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As a specific style, official documents play a very important role in national political life, economic construction and social management activities. Because of this, the standard official document format is not only conducive to reflecting the authority and seriousness of state organs, but also conducive to improving work efficiency and ensuring the smooth implementation of government orders. At the same time, for our national staff, being able to skillfully and correctly make and process official documents is also the embodiment of personal ability and basic quality.
The main elements in official documents include: classification and duration, urgency, logo of issuing authority, document number, issuer, title, main sending authority, text, annex description, written date, seal, notes, annexes, subject words, cc authority, issuing authority and date, etc.
In line with the Measures for Handling Official Documents of State Administrative Organs, the State Bureau of Quality and Technical Supervision issued the Format of Official Documents of State Administrative Organs on February 27th, 1999. This standard is issued by the Bureau of Quality and Technical Supervision, not by the administrative secretarial department of the government. It is a mandatory standard, which specifies the document format, paper type, thickness and transparency of official documents in detail.
According to this format, the elements of official documents are divided into three parts: eyebrows, themes and versions. All elements above the red reverse line on the front page of the official document (the width is the same as the center of the version, that is, 156mm) are collectively called eyebrows; All elements placed below the red reverse line (excluding) and between the subject words (excluding) are collectively called subjects; The elements below the subject words are collectively referred to as version notes. Below, briefly introduce the elements and signs of official documents.
First, the brow part.
It mainly identifies the official document number, secret level and duration, urgency, identity of the issuing authority, official document number, issuer and other elements.
1. Number of official documents. The document serial number is the serial number of each document when multiple copies of the same manuscript are printed. When marking, mark it in the top left corner of the editing center with Arabic numerals, line 1. (But we don't practice this at the municipal level. We only mark it when we receive it, but many official documents at the central level have serial numbers. )
2. Confidentiality level and duration. Classification refers to the degree of confidentiality of classified documents, divided into? Secret? 、? Confidential? 、? Top secret? The third floor. The "Measures" stipulate that official documents involving state secrets shall be marked with the classification and duration of confidentiality. Top secret? 、? Confidential? A document should also indicate the number of copies. Secret? 、? Confidential? 、? Top secret? Official documents shall indicate the period of confidentiality. When marking the classification, use No.3 bold, with the top box marked in the upper right corner of the version center 1 line and the middle 1 word; If it is necessary to indicate the classification and duration of confidentiality at the same time, it should be indicated in bold type No.3, and the top box should be indicated in line 1 in the upper right corner of the edition. What should be used between the confidentiality level and the confidentiality period? ★? Separate.
3. degree of urgency. What are the emergency documents? In a hurry? 、? Urgent? Two kinds. Which telegrams should be marked separately? Teddy? 、? In a hurry? 、? Urgent? 、? Pingji? . When marking, use bold font No.3, and the top grid is marked in the upper right corner of the version center of 1 line, with1between the two words; If it is necessary to identify both the secret level and the compactness, the top box of the secret level is identified in line 1 in the upper right corner of the plate center, and the top box of the emergency level is identified in line 2 in the upper right corner of the plate center.
4. Identification of the issuing agency. The logo of the license issuing agency consists of the name of the license issuing agency and? Documents? Two words, such as? Document of Jinzhou Municipal People's Government? Wait a minute. For some specific official documents, only the name of the issuing authority can be identified (this is the prefix of the memorandum). The symbol of the issuing authority shall use the full name or standardized abbreviation of the issuing authority. The marking position is 25mm from the upper edge of the plate to the upper edge, and the official document issuing authority of the report marks it as 80mm from the upper edge of the plate to the upper edge. The official document format of state administrative organs issued by the State Bureau of Quality and Technical Supervision also stipulates that it is recommended to use small standard song style and red logo for the logo of the issuing organ. The font size should generally be less than 22mmX 15m. . When writing jointly, the organizer's name comes first. Documents? The word is placed on the right side of the name of the issuing authority and arranged in the middle from top to bottom. When there are too many joint writing organs, it is necessary to ensure that the front page of the official document displays the text.
