What kind of official documents are popular?

Official document format refers to the specifications, styles and components of official documents. Official documents of party and government organs must maintain a solemn and generous image and a unified and standardized format. This is not only an important manifestation of the legal authority, seriousness and specific utility of official documents, but also an objective need for the gradual scientific and standardized handling of official documents.

(A) the general format of official documents

Official documents are generally divided into three parts: prefix, text and tail, and consist of 20 elements: issuing authority, number of copies, classification, urgency (grade), document number, issuer, title, main sending authority, text, annex description, signature of issuing authority, writing time, seal, comments, attachments, subject words, cc authority, issuing authority, issuing time and number of copies.

1, header

The prefix of a document, also called document eyebrow, generally refers to the horizontal line above the home page. Including file name, document number, number of copies, classification, urgency (level), issuer and other elements. In order to be solemn and eye-catching, and enhance the seriousness of official documents, official document titles are generally printed on the top of the official document home page in red with a large font, which generally accounts for 1/3 to 2/5 of the home page. Party official document titles are separated from the body part with a red horizontal line (with a five-pointed star embedded in the middle of the horizontal line).

(1) file name. It consists of the full name or standardized abbreviation of the issuing authority plus the word "document" (or the language name in brackets). For example, the People's Republic of China (PRC) the State Council Document (the State Council Document for short) and the the State Council General Office Document of the People's Republic of China (the State Council General Office for short). Another example is the documents of the people's government of x x province and the documents of the general office of the people's government of x x province. Joint writing, you can use the name of the joint organ, but the host organ should be ranked first. In ethnic autonomous areas, the name of the issuing authority can be printed in the languages and Chinese characters of the autonomous ethnic groups.

(2) Document number. Document number, also known as document number, is the document code compiled by the issuing authority according to the order of issuing documents, and its main function is to facilitate the statistics, inquiry and citation of documents. The document number, including agency generation, year and serial number, is placed under the document name and above the center of the horizontal line. For example, "Guo Fa [2003] 12", "Guo Fa" is the representative word of the State Council, "[2003] is the year, and" 12 "is the serial number of the document. Generally, only the document number of the organizer is indicated. The substitute words of organs should be selected to reflect the functional characteristics of their own organs, and should be used regularly, and cannot be replaced every year. The number of words should be concise, and two or three words are appropriate. The year and number shall be marked completely and accurately. The year should consist of four Arabic numerals, [2003] cannot be abbreviated as [03], and the document serial number should be arranged as "1, 2,3,4 ..." instead of "0 1, 02" or "ol,02" for reference.

(3) the issuer. In order to urge leaders at all levels to earnestly perform their duties, ensure the quality of official documents, facilitate direct contact between superiors and subordinates, answer questions quickly and effectively, and improve work efficiency, the official documents to be submitted should be reported for instructions, and the issuer should be indicated on the front page. The method of marking is to mark the publisher, add a colon to the upper right of the horizontal line, and then mark the publisher name. The official document marked with the issuer should be placed in an appropriate position at the upper left of the horizontal line, and the two are symmetrical.

(4) secret level. The classification of documents is divided into three levels: top secret, confidential and secret. The classification shall be determined by the issuing authority according to the secrecy law and relevant regulations. Secret documents shall be marked with the serial number of copies. Document classification of government agencies is marked in the upper right corner of the document homepage, and the number of copies of documents is printed in the upper left corner; On the top left corner of the first page of the document, the document classification and number of copies of the party newspaper organs are marked. Above the security level, the number of copies shall be marked with 7 Arabic numerals, such as "000000 1".

(5) urgency (level). Official documents that need urgent service and processing shall indicate the degree of urgency. The urgency of documents can be divided into two types: urgent and urgent. The official documents of government organs are marked in the upper right corner of the front page of the document, and the official documents of party organs are marked in the upper left corner of the front page. Mark emergency first, and then mark security level. Urgent telegrams should be marked with special, urgent, urgent and extremely urgent respectively, and indicated in the header on the first page of the message.

2, the main part

The main part of the official document, including the official document title, main sending organ, text, attachment description, signature of issuing organ, writing time, seal, notes, attachments and other elements.

