1. The format for writing administrative official documents must refer to the "Measures for Handling Official Documents of National Administrative Agencies" and related format regulations.

The details are as follows:

Administrative documents must be made on A4 paper.

Typesetting specifications: The main text uses size 3 imitation Song font, usually 22 lines per side and 28 characters per line.

Plate-making requirements: The layout should be clean without gray background, the writing should be clear without breaks, the size should be standard, the center of the plate should not be skewed, and the error should not exceed 1mm.

Double-sided printing; page numbers should be aligned, and the error on both sides should not exceed 2mm.

Each element in the official document has clear marking rules and must be marked according to the national administrative agency official document format GB/T9704-1999.

This standard divides the elements that make up an official document into three parts: header, main body, and imprint. All elements placed above the red back line on the home page of the official document (width is the same as the core of the page, i.e. 156mm) are collectively referred to as the eyebrow head; all elements placed below the red back line (exclusive) to the subject heading (exclusive) are collectively referred to as the main body; The elements placed below the subject heading are collectively called the imprint.

For specific requirements, you can refer to the relevant content in my profile.

2. The party’s official documents should refer to the relevant provisions of the “Regulations on the Handling of Official Documents of Communist Party Organs of China”.

Chapter 2 "Types of Official Documents" promulgated by the State Council of the "Measures for the Handling of Official Documents of State Administrative Agencies" (hereinafter referred to as the "Measures")*** determines "orders (orders), decisions, announcements, notices, notices , notifications, motions, reports, requests for instructions, replies, opinions, letters, meeting minutes" *** 13 categories and 14 language types.

The following is an introduction to each genre.

1. Order (Order)

Order (Order): "Applicable to the promulgation of administrative regulations and rules in accordance with relevant laws; the announcement of the implementation of major compulsory administrative measures; and the commendation of relevant units and personnel ".

Orders (orders) have three characteristics, namely: they are mandatory, they have limited authority to issue orders, and the issuance of orders must be based on laws and decrees. In specific use, orders (orders) can be divided into announcement orders, administrative orders, appointment and dismissal orders, commendation orders, etc.

1． Publication order. This is the writ used when enacting laws, decrees, and regulations. The text of the promulgation order is relatively short and generally consists of four parts: the object of promulgation, the basis for promulgation, the decision to promulgate, and the implementation requirements. The object of promulgation refers to the name of the regulatory document to be promulgated; the basis for promulgation refers to the meeting at which it was passed or approved by the leading agency; the decision to promulgate, that is, the decision to announce or approve, generally has the words "is hereby promulgated (announced, released)" ", "Now announced for implementation", etc.; implementation requirements generally refer to the time requirements for the announced regulatory documents to come into effect. The promulgated regulatory documents must be attached after the promulgation order.

2． executive order. This is the order used when taking major compulsory administrative measures. The text of an administrative order is generally divided into three parts, namely, the reason for the order (introduction), the matters of the order (main text), and the implementation requirements (conclusion).

The reason for the order focuses on clarifying the reason for the order, briefly describing the background, situation and reasons for the order, revealing the purpose and significance of the order, so that the party receiving the order understands the importance of executing the order and enhances the consciousness of executing the order. sex.

The order matters are the main part of the order, that is, the major mandatory measures to be taken by the order. The stipulated matters, work requirements, and method steps should be stated in terms or levels. The text should be specific, affirmative, concise, solemn, and non-argumentative. Make the order clear at a glance and easy to execute.

Execution requirements are a supplement to the order matters and make requirements and instructions to the orderee. Some of the order execution requirements have been explained in the previous two parts, so there is no need to write this part separately. There are also orders where the text is not clearly divided into three parts, but is divided into sections.

3. Order of Commendation. This is the order used by superiors to confer honorary titles, commendations, and rewards to subordinates. The text of the commendation order generally includes four parts: outstanding deeds, nature and significance, commendation items, call and hope.

The outstanding deeds part is the basis and foundation of the commendation order, and mainly writes about the heroic and exemplary deeds of the commended object.

The commendation items are the main components of the commendation order. It is necessary to explain which organization or meeting decided to award the award and what the award items are. Then, based on the deeds of the recipient of the award, briefly write down your encouragement to the recipient and your hopes for everyone.

