Official document specifications
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1. Open OFFICE and create a new blank document;
2. Save this blank document and give it a name The official document name defined for you, here we define it as "official document template"
3. Open "File" - "Page Settings" and set the document properties. The main properties are as follows:
(1) Set the page margins, the top, bottom, left and right are 3.7 cm, 3.5 cm (297-37-225=35), 2.8 cm, 2.6 cm (210-28-156=26) respectively;
(2) Set the paper size to A4 (210*297) cm;
(3) Set the layout? Header and footer? In the property bar, check "Odd and even pages are different", and set the page The height of the footer margin (bottom of the page) is 2.8 cm (35-7=28);
(4) Set the font attribute of the page to default in the document grid attribute bar The font is "Imitation Song Dynasty", and the font size is size 3; (Note: National standards require that each page generally has 22 lines and 28 words per line. After adjustment according to our settings, it generally has 29 lines per page and 27 words per line. Because of consideration of specific actual usage conditions, there is no hard and fast rule for the number of words per page. If you must follow the standard, you can select the "Grid" property in the "Document Grid" property bar and set it to "Specify row and character grid". , and then adjust the "Characters" to 28 words per line, and the "Lines" to 22 lines per page;
4. Close the "Page Settings" property page and return to the text.
5. Determine whether the official document to be produced is an "upstream document", "downstream document", "meeting minutes" or "ordinary fax"
6. Start the formal content production of the official document:
p>1. Headline content
(1) In the upper left corner of the first line of the page, write the sequential number of the official document in Arabic numerals, such as 001;
(2) In the upper right corner of the first line of the center of the page, the number 3 boldface characters mark the secret level. There is a distance of 1 character between the words. The confidentiality period and the secret level are placed in the same position, with a solid five-star symbol in the middle?★? Spacing;
(3) The level of urgency is also marked in size 3 boldface, on the first line in the upper right corner of the page, with a space between the two words. If the first line has already marked the secret level, then The emergency level is marked in the upper right corner of the second line;
(4) Fill in the logo of the issuing agency: Font: recommended small mark Song, not specified; Font size: generally less than 2.2 cm long * 1.5 cm high to highlight For aesthetic reasons; color: red; position: 2.5 cm from the top edge of the center of the page and 6.2 cm from the top margin of the page (if you did not set it to standard on the Document Grid property page in Page Settings). There are 22 lines on the page and 28 words per line. Generally, the publishing authority logo of the descending text is approximately on the 3rd and 4th lines below the top edge of the page). The upper text is 8.0 cm from the top edge of the center of the page and 11.7 cm from the top margin of the page. (If you have not set it to the standard 22 lines per page and 28 words per line on the Document Grid property page of Page Settings, generally speaking, the publishing authority logo of the upper text is about 30 inches from the top edge of the center of the page. on rows 8 and 9). Production: The full name or abbreviation of the issuing unit plus the word "document". When writing a joint document, the name of the sponsoring agency comes first, and the word "document" is placed to the right of the name of the issuing agency, arranged in the middle from top to bottom.
When actually setting up in an OFFICE document, you can use the "Insert WordArt" function to create the issuing organization logo. Select "Insert WordArt", select the third style in the first row in the WordArt style selection window, and enter the issuing organization logo. For text, select Xiaobiao Song font or Song style, make it bold, and after confirming to insert the word art, set the format of the word art, set the fill color and line color of the word art to red, set the layout to "Float above the text", and then Set the word art shape to "plain text" (i.e. one word line, horizontal line), and then drag the set word art to the appropriate position with the mouse. Note: If there are too many agencies that jointly publish the document, you can adjust the font size appropriately and shorten the distance between the issuing agency logo and the top margin. You must ensure that there is text on the first page of the official document.