5. Document number. It consists of the word, year and serial number of the issuing authority, such as? Jin Cai Zheng Fa [2065438+00] No.82? ,? Jin caifa? Refers to the issuing authority. 〔20 10〕 ? Refers to the year, the number 82? Refers to the serial number of the file. The whole meaning is the No.82 document issued by Jinzhou Finance Bureau on 20 10. The location of the logo is two lines below the logo of the issuing authority, and the font is Fangsong No.3, which is arranged in the middle; The year and serial number are identified by Arabic numerals; The full name of the age application is in hexagonal brackets? 〔〕? Attach; The serial number is not composed of dummy bits, that is, it is not composed of 00 1, without adding? First one? Words.
6. Issuer. The official documents submitted shall indicate the name of the issuer and be arranged side by side on the right side of the document number. The right space of the issuer name is l; The issuer uses No.3 imitation song style, followed by a full-width colon, and the name of the issuer is marked with No.3 italics after the colon. If there is more than one issuer, the name of the sponsor issuer shall be placed in line 1, and the other issuers shall be arranged in the position aligned with the name of the sponsor issuer in the order of the issuing authority from line 2. At the same time, the document number should be placed on the same line as the name of the last issuer, and the red reverse line should be moved down to keep the red reverse line and the document number 4 mm ..
Second, the main part
It mainly identifies the official document title, main sending organ, text, attachment, written time, seal of issuing organ, remarks and other elements.
1. official document title. Generally, it consists of the name of the issuing authority, the main contents of the document and the types of the document, such as the Notice of Jinzhou Municipal Finance Bureau on Carrying out Basic Training Activities for Civil Servants. The title of official document is a high generalization of the content of official document, and the text requires accuracy, conciseness and generalization. When writing, it should be written in the middle, with the No.2 small label Song Hippo chef. When returning, we should pay attention to the integrity of word meaning, the symmetry of arrangement and the appropriateness of spacing, so as to have aesthetic feeling and avoid different meanings. Except for the names of laws and regulations and titles, official document titles generally do not need punctuation marks.
2. The main transport organs. Refers to the main accepting organ of official documents, and the full name or standardized abbreviation and common name should be used when writing. Generally speaking, the above articles are written by only one main sending agency, and several main sending agencies must be submitted at the same time, and they can be copied; There can be more than two main sending agencies in the following text, but if there are too many main sending agencies, use standard general terms, such as? County (city) District Finance Bureau? Wait a minute. The marking position is at the blank line 1 under the heading, and the left top box is marked with No.3 imitation song style, and it is still the top box when it returns; The name of the last major delivery organization is followed by a full-width colon. If there are too many names of the main sending organ, so that the main body of the document cannot be displayed on the front page, the name of the main sending organ should be moved below the subject words in the edition and copied to the top, and the identification method is the same as that of the copy.
3. The text of the official document. Logo is one line below the name of the main delivery organization, leaving two words for each natural paragraph, and the top box is returned. Numbers and years cannot be returned.
4. Annex. If there is an attachment to the official document, it should be marked in the left blank line of the text with No.3 imitation song style, followed by a full-width colon and name. If the attachment has a serial number, use Arabic numerals, such as? Attachment: 1,? . No punctuation is added after the attachment name. The attachment shall be bound together with the document body and marked in the L-line top box in the upper left corner of the attachment. Attachment? , identifying the serial number (if any). If the attachment and the text of the document cannot be bound together, the document number shall be marked in the top box of line 1 in the upper left corner of the attachment, followed by the attachment (or serial number).
5. Written date. The date issued by the person in charge shall prevail, and the joint writing shall be subject to the date issued by the person in charge of the final issuing organ. Telegrams are based on the date of dispatch. The date of writing needs to be completely written in year, month and day, and it must be written in Chinese characters (? Zero? Write as? 0? )。 When writing the time mark, there should be 4 words on the right.