When writing a commendation order, you should pay attention to the following: first, commendation orders are not commonly used. Anyone who issues a commendation order must be a very outstanding heroic model, whose achievements are outstanding and have a great influence, enough to imitate and learn from. Secondly, awards should not only describe deeds, but also discuss significance and have appeal. This requires paying attention to the use of language, summarizing realistically, and not exaggerating.

2. Decisions

Decisions: "Applicable to making arrangements for important matters or major actions, rewarding and punishing relevant units and personnel. Changing or canceling inappropriate decisions of lower-level agencies."

Decisions are issued by leading organs and have the function of restricting, regulating and guiding. How to write various decisions:

1. Commendation decision: This type of informed decision is to briefly convey the decision to the relevant units, with few specific opinions requiring implementation. Its content is relatively simple, mainly the basis for the decision and the matters to be decided, even if there is a call or incitement The ending is also very brief. In terms of writing style, they often get straight to the point, state directly, unite paragraphs, and have concise and crisp sentences.

2． The writing method of the disciplinary decision is different. The identity of the person to be punished, the facts of the error, the nature of the error, the root cause, the person's attitude towards the error, the content of the punishment, etc. should be written.

3. Decisions regarding major actions or important matters. This type of decision is used to arrange large-scale major actions or important matters. Once issued, it will cause a big shock. For example: "Decision of the State Council on Comprehensively Promoting Administration according to Law" (Guofa [1999] No. 23), etc. Most of these decisions are adopted after certain meetings and discussions. Its writing style puts more emphasis on explaining the truth clearly and thoroughly, so as to unify the understanding as much as possible and enhance the consciousness of executing the decision.

3. Announcement

Announcement: "Applicable to announcing important matters or statutory matters at home and abroad." Announcements can be divided into three types.

The first category is announcements of major events at home and abroad. It usually solemnly announces a major event at home and abroad in the name of a state agency or authorizes Xinhua News Agency. Such as announcing the election results of national leaders, making overseas visits, promulgating laws and important decrees, announcing major scientific and technological achievements, etc.

The second category is announcements of special matters with great impact. Such announcements are issued by relevant functional departments in accordance with legal procedures, and some are also issued due to the needs of foreign-related work. Such as the announcement of registered trademarks stipulated in the "Trademark Law", the announcement of corporate bankruptcy, the announcement of corporate certificate renewal, the announcement of quality supervision, etc.

The third category is announcements issued to specific objects.

The content of the announcement is simple and the length is generally short. The title can be written in three forms: it consists of the issuing agency, the subject matter, and the style; it consists of the issuing agency and the style; it only consists of the style element, such as ("Announcement" 》). The title can be numbered separately according to the announcement. In the main text of the announcement, the basis for the announcement and the matters to be announced should be written concisely. It usually ends with "I hereby announce" or "I hereby announce".

4. Announcements

Notices: "Applicable to announcing matters that all relevant parties in society should abide by or make known."

This type of announcement is commonly used by various administrative departments and is often seen in newspapers. Such as the annual vehicle inspection and traffic control notices issued by the public security department, the annual review of enterprise licenses issued by the industrial and commercial department, etc.

There are generally three types of titles for notices: one is composed of three parts: the issuing agency, the subject matter, and the language; the second is only composed of the issuing agency and the language; the third is only the text "Notice". The text of the notice mainly stipulates or restricts certain matters and becomes the norms for the actions of the people being notified and is required to follow them. Therefore, the main text generally consists of three parts: purpose basis, stipulated matters and requirements. After the main text, it is customary to end with the words "I hereby announce", "This announcement" and other words.

When drafting a notice, you should pay attention to three points: First, highlight the center. Notices often have the nature of regulations and should clearly state "what is allowed and what is not allowed." Strive to be concise and easy to understand, with rules and regulations to follow. Second, we must reflect the principles and policies. It is necessary to correctly grasp the principles and policies and be familiar with the specific conditions of relevant matters. Third, it must be easy to understand and avoid vague language that is difficult for the public to understand.

5. Notice

Notice: "Applicable to forwarding official documents of lower-level agencies, forwarding official documents of higher-level agencies and agencies not affiliated with them, conveying requirements for lower-level agencies to handle and requiring relevant units to be informed or to appoint and remove personnel for matters to be carried out.”

