions, instructions, bulletins, announcements, notices, circulars, notifications, approvals, and so on.

Yanhua Group and its member enterprises use five types of documents with high frequency, namely, requests, reports, notices, circulars and letters.

Requests and reports

I. Requests. Request for instructions is to the competent higher authorities to request instructions on a particular task or issue, give a reply, review and approval of the use of official documents. The difference between a request and a report: a request is a document requesting a reply from a higher authority, while a report is a document not requesting a reply.

(a) what things should be requested?

Generally speaking, all the issues that should be requested from the superior should fall into the following categories:

1. Matters that belong to the competent superior unit that clearly stipulate that they must be requested for approval in order to be handled.

2, the current guidelines, policies, decrees, rules and regulations, systems, etc., do not understand, pending a clear answer from the higher unit to handle the matter.

3, the work of the new situation, and no rules to follow, have to wait for the higher level of clear instructions to deal with the matter.

4, due to special circumstances, it is difficult to implement the existing provisions, to be re-directed by the higher to deal with the matter.

5, due to differences of opinion, can not be unified, difficult to work, to be ruled by the superior to deal with the matter.

6, there are rules to follow, there are laws to follow, can carry out the work, but because of the cause of the matter is significant, in order to prevent mistakes in the work, need to ask the superior to review the matter.

7. Matters related to the completion of a task that needs to be reported to a higher level for review and approval according to the express provisions of the higher level.

(B) writing instructions need to master the three essentials:

1, detailed, accurate writing instructions for the cause. Not only should be written in the title, but also in the body of what is written in the instructions, why to the higher request. To request matters to specialize in a special article, so that the superior to reply in a timely manner.

2, clearly put forward the unit's views on the resolution of this issue for the superior's reference. Opinions should be written in a justified manner, if necessary, can cite the relevant existing policies, regulations and provisions. If the unit's views are divided, to state the content of different views, and analyze and compare, but also tendency to put forward the views of the superior for weighing, approval.

3, specific requirements for the superior. Including the hope that the best plan approved; due to time constraints, or the seriousness of the situation, I hope that the superiors reply as soon as possible, or even make sure that the reply within what time limit; to the superiors need to pay attention to or emphasize the problem, or may cause what adverse consequences; in the superiors before the formal approval, suggested that the superiors agree to work in accordance with what the principle of the temporary; and so on. The purpose of the above requirements to the superiors, in order to get the superiors in a timely and accurate approval, but do not use blackmail rhetoric in the line.

Two, the report. Report is a narrative document. It has many types, according to the content can be divided into thematic reports, comprehensive reports, summary reports; according to the time can be divided into annual reports, quarterly reports, monthly reports and work process reports.

In order to make a clear statement, the report can be written in a way generally divided into four parts: one, the situation; two, experience; three, the problem; four, the future views. If it belongs to the self-criticism, work introspection of the thematic report, can also be divided into four parts: one, the situation; two, the reasons; three, the responsibility; four, dealing with the situation and opinions.

Notification

Notification is a widely used style. All matters that need to be known and handled by specific organs and persons can be notified. However, notices should not be misused because they are easy to use.

Notice can be divided into "instructions notice", "instructions notice", "general notice", "meeting notice

Notices can be divided into five types: "approval notice", "instruction notice", "general notice", "meeting notice", "appointment and removal notice". Here are only three kinds of "general notice", "meeting notice", "appointment and removal notice".

I. General notice. In the higher authorities of the relevant matters need to make the lower authorities know or handle, such as: the celebration of a holiday, the establishment, adjustment, merger, abolition of an organization, the use of seals, correction of errors in documents, please the lower authorities to send the relevant materials, etc., can be used to notify the use of this kind of notice. This notice, to explain clearly the matters notified, how to handle, what are the requirements.

Two, meeting notice. Higher authorities to convene a more important meeting, generally have to notify the relevant units in advance, which is the meeting notice. This notice requires a clear and specific, clear meeting name, host unit, meeting content, start and end time, participants, meeting place, check-in location, carry materials and other related matters. If these matters are not clear, lose three pull four, may affect the meeting held on time and normal.

Three, appointment and dismissal notice. The higher authorities in the appointment and dismissal of the leaders of the lower organs or the higher organs of the relevant appointment and dismissal matters need to be aware of the lower organs to send a notice of appointment and dismissal. This notice is relatively simple to write, generally as long as it is clear that the decision to appoint or remove the time, organ, meeting or based on the documents, as well as the appointment and removal of the specific duties of the person can be.

No matter what type of notice, should pay attention to the following points:

One, the notice should generally have a title in line with the title of the "three elements" (i.e., the issuing authority, the subject matter, the type of text) of the title, so that people know what the title of the notification of what things or requirements to do what things. Some organs simply use "notice" as the title, which is not accurate, should try to avoid, and should not be advocated.

