Community Document Writing Guidance: Proper Use Of Official Documents

First, the meaning of language.

In the process of official document writing and processing, the documents with the same nature and usage are merged into the same kind, and a fixed name is given to each document. This is the name of the official document, that is, the kind of official document, or the short language. Writing is an indispensable part of official documents. All documents must be marked in the title.

Two, correctly indicate the role of language.

1. it is beneficial to maintain the seriousness and standardization of official documents by correctly marking the types of documents in official documents.

2., it provides convenience for writing official documents. The regulations and measures have clearly stipulated the scope of application of each kind of official document, and the relevant laws and regulations also clearly stipulate the uses of some documents, such as laws, regulations, economic contracts, legal documents, diplomatic documents and so on, and some other documents, such as summaries, investigation reports, notices and so on, which are used by people in the long run practice. And the writing of each document has been formed through long-term practice and gradually standardized. Some writing methods such as accident investigation report and so on have been clearly stipulated by the competent authorities. When writing official documents, the correct selection and marking of writing can help us to understand the basic requirements and basic norms of writing, and improve the efficiency and quality of writing.

3., provide convenience for official document processing. According to the relevant regulations and practices, there are different ways of handling different languages. The relevant departments and related personnel handling the official documents by the receiving and distributing organ may make corresponding treatment according to the name of the language. For example, the requesting instructions should be submitted to the relevant leaders and relevant departments for approval and processing in time. Generally speaking, there is no need to reply to the reports, only to pass on the relevant personnel.

When writing official documents, be sure to choose the correct type of writing. No use, misuse or creation of languages will damage the utility of official documents.

Three. Choose the basis of language.

1., the selection of languages should be based on the relevant laws and regulations of the state and the relevant regulations of the party and the relevant leading bodies of the state on the handling of official documents, and select the appropriate and standardized language. We must not violate the relevant laws, regulations and standards.

2., we should look at the working relationship between the author and the main recipient. Only when the author is the subordinate organ of the principal recipient, can he select a descending language with prescribed, leading, and publicized features. When the author is the subordinate organ of the principal recipient, the reporting uplink style can only be selected. When the author is subordinate or subordinate to the main recipient, he can only choose the parallel parallel language.

3., we need to see the author's authority. There are certain kinds of languages that clearly define the rights of users. If the authors do not have the prescribed statutory authority, they can not be used. Such as orders, resolutions, motions, announcements, etc.

4., we need to look at the purpose of writing and the requirements for writing. Each type of language has a specific scope of application, which is only effective in achieving the purpose and requirements of a particular line. Therefore, we should select the most suitable form for expressing and implementing specific purposes and requirements.

Four, correctly distinguish some confusing languages.

There are similarities and differences between some languages in official documents. They are not only related but also different. They are easily confused when they are used. It is directly related to the quality of document, the quality of expression and the convenience of official document processing. Emphasis should be placed on distinguishing some confusing ones. Languages 。

(1) decisions and resolutions

They are all command documents with constraints, norms, directing or guiding functions, which have many similarities in nature and writing.

From the point of view of writing, they usually do not write the main sending organ before the text, but they can indicate the "main delivery" or "delivery" units in the copy terminal. The text is composed of three parts: the basis of writing, the articles and the conclusion. It can be seen as a combination of paragraph and paragraph. But they have the following notable differences.

1. the written process is different. Decisions can be discussed and approved by the conference, and can also be issued by the leading organs or organs and units. The resolution is strictly enforced and must take effect before plenary meetings or representative congresses such as the Party Congress, the people's Congress, the staff congress and the member's Congress.

Two Issuing organ (Organization) different. The leading organs at all levels and the leading bodies of institutions and units can make decisions, and resolutions can only be issued by the holy hand pass conference, and the resolutions can not be issued in the name of organs or units. Because of this, resolutions are no longer listed as commonly used documents of state administrative organs.

3., the content is different. Decisions are mostly made for arrangements for important areas and important actions. Therefore, it can be divided into decisions for deployment of important tasks (deployment decisions), decisions to deal with specific matters (decisions on matters) and commendation decisions. The contents of the resolution are mostly important decisions of a system, a unit and an organization with overall principles and principles. It can be divided into deployment command resolution, ratified resolution and special resolution.

4. different roles. Decisions are mandatory. Play a leading and guiding role. The resolution has a variety of functions: some of them have directives, such as the "resolution of the Standing Committee of the Sichuan Provincial People's Congress on relying on science and technology to revitalize agriculture", such as the "Standing Committee of the Standing Committee of the people's Congress of China", some people who speak rationally and make comments on the people and things concerned, such as the resolution of the CPC Central Committee on the history of the party since the founding of the people's Republic of China, and some have the calling nature, such as the resolution of the Central Committee of the Communist Party of China on the guiding principles of socialist spiritual civilization construction: some have the approval, such as the resolutions adopted by the Party Congress and the people's Congress on various work reports.

5. writing format is different from endorsement. The resolutions are endorsed by the brackets under the heading, and the names and dates of the resolutions are adopted. The decisions adopted by the conference are endorsed as well as the resolutions; the decisions issued by the leaders indicate the issuing organs and the written date after the text.

(two) notices and notices

Notices and notices are both well-known. Document The contents are not classified. They should be published publicly, published, posted, broadcast or broadcast on television, and their writing methods are similar. But they also have obvious differences.

1. the scope of application is different. This is the main difference between the two languages. The notice is used for announcing important matters at home and abroad, announcing certain statutory matters, and announcing matters that should be followed or known to a certain extent.

