Requirements of official document writing

The writing rules of official documents are the generalization and summary of the basic principles and methods of making official documents.

1, writing principles. There are two noteworthy principles: (1) the principle of "fewer but better". Article 1 1 of "Regulations on Handling Official Documents of Party Organs in China" clearly stipulates: "The writing should be really necessary, pay attention to practical results, be few and precise, and the official documents that can be issued or not should not be issued, and those that can be long and short should be short." The Measures for Handling Official Documents of State Administrative Organs also have the same provisions. In the specific liaison and coordination work, it is also advocated that there are more people coming and going, and fewer people coming and going.

(2) the principle of not submitting official documents to leading individuals in the name of the authority. Article 22 of the Measures for Handling Official Documents of State Administrative Organs stipulates: "Except for matters directly assigned by the person in charge of the higher authorities, no one may ask for instructions, opinions or reports from the person in charge of the higher authorities in the name of this organ". The China * * * document processing regulations also have the same provisions. Submitting official documents directly to leading comrades undermines the authority of leading organs and violates the procedures of document circulation. From the perspective of the submitter, it can improve efficiency, but it is detrimental to the efficiency of leading organs. As far as the courts are concerned, there are many cases assigned by leading comrades. For the assigned cases, if the leading comrades explicitly instruct "hope to reply" and "report the results", they can submit them to the leading comrades personally in the form of official documents. In addition, they generally should not submit official documents to leading comrades personally.

2. The relationship between writing. It can be divided into three categories: the relationship between leaders and leaders, the relationship between guidance and guidance, and the relationship between them.

3. Writing style. According to the division of the issuing organ, it can be divided into separate writing and joint writing; According to the division of the receiving organs, it can be divided into vertical writing (step writing, multi-level writing, leapfrog writing, popular writing) and horizontal writing.

4. Specific requirements. (1) Abide by the subordinate relationship, and generally don't overstep. The "Provisions on Handling Official Documents of Party Organs in China" stipulates: "The writing relationship of Party organs shall be determined according to their respective subordinate relations and terms of reference. ..... Not to ask for instructions from higher authorities, especially not to ask for instructions; When it is necessary to leapfrog due to special circumstances, it shall be copied to the higher authorities that have been leapfrog. " The Measures for Handling Official Documents of State Administrative Organs also have the same provisions. Circumstances that allow leapfrog writing: the situation is serious and urgent; The higher authorities directly under the higher authorities leapfrog some matters and instruct the higher authorities to report at the same time; Asking some important questions or matters that can only be answered by the superior organ of the directly subordinate superior organ, and these questions and matters are not related to the directly subordinate superior organ; Repeatedly asking the directly superior organ to solve an urgent problem in a certain work, and the directly superior organ fails to solve it for a long time, which has a serious negative impact on the work or is about to have a serious negative impact; Wait a minute.

(2) Clear the posting authority and write to the appropriate object. According to the regulations, party committees and governments can write to their respective party committees and governments at the next higher or lower level; The general office (room) of the Party committee and the government may, after being authorized by the Party committee and the government, formally write to the Party committee and the government at the next lower level; Other subordinate departments of party committees and governments are generally not allowed to formally write to the party committees and governments at the next lower level; Its writing targets include counterparts in the party committees and governments at the next higher or lower level, as well as subordinate departments of the party committees and governments at the same level. When writing between non-subordinate organs, the "letter" is applicable, that is, the consultation document, and the mandatory, guiding and normative document cannot be used. The requirements for the writing objects of court official documents are the same.

(3) Respect the functions and powers of the authorities, and accurately identify the main sending authority and the cc authority. Simply put, who is responsible, then who is mainly delivered. Generally, there can only be one main sending organ for official documents. Article 2 1 of the Measures for Handling Official Documents of State Administrative Organs stipulates that "asking for instructions" should be a matter of one article; Generally, only one main sending organ is written, and if it needs to be sent to other organs at the same time, it shall be copied, but it shall not be copied to its subordinate organs. Article 20 stipulates that important documents submitted to lower-level organs or this system shall be copied to the directly higher-level organs. Article 23 stipulates that when an organ under dual leadership writes to a higher authority, it shall specify the main sending organ and the cc organ. When necessary, the higher authorities shall send a copy to the lower authorities under the dual leadership. The same is true of the Regulations of China Municipality on Official Document Processing. It is worth noting that some comrades neglected to copy some important official documents, resulting in some important work arrangements and trends of the court not being understood and mastered by superiors and localities in time, which affected the work effect to a certain extent. To accurately determine the cc organ, it is necessary to fully grasp the contents of the official document and the relevant organs that have a working relationship with it, so as not to leak or waste.

