Document Writing Skills

With the rapid development of science and technology, the increasingly fierce economic competition, and the rapid march of human society to the information age, official documents play a more and more important role in leading, dealing with public affairs, communicating information, communicating affairs and conveying enterprise decisions for party and government organs, people's organizations and enterprises. The writing of official documents is also liberating from the old mode and gradually moving towards scientific, standardized and institutionalized.

What is official document?

The official document is the abbreviation of official document. It is a written material made by the state organ in the administrative management process in accordance with the prescribed format.

The types of official documents mainly include: orders, motions, decisions, announcements, notices, notices, reports, requesting instructions, approvals, opinions, letters, minutes of meetings.

In all kinds of enterprises, the official documents referred to are generally commercial documents, which are mainly divided into introduction reports, requesting instructions, minutes of meetings, key points of work plan, introduction of companies and products, letters, speeches, feasibility reports, work summaries, market research reports, explanations, etc.

Steps and methods of document writing

The procedures and methods of document writing are similar to those of general articles. However, due to the differences in nature, function and requirements of writing, there are some problems that need special attention when writing.

The preparation of official documents is usually carried out in the following steps:

First, clear the main thrust of the document.

Any official document is written according to the actual needs in the work.

Therefore, before we start writing, we should first clarify the theme of the document, that is, the theme and purpose of the document, including the following:

1. What is the central content of the document?

For example, the improvement of related work. What is the current situation?

What are the problems, solutions and assistance matters? If requested, the higher authorities should be asked to answer or solve problems.

2, according to the content of the document, what kind of language will be adopted?

For example, whether the report is written in a special report or in a briefing, and the question reflected in the lower level is whether to write an instruction or a reply, or a notice with a prescribed nature.

3, clear the scope of sending documents and reading objects.

For example, to report to the higher authorities, or to promote and introduce experience to the relevant units; to read to the leaders or departments concerned, or to convey to all personnel.

4, clear the specific requirements of the dispatch.

For example, is it to ask the other party to know, or to ask the other party to reply? It is for the receipt organ to carry out the execution, or refer to the execution, the research reference, the solicitation opinion and so on.

In short, what ways should be adopted clearly, what problems should be elaborated and what specific aims should be achieved? Only when we have a clear idea of these problems can we draw up the draft.

Two. Collect relevant information and conduct research.

After the purpose and theme of the document are clear, we can collect materials and conduct some investigation and Study on this topic. Of course, this is also based on the specific circumstances, not to write every document.

For example, to write a short notice or notice, generally do not need to collect materials and research work specifically. After making clear the main points of the document, you can write with a little thought.

But for the more complicated problems, we need to carry out specific analysis and induction. If we draw up long documents, draw up work plans, summarize work, draft rules and regulations, and write work instructions, we often need to collect relevant materials and carry out further investigation and research work.

How do we collect materials and conduct research for the purpose of writing official documents?

The first is to collect and read related written materials; the two is to collect live materials in practice.

For example, for drafting the annual work plan of this department, we first need to review the work plan and work summary of last year, and refer to the similar work plan of advanced enterprises, and we should also study the situation faced by our department this year, the central tasks of this year, and the higher level requirements.

In short, the collection of materials and research is a brewing process, in order to grasp a comprehensive, large amount of material to understand all aspects of the problem, and then through analysis and thinking to create a leap in cognition.

Three, draw up an outline and arrange the structure.

On the basis of collecting materials, draw up a writing outline.

The outline is the main content of the document to be written, and the main frame should be outlined so that the whole arrangement can be arranged before the official writing.

The outline of the outline can be determined according to the specific circumstances of the document and personal habits and proficiency of writing.

For a short length of documents, we can roughly arrange the structure of the document, what questions to write first, what questions to write in turn, and what are the main points.

A lengthy and more important document often needs to be drawn up in more detailed outline, including several parts of the document. Each part is divided into several questions, the topics and key points of each size problem, and what specific materials to use.

The outline of the text does not need much, nor does it need to be deliberated in the text.

Of course, there is no need for collective discussion or to give the outline for leadership review.

Making outline is a very important process of conception. The basic viewpoint of a document can be convened to discuss and modify it in groups, so that the outline will be improved.

A document composed of two or more workers needs to work together to study the outline of writing so as to avoid repetition, disconnection or conflicting phenomena.

Four. Write and draw up the text.

When the structure is well arranged, Kaizong Akiyoshi should follow the requirements listed in the order.

Two points in writing:

1, we need to have a clear view and proper timber.

That is to say, we should command the material from the viewpoint and make the material serve the viewpoint.

Use materials to illustrate problems and to integrate materials and ideas.

In writing, we should pay attention to clear points, not ambiguous words, ambiguities, and words, but specious.