(5) Issuing number structure: Issuing agency code [year] serial number; Position: 2 empty lines (rows with No. 3 font) under the Issuing agency logo, arranged in the center; Font: No. 3 imitation Song Dynasty , the year serial number is marked with Arabic numerals; others: the full name of the year is used, the serial number does not include digits, and does not add the word "?". A red reverse line of 15.6 cm the same width as the center of the plate is printed 0.4 cm below the font size; the joint text is only marked Document number issued by the sponsoring agency;
(6) Scope of application of the issuer: upper text; position: arranged parallel to the right side of the document number, with 1 word in the left space of the document number, and 1 word in the right space of the name of the issuer; font :?Issued by:?4 characters are in No. 3 imitation Song font, the colon is a full-width colon, and the name of the issuer after the colon is marked in No. 3 italics; Others: When multiple issuers are identified, the name of the sponsor's issuer is placed on the first line, and others According to the order of the issuing agency, start from the second line and line it up under the name of the issuer of the organizer; Note: When there are multiple issuers, the red reverse line at the eyebrow should be moved downwards to ensure that it is located 0.4 cm below the last issuer. ;
2. The main body of the official document
(1) The title position of the official document: 2 lines below the red underline, arranged in the center; font: Xiaobiao Song; font size: 2; layout rules : It can be one or more lines; try to make sure the word meaning is complete, the arrangement is beautiful, and the spacing is appropriate;
(2) Main delivery position: There is a blank line under the title and the top box is written. Font: Song Dynasty, font size: 3. Specification: The last sending agency is followed by a full-width colon. If there are too many sending agencies and the main text cannot be displayed on the home page of the document, the name of the sending agency should be moved under the subject heading in the page, above the CC, and press CC. identification method.
(3) The position of the main text of the official document: 1 line below the name of the main sending agency, with 2 words left blank in each paragraph, and written in sequence. Font: Imitation Song Dynasty; Font size: No. 3;
(4) Attachment specifications: 1 line blank under the text, 2 words left blank, No. 3 imitation Song Dynasty logo? Attachment? 2 words, followed by a full-width colon, attachment If there are multiple copies, use Arabic numerals to identify the name of each copy, add a period after the Arabic numeral, and no punctuation marks after the name; Note: The attachment should be bound together with the official document, and the first line in the upper left corner of the attachment should be marked with "Attachment"? , if there is a serial number, identify the serial number, and the serial number and name of the attachment should be consistent. If the attachment and the official document cannot be bound together, the first line in the upper left corner of the attachment should be marked with "Official Document Issue Number Attachment (or serial number)";
(5) Written date specification: Use Chinese characters to replace the year, month and day. Mark Quan, zero is written as a full-width ○, and generally the written date is left blank and 4 characters are placed on the right. The position is determined by the position of the seal.
(6) Official document effective mark (seal) The top of the seal is within 1 line of the text, in red, and the date of writing is pressed below. If there is no text under the lower arc of the seal, stamp it with the lower arc, and the lower arc is pressed into writing. Date, there is text on the lower arc of the seal, stamped in the middle, and the date is pressed on the center line of the seal. Please read "Format of National Official Documents" for the seal method of jointly written documents; special instructions: If the remaining space after typesetting of the official document cannot accommodate the seal position, the line spacing and word spacing should be adjusted so that the seal and the main text are in the same place, and no further markings are allowed. ?There is no text? on this page.
(7) Note No. 3 imitation Song style with 2 characters in the left space and parentheses, one line below the date of writing.
3. Edition
(1) Subject heading ?Subject heading? 3 words are marked in size 3 boldface in the top left box, followed by a full-width colon. The headings are marked with the number 3 subscript Song, with a space of 1 character between the headings.
(2) If there is a CC organization, the CC organization should be placed on a line below the subject word, with 1 word left and right, number 3 imitating the Song Dynasty logo, and a colon after the word ?CC? It is a full-width colon, and each carbon copy authority is separated by a comma?,?. When returning, it is aligned with the carbon copy authority after the colon. The last carbon copy authority is followed by a period. When there are too many primary sending agencies and they are moved to carbon copying agencies, the marking method is the same.