(1) official document title. The title of a document generally consists of three parts: the issuing authority, the theme of the document and the writing. For example, "Opinions of Central the State Council on Agriculture and Rural Work in 2000" was issued by "Central the State Council", with the theme of "Agriculture and Rural Work in 2000" and the genre of "Opinions". This is a standard title, which contains three complete elements. The function of title is to reveal the main content and writing purpose of official documents, and to facilitate the registration, processing and inquiry of official documents. When writing official document titles, we should grasp the following points:

1. Summarize the main contents of official documents accurately and briefly. The title is the eye of the official document, and the text should be concise and to the point, indicating the theme of the official document accurately and generally. For example, the State Council will cancel more than 100 unreasonable fees charged by enterprises. When a document is issued, it is obviously impossible and unnecessary to list all the contents of these cancelled items as reasons, but it is clear and concise to summarize them as "canceling some unreasonable charging items involving enterprises".

2. Choose and mark up the language accurately. If a department asks its superiors to list an enterprise as an industrial production base, its language is report, which obviously makes the mistake of not distinguishing between instructions and reports, and reports contain instructions. For another example, the title of a municipal government asking for instructions from a lower level to solve the reservoir resettlement funds in a county is "Asking for instructions about XX municipal government reporting to a county to solve the reservoir resettlement funds". This title is just a request from a county, but it lacks its own language. It can be changed to "ask XX municipal government to solve the reservoir resettlement funds in a county", and the request of a county is reported as an attachment as appropriate, which not only accurately shows the language, but also facilitates the higher authorities to fully grasp the situation. When approving and forwarding official documents, the title should avoid overlapping prepositions and languages, such as "about", "about" and "notice".

3. Except for the names of laws and regulations and the titles of books, punctuation marks are generally not used in titles. If the title is too long or there is a pause in the middle, it can be indicated by spaces or line breaks. For example, the General Office of the State Council forwarded the notice of the Ministry of Finance on several policies for comprehensive agricultural development, and the words "about agriculture ……" could be changed to the second line.

4. Forwarding or forwarding requests and reports, if there is no organ name in the title, indicate the organ name or writing time at the end of the full text.

For information or untitled documents approved or forwarded, the title is generally not the name of the organization, and the name and writing time of the organization are indicated below the title and enclosed in brackets.

5. The title arrangement should be symmetrical and beautiful. Except for single-line titles with fewer words, more than two lines can be arranged in pagoda shape or inverted pagoda shape, and try to avoid arranging in double or triple parallel shapes with the same length. When changing careers, special nouns and subject words such as names of people, places and organs shall not be arranged separately.

(2) The main service organ. The main sending organ, also known as the file header, is the main object of official documents. It is the organizer of official documents at the addressee, and is responsible for executing, handling or replying to the addressee. In addition to the official documents released directly to the public, the official documents should generally write the name of the main sending organ in the top box at the lower left of the title before the text.

In order to ensure that the official documents can be processed in time after being issued, the main sending organ should be selected according to the function and authority of the receiving unit and the purpose of writing. Government departments shall, according to the authorization and authority of the government at the same level, write directly to the people's government at the next lower level, and the formal documents for instructions shall be sent to an organ, not more than one person; Except in special circumstances, no leapfrog instructions are allowed. If it is really necessary to leapfrog, it should be copied to the higher authorities at the same time to avoid delay and delay. The reply to the subordinate request can only be sent to the original requesting organ (unit) and copied to the relevant organ (unit). To send official documents, the main sending authority should write a general term of specifications, such as the people's government of XX Province, and the main sending authority is "the people's governments of cities and counties (cities, districts) and all departments of the provincial government". It is not a general document, but there are many main sending organs, which can also be collectively referred to as corresponding norms, such as "relevant municipal and county (city, district) people's governments and provincial government departments". Another example is: the general documents issued by the provincial party Committee are mainly sent by "municipal and county (city, district) committees, provincial party committees, party groups of provincial units (party committees) and people's organizations". There are no documents sent by the main organ, such as resolutions, decisions, opinions, bulletins, regulations, detailed rules, government orders, meeting minutes, work points, etc. The focus of the main transmitter is above the distribution column cc organ.

(3) the text. The text is the core of the official document, and it is the part that expresses the specific content of the official document and clarifies the intention of issuing the document. Text content must comply with laws and regulations, so that the situation is true, focused, clear-cut, well-structured, well-organized, concise, accurate punctuation and short length.

If the text of the official document ends at the end of the previous page and needs to be signed and sealed on another page, it should be marked "This page has no text" (enclosed in brackets) at the top of the other page, and the signature and seal should be at the top to facilitate readers to understand the end of the full text and prevent the blank space from being stolen. But this situation should be avoided as much as possible.

