The official document format generally includes: title, main sending organ, text, attachment, issuing organ (or official seal), issuing time, cc unit, document number, classification, urgency, reading range, etc.
First, the title. The official document title consists of three parts: the issuing authority, the reasons for issuing the document and the types of the official document, which are called the "three elements" of the official document title. For example, in the title of the notice of the board of directors of * * Group on commending advanced workers in 1997, "the board of directors of Yanhua Group" is the issuing authority, "commending advanced workers in 1997" is the reason for issuing the document, and "notice" is the type of official document.
The title of the official document should accurately and briefly summarize the main contents of the official document. The title of the official document is located at the beginning of the official document, in the middle and upper part of the text.
Second, the main delivery organ. Instructions, notices, circulars and other official documents issued by the higher authorities to the lower authorities are called general official documents, and the lower authorities are all receiving organs, that is, the main sending organs that issue documents; The official documents reported or requested by the lower authorities to the higher authorities are generally written by only one main sending authority. If it needs to be submitted to another authority at the same time, it can be copied in color. The main sending organ is generally written before the text, under the title and on the top line.
Third, the text. This is the main body of the official document, which describes the specific content of the official document and is the most important part of the official document. The content of the text requires that the relevant principles and policies of the issuing organ be accurately conveyed, and the writing method should be concise, realistic and grammatical, and should not be lengthy and messy. Asking for instructions should be about an article, not a few articles.
Fourth, the issuing authority. Written in the lower right of the text, also called signature. The issuing authority shall generally write the full name. It can also be stamped without being written by the issuing authority. At the end of the official document, the official seal is stamped in the middle of the year, month and day, which is the effective certificate of the official document issued by the issuing authority.
5. Date of issue. The official document must indicate the date of issuance to indicate when the official document will take effect. The date of issuance is located at the end of the official document, below the issuing authority, slightly staggered to the right. The date of posting must indicate the full name of the date of posting in order to avoid difficulties in checking the time in the future. The date of issuance is generally subject to the date of issuance of * * *.
6. Key words. Generally, the core contents of the document are summarized into several phrases and listed at the end of the document, such as "notice of appointment and removal of personnel" and "financial management regulations". No punctuation marks are used between phrases, and they are marked in bold to facilitate classification and filing.
Seven, CC, CC unit, refers to the relevant units need to know the contents of this document. The sending company is listed as a copy by the superior and a copy by the subordinate.
The names of the units that copy newspapers and newspapers are listed at the end of the article, which is the bottom of the last page of the official document. In order to be neat and beautiful, the cc unit, printing agency and printing time at the end of the text are generally separated by two lines, with the subject words printed in the first line and the document number printed in the second line.
Eight, the official document title. Official documents generally have a prefix, indicating which organ's document it is. On the letterhead, it is printed with the words "XX, XX, XX, XX, XX, XX, XX, XX, XX, XX, XX, XX, XX, XX, XX, XX, XX.
Nine, certificate number. Generally, it includes agency word, year number and sequence number. For example, "Guo Fa [1997] No.5" represents document No.5 issued by the State Council1997. "Guofa" stands for the State Council, "[1997]" is the year number, and "No.5" is the document serial number. If several organs jointly issue a document, only the document number of the host organ shall be indicated.
Number position: where there is a file prefix, put it in the middle of the red line above the title and below the prefix; If there is no document prefix, it is placed to the right under the title. The function of numbering is to count the number of documents issued, which is convenient for the management and search of official documents; When referring to a file, it can be used as the code name of the file.
X. issuer. Many documents, especially requests for instructions or reports, need to be printed with the name of the issuer to show the responsibility for the issued documents. Issuers should be arranged in the prefix, that is, in the upper right of the prefix red line and the lower right of the number, and the font is slightly smaller than the number. The general format is "Issuer: ×××".
1 1. security level. Confidential official documents shall be classified according to the classification and marked with the words "top secret", "secret" and "secret" respectively. The classification is determined by the issuing authority according to the classification involved in the contents of the official document, and the delivery method is determined accordingly to ensure confidentiality and safety.
Classification location: generally placed in the eye-catching position in the upper left corner of the document title. Confidential official documents should also be numbered according to the number of copies and printed on the top left of the document header for future reference.
Twelve, the degree of urgency. This is a requirement for the time limit for the delivery and delivery of official documents, which can be divided into "urgent", "extremely urgent" and "extremely urgent". The purpose of indicating the urgency is to attract special attention, ensure the timeliness of official documents, and ensure the timely handling of urgent work problems. The indication of urgency is usually placed in the upper left corner of the title.
Thirteen, the scope of reading, according to the needs of the work and the degree of confidentiality, some official documents should also be clear about their sending and reading scope, generally written under the date of publication, copied to the left side above the unit, enclosed in brackets. Such as: "(this piece is sent to the county level)". Administrative, transactional and non-confidential official documents, the lower authorities to the higher authorities, there is no need to specify the reading range.
Fourteen Attachment. This refers to the written materials attached to the text, and it is also an important part of some official documents. Attachments are not available in every official document, but are generally used as supplementary explanations or reference materials for the text as needed. If there are attachments to the official document, the name and quantity of the attachments should be indicated after the text and before the issuing authority. It is not allowed to write only "the attachment is the text" or "X attachments".
15. Others. Generally, official documents can be written horizontally from left to right and arranged horizontally. All official documents that need to be written and copied should be written with pen or brush. Ballpoint pens and pencils are strictly prohibited, and copying is not allowed. Official documents are usually in 16 format and bound on the left.