(3) The issuing authority and the date of the document are located on the line below the copying authority or the subject heading. No. 3 is imitated in Song font, with one word left blank for the issuing authority, one word left blank for the written date, and the date of issuance in Arabic. Digital ID. Note: A black reverse line is added between each element in the imprint, with a width of 15.6 cm and the same width as the center of the imprint. The imprint must be located on the last side of the official document, and the last element of the imprint is placed on the last line.
4. The page number should be number 4 half-width Arabic numerals. All page numbers should be added with a number 4 word line. The distance between the word line and the bottom edge of the page should be 0.7 cm. Single page numbers (odd pages) should be left blank on the right. 1-word arrangement, double page numbers (even-numbered pages) are arranged in 1-word space on the left.
VII. Production of other official document formats
1. The name of the letter-formatting institution should be 3 cm from the top margin of the page. The font size is customized and the font is red. The font is recommended to be Xiaobiao Song. It is available. Other fonts are used instead. Based on the principle of aesthetics, a military and civil line (thin at the top and thin at the bottom) is added 0.4 cm below the issuing mechanism. A civil and military line (thin at the top and thick at the bottom) is added 2 cm from the bottom margin. The two lines are 17 cm long. The page number is not displayed on the home page of the letter-style document. The text number is placed on the top right edge of the page one line below the Wuwen line. There is an empty line below the text number to identify the title of the official document. The title of the official document is No. 2, imitating the Song Dynasty. The main text uses No. 3 to imitate the Song Dynasty.
2. Meeting minutes: The production method of meeting minutes is the same as the production method of the following text. The identification name is "XXXXXX meeting minutes". The meeting minutes are not stamped
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1 Scope
This standard specifies the general paper requirements, printing requirements, order of elements in official documents, and marking rules for official documents of national administrative agencies.
This standard applies to official documents issued by administrative agencies at all levels of the country. Official documents from other agencies may be implemented with reference.
The format of official documents printed in minority languages ??may refer to this standard and be implemented in accordance with relevant regulations.
2 Referenced standards
The provisions contained in the following standards constitute provisions of this standard by being quoted in this standard. At the time of publication of this standard, the versions indicated were valid. All standards are subject to revision and parties using this standard should explore the possibility of using the latest version of the standard listed below.
GB/T 148-1997 Format dimensions of printing, writing and drawing paper
3 Definitions
This standard adopts the following definitions.
3.1 Word
The length unit that identifies the horizontal distance in the official document. One character refers to the space occupied by one Chinese character.
3.2 Line
Identifies the length unit of the vertical distance in the official document. This standard uses the distance between the height of size 3 fonts plus 7/8 times the height of size 3 fonts as a reference line; the title of an official document uses the distance between the height of size 2 fonts plus 7/8 times the height of size 2 fonts as a reference line.
4 Main technical indicators of official document paper
Official document paper generally uses offset printing paper or copy paper with a paper basis of 60g/m2~80g/m2. The whiteness of the paper is 85~90, the horizontal folding resistance is ?15, the opacity is 85, and the PH value is 7.5~9.5.
5 Format and layout size of official document paper
5.1 Format size of official document paper
Official document paper shall be A4 type paper specified in GB/T148. The finished product format size is: 210mm╳297mm. For the allowable deviation of size, see GB/T148.
5.2 Official document page margins and center size
Official document paper header (upper white edge) is: 37mm? 1mm
Official document paper binding ( The left white margin) is: 28mm? 1mm
The center size is: 156mm? 225mm (excluding page numbers)
6. The color of the graphics and text in the official document
Unless otherwise specified, the color of images and text in official documents is black.
7 Typesetting specifications and printing and binding requirements
7.1 Typesetting specifications
Use No. 3 imitation Song font for the main text. If there are subtitles in the text, use No. 3 subscript Song font. Or boldface, usually 22 lines per side and 28 characters per line.
7.2 Plate-making requirements
The layout should be clean without gray background, the writing should be clear without breaks, the size should be standard, the center of the plate should not be skewed, and the error should not exceed 1mm.