(4) Departments are not allowed to write articles without reaching a consensus on relevant issues.

(5) When joint writing is needed, the author should be an organ at the same level. Article 16 of the Measures for Handling Official Documents of State Administrative Organs stipulates that governments at the same level, government departments at the same level, government departments at higher levels and governments at lower levels may jointly write articles; Government departments and corresponding party organizations and military organs can jointly write articles; Government departments and people's organizations at the same level and institutions with administrative functions can also work together. If joint writing is really necessary, the sponsoring department should be clearly defined and the number of joint writing units should be strictly controlled.

(6) Specific provisions on "asking for instructions". "Asking for instructions" should be an article; When the request for instructions involves issues within the scope of functions and powers of other organs, it shall be agreed with the relevant organs through consultation. If no agreement can be reached, it shall be explained in the specification; Ask for instructions should put forward clear opinions; Generally, only one main sending organ is written for instructions; Instructions shall not be copied to the organ to which they belong; "Report" shall not be accompanied by notes.

Second, the format specification of official documents

Official document format refers to the external form of official documents, which not only includes the arrangement and marking rules of text symbols on the carrier (paper, etc.). ), but also consider the paper requirements and printing specifications of official documents. In other words, the official document format is the sum of the text structure, paper and printing specifications of the official document, and it is the requirement for the official document text. The characteristics of official document format have strong standardization. Standardized official document format is conducive to maintaining the seriousness of official documents, making official document writing standardized and standardized, which not only increases the aesthetic effect of official documents, but also facilitates their reading, transmission and processing, and improves work efficiency. The Regulations on Handling Official Documents of Party Organs in China and the Measures for Handling Official Documents of State Administrative Organs respectively stipulate the official document formats of Party organs and state administrative organs in one chapter, which were jointly drafted by China Standards Research Center and the Secretariat Bureau of the State Council Office, promulgated by the State Administration of Quality Supervision, and officially implemented since June 65438+ 10/day, 2000. In order to standardize the production and handling of official documents, during the special rectification activities of "standardizing judicial behavior and promoting judicial justice" in 2005, the Intermediate People's Court formulated the Measures for the Handling of Official Documents of Yichang Intermediate People's Court on September 7 with reference to the Measures for the Handling of Official Documents of State Administrative Organs and the relevant provisions of the Supreme Court, and incorporated them into the rules and regulations, which standardized the production and handling of official documents and made detailed provisions. The release form, writing format, paper format and printing format of official documents are introduced below.

(a) the release form and scope of application of official documents

As far as the court system is concerned, taking the intermediate people's court as an example, there are mainly:

1, Yichang Intermediate People's Court document (Zhong Yi Fa Fa Fa), which is mainly used to convey and implement the Party's principles, policies or important work arrangements and issue important decisions and notices.

2. Yichang Intermediate People's Court (Yi Shi Sino-French) is mainly used for notices, replies, orders, motions, instructions, reports, notices and letters. Personnel appointment and removal, important meetings and other matters.

3. Yichang Intermediate People's Court Office document (Zhong Yi Law Firm) is a supplementary form of the Intermediate People's Court document, which is mainly applicable to the release of certain matters by the office according to the authorization of the hospital leaders, to convey or release on behalf of the hospital, and to release matters within the office's functions and powers.

4. The Intermediate People's Court and all departments of the Intermediate People's Court shall notify the convening of meetings, matters with strong timeliness, arrangements for business activities, and measures to deal with emergencies by fax and telegram (which shall be transmitted publicly and secretly).

5. Official documents issued in the name of various departments of the Intermediate People's Court are generally written on the letterhead of the Intermediate People's Court.

(two) the written format of official documents

The written format of official documents refers to the arrangement order and identification rules of all elements of official documents. The official document format of state administrative organs divides the writing format of official documents into three parts: prefix, subject and version, and also into seven elements: classification and duration, urgency, identification of issuing organ, document number, issuer, title, main sending organ, text, annex description, cc organ, issuing organ and issuing date. All elements placed above the red reverse line (also called interval horizontal line) on the front page of official documents are collectively called eyebrows; Elements placed below the red reverse line (excluding the red reverse line) to the subject word (excluding the subject word) are collectively referred to as the subject; The elements below the subject words are collectively referred to as version notes.

Eyebrows. Generally, eyebrows are composed of the number of official documents, classification and duration of confidentiality, urgency, identity of the issuing authority, document number, issuer, red reverse line and other elements. In fact, they are all elements above the red reverse line on the front page of official documents (the width is the same as the version center, that is, 156mm).