Second, the notified unit is the main delivery unit of the document, some notices often do not write the notified unit, which is inappropriate.

Three, if the matters notified need to be notified as soon as possible to know the unit, in the "notice" before adding the word "urgent", which is a common "emergency notice".

This is the common "urgent notice".

Notification

Notification is the work of the situation, lessons learned, good and bad examples, etc., notify the subordinate units of the document.

The role of the circular is to communicate news, exchange of information, so that the relevant units and organizations to understand the process of work, to establish a global mindset, to arrange their own work; or so that they can learn from other places, other people's experience, to see the wisdom of the same, to promote their own work; or so that they can remember the other places, other people's lessons, to be warned against the occurrence of similar problems. Therefore, to write such documents, we must look at the overall situation, to take the general significance of the content of the briefing. To be factually accurate, the time, place, people, data, examples, background are written clearly. To be clear, the purpose of the causes, effects, experience, lessons learned scientifically summarized, so that people can be taught.

Notification of the use of narrative writing, the general requirements: narrative clear, concise.

Letter

Letter, that is, letter; official letter that is official correspondence. It is the upper and lower levels and parallel organs or not subordinate to the organs between the negotiation and contact work, inquiries and answers to questions used in the style. Letter is not characterized by the strict limitations of the provisions of the official document, such as the head of the official document, but also can not make up the number of documents, and sometimes do not draw up the title, so it is extremely easy to use.

The official letter has the following several uses:

One, the lower organs to the higher organs to ask about general matters, or the higher organs to reply or remind the lower organs of the relevant matters.

Second, the parallel organs or not subordinate to the organs of the negotiation between the relevant matters,

Third, the use of letters to inform the general matters. Such as notification of a general meeting, the lower organs are required to submit a certain material or statistics, etc., also commonly used official letter.

Four, to the higher authorities for instructions on smaller matters are also commonly used letter.

Correspondence using writing, copying, printing, fax and other means of transmission can be.

Organization official documents issued by the procedure

All kinds of documents issued in the name of the organization, must be handled in accordance with the following procedures:

Document production and issuance of the unit to draft

Sent to the Office of the organization to verify the draft

Presented to the leadership to review and issue

Registration of the confidentiality officer number

Typing, proof-reading, printing and binding

Records Officer Printed and retained

Sending unit issued documents

January 22, 1998

Office director should have the quality

No matter what the director of the office of the agency, are the eyes and ears of the leader of the agency, staff and assistants. A competent director of the office, should have the following qualities:

One, with the ability to correctly comprehend the understanding of the intentions of the leadership. Leaders' opinions, instructions are generally uploaded through the office director. Therefore, the director of the office must correctly understand the intentions of the leadership, in order to accurately upload and download the views of the leadership, instructions.

Two, with the organization of large meetings and large-scale activities of the organizational capacity. Large-scale meetings and large-scale activities, generally organized by the Office, the need for the Director of the Office to make detailed plans and meticulous arrangements, including meeting notification, material preparation, venue layout, accommodation arrangements, etc., where all the minor details involved in the matter must be arranged in a very thoughtful manner, or else it will be a waste of time.

Third, with the ability to properly handle matters. Because the director of the office is sometimes on behalf of the leader to deal with affairs, so, whether it is the leadership of the affairs or the leadership did not handle other affairs of the organization, must be dealt with one by one in an appropriate manner, not because of the improper handling of the affairs of the leadership of the image of the damage.

Four, with a strong ability to master the written word. Office of the director not only to do a good job of meeting records, integrated text materials and other simple text work, it is more important to participate in the finalization or personally write the text of the speech of the leadership, review and modify the various types of documents issued in the name of the organization. All of these introduced text materials, on behalf of the image of the organization. Therefore, the director of the office should have a strong command of language and writing skills, and constantly strive to improve their writing skills.

Fifth, to have a strong synthesis, balance, and the ability to wither. Office of the agency is a comprehensive, balanced, coordinating functions of the agency, many times on behalf of the leader of the integrated situation, balance the relationship, coordination. Therefore, the director of the office to fully understand and grasp the situation, standing in the position of the leader and perspective of the overall work.

Sixth, to have some public relations skills. Director of the Office often receive visitors and guests, the leadership is not present to receive very decent; leadership is present, can not be noisy. On behalf of the leaders to do things outside, we must find ways to overcome all the difficulties and do everything possible to get things done.

Seven, to have the ability to predict and counsel ahead of time. Some things are expected to think of the leadership, to prepare in advance; some things the leadership temporarily did not think of the director of the office thought to remind the leadership; leadership to do something, the director of the office should pay attention to learning the leadership of the way to do things, put yourself in the shoes of this matter if you deal with how to deal with, if necessary, but also as a counselor for the leadership, the idea.