7.3 Printing requirements
Double-sided printing; page numbers should be aligned, and the error on both sides should not exceed 2mm. The black ink should reach the chromatographic mark BL100, and the red ink should reach the chromatographic mark Y80 and M80. The printed ink is solid and even; the text is not flowery, white, or broken.
7.4 Binding requirements
Official documents should be bound on the left side without pages falling off. The cover and book block of the official document should not fall off, and the back should be flat and not empty. The error between the two pages should not exceed 4mm. The setting for saddle stitching or flat stitching is to use two nails to saw the outer stitching holes 1/4 of the way up and down the book block, with an allowable error of ?4mm. The distance between the flat staple saw and the spine of the book should be 3mm to 5mm; there should be no broken nails, missing nails, or heavy nails, and the nail feet should be flat and firm; the back should not be stapled with loose pages. The size error of the cut product is ?1mm, the four corners are 90 degrees, and there is no stubble or defect.
8 Rules for the identification of various elements in official documents
This standard divides the elements that make up official documents into three parts: header, body, and imprint. The elements placed above the red back line (width the same as the center of the page, i.e. 154mm) on the homepage of the official document are collectively referred to as the eyebrows; the elements placed between the subject headings (exclusive) below the red back line (exclusive) are collectively referred to as the main body; The elements below the subject heading are collectively referred to as the imprint.
8.1 Header
8.1.1 Official document copy serial number
Official document copy serial number is the sequential number of each official document when several copies of the same document are printed. . If you need to mark the serial number of copies of the official document, use Arabic numerals to mark the first line in the upper left corner of the center of the page.
8.1.2 Secret Level and Confidentiality Period
If you need to mark the secret level, use size 3 bold font, with the top box marked on the first line in the upper right corner of the page, and a space between the two words. 1 word; if it is necessary to mark both the confidentiality level and the confidentiality period, use size 3 boldface, and the top grid mark should be on the first line in the upper right corner of the page. The secret level and confidentiality period should be separated by "★".
8.1.3 Urgency
If it is necessary to indicate the degree of urgency, use size 3 bold typeface, with the top box marked on the first line in the upper right corner of the page, and a space between the two words; If you need to mark both the confidentiality level and the urgency level at the same time, the top box for the secret level is marked on the first line in the upper right corner of the page, and the top box for emergency level is on the second line in the upper right corner of the page.
8.1.4 The logo of the document-issuing agency
It consists of the full name or standardized abbreviation of the document-issuing agency followed by "document"; for some specific official documents, only the full name or standardized abbreviation of the document-issuing agency may be marked. The distance from the upper edge of the issuing authority’s logo to the upper edge of the center of the plate is 25mm. For reported official documents, the distance from the upper edge of the issuing authority’s logo to the upper edge of the center of the page is 80mm.
It is recommended that the logo of the issuing agency should use small Song fonts and be marked in red. The font size is determined by the issuing authority based on the principle of eye-catching and beautiful appearance, but it should generally be less than 22mm?15mm (height?width).
When jointly publishing the document, the name of the sponsoring agency should be placed first, and the word "document" should be placed to the right of the name of the issuing agency, arranged top to bottom in the middle; if there are too many jointly publishing agencies, the main text must be displayed on the first page of the official document.
8.1.5 Issuance number
The issuance number consists of the code of the issuing authority, the year and the serial number. The logo of the issuing authority is written in 2 lines, using No. 3 imitation Song font, arranged in the center; the year and serial number are marked with Arabic numerals; the year should be marked with the full name and enclosed in hexagonal brackets "〔〕"; no dummy digits should be included in the serial number (i.e. 1 is not Numbered as 001), do not add the word "th".
Print a red reverse line the same width as the center of the plate 4mm below the text mark.
8.1.6 Issuer
The submitted official document must be marked with the name of the issuer, arranged parallel to the right of the document number. The number of the issued document is one word in the left space, and the name of the issuer is one word in the right space; the issuer is in No. 3 imitation Song font, followed by a full-width colon, and the name of the issuer is in No. 3 italic script after the colon.