Notification is a frequently used official document.

Most of the notices are written in a downward direction, so they have certain command and guidance. Compared with other downstream text types, notifications have a wider application scope and are comprehensive. Most types of notices always have requirements for the recipients and propose matters that need to be implemented or handled. Although they are different from orders, they also have a certain authority. Notices also have obvious timing. Some notices, such as meeting notices, are only valid for a specified period of time.

According to the "Measures", notifications can be divided into three types: forwarding and forwarding notifications, communication, implementation requirements, general notifications and personnel appointment and dismissal notifications. When handling official documents, we found that some regions and units have several problems when using notices: First, the titles are cumbersome. For example, there are several "about" or "notifications of notifications"; secondly, there are too many words in the notes of forwarding and forwarding notices or the attitude is unclear; thirdly, the introductory part of notices requiring implementation or publicity fails to indicate The purpose of the writing and the reasons on which it is based. Therefore, we should pay attention to the following points when drafting the notice:

1. title. Generally, it consists of three parts: the issuing authority, the subject matter, and the language type. Only one preposition "about" is used, plus the subject matter and notice. For example: "Notice of the People's Government of XX Province on Issuing the Key Points of the 1997 National Economic and Social Development Plan". In addition, it should also be noted that punctuation marks are generally not added in the title, except that the title of the book can be added when quoting laws, regulations and administrative regulations. When drafting notices for forwarding, try to keep the title as concise as possible. Two methods can be adopted to solve the problem: First, if each forwarding notice has specific requirements, it can be comprehensively rewritten into a new "notice" that runs through the entire content or main spirit. Second, for non-policy documents and several forwarding notices without new requirements, the intermediate layers can be reduced and forwarded directly. For example: Regarding the forwarding of the Municipal Planning Commission's "Notice on Forwarding the Provincial Planning Commission's Notice on Forwarding the Notice of the General Office of the State Planning Commission on the Approval and Forwarding of the Minutes of the Issuance of Working Meeting (<××daily>)", if it is rewritten as: The notice of the XX Municipal Planning Commission on forwarding the minutes of the meeting on the issuance of "XX Daily" to the General Office of the State Planning Commission is much more concise.

2． Forwarding and forwarding notices. This type of notice is issued for the official document that is forwarded or forwarded. The notice becomes the main document, and the original official document becomes the attachment. The original document and the attachment together form a forwarding or forwarding notice. The main text consists of two parts: forwarding object and comments. The forwarding object must indicate the name of the official document being forwarded and forwarded and the original unit that issued the document. The comments should state the attitude, opinions and implementation requirements for the forwarded official document. The comments on the forwarding notice and the comments on the forwarding notice can be long or short, depending on the specific circumstances. Some of them follow the approval and only express their attitude, make comments and make requests very briefly. For example: "The Provincial Economic and Trade Commission's "Regulation Plan for Economic Operation in 1998" has been approved by the provincial government and is now forwarded to you. Please implement it conscientiously." Some emphasized the key points, and after stating their attitudes, evaluations and requirements, they combined with the actual situation , highlight the important significance or the spirit of a certain aspect of the forwarded official document to attract attention. Some of them are supplementary and perfect. In addition to making basic affirmations of the forwarded official documents, they also make some supplements and explanations about their imperfections. However, in general, it is not easy to have too many comments and notes to avoid duplication with the content of forwarded and forwarded documents.

3. Requirements for enforcement and informed notification. The introduction must clearly state the reason, significance, purpose, and the laws, regulations, and policies on which the article is based.

4. Idioms should be used appropriately according to the different circumstances of forwarding official documents. For example, words such as "agree", "agree in principle" and "basic agreement" are used to express opinions; words such as "hope to be followed", "please implement it carefully", "please study and implement", "please refer to the implementation", "supply" are used to express requests and hopes. Reference", "Please study and trial implementation" and other words.

5. Notice of Appointment and Dismissal. Except for the main leaders of statutory agencies, "notice" is generally used for other appointments and removals. The text of the appointment and dismissal notice only states that a certain level of organization has decided to appoint (or remove) a person from a certain position. Some also specify the term of office and remuneration.

