Format Of Official Documents

Official documents are generally composed of three parts, namely, the first part, the main body and the tail.

1. the official document of a state administrative organ usually consists of the name of the document, the number of issuers, the issuer, the degree of emergency and the secret level.

It occupies 1/3 to 2/5 of the front page of the document and separates the horizontal line from the text.

(1) the name of the document is made up of two characters, namely, the full name of the issuing organ, or the short name plus the "document". It is placed on the upper end of the front page and printed in a solemn and striking font.

If more than two organs jointly write articles, the lead organizer will be placed before the name of the organizer.

The Party committee and the government jointly write articles, and the party committees are in front.

(2) the text number is composed of the characters issued by the issuing organ, the year in the brackets and the serial number. It is located in the middle position of the top of the cross line under the name of the document (the name of the letter is marked on the top right side of the title).

More than two organs jointly wrote the document, indicating only the issuing number of the organizer.

(3) the name of the issuer shall be indicated on the right side of the same line of the issued document.

4. The level of secrets and urgency should be listed in the upper left corner from the top to the bottom of the document.

There are three kinds of secret levels: "secret", "confidential" and "top secret". The degree of emergency can be divided into "urgent" and "urgent".

Confidential and confidential documents should be marked.

(5) the government decree is composed of "government orders" and numbering of red printing.

The government decree is numbered "No.".

2. the main parts of official documents generally include titles, main sending organs, texts, annexes, issuing organs, etc.

(1) title.

The titles of official documents should accurately and briefly summarize the main contents of official documents, which are generally composed of three parts, namely, the name of the dispatch organ, the summary of contents and the category of documents.

The role of the title of a document is: first, to reveal the content, to point out the theme, to make people see clearly; the two is to name the official document, the title is the name of the official document, which is convenient for the registration management of the receipt organ, and is convenient for searching for inquiries.

The title of the document is located at the center below the cross line.

In addition to the names of regulations and regulations, the titles of official documents are generally not punctuated, but the reference files should not be used to replace them.

Second, the main sending organ.

The unit that receives and handles documents.

Commonly known as "rise".

In addition to the "notice", "notice" and "notice", the official document should generally be marked with the main sending organ.

The location of the main sending organ is usually under the heading, and the top position of the left side is written on the main body.

"Decision", "order", "meeting minutes" and other kinds of languages, the main sending organs can be placed under the tail key words, sending the top of the copy office in the column, marked as "main delivery:" or "distribution:".

A request for instructions to a higher authority shall be made by writing only one main sending organ, if necessary, to send other organs to use the form of copy.

Text.

That is, the specific content of official documents is the core part of official documents.

When you need to use the ordinal notation to indicate the level, the general alignment is smooth.

The first is "one", the second is "one", the third is for 1., and the fourth is for "(1)".

Administrative rules and regulations shall be marked according to the requirements.

The location of the text is below the main sending authority.

The longer official document is composed of three parts: the beginning, the main body and the ending.

In terms of content, we should make clear what matters, what matters and questions are accurate.

The point should be clear.

What needs to be done by the unit, what problems should be resolved, and exactly understood.

Formally speaking, the hierarchy is clear, the text is concise and precise, punctuation is accurate, and space is short.

Fourth, the issuing organ.

It refers to the name of the issuing organ after the text and the annex.

The location of the issuing organ is right below the main text.

If the text is full of the full page of the official document and has to be inscribed on the next page, the inscription can be placed on the blank page. At the same time, it must be marked with parentheses in the blank space before the inscription: "this page has no text."

The issuing organ shall write the full name or standardized abbreviation of the organ.

(also can be replaced by the seal of the unit).

Written time.

It is based on the date of issue of the leader.

The document approved by the conference shall be telegram based on the date of the meeting.

If the date of issue is accurate, the date issued by the last leader shall be issued jointly by several organs.

Written date is used in A.D.

The chronological year is written in Chinese characters.

The location of a written date is usually below the issuing organ.

The written date is an important basis for the entry into force and inspection of documents. The requirements are accurate, complete and specific, and can not be ignored.

Seal.

The seal is the certificate issued by the issuing organ to be responsible for the official document and to mark the entry into force of the official document.

In addition to the minutes, the official documents should be stamped.

The non - regulatory documents jointly reported shall be stamped by the organizer.

Jointly issued documents, joint issuing organs should be stamped at the written date, the upper side of the body is not pressed, the next edge riding the year to cover the moon.

The "decision" adopted by the conference can be placed under the heading, and the seal can be placed at the end of the body.

Appendix.

If an official document has an appendix and the name of the appendix is annotated after the text, before the file is inscribed, if there are more than two attachments, the order of the annexes should be specified.

The attachment is sent together with the main parts. If it cannot be placed together, the number of the main part and the serial number of the attachment should be specified in the upper left corner of the annex.

Copy office.

It refers to the relevant organs that need to know the content of the document besides the main sending organ.

In the actual work, we should pay attention to several aspects: the copy authority must not copy or send in excess, nor can it leak out. It is not necessary to copy the official documents at the same time and send copies to the lower level or the same level organs. The important articles in the lower level organs should be copied to the direct superior authorities, and the documents pmitted to the higher authorities should be forwarded downwards without copying the higher authorities.

3. the last part of the article includes the key words, the sending column, the issuing organ, the date of issuance and the total number of copies.

The subject word is marked on the end of the text.

The reported documents are marked from the selected thesaurus issued by the authorities.

It can be selected from the thesaurus of the agency.

There should be no less than 2 words, not more than 7.

Annotated topic words should be accurate and standard.

Sending column: under the theme word, issuing and Issuing the date column.

The scope of copying is generally related to various organs.

According to the order of the Party committee, the people's Congress, the CPPCC, the discipline inspection committee, the court, the procuratorate, the army and the government departments.

The name of the sending organ is used in full or standardized abbreviation.

In the text, where the main sending organ has been marked, the sending column only indicates the copy office.

3. The issuing organ and the date column are located under the sending column. The left side signs the official documents and signs the names of the organs, and the right ends mark the date of issuance.

Reprint the document. This column marks the name of the reprinting organ and the date of reprinting.

(4) the number of printed copies is marked on the right side of the printing and marketing organs and the date of issuance.

The key words, the sending bar, the issuing organ and the printing date column are separately separated from each other.

The document is written horizontally from left to right.

Minority languages are written and typed according to their habits.

Official documents generally use 16 open type (260 mm long, 184 mm wide), left side binding.

The size of paper for notice, notice and notice is determined according to actual needs.