If the view is unknown, it will be incomprehensible.

Some documents only speak of opinions without practical materials, which will make people feel abstract and empty, lack of basis and unconvincing.

However, only listing materials without clear points will make people unclear what problems to explain, and not understand the intention of sending papers, especially the presentation of situation reports and work reports.

2, we need concise sentences and clear accounts.

It is necessary to save words, shorten space and be concise and coherent.

Five, check again and again, seriously modify

After the first draft is written, we should seriously revise it.

Writing articles requires effort.

Since ancient times, good articles have to be revised repeatedly, and writing documents is also the same, especially important documents.

1, the revision of the theme.

To see whether the theme is clear, whether the topic is focused or not, and whether the topic is deep.

2, the revision of the viewpoint.

To modify the document, we should take into account whether the views are correct and whether there are any problems.

3, about the modification of materials.

Materials are the basis of documents, with correct views, and appropriate materials.

4, about structural modification.

Modifying the structure of the document, including the revision of the overall structure of the document, will make the whole article more rigorous.

5, about language refinement.

It is mainly to modify irregular statements, non-standard words and punctuation marks.

We must be careful and careful in revising work, and we must have enough patience and the spirit of excellence.

Several common business documents

Ask for instructions

The request is a batch of official documents that the subordinate requests for decisions, instructions or approval matters to the higher authorities.

Characteristics of instructions

First, targeted.

Only important matters such as important decisions, important decisions, personnel arrangements, and new problems encountered in the work, new situations or difficulties that can not be overcome in the limits of authority within the limits of the unit's jurisdiction can be used for "asking for instructions".

Please instruct your superior to give instructions, decisions or answers and approval.

Therefore, "asking for instructions" is highly targeted.

Two, batch.

The request is a targeted upward text. The superior leader must give a clear "reply" to the reporting request, whether he agrees or not.

Three, unitary.

If you ask for instructions, you should write only one written leader. Even if you need to submit other leaders at the same time, you can only use the copy form.

Four, timeliness.

The request is for the situation and problems in the current work of the unit, and the official documents that are instructed and approved by the higher authorities should be obtained. If issued in time, the problem will be solved at the same time.

Classification of requesting instructions

According to the content and nature, the request is divided into the following three categories:

I. requesting an indicative request.

Two. Request for approval.

Three. Request for approval.

The structure, content and writing of the request

The request is composed of three parts: the head, the main body and the tail. The format, content and writing of each part are as follows:

First, the first.

It mainly includes two items: heading and main sending organ.

1, title.

There are usually two ways of writing the title of the request: one is the name, reason and type of the issuing organ.

For example, the instructions of the * * * group on "* * * * * *"; the other is composed of things and literary forms, such as "instructions on * * * * * * *".

2, the leadership of the text.

Each request can only be written by a leader of a written document.

Two. Text, its structure is generally composed of the beginning, the main body and the conclusion.

1, the beginning.

The reasons for asking for instructions are mainly explained.

2, the theme.

It mainly refers to the request, which is a specific request to the higher authorities. This part should be single, only one thing should be asked.

3, conclusion.

Another part of the idiom is "if not, please instruct", "no, please reply", "above request, approval", "above request, approval" or "if the above request is correct, please send it to other departments for implementation".

Three, the main structure of the tail is the two parts of the inscription and the written time.

Questions to be noted

First, the principle of one thing and one thing.

Two, material is real, do not fabricate for the approval of the leader.

Three, the reasons are adequate, and the instructions are clear.

Four, the tone is honest and sincere, so as to arouse the attention of the superiors.

Presentation

A report is a declarative official document that the lower level reports to the superior, reflects the situation, puts forward opinions or suggestions, and answers questions.

"Report" is a declarative style.

In writing, we should use real material as the main content and general narration as the main way of expression. "Report" is the uplink of the administrative document. The purpose of writing the report is to let the superior master the situation of the unit, understand the working conditions and requirements of the unit, and enable the superiors to give timely support, so as to provide basis for the higher authorities to deal with problems, arrange their work or make certain decisions.

It is the purpose of making a report.

Therefore, the content of the report requires the fact that the facts should be the main ones, and the concrete situation should be reflected objectively. Instead of too much discussion and explanation, the way of expression should be generalized, and the tone should be tactful, modest and unsuitable.

The characteristics of the report are as follows:

1. The purpose of the report is to report to the superior the work, the situation, the suggestion, the reply, etc. it is not straight.

It is one of the important differences between asking the higher authorities to answer questions in the report without asking for information.

Two, the report generally does not mention suggestions or comments.

If it is indeed necessary to carry out the recommendations or opinions put forward in the report in a certain field or some departments, it is suggested that the higher authorities should pfer the relevant departments to the relevant departments for implementation.