6. Notification

Notification: "Suitable for commending progress, criticizing mistakes, and conveying important spirit or situations."

Both notifications and notifications are informative and instructive, but most notices require implementation and have certain binding force, while notifications only serve to guide, warn, inspire, educate and communicate the situation. Reports can be divided into commendatory reports, critical reports, situation reports, etc.

(1) Commendatory notification: The text generally includes four parts: advanced deeds and their significance, advanced experience, commendation decision, hopes and requirements.

Advanced deeds are the main content of such reports. In a direct report, this part of the content is directly described in the report and written in more detail. In a paraphrase report, this part of the content has already appeared in the attachment of the report, so there is no need to repeat the advanced deeds, but only to briefly emphasize or highlight the key points. When introducing advanced deeds in a direct report, the following should be done: First, the time, place, people, events, and results should be explained clearly and concisely. Second, we must seek truth from facts and not arbitrarily exaggerate or exaggerate. Third, it is necessary to highlight the key points. If it involves an advanced spiritual realm and a prominent reporting center, the facts should be written in detail. The insignificant ones can be passed over or omitted. The significance of advanced deeds and advanced experience are the main purpose of the report. Notices focusing on commending advanced deeds should explain their significance on the basis of introducing the deeds.

The commendation decision refers to the decision of the leading agency to award advanced commendations. It is usually written at the end of the notification.

Hopes and requirements include not only encouragement and expectations for the commended persons, but also calls and hopes for the general public. This part should explore the advanced typical meaning and the spirit of the times, respond to the needs of the situation at that time, and strive to be realistic, targeted, general, clear, and not uniform. ”

(2) Critical notification: This type of notification is the most commonly used notification. In addition to announcing the criticism of a certain unit, person, or something within a certain range, its content focuses on It is to learn lessons from the reported incidents and educate the masses with typical examples to prevent similar incidents from happening.

Some of these reports include criticizing mistakes and announcing disciplinary decisions. , the text is shorter. Some focus on analyzing the situation, summarizing lessons, and guiding improvement work, in addition to criticizing mistakes and announcing punishments. The writing style of this type of notification is similar to the previous type, and the main text includes the facts, root causes, and reasons for the error. Four parts: lessons, decisions, hopes and requirements.

7. Proposal

Proposal: "Applicable to all levels of people's governments in accordance with legal procedures to the people's congresses or people's congresses at the same level. "Items proposed for deliberation by the Standing Committee".

The format of the motion is relatively simple. Generally, it is enough to state the name of the matter proposed for deliberation, when, at which meeting it was discussed and adopted, the purpose, the legal author and the time of submission.

8. Reports

Reports: "Suitable for reporting work to higher-level agencies, reflecting situations, and responding to inquiries from higher-level agencies."

There are various types of reports, which can be roughly summarized. Divided into work reports, situation reports, response reports, document submission reports, etc.

1. Work reports are used to report work progress, summarize work experience, reflect work problems, and put forward work opinions. Report. This type of report is the most widely used type of report. Its main text generally includes several parts such as basic situation, main achievements, experience, existing problems, and future opinions. Each part can be marked with ordinal items. Write, or write with subtitles.

As needed, the work report can be written as a comprehensive or topical one.

It is a comprehensive work report. Comprehensive work summaries or reports in different stages and scopes can be comprehensive work in all aspects, or comprehensive work in a system or a department.

Thematic work reports emphasize specificity. Reports on a certain item or aspect of work to higher authorities can be divided into special work reports summarizing experience and special work reports on research work. The former category is a special work summary submitted to the superior, which does not require a reply. The latter type is usually a special report to superiors on the implementation, development, strengthening, development, improvement, and reform of a certain work. It is not necessarily written after the work is completed, but is often written during the work process and when the work comes to an end. OK, wait for the superior's reply and approval.

2. Situation report. This is a report to the superior after investigating and understanding the major situations, special situations and new situations at work. , mainly to let the superiors understand and understand the situation so that they can take measures and guide the work. Reports to the superiors also fall into this category.

3. This is a reply report to the superior authority. Inquiries, questions or reports on the results of executing certain instructions or opinions of superior authorities.