6. Seal of the issuing authority. The position of the official document seal issued by a single organ should generally be 2 mm to 4 mm away from the text. , to correct, centered, according to the writing time shall prevail. When there is no text in the lower arc of the seal, the lower set method is adopted, that is, only the lower arc is pressed in writing time; When there are characters in the lower arc of the seal, the middle set method is adopted, that is, the center line of the seal is pressed in writing time. Seal for joint writing: When joint writing needs to be stamped with two seals, the writing time should be open, with 7 words left and right; The seal of the organizer is in front; Both seals are stamped with the writing time. The two seals are not intersected or tangent, and the distance is not more than 3mm. When three or more seals are required for joint posting, the name of the issuing authority shall be arranged between the time of posting and the text. The seal of the organizer is in the front, with a maximum of 3 pieces in each row, and both ends shall not exceed the center of the edition; If there is one or two seals in the last row, they are all arranged in the middle. At the bottom of the last row of seals, the blank words on the right indicate the writing time.
7. Take notes. Refers to other matters that need to be explained. If there are any comments on the official document, the words "Imitation Song Style No.3" and "Left Space No.2" shall be indicated in brackets on the next line of the document. Words? Ask for instructions? In this language, the name and telephone number of the contact person should be indicated in the notes.
Third, the version record part.
It mainly identifies keywords, cc authorities, printing authorities and printing time.
1. It is a tool for document indexing, storage and retrieval. It is located under the notes and above the copy room. It is an important link to realize office automation and improve office efficiency and quality. The general arrangement order is: the subject words that reflect the contents of official documents come first, and the subject words that reflect the forms of official documents come last. In a single-topic document, the keywords reflecting the central content of the document come first, and the keywords reflecting the content of the document come last; In a document with multiple subject words, the subject words reflecting the content of the document are arranged in the order in which they appear. Subject words are marked in bold type No.3, left top box, followed by full-angle colon, titles are marked in Song Dynasty No.3, and the word 1 is between the titles. At present, the use of subject words is very problematic.
2. CC authority. Refers to other organs that need to execute or know official documents except the main sending organ. If there is a copy of the official document, in the next line of the subject, the words 1 in the left space are marked with No.3 imitation song style, followed by a full-width colon. Cc authorities are separated by commas, and aligned with the cc authorities after the colon when returning. Add a period after the last cc office.
3. Issuing authority and issuing time. It is located under the cc office (no cc office is under the subject word), occupying the position of 1 line, using No.3 imitation song style. The left space of the printing office is 1, and the printing time is 1. The issuance time shall be based on the date when the official document goes to press, and marked with Arabic numerals.
Fourth, others.
1. Format.
(1) Generally, a red spacing line is used between the brow and the main body. The difference between using this line is that the documents of the party's leading organs, such as those of the central, provincial, prefectural and county committees, have a red star in the middle, while the documents of administrative organs, such as those of the State Council, provincial, municipal and county governments, generally adopt a continuous horizontal line without a red star in the middle. This line is generally 4mm below the document number, which is the same width as the plate center, and the red reverse line is used.
(2) Add a black reflection line with the same width as the center of the plate under each element in the plate record.
2. Use paper. Official document paper generally adopts GBA 4 type, and the layout size of the finished product is 2 10mm? 297mm offset printing paper or copy paper, the paper weight is 60g/m2 ~ 80g/m2. Paper whiteness is 85% ~ 90%, transverse folding endurance is greater than or equal to 15 times, opacity is greater than or equal to 85%, and PH value is 7.5 ~ 9.5.
3. When the space left after document typesetting can't accommodate the position of the seal, measures should be taken to adjust the line spacing and word spacing to ensure that the seal and the text are on the same side, and no symbols are allowed? This page has no body? To solve the problem.
4. Typesetting specifications and printing and binding requirements.
(1) typesetting specification. The text uses No.3 imitation song style, with 22 lines on each side and 28 words in each line.
(2) Printing requirements. Double-sided printing, page number alignment, double-sided error is less than 2mm. Black ink should meet the standard of BI 100%, and red ink should meet the standard of Y80%.M80%. Printed matter is solid and uniform, literally without flowers, white and scratches.