If there are multiple issuers, the name of the issuer of the organizer shall be placed on the first line, and the names of other issuers shall be listed in the order of the issuing authority starting from the second line under the name of the issuer of the organizer. Move the red reverse line downward so that the issuance number and the name of the last issuer are on the same line and the distance between the red reverse line and the last issuer's name is 4mm.
8.2 Main body
8.2.1 Title of the official document
Leave 2 lines blank under the red backline, number 2 in Song font, and can be divided into one or more lines in the middle cloth; when returning to the line, the meaning of the words should be complete, the arrangement should be symmetrical, and the spacing should be appropriate.
8.2.2 Main sending agency
There is a blank line under the title, and the top box on the left is marked with No. 3 imitation Song font. When returning, the top box is still there; the name of the last main sending agency is followed by a mark Full-width colon. If there are too many names of the main transmitting agency and the main text cannot be displayed on the homepage of the official document, the name of the main sending agency should be moved below the subject heading in the edition and above the carbon copy. The marking grammar is the same as that of the carbon copy.
8.2.3 The main text of the official document
One line below the name of the main sending organization, 2 words left blank for each natural paragraph, and the top box of the return line. Numbers and years cannot be returned.
8.2.4 Attachments
If there are attachments to the official document, please mark "Attachments" with 1 blank line and 2 characters in the left margin below the text, followed by a full-width colon and the name. If the attachment has a serial number, use Arabic numerals (such as "Attachment: 1.?"); no punctuation marks are added after the attachment name. Attachments should be bound together with the main text of the official document, and "Attachment" should be marked on the top box of the first row in the upper left corner of the attachment. If there is a serial number, the serial number should be marked; the serial number and name of the attachment should be consistent. If the attachment and the main text of the official document cannot always be bound, the document's issuance number should be marked on the top box of the first line in the upper left corner of the attachment and the attachment (or serial number) should be marked after it.
8.2.5 Documentation date
Use Chinese characters to mark the year, month and day; write "zero" as "0"; see 8.2.6 for the location of the document date.
8.2.6 Official document validity mark
8.2.6.1 Single issuance seal
Official documents issued by a single agency do not have the name of the issuing agency at the signature, only the logo Date of writing. There should be 4 words left blank to the right of the date of writing; the seal should be within 1 line of the main text, straight and centered, and the date of writing should be at the bottom. The seal should be in red.
When there is no text on the lower arc of the seal, the lower arc method is used, that is, only the lower arc is pressed on the written date;
When there is text on the lower arc of the seal, the middle set method is used. That is, the center line of the seal presses on the date of writing.
8.2.6.2 Joint seal
When the joint document needs to be stamped with two seals, the date of writing should be separated, leaving 7 characters blank on the left and right; the seal of the sponsoring agency should be in front; Both seals bear the date of writing, and the seal is in red. Only the same sealing method can be used to ensure that the seals are arranged neatly. The two seals shall not intersect or be tangent to each other, and the distance shall not exceed 3mm.
When a joint document needs to be affixed with more than 3 seals, in order to prevent blank seals, the names (abbreviations available) of each issuing agency should be arranged in the corresponding position in the order of affixing the seals, and the seals should be affixed or overprinted on it. The seal of the sponsoring organization is in the front, and each row can have a maximum of 3 seals, and the two ends must not exceed the center of the page; if there are one or two seals in the last row, they should be arranged in the middle; the seals should not intersect or be tangent to each other; in the last row There are two words in the right space below the seal to indicate the time of writing.
8.2.6.3 Notes on special circumstances
When the remaining blank space after typesetting of the official document cannot accommodate the seal position, measures should be taken to adjust the line spacing and word spacing to ensure that the seal It should be on the same side as the main text and should not be solved by marking "This page has no main text".
8.2.7 Notes
If there are notes in the official document, they should be written in No. 3 imitation Song font, with 2 characters in the left space and parentheses, and placed on the line below the date of writing.
