Format requirements and specifications for official document writing

1. Purpose of orders (orders):

(1) Promulgate administrative regulations and rules in accordance with relevant laws;

(2) Announce the implementation of major compulsory measures Administrative measures;

(3) Reward and punish relevant units and personnel.

2. Types of orders (orders):

(1) Issuing orders

(2) Administrative orders

(3) Commendation Order

4. Writing of orders (orders):

(1) Issuance of orders:

Title: Name of the issuing authority or title of the leader of the issuing authority +Type of text, such as: "Order of the State Council of the People's Republic of China".

Order number: Located below the title, the order number is not arranged by year, but is compiled serially from the time the leader of the issuing agency takes office until the expiration of the term, and will be compiled separately for the next one.

Text: Describe the name of the published regulations, the agency or meeting that passed or approved them, the time of adoption or approval and the time of implementation.

Signature: Sign the job title and name of the leader of the issuing authority, and then indicate the date of issuance of the order.

(2) Administrative order:

Title: Name of the issuing agency + main reason + language type, such as "Order of the State Council on the Unified Implementation of Legal Units of Measurement in my country".

Text: ①Explain the reasons for issuing the order, and make sure the reasons are sufficient and convincing; ②Write the specific content of the order, including mandatory administrative measures and executive agencies, etc. The requirements are clear and hierarchical. Easy to implement.

(3) Order of Commendation and Punishment:

Title: Name of the issuing agency + main reason + type of text, such as: "The People's Government of XX Province on awarding Comrade XX "the courage to serve as an advanced element for righteousness" "Title Commendation Order"; or just indicate the language type, that is, only the three words "Commendation Order".

Text: It consists of three aspects: the reason for the award, the matters to be awarded, and the appeal.

5. Things to note when writing orders (orders)

(1) The content must comply with relevant laws and policies.

(2) The attitude must be clear.

(3) The text should be concise, the structure should be rigorous, the center should be prominent, and the language should be positive.

(4) The issuing agency must meet the requirements.

(2) Decision:

1. Purpose of decision:

Decision is applicable to making arrangements for important matters or major actions, and rewarding and punishing relevant units and personnel. , change or cancel inappropriate decisions of lower-level agencies. A decision is an important commanding and binding document.

2. How to write the decision:

(1) Title: the name of the agency that made the decision or the meeting that passed the decision + the reason for the decision + the type of text, such as: "×× City Regarding the Decision" Decision to balance fiscal revenue and expenditure and strictly manage fiscal affairs.

(2) Title: For the decision passed at the meeting, a title should be added to indicate when and at which meeting the decision was passed.

(3) Text: divided into two categories according to its specific purpose and content:

① Decisions to make arrangements for important matters. They mainly include commendation decisions, punishment decisions, organizational establishment decisions, personnel arrangement decisions, authorization decisions and decisions on issuing regulatory matters, etc. The main text consists of two parts. One is to explain the basis for making the "decision" and the name of its execution; the other is to state the decision matters in sections.

②Decision to make arrangements for major actions. This is a decision to arrange the implementation of an important work in advance and is extremely commanding. The text usually contains two meanings, namely the reason for the decision and the matters decided.

(4) Ending: reiterate the requirements, clarify the work steps or state the requirements and issue a call.

3. Things to note when making a writing decision:

(1) Do a good job of research.

(2) Have a clear point of view.

(3) Announcement

1. Purpose of announcement

Announcement is suitable for announcing important matters or statutory matters at home and abroad.

2. Writing of the announcement:

(1) Title:

①Issuing authority + language type, such as: "Announcement of the People's Bank of China".

②Issuing authority + reason + language type, such as: "Announcement of the People's Bank of China on Further Reform of the Foreign Exchange Management System".

(2) Text: Most of them are limited to announcing specific matters.

The text of some announcements is relatively complex, including reasons or basis, matters and conclusion. It is often concluded with "This is hereby announced" or the conclusion is omitted.

(3) Announcement

1. Purpose of announcement

Announcement is suitable for announcing important matters or statutory matters at home and abroad.

2. Writing of the announcement:

(1) Title:

①Issuing authority + language type, such as: "Announcement of the People's Bank of China".