(3) Binding requirements. The official document should be bound on the left side, so as not to lose pages. The cover and block of the official document do not fall off, and the back is flat and empty. The error between the two page numbers shall not exceed 4 mm, and the book blocks of two nail saws are set up and down 1/4. What is the allowable error? 4 mm. The distance between the staple saw and the spine is 3 mm to 5 mm..
5. Page number. Marked with white Arabic numerals with the number 4.5, placed at the bottom line of the center bottom edge of the plate. Put a No.4 word line on the left and right of the number, and the word line is 7mm away from the lower edge of the plate center. Single page number is 1 word in the right space, and double page number is 1 word in the left space. Blank pages and pages after blank pages do not identify page numbers.
Writing rules
Writing rules are the basic principles that must be followed in making and processing official documents. Chapter 4 of the Measures for Handling Official Documents of State Administrative Organs stipulates? Writing rules? , total 1 1. Mainly from the principle, direction and requirements of writing, establish the rules of official document writing of state administrative organs. We must strictly abide by and implement these rules in practical work in order to improve the effectiveness of writing, master the authority of writing and standardize the style of writing.
First, adhere to the principles of writing and improve the effectiveness of writing.
? Writing should be really necessary and practical. ? (Article 13 of the Measures) This is the basic principle and the starting point of writing. To determine the style of writing, we must first make clear the purpose and function of the style of writing, so as to achieve the desired effect of the official documents issued.
Second, make clear the direction of writing and grasp the authority of writing.
The direction and authority of writing are mainly grasped from the following four aspects:
(a) Clear affiliation and terms of reference.
Article 14 of the "Measures" stipulates that the relationship between writing and writing shall be determined according to the subordinate relationship and the scope of authority, and it is generally not allowed to ask for instructions or report. ? Affiliation mainly refers to administrative affiliation. If you want to write to an organ, you must make it clear that the relationship with the organ is a parallel relationship between the superior and the subordinate. For administrative systems with strong business, we should also pay attention to the business guidance relationship. Understanding this will help to determine the language type. The lower authorities write to the higher authorities. Ask for instructions? 、? Report? 、? Opinion? Wait; Different subordinate organs write letters to each other, which one do they usually use? Letter? . It can also be used for things that need to be understood or implemented together. Have you noticed? 、? Have you noticed? 、? Notice? Wait. ; Which one do higher authorities usually use to write letters to lower authorities? Order? 、? Decide? 、? Have you noticed? 、? Have you noticed? 、? Notice? 、? Reply? 、? Opinion? Wait a minute.
Terms of reference. That is, whether the contents and matters of the document belong to the matters within the authority and responsibility of the writing organ and the issuing organ. The "Measures" clarify the direction and authority of writing according to the subordinate relationship and authority of writing.
(2) Strictly abide by restrictive conditions.
1. Government department? Except for discussing work, asking and answering questions and examining and approving matters in the form of letters, it is generally not allowed to formally write to the government at the next lower level. ? (Article 15 of the Measures)
2.？ In addition to the general office (room), the internal organs of the department shall not formally write to the outside world. ? (Article 15 of the Measures)
(3) Write according to the specified scope.
1.？ Government departments can write with each other according to their functions and powers, or with relevant business departments of the government at the next lower level. ? (Article 15 of the Measures)
2.？ Matters within the purview of the department shall be written by the department itself or jointly. The articles of association shall specify the sponsoring department. Matters that must be approved by the government, with the consent of the government, can also be written by the department, which should indicate the consent of the government. ? (Article 17 of the Measures)
3.？ Specific issues within the authority of the competent department shall be directly submitted to the competent department for handling. ? (Article 18 of the Measures).
4.？ Important documents submitted to the lower authorities or systems shall be copied to the directly higher authorities at the same time. ? (Article 20 of the Measures)
(four) to master the requirements of joint writing.
