Official Documents

The official document of an administrative organ is an instrument with statutory form and standard form formed in the process of administrative management, and is an important tool for administration according to law and official document activities.

Official documents include letters, orders, decisions, notices, notices, notices, announcements, motions, reports, requesting instructions, approvals, opinions, minutes of meetings and so on. Besides, there are many common business documents and common styles, such as briefings, summaries, situation reports, plans, situation reports, investigation reports and research reports.

I. concept of letter

The letter is applicable to negotiations between different organs, asking and answering questions, requesting approval and answering approval.

Generally speaking, it is a letter, a commonly written form of information that is pmitted and exchanged.

However, the letter in the document is beyond the scope of the general letter, and has more extensive uses and legal effect.

The letter is the only parallel language in the official document. In the direction of writing, it can not only be written in parallel organs, but also can be written between non subordinate organs, including the higher authorities.

Two. The characteristics, functions and classification of the letter.

The characteristics of the letter are: communication, flexibility, singleness and so on.

The letter can be used to discuss work with each other, inquire and answer questions, and ask the competent authorities for approval.

Classification of letters: by nature

Three. The structure, content and writing of the letter.

The general format includes: the first part, the main body, the inscription and the time.

The first part consists of two parts, the title and the main sending organ.

The title of the letter is headline headings. There are usually two kinds of writing: the name, reason and type of the issuing organ; it can also be directly composed of reasons and types.

The main sending organ, that is, the organ that receives the letter and handles the letter matters, sets the whole name or the standardized abbreviation in the article first, then uses the colon.

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Text: the body of the letter is the main part of the document.

Emphasize that we should talk about things directly.

The first part is the narration, the second part explains the hope and the request.

The main body of the letter is written in the matter of negotiation, request, inquiry or notification, and then a request or request is made.

Finally, it is clearly stated, "can you please reply to these comments?"

The "matters" part is basically the way to describe and explain, and what to write about should be dealt with briefly and clearly.

The "request" part can be more or less. If the matter is very simple, and there is not much requirement for colleagues to write together, if the matter is more complicated, or requires more, can be written in a single paragraph, or even sub item to write, we must pay attention to the letter no matter who it writes to, the tone of the request should be modest.

The general structure of the replying letter is: first, quote the letter, the name of the file, the name and the main content of the letter.

For example, the format of "your factory * * number is read" can also be directly written "letter", "letter", and then write the main items of the reply. The contents of the reply should be around the letter, and we should express the views of this organ accurately, with a clear-cut attitude.

The end of a reply is usually written on such words as "reply" and "reply to this letter".

In reply, we should answer the questions raised in the letter: agree or disagree, agree what to do; disagree on what causes or how to do it, and how not to do it.

The language should be concise and comprehensive.

Inscription and date: after the completion of the letter, there must be a signature and date, and the official seal must be added.

Four. Problems to be noted in the writing process.

The writing of a letter should be concise and precise.

Reply letter should pay attention to effective and timely.

The following points should be noted:

In strict accordance with

The content of the letter is centralized: it is best to write a letter.

The letter is mainly written, and the content must be true and accurate.

The language of the letter should be simple, sincere and modest.