(4) Annex description. If there are attachments to the official document, the order and name of the attachments should be indicated at the bottom of the text and above the signature of the official document. Main parts and accessories should be bound together; If they cannot be bound together, the document number of the main body and the serial number of this annex shall be indicated in the upper left corner of the first page of the annex.

(5) Signature of the issuing authority. The signature of the issuing authority shall use the full name or standardized abbreviation, which is located at the lower right of the text, generally with the last line of the text blank. When writing jointly, the name of the joint organization shall be indicated. The organizer is in the front, and the name of an organization accounts for one line. If the number of words is different, print in the same length.

(6) writing time. Written time refers to the effective date of the official document, which is generally the date when the leader finally issues it. In case of joint writing, the date issued by the leader of the final issuing authority shall prevail. If, after the approval of the leading comrades, the document cannot be issued in time for some reason, and the time delay exceeds 20 days, the organizer may determine the written time.

Written time is one of the important bases for the validity and retrieval of official documents. In the official document signature (seal) marked at the lower right, year, month, day must be complete, not missing. For normative official documents or documents discussed and adopted at the meeting, the legal procedures and production date are enclosed in brackets and marked in the middle of the title. When writing, the official documents of the party organs are written in Arabic numerals, and the official documents of government organs are written in Chinese characters.

(7) seal. The printing of official documents is the certificate that the issuing authority confirms the validity of official documents. In addition to the "meeting minutes" and the general official documents printed with a specific prefix, the official documents shall be stamped with the seal of the issuing authority or the signature of the leading comrades. The seal should be consistent with the official document, and the seal should be clear and correct. It should be located at the upper side of the written time, at the lower right of the official document, without pressing the text, riding the year and covering the moon. Official documents signed in the name of the chief executive, such as orders (orders), are generally stamped with signature seals and signed leadership positions. Official documents of government agencies, in the case of a fixed file prefix, can also be directly written with the date of issue and stamped without marking the issuing authority. Downstream documents issued by the Party Committee need not be printed.

When several organs jointly write, the host organ should rank first. When printing, the name of the organization is arranged up and down, with the seal of the host organization on it; If arranged left and right, the seal of the organizer is on the left.

(8) Precautions. Refers to the matters that need to be supplemented in the official document. For example, it is used to indicate the reading and communication scope of official documents, the method of use, or the terms that need to be explained. Mark one line under the signature (seal) of the official document and add two spaces to the other line.

According to the classification of official documents and the needs of work, some official documents should be read and conveyed, such as "this document is sent to the county level" and "this document can be conveyed orally to the masses". Some official documents should explain how to use them, such as "this document can be reproduced by itself" and "this document is published publicly".

(9) Accessories. Attachments are official documents or materials attached according to the needs of the text. Used to supplement the text or provide reference materials.

3. At the end of the article.

The tail of the official document consists of keywords, cc office, printing office, printing time and number of copies.

(1) keyword. Subject words are nouns or noun phrases that reflect the theme characteristics of official documents and their categories and can be recognized by computers. In order to meet the needs of office automation and do the basic work of computer management of official documents, all official documents should be marked with subject words. A document is usually marked with three to five subject words, up to ten. Subject words are marked in the CC column at the lower left of the last page of the document, with a space in the middle of each subject word.

Keyword indexing shall conform to the provisions of the Thesaurus of Official Documents revised by the General Office of the Central Committee of the CPC Secretariat Bureau198 in August and the Thesaurus of Official Documents of the State Council revised by Secretariat Bureau of the State Council Office197 in February.

(2) send a copy to the organ. Cc organ refers to the superior and subordinate organs that need to inform the contents of official documents except the main sending organ.

Cc organs are arranged in the order of the party, government, army and mass organizations, and written in parallel with the previous line when moving. For example, documents issued by the provincial government should be copied to provincial departments, people's congresses, CPPCC, military regions, courts, procuratorates, people's organizations, democratic parties, etc.

(3) Issuing authority and issuing time. The publishing authority and time bar are located in the penultimate line of the last page of the document. The issuing authority refers to the name of the unit that issues (reprints) documents, usually the office department of the party Committee or government; The printing time is usually the date of delivery to the printing factory. Such as: "Secretariat of the General Office of the People's Government of xx Province, issued on xx, XX, XX".

(4) the number of copies issued. The number of copies to be printed is enclosed in brackets and placed in the lower right corner of the printing time. The number of copies printed is used to know how many copies of documents have been printed, especially the number of copies of confidential documents should be marked, and no copies are allowed.