On Document Writing

The meaning of official documents

Official document is official document. It refers to all kinds of written materials, or documents, that are formed by the organs, organizations, enterprises and institutions in handling various affairs.

Characteristics of official documents

First, it has a distinct political nature.

Two, there are statutory authors. A statutory author is an organization that is established in accordance with the law and can exercise its rights and obligations in its own name.

Three, there is statutory authority and specific format. As a mouthpiece of a government organ, official documents can represent the authority of a representative organ. Therefore, the issuance of official documents must be unified and not allowed to go all the way.

Four, there is a practical effect.

Function of official document

First, it has the function of uploading and exchanging information.

Two, there is a basis for work and the role of vouchers.

Three, the role of publicity and education.

Four, stipulates the normative role of people's behavior.

Official document format

The format of official documents generally includes: title, main sending organ, text, appendix, issuing organ (or official seal), dispatch time, copy unit, document version, document number, confidentiality level, urgency degree, reading scope and so on.

I. title. The title of official document consists of three parts, namely, the issuing organ, the reasons for issuing documents, and the types of documents. It is called the "three elements" of the official document. For example, in the title of the notice of the board of directors of Yanhua group on Commending the advanced workers in 1997, "the board of directors of Yanhua group" is the issuing organ. "Commending the 1997 advanced workers" is the reason for issuing the document, and the "notice" is the type of official documents. The titles of official documents should summarize the main contents of official documents accurately and briefly. The position of official document is located in the center of the body at the beginning of the official document.

Two. The main sending organ. The official documents issued by the higher authorities to the lower level organs, such as instructions, notices, notices and so on, are commonly issued official documents. All subordinate organs are subject to the organ of the document, that is, the main sending organ of the sending document. Generally, a subordinate organ that reports or requests to the higher authorities only writes a main sending organ, if it needs to be sent to another organ with the times, it can use the form of color transcription. The main sending organ is usually written before the text, under the heading and at the top line.

Three, text. This is the main body of official documents, which is the most important part of official documents. The content of the text requires accurate transmission of the relevant policy and policy spirit of the issuing organ. It should be concise, clear and clear, pragmatic and grammatical. The problem of asking for instructions should be one thing and one thing.

Four, the issuing organ. Written below the right side of the text, also known as the inscription. The issuing organ generally has to write a full name. It can also be stamped and not written. The official seal is in the middle of the date of the end of the official document, which serves as the voucher for the issuing organ to enter into force for the official document.

Five, the date of dispatch. The official document must indicate the date of the document to indicate when the official document will take effect. The date of the dispatch is at the end of the document, below the issuing organ and staggered slightly to the right. The full name of the date of issue must be clearly stated in the date of issue, so as to avoid difficulties in future investigation. The date of issue is usually based on the date issued by the leader.

Six. Key words. Generally speaking, the core content of a document is summarized into several phrases, which are listed below the date of the end of the article, such as "personnel appointment and dismissal notice", "financial management regulations" and so on.

Seven, copy and copy units refer to the units that need to know the content of this document. The units sent to higher authorities are listed as copy newspapers, which are classified as copy by level or subordinate organs. The name of the copy and copy unit is listed at the end of the document, that is, the bottom of the official document. For the sake of tidy and beautiful appearance, the copy and copy units, printing offices and printing time at the end of the paper are generally separated by two lines. The key words are printed on the first line and the number of documents is printed on the second lines.

Eight, file header. Official documents usually have a version of the official document indicating which organ. The first page is printed with "x x x x (organ) document" in the big red character, and a red line is added below.

Nine, official document number. Generally, it includes official characters, year numbers and serial numbers. For example, "Guo Fa [1997]5" represents the fifth dispatch issued by the State Council on 1997. "Guo Fa" is the word of the State Council. The word "[1997]" is the year number. (the year number uses the square brackets "[]"), and "No. 5" is the order number of the document. Several organs jointly issued the document, only indicating the issuing number of the organizer. The location of the numbering: where there is a file head, place the red line above the title and the middle position below the head of the document; no file header is placed on the right side of the heading. The function of numbering is to count the number of dispatch documents, facilitate the management and search of official documents, and use the code of official documents when quoted documents.

Ten, the issuer. Many documents, especially requests for instructions or reports, need to be printed with the names of persons to indicate responsibility for the documents issued. The issuer should be in the front part of the page, that is, on the top right side of the red line, and the lower right part of the number is smaller than the number. The general format is "issuer: * x *".

Eleven, confidentiality level. Classified documents should be classified according to the degree of confidentiality, with the words "top secret", "confidential" and "secret" respectively. The level of confidentiality is delineated by the issuing authority according to the degree of confidentiality involved in the content of the document, and the delivery mode is determined accordingly, so as to ensure the security of the confidentiality. The location of the secret hierarchy: usually placed on the top left side of the document heading. Confidential documents should also be numbered according to the number of copies, printed on the upper left side of the page, so as to check and correct.

Twelve, emergency level. This is the requirement for the delivery and delivery of official documents. It is divided into "urgent", "urgent" and "urgent". The degree of emergency is specified to attract special attention, so as to ensure the timeliness of documents and ensure timely handling of urgent problems. The degree of urgency is usually marked on the top left side of the heading.

Thirteen, the scope of reading. According to work needs and confidentiality, some documents need to be clear about the scope of their sending and reading. They are usually written under the date of issue, which is copied to the left side of the unit, plus brackets. Such as "(send this to the county level)". Administrative and transactional non confidential documents need not be specified by the lower level organs for the written documents of the higher authorities.

Fourteen, annex. This refers to the text material attached to the text, and it is also an important part of certain documents. Annexes do not have every official document. They are generally used as supplementary notes or reference materials according to needs. If an official document has an appendix, it should specify the name and number of the appendix before the main body and the issuing organ.

Fifteen, others. Official documents are generally written from left to horizontally and horizontally. To write or transcribe official documents, use pen or brush, do not use ballpoint pen or pencil and do not copy. Document paper is usually opened 16 times and bound on the left side.