? The government at the same level, the government departments at the same level, the government departments at higher levels and the government at the next lower level can jointly write; The government and the party committees and military organs at the same level can jointly write; Government departments and corresponding party organizations and military organs can jointly write articles; Government departments and people's organizations at the same level and institutions with administrative functions can also work together. ? (Article 16 of the Measures).
Third, strict writing requirements and standardized style.
Where are the measures? Writing rules? In Chinese, there is a clear definition of writing style from the subject of writing to the style of writing. In particular, strict regulations have been made on the upper-level writing.
( 1)? Departments may not write their own papers without reaching a consensus on relevant issues. If writing without authorization, the higher authorities shall order it to be corrected or revoked. ? (Article 19 of the Measures); These regulations are mainly to solve and prevent the problem of multiple political affairs. Except for matters directly assigned by the person in charge of the higher authorities, it shall not be submitted to the person in charge of the higher authorities in the name of the authority? Ask for instructions? 、? Opinion? And then what? Report? . ? (Article 22 of the Measures). This article has far-reaching significance, which is not only a discipline in official document processing, but also of great significance to ensure the scientific and democratic decision-making of leading organs. It can also ensure that leading comrades grasp major events and grasp major events.
(2) The style of the above articles should be strictly controlled. Mainly to superiors? Ask for instructions? 、? Report? 、? Opinion? When, ask for instructions? It should be a thing; Generally, only one main sending organ is written, and if it needs to be sent to other organs at the same time, it shall be copied, but it shall not be copied to its subordinate organs.
? Report? Don't bring instructions. ? (Article 21 of the Measures)
? Report? With what? Ask for instructions? These two languages are mixed. Report? Tolerance? Ask for instructions? Matters are the most common problems in the issuance of official documents at present, and some of them are even fabricated. Ask for a report? Such a language. Chapter 2 of the Measures? Official document language? This is clearly defined. Ask for instructions? With what? Report? The role of. ? Report? : Suitable for reporting work to superiors, reflecting the situation and answering inquiries from superiors. ? Ask for instructions? : It is suitable for asking for instructions and approval from higher authorities, and should be determined according to the purpose of writing in the documents issued. In short? Report? With what? Ask for instructions? The differences are mainly manifested in three aspects: First, the issuing authority has different requirements for the higher authorities. ? Report? Is to let the superior know the situation, and? Ask for instructions? Is to let the superior reply or approve the request of the lower level. Second, the posting time is different. ? Report? Generally, it is released afterwards, that is, after completing a task or when the superior explicitly asks to answer related questions. And then what? Ask for instructions? Most of them are made in advance or during activities. Third, the conclusions in the article are different? Report? General purpose? This is a message for you. ? Or? This report is for your reference. ? Equal language. And then what? Ask for instructions? Then use it more? I hereby ask for instructions and hope for approval. ? Or? This is for instructions, please give instructions. ? Equal language. Writing rules are very important for the quality and efficient operation of official documents and ensuring the function of administrative documents. We should strictly abide by the draft, the secretarial department should strictly control the draft, and leading comrades should take the lead in implementing it.
2. Writing relationship
The relationship of writing refers to the relationship between the issuing organ and the receiving organ.
First, subordinate organs should generally follow the direct subordinate relationship rather than leapfrog.
2. Writing convention: parallel texts (such as letters and notices) should be used between parallel or non-subordinate organs, and superior texts (such as instructions and reports) should not be used, let alone subordinate texts (such as orders, instructions and decisions).
Third, distinguish between the main sending organ and the cc organ. Don't send a copy to your subordinates at the same time when asking for instructions from your superiors; Important documents submitted to the lower authorities may be copied to the directly higher authorities. When a dual-leadership unit asks for instructions from a higher authority, it shall specify the main sending organ and the submitting organ according to the content, and the main sending organ shall be responsible for answering the questions asked; When writing to a unit with dual leadership, the higher authorities shall send a copy to another higher authority.
Fourth, we should pay attention to the phenomenon that party and government are not divided. Party affairs and government affairs should be written separately, and all government work should be written in the name of the government; All the work of the Party Committee should be written in the name of the Party Committee.