The main text includes two parts: the basis for the reply and the matters to be answered. The writing method is relatively free. Some write the evidence first and then reply; some write the evidence and reply at the same time.

9. Request for instructions

Request for instructions: "Applicable to requesting instructions and approval from higher authorities." Requests can be divided into three types.

The first is to request instructions. I have different understandings of the guidelines, policies, laws, decrees, regulations, rules or instructions formulated by superiors, and I hope my superiors will give a clear explanation, or a certain provision, system or instruction needs to be revised or supplemented based on actual conditions.

The second type is to ask for instructions and solve problems. Requests written to request superior authorities to solve certain difficulties in the unit, or to put forward opinions on handling a certain problem in the unit and seek approval from superiors, fall into this category.

The third type is to request forwarding. A certain functional department has proposed solutions and measures for new situations and problems, that is, because it cannot directly require departments at the same level or that are not affiliated with it, but needs to request approval from superiors and then approve them for implementation. Such reported requests for instructions, It belongs to this category. This type of request for approval can easily be confused with a special report on research work, so you should pay special attention when writing.

A request for instructions generally consists of three parts: the reason for requesting instructions, the matters requested, and the conclusion. The end is often concluded with a request. Commonly used ones include "Is the above opinion appropriate? Please give me your approval." "Is it appropriate? Please give me your approval." forward to relevant units for execution" etc. When writing a request, you should pay attention to the following:

First, control the use and use it only when it is used. If something must be handled but cannot be solved within the scope of one's authority, only if it is really necessary to ask for instructions from a superior can you file a request for instructions. Don't ask for instructions at every turn and hand over conflicts.

Second, it is appropriate to address one article and one issue. Do not put unrelated issues in one request for instructions, which will prevent your superiors from replying and affect your work.

Third, requests for instructions must be made by level. If it is indeed necessary to ask for instructions beyond the level, a copy of the request should also be sent to the direct superior authority at the same time. If a request for instructions involves more than one higher-level agency, the higher-level agency in charge of the request should be the main sending unit, and the other units should be copied to avoid unclear responsibilities and delay in processing time. Except for matters directly assigned by the leader, requests for instructions should not be sent directly to the leader personally, nor should a copy of the request be sent to the same level and lower-level agencies at the same time.

Fourth, its format also includes titles. The title of the main text and at the end must state the reason, not just "request for instructions", so as to draw the attention of the superior authority and handle it in a timely manner.

10. Approval

Approval: “Applicable to replies to requests for instructions from lower-level agencies.”

The approval is targeted, authoritative and clear. It is the expression of instructions and opinions on a specific work, which is binding on the subordinates who receive the document, especially the approval of important matters or major issues, which often has obvious regulatory effects. The reply should have a clear attitude towards the questions answered and a clear point of view, and should not be ambiguous and confusing.

The text of the reply is divided into two parts: the basis for the reply and the matters of the reply.

The basis for the reply should be to quote the request for instructions in the communication very briefly, or quote the title of the communication, which can be clearly stated in one sentence.

The approval matters are the main part, and clear answers or specific instructions must be given based on the content of the request. Some approvals do not simply state attitudes on the matters requested, but should also give specific instructions as needed.

If you disagree with the subordinate's request for instructions, you should briefly explain the reasons to facilitate the other party's acceptance and make corresponding arrangements in a timely manner.

When writing a reply, you should pay attention to the following:

First, the reply should closely follow the request for instructions and provide clear answers. Do not answer questions that are not what was asked or what was asked for, or create extraneous details. Sometimes when answering questions based on the spirit of relevant laws and documents, the source of the reference should be written for reference during implementation.

Second, if the content of the reply involves other departments, the drafting of the reply should be counter-signed or discussed with the relevant departments, but they cannot be mutually exclusive and cause official documents to travel.

Third, the reply must have a clear recipient unit. Some of them indicate the recipient unit in the title. You may or may not write "I hereby approve" or "This reply" at the end of the text.

11. Opinions

Opinions: "Suitable for proposing opinions and solutions to important issues."

Opinions are newly added documents in the "Measures" kind. Mainly used to provide insights and solutions to important issues. Judging from the direction of writing, it can be ascending or descending.