②Issuing authority + reason + language type, such as: "Announcement of the People's Bank of China on Further Reform of the Foreign Exchange Management System".

(2) Text: Most of them are limited to announcing specific matters. The text of some announcements is relatively complex, including reasons or basis, matters and conclusion. They often conclude with "This is hereby announced" or omit the conclusion.

(5) Notifications

1. Purpose of Notifications

Notifications are applicable to the forwarding of official documents from lower-level agencies, and forwarding of official documents from higher-level agencies and agencies not affiliated with them. . Communicate matters that require lower-level agencies to handle and require relevant units to be informed or implemented, and appoint and remove personnel.

2. How to write the notice:

(1) Format:

Use the general format of official documents.

(2) Title:

Issuing authority + reason + text type, such as: "XX Province's Notice on Further Improving the Production and Marketing of Urban Vegetables".

Reason + genre, such as: "Notice on Convening a Meeting on Archives Work in Provincial Universities".

(3) Text:

1) Indicative notice

Indicative notice includes "issuance" type notice, "forward" type notice and "approval notice" "There are three types of notifications.

a) "Issue" type notice#p#Page title#e#

The "Issue" type notice is also called "release" or "print and issue" type notice, which refers to the type of notice used to issue Administrative regulations and rules or notices on issuance of relevant documents. The main body of the regulation generally first explains the purpose and basis for formulating the promulgated regulations, then states the matters to be promulgated, and finally puts forward implementation requirements.

b) "Forwarding" notifications

refers to notifications used to forward official documents from superior agencies, agencies at the same level, and agencies not affiliated with them. There are two ways to write the main text. One type of text consists of two parts: the beginning part first states the name of the document to be forwarded, expresses the attitude, and puts forward principle requirements. Finally, implementation requirements are put forward with commonly used phrases such as "It is now forwarded to you, please implement it conscientiously", "Please refer to the implementation based on the specific situation", "Please study and implement". One type of text only contains forwarding decisions and execution requirements, which is very concise.

c) "Forward" type notice

It refers to the notice that forwards official documents sent by lower-level agencies. Its writing method is basically the same as the "forward" type notice. The main text generally first states the name of the forwarded document, expresses attitude, announces the forwarding, explains the meaning, and makes requests.

2) Instructive notice

It refers to matters announced by the superior authority that require the subordinate authority to handle or implement, but it is limited to the authority of the issuing authority, or because of its content, it does not order (order) or indicated. This type of notice is also called a prescriptive notice or an arrangement notice.

The main text includes: summarizing the situation and problems, stating the notification matters, putting forward work requirements, or concluding with "I hereby notify you and hope to implement it seriously".

3) Informative notice:

It refers to informing about a specific matter. This type of notice is a type of official document that is often used in the daily work of the agency. The main body of the document first states the matters decided by the issuing authority and the purpose of the decision. "The relevant issues are hereby notified as follows" is a commonly used transitional sentence. Then write down the arrangements for relevant matters, things you should know, etc. Finally, end with "Hereby inform you."

Meeting notice is an important category of informative notice. The main text part should state the name of the meeting and the matters to be noted. The matters to be noted include the name of the meeting, topics, time, location, participants, and registration. Time, location, materials to be brought, accommodation arrangements, contact information, etc.

4) Notice of Appointment and Removal

The text of the notice of appointment and removal is generally relatively simple. It simply states who is appointed to what position, or who is removed from what position.

(6) Notification

1. Purpose of notification

Notification is suitable for commending progress, criticizing mistakes, and conveying important spirit or situation.

2. Characteristics of the notification:

(1) Seriousness.

(2) Educational.

(3) Typicality.

(4) Temporality.

3. How to write the notification

(1) Format:

Use the general format of official documents.

(2) Title:

Issuing authority + reason + genre, such as: "Notice of the General Office of the State Council on Commending and Rewarding the Chinese Women's Football Team"

Reason + text type, such as: "Notice on the successive food poisoning incidents in ×× school"

(3) Text:

1) Commendatory notification

The main text includes several contents such as introducing advanced deeds, announcing the decision to commend, issuing a call for learning and raising hopes and requests.