8.3 Edition
8.3.1 Subject headings
"Subject headings" are marked in size 3 boldface, placed in the top left column, followed by a full-width colon; headings Use small number 3 in Song font; leave 1 character blank between the headings.
8.3.2 Copying authority
If there is a copying authority on the official document, it should be placed on a line under the subject heading; there should be a blank space on the left and right, and "CC" should be marked with No. 3 imitation Song font. , followed by a full-width colon; separate Cc authorities with commas, and align with the Cc authorities after the colon when returning; put a period after the last Cc authority. If the main sending agency is moved under the subject heading, the marking grammar is the same as the copying agency.
8.3.3 Issuing authority and date of issuance
It is located under the copying authority (if there is no copying authority, it is under the subject heading) and occupies one line; use No. 3 imitation Song font. There is one word left blank for the issuing authority and one word left blank for the date of issuance. The date of issuance is based on the date when the official document is printed, and is marked with Arabic numerals.
8.3.4 Backline in the edition
A backline is added under each element in the edition, and the width is the same as the center of the edition.
8.3.5 The position of the imprint
The imprint should be placed on the last page of the official document, and the last element of the imprint should be placed on the last line.
9 Page numbers
Use No. 4 half-width Arabic numerals in white and place them one line below the lower edge of the center of the page. Place a No. 4 one-word line and a one-word line on the left and right of the digits. 7mm from the bottom edge of the core. Single page numbers should have one word on the right, double page numbers should have one word on the left. Blank pages and pages following the blank page do not have page numbers.
10 Tables in official documents
If a table is required in an official document, for a horizontal A4 paper form, the page number should be placed on the left side of the horizontal table, and the single page number should be placed in the lower left corner of the table. , the double-page number is placed in the upper left corner of the table, the single-page number header is on the side of the stitching opening, and the double-page number header is on the notch side.
If the official document needs to be accompanied by an A3 paper form, and when the last page is an A3 paper form, the third and fourth covers (which can be placed for separate delivery, but without the page number) should be blank, and the A3 paper form should be attached. It should not be affixed to the last page of the document (fourth cover) before the third cover.
11 Specific format of official documents
11.1 Letter format
The distance between the upper edge of the issuing agency name and the upper edge of the page is 30mm. It is recommended to use small-script Song fonts. The font size is determined by the issuing authority; there is a civil and military line 4mm below the full name of the issuing authority (thin at the top and thin at the bottom), and a civil and military line (thin at the top and thick at the bottom) 20mm from the bottom edge of the page. Both lines are 170mm long.
There are 28 words in the center of each line, and no page number is displayed on the home page. The name of the issuing agency and the double line are printed in red. The text number is placed on the top right edge of the center of the page one line below the Wuwen line. Leave a blank line below the document number to identify the title of the official document. If you need to mark the level of confidentiality or urgency, you can place the top grid mark on the left edge of the center of the line 1 line below the military text line. The identification method of other elements between the two lines is explained from the corresponding elements of this standard.
11.2 Command Format
The command mark consists of the name of the issuing agency plus "order" or "order", with red subscript in Song font, and the font size is determined by the issuing agency. The upper edge of the command mark is 20mm away from the upper edge of the center of the plate. There are 2 blank lines at the bottom edge to mark the order number; 2 blank lines below the order number mark the text; 1 blank line under the text and 4 words on the right mark identify the signature of the issuer, and 2 blank lines on the left side of the signature stamp. The title of the issuer should be identified by a single word; the full name of the issuer of a jointly issued order or order should be identified. Leave a blank line under the signature of the issuer and two words on the right side to indicate the date of writing. The identification method of other distribution agencies is the same as that of the carbon copying agency. Other elements are explained from the relevant elements of this standard.
11.3 Meeting Minutes Format
The meeting minutes mark consists of "?Meeting Minutes". The logo position is the same as that of 8.1.4, with red small markings in Song font, and the font size is determined by the issuing authority. Meeting minutes will not be stamped. Other elements are explained from the relevant elements of this standard.