As an upward document, it can be used to report relevant matters to higher authorities for approval or forwarding. As a follow-up text, it can be used by leading agencies or to propose guidelines, principles, measures and methods for handling certain important issues.

Opinions generally consist of three parts: introduction, body and conclusion. The introduction should state the reasons, basis and purpose of the opinion. The main text contains the specific insights and measures put forward by the opinions, which can be written in subtitles or divided into items around the issues. At the end, specific requirements are put forward for the implementation of the opinions. The title of the opinion consists of the issuing authority, the subject matter and the language type.

12. Letters

Letter: "Applicable to negotiation work between agencies that are not affiliated with each other, asking and answering questions, requesting approval and responding to approval matters."

The scope of application of letters is relatively wide, and can be used in all aspects of official relations between superior and subordinate agencies, between agencies at the same level, or between agencies and units that are not affiliated with each other.

The format of a more formal official letter can be divided into three parts:

The beginning, including the title, number and recipient unit. The title can consist of the sending unit, the subject matter, and the language type.

The main body of the letter is the main part of the letter. The writing method depends on the different uses. The outgoing letter should clearly state the origin of the negotiation, the questions asked, the matters requested, the information notified, etc., so as to obtain the support, understanding or answer of the other party. The reply letter must give a clear answer to the questions and requests asked in the letter, and cannot be vague, ambiguous, or irrelevant.

The end includes closing remarks, signature, and date. The closing words are such as "for the need", "for the hope", "for the gratitude", "for the load" in the outgoing letter, and "this reply" and "this reply" in the reply letter, etc. You don’t need to write a concluding sentence, and it will end when the main text is finished.

When writing letters, you should pay attention to the following:

First, the content to be written should be specific, concentrated, and focused. Generally, one letter should address one issue.

Second, be measured. We should be respectful to superiors, humble to subordinates, and treat each other with courtesy to those working in parallel or not under the same authority. The tone should be calm and polite. We must abandon unnecessary politeness, unnecessary reasoning, and empty clichés.

Third, use idioms appropriately.

13. Meeting Minutes

Meeting Minutes: "Suitable for recording and communicating the meeting status and agreed matters."

According to the nature of the meeting, meeting minutes can be divided into two categories: office meeting minutes and other special meeting minutes.

The title of the office meeting minutes can be written as the meeting name plus the minutes. The title of the special meeting minutes can be written as Reasons plus meeting minutes. For example: Minutes of the meeting on reducing the burden on farmers. Generally, office meetings and executive meetings of government agencies have fixed headers. For example: Minutes of the governor’s office meeting of the People’s Government of XX Province, minutes of the executive meeting of the People’s Government of XX Province, etc. The main text can be divided into two parts.

The first part briefly describes the organization of the meeting. You can write the meeting time, location, host, attendees, and non-voting personnel (non-voting personnel for office meetings are usually written after the main text), etc. If the meeting has only one topic, you can indicate the name of the topic to be discussed. For example: special research on agricultural issues, etc.

The second part is to write down the spirit of the meeting and the matters agreed upon, which is the main part of the minutes. This section of the office meeting minutes. You can write about the discussion of the topic, various opinions, suggestions, resolutions and decisions made at the meeting, assigned work and tasks, measures and requirements to be taken, etc.

If there is only one topic, a through-type vertical structure is often used, regardless of terms. Special meeting minutes can also be written in this way; if there are multiple topics, the materials can be arranged in the order of the meeting agenda.

When writing meeting minutes, you should pay attention to:

First, meeting minutes are a summary, synthesis and refinement of all meeting materials. Therefore, to write good minutes, you must do a good job in processing the materials. . It is necessary to collect meeting materials extensively and fully understand the situation of the meeting; it is necessary to classify and screen the materials according to the spirit of the meeting and the leadership's work intention; it is necessary to analyze and synthesize the selected materials, and organize the materials around the center.

Second, the minutes should not be too long and the language should be concise and to the point. Minutes are often narrated in the third person, such as "meeting opinion", "meeting emphasis", "meeting point out", "meeting call", "meeting decision", etc.

Third, the meeting minutes must comprehensively and accurately reflect the circumstances and basic spirit of the meeting, and their content must be true and accurate.

Therefore, the person taking the minutes of the meeting must concentrate and do his best to take the minutes.