1, number of official documents

The document serial number is the serial number of each document when multiple copies of the same manuscript are printed. If the number of copies of the document needs to be marked, it should be marked with Arabic numerals in the upper left corner 1 line and overprinted with red numbering machine. For example, the same manuscript is printed in 100 copies, in which the serial number of the first 1 copy can be written as "00 1" and the serial number of the last copy can be written as "100". Identifying the serial number of copies is mainly used to facilitate the registration, distribution and access of official documents.

2, the secret level and duration of confidentiality

The classification and duration of confidentiality are the requirements for the confidentiality and handling of official documents involving party and state secrets, which are only known to a specific range of people in a certain period of time. Official documents of the party and state organs are classified into three grades: top secret, secret and secret, among which the number of copies of top secret and secret official documents shall be indicated. Top secret is the most important state secret, and if it is leaked, it will cause particularly serious damage to the national security and interests. If the official document needs to identify the classification, it should be marked in bold type No.3, the top box should be marked with 1 in the upper right corner of the page, and the word 1 should be left blank between the two words identifying the classification; If it is necessary to indicate both the safety level and the safety duration, both items should be in bold type No.3, with the safety level in front and the safety duration in the back. The top box is marked on line 1 in the upper right corner of the version center, and the safety level and safety period are separated by "★". When the classification is indicated, the period of confidentiality shall be indicated. The confidentiality period is generally divided into less than one year, more than one year, long-term and duration. If there is no time limit, it is generally determined by the confidentiality period of 20 years, such as secret ★6 months, secret ★3 years, top secret ★ long term.

3. Degree of urgency

Urgency is the time requirement of document delivery and processing. The urgency of official documents of the Party's organs can be divided into two types: extreme urgency and urgency, and the urgency of official documents of state administrative organs can be divided into extreme urgency and urgency. If it is necessary to identify the urgency, use No.3 bold type, with the top box marked in the upper right corner of the version center on line 1, and the word 1 must be blank between the two words identifying the urgency; If it is necessary to indicate the classification, duration and urgency at the same time, the top boxes of classification and duration should be indicated in line 1 in the upper right corner of the board, and the top box of urgency should be indicated in line 2 in the upper right corner of the board.

4, the issuing authority logo

The logo of the issuing organ is called "the head of the edition" in the Regulations on the Handling of Official Documents of Party Organs in China. The identification of the issuing authority consists of the full name or standardized abbreviation of the issuing authority plus "document", and some specific official documents can only identify the full name or standardized abbreviation of the issuing authority without the word "document", such as "letter"; "Order" and "Meeting Minutes" should not only indicate the full name or standardized abbreviation of the issuing authority, but also add the language. The Provisions on the Handling of Official Documents of Party Organs in China stipulates that the prefix "consists of the full name or standardized abbreviation of the issuing organ plus the word" document "or brackets indicating the language type, printed on the top of the front page of the official document, with a group of red characters in the middle". The upper edge of the license issuing authority logo is generally 25mm from the upper edge of the board to the upper edge of the board; For the official documents submitted, the distance from the upper edge of the logo of the issuing authority to the upper edge of the plate is 80 mm, the distance from the upper edge of the logo of the issuing authority to the upper edge of the page is 30mm, and the Wuwen line (upper thick and lower thin) is below the full name of the issuing authority, and the Wuwen line (upper thin and lower thick) is 20mm away from the next page, both of which are 170mm in length. The upper edge of the symbol of the issuing authority of "order" is 20 mm away from the upper edge of the plate center. In principle, the logo of the issuing authority should use the small label Song Hippo chef and the red logo, and the font size should be determined by the issuing authority in line with the principle of striking and beautiful appearance, but generally it should be less than 22mm× 15mm. When writing jointly, the name of the organizer should be in front, and the word "document" should be placed on the right side of the name of the issuing institution, arranged in the middle of the top and bottom. Even if there are multiple joint writing agencies, it is necessary to ensure that the front page of the official document shows the text.

5. Document number

The document number consists of the word, year and serial number of the issuing authority. Generally, the document number is 2 lines under the logo of the issuing authority, and the number 3 is imitation of Song Dynasty, which is arranged in the middle. The document number of "order (decree)" is marked in the center of two lines in the blank space under the logo of the issuing organ of "order (decree)"; The "Meeting Minutes" number is located under the "Meeting Minutes" logo, right in the middle above the red reverse line. Joint writing generally only indicates the number of the organizer's document. The word institution should reflect the nature of the issuing institution or department. The same organ. The generation of similar official documents of departments should be unified, and there cannot be several writing methods. Generally, one or two words can be added before the name of the institution to replace it, but it should be distinguished from other institutions with similar names. The year and serial number are identified by Arabic numerals; The year should be marked with the full name and enclosed in hexagonal brackets. No pseudo-number is added to the serial number (i.e. 1 00 1), and no word is added.