2. the different announcements of the issuing units shall be issued by the higher level state organs, the organs of the people's Congress and the designated organs of the relevant laws and regulations. It is stipulated that the winning announcement shall be issued by the leading body of the government organ or the organ and organ, and the notice of publicity shall be issued by any administrative organ, organization or unit. But the official organs of the party usually do not use these two languages.

3. send different announcements to the relevant authorities at home and abroad and the relevant legal authorities. Notices are issued to organs and related personnel within a certain scope.

4., different announcements emphasize legal authority, and Zhou Zhi affairs often have strong legal or administrative effectiveness. Apart from statutory organs or higher level administrative organs, grass-roots administrative organs and enterprises and institutions do not need to publish notices. There are certain stipulations in the prescribed notice. The matters involved often require a certain range of organs, units, and masses to observe or deal with, and have certain binding force on them. However, the notices are only informative and sensible.

Special attention should be paid to not abuse the notice.

(three) request and report

They are all uplink, often confused, but in fact there are two distinct languages.

The purpose and function of the 1. elements are different. The request is intended to request the higher authorities for approval and instruction, which requires the approval of the higher authorities and the petition. The report focuses on reporting work to the higher authorities and reflecting the situation. Generally speaking, no reply from superiors is required.

2. reporting time is different. Asking for instructions is a matter of fact. Generally speaking, the report is written in the process of hindrment or work.

3. the main sending organs are different. Generally speaking, only one main sending organ is required, and generally it must be reported step by step. Reports can sometimes have multiple main sending organs, such as emergency situations, disaster situations and epidemic situations that are required by several leading organs.

4. the way of handling is different. The requesting instructions should be handled in a timely manner, and the receiving organs must handle them in a timely manner. The report is all read and the receiving organ will not reply to it.

5., the content is different. The request is for the approval and instruction from the higher authorities. Any subordinate organ or unit has no right to resolve, inability to solve, and the problem identified by the higher authorities should be written as an instruction. The report is used to report work to the higher authorities, reflect the situation and answer questions.

6. the emphasis of writing is different. Although they all have to state and report the situation, the key point of the report is on the reporting work. The statement in the request is only a reason for asking for instructions. Even if the situation reflects a larger space, the key point is still asking for instructions.

Because of the above differences, it is not necessary to report requests for approval or instructions to superiors, nor to request reports.

(four) request and letter (request letter of approval)

The letter here refers specifically to the letter to the competent authorities for approval. Request and approval letter can be used for request approval, but there are strict differences when used.

1. different types. The request is upward, and the letter is parallel.

2. the main sending organs are different. The request is to write to the higher authorities with leadership and guidance relations, and the letter is written to the competent authorities which are parallel to the same system and are not affiliated.

3. the content range is different. The request can be used for request approval as well as request instruction. The letter is mainly used for approval of matters within the terms of reference of the competent department.

4. there are different ways to reply to a document. The authorized organ of the request indicates whether it approves or instructs. The letter organ can only use the letter of approval (letter of approval) to indicate whether or not to approve or reply.

(five) reply and letter (approval letter)

The letter here refers specifically to the approval letter issued by the competent authorities. Approval and approval letters can be used to examine and approve related matters, but there are strict differences when used.

1. different types. The reply is downlink and the letter is parallel.

2. the main sending organs are different. The reply is written to the lower level organs and units that have leadership and guidance, and the letter is written in parallel and not subordinate to the same system.

3. the content range is different. Approval can be used for approval as well as for instructions. The letter is mainly used for approving matters within the terms of reference of the competent department.

(six) planning and planning

Planning and planning belong to planned languages, but there are differences in their usage.

Planning is a long term plan with longer time, wider scope and more general contents.

The plan can be applied to various situations and various occasions. But from a time perspective, it is commonly used in the year to distinguish plans from the levels of organs and units. Its content is more specific, usually including the target task (what to do), work measures (how to do), step time (when to do who), supervise the inspection (check the implementation of the plan).

(seven) the difference between regulations, rules and regulations (rules and regulations).

Although there are some common features in laws, regulations and management regulations (rules and regulations), they are, after all, two kinds of official documents with similar external structure and very different nature. Their main differences are as follows.

1., utility is different. Laws and regulations are legal instruments, which have legal effect and violate laws and regulations. Management regulations are administrative documents, which have administrative effectiveness, organizational effectiveness or disciplinary effectiveness. Violation of administrative regulations (rules and regulations) is a violation of discipline and discipline.

2. the author has a limited scope. Laws and regulations can not be issued by any organ, organization or unit. Its authors have strict limits. According to the relevant provisions, the departmental laws and regulations in the administrative regulations shall be formulated by the State Council; the local laws and regulations shall be formulated by the people's congresses and their standing committees of the provinces, autonomous regions and municipalities directly under the central government, the cities of the larger cities (specifically the cities where the provinces and autonomous regions are located, the cities where the special economic zones are located) and the people's congresses and their standing committees approved by the State Council (generally designated cities)); the people's congresses of the national autonomous areas may formulate autonomous regulations and separate regulations.

The authors of administrative regulations are also limited in nature. The departments, committees, people's Bank of China, the Audit Commission and directly affiliated institutions with administrative functions can formulate departmental rules and regulations, and the people's governments of provinces, autonomous regions, municipalities directly under the central government and larger cities can formulate local government regulations.

The scope of management rules is very broad. All organs, units and organizations can be enacted.