6. issuer

Name of the leader who issued the official document by the issuing authority. The official document submitted shall indicate the name of the issuer, and the names of the issuers shall be arranged side by side on the right side of the document number. The space on the left is document number 1, and the space on the right is issuer name1; "Issuer" is written in italics No.3, followed by a full-width colon, and the name of the issuer is marked in italics No.3 after the colon. In the case of joint writing, there are multiple publishers. At this time, the name of the sponsor issuer is placed in the first line, and the names of other issuers are under the name of the sponsor issuer from the second line. According to the order of issuing institutions, the red reverse line moves down in turn, the document number is placed on the same line as the name of the last issuer, and the distance between the red reverse line and it is 4 mm

7. Red reverse line

The red reverse line is generally printed 4mm below the document number, and its length is equal to the width of the plate center (that is, 156mm).

-theme. The main sending organ generally consists of the title, the main sending organ, the text, the attachment, the written time, the seal, the remarks and other elements.

1, title

The official document title is a summary of the official document content and a revelation of the writing purpose, so it should accurately and concisely reflect the main contents of the official document. Except for the names of laws, regulations and rules and books, punctuation marks are generally not used in the titles of official documents. The title of the official document issued by the higher authorities should be clearly written, not just the original number. The title of official documents issued by administrative regulations and rules is "Release", the title of official documents issued by subordinate organs is "Approval", the title of official documents issued by superior organs, organs at the same level and non-subordinate organs is "Forward", and official documents such as "Scheme" and "Plan" or other informative documents are printed (transferred). The title generally does not carry the name of the original issuing authority, but the name and written time of the original issuing authority are under the original issued title.

The titles of official documents are generally subscripted in two lines in red, and arranged in the middle with No.2 small standard song. If there are too many words, you need to arrange them in branches. In the branch, be careful not to align lines of equal length up and down, and words with more than two words should not be arranged at the beginning and end of different lines separately. In short, the arrangement of titles should be complete in meaning, symmetrical in arrangement and appropriate in spacing.

2. Main organs

The main sending organ refers to the main receiving organ of official documents, and should use the full name or standardized abbreviation or common name. If there are many main delivery organs, they should be arranged in order according to their nature, level and relevant regulations or practices, with a pause between organs of the same nature or at the same level and a comma between organs of different nature or at different levels. For example, in the State Council, the arrangement of the main delivery agencies is: "People's governments of provinces, autonomous regions and municipalities directly under the Central Government, ministries and commissions of the State Council, and institutions directly under the Central Government"; Intermediate people's courts generally arrange the following documents in the form of "grass-roots people's courts and departments of intermediate people's courts".

Generally, the line 1 is left blank under the heading of the main feeding mechanism, and the top box on the left side is marked with No.3 in imitation of Song Dynasty. When returning, the top box is still marked, and the name of the last main delivery mechanism is marked with a full-width colon. If there are too many names of the main sending agency, so that the main body of the document cannot be displayed on the front page, the name of the main sending agency should be moved below the subject words in the edition and above the cc, and the identification method is the same as that of the cc. Require the higher authorities to write only one main delivery organ; For the official documents sent by some subordinate organs, if there are fewer sending organs, the full name can be written, and there are more sending organs, which can be summarized by "all relevant departments and units".

3. Text

The text is the main part of the official document. The text should be placed on the next line of the main sending organ, imitating Song No.3, leaving 2 words in each natural paragraph, and the top line should be returned; Numbers and years cannot be returned. The text of "Command (Order)" is placed in the position of two blank lines under the order number. The names, places, figures and quotations in the text should be accurate. Document citation should first lead to the title, and then lead to the document number; When quoting a foreign language, its Chinese meaning should be indicated; The date shall indicate the specific year, month and day; National legal units of measurement must be used. Words should be accurate and standardized. If you want to use nonstandard abbreviations in the text, you must indicate the abbreviations at the same time when using the full name for the first time, and pay attention to the unification of abbreviations in the same official document; Figures in official documents should generally use Arabic numerals, except for the date of writing, figures of some structural levels and figures used as morphemes in words, phrases, idioms, abbreviations and rhetorical statements. The ordinal number of multilevel structure is represented by numbers, and its identification method is as follows:

Use "one", "two" and "three" on the first floor. ...

The second layer adopts "(1)", "2)" and "3". ...

The third floor is marked with 1, "2" and "3" ...

The fourth layer is "(1)" (2) "(3)" ...