2) Critical notification

The text includes describing the facts of the error, indicating the harm, analyzing the nature of the error, stating the decision to report, proposing warning requirements and practical preventive measures, etc. Several contents.

3) Situation report

There are two main ways to write the text. One is to first write the reason for issuing the report, then state the matters to be reported, and finally put forward the requirements and hopes; the other is to write the report The content is divided into several parts according to the problem classification.

(7) Bill

1. Purpose of the bill:

The bill is applicable to the people's governments at all levels submitting reports to the people's congresses or people's representatives at the same level in accordance with legal procedures. Matters submitted for consideration by the Standing Committee of the General Assembly.

2. How to write the motion:

(1) Format: According to the general format of official documents

(2) Title: Name of the issuing agency + reason + language type , such as: "The State Council's Bill on the Establishment of Hainan Province".

(3) Text: State the reason for submitting the motion and the matters submitted for review, ending with "Now submitted for review."

(4) Signature: issuing unit; date of issue.

3． Things to note when writing a proposal:

(1) The proposal must be drafted in accordance with the terms of reference stipulated in national laws.

(2) Be reasonable.

(8) Reports

1. Purpose of reports

Reports are suitable for reporting work to higher authorities, reflecting situations, and responding to inquiries from higher authorities.

2. Report types:

(1) According to their nature, they can be divided into comprehensive reports and special reports.

(2) According to the purpose of writing, it is divided into: report report and transfer report.

3. How to write the report

(1) Format:

Use the general format of official documents.

(2) Title:

Issuing organization + reason + genre, such as: "Report on the Central Condolence Mission's Visit to Yunnan to Visit the Earthquake-Stricken Areas".

Reason + language type, such as: "Summary Report of National Price Inspection".

(3) Text:

Presentative report:

Begin: Summarize the situation and mention the following.

Subject: State the situation in detail, indicate the experience and lessons learned at work, and put forward opinions and plans.

Ending: "Please indicate whether the above report is appropriate" and "Please review this report" are commonly used.

Forwarding report:

Begin: summarize the situation and explain the reasons.

Subject: Report work or reflect the situation, put forward opinions or suggestions, and write down specific measures and methods.

Conclusion: "If there is nothing wrong with the above report, please forward it to various places for implementation" etc. are commonly used.

(9) Request for instructions

1. Purpose of request for instructions

Request for instructions is suitable for requesting instructions and approval from superior authorities.

2. How to write a request for instructions:

(1) Format:

Use the general format of official documents.

(2) Title:

Issuing authority + reason + text type, such as: "×× Company’s request for instructions on requesting funds for equipment renovation." #p#Page title#e#

Reason + text type, such as: "Request for instructions on solving the serious water accumulation problem in ×× area".

(3) Text:

1) Request for instructions: This request is for specific problems that arise in the work, to state the situation to the superior authority, and to request a reply and issue a handling opinion. , the focus of the text is on the statement of the situation and emphasis on the problem, and generally no specific recommendations are made. Finally, it ends with a sentence such as "Please verify."

2) Request for approval: This request is to put forward the agency’s handling opinions on a certain issue or matter, and to request the superior agency to give approval or express its attitude. The main text focuses on the explanation of opinions and methods, and finally puts forward a request for approval, which ends with the words "please review the instructions if the above opinions are rejected" and "please reply to the above requests for instructions".

3. Things to note when writing a request for instructions

(1) Choose the correct language.

(2) Try to do one thing for one article.

(3) Avoid asking for instructions from multiple sources.

(4) Avoid asking for instructions beyond the level.

4. The difference between a request for instructions and a report

(1) The specific functions are different: the report is an official document for submission, and its main function is to report the work to the superior authority, reflect the situation, and make suggestions, The characteristics of the statement are obvious, and requests for instructions cannot be included in the report. The request for instructions is an official document of approval, and its main function is to request instructions or approval from the higher authority. Although the situation can also be stated in the request for instructions, this is secondary and serves the purpose of proposing the matters requested for instructions.

(2) Different content content: Reports often involve multiple matters or several aspects of a matter. Even thematic reports often involve several aspects of a matter, and the content content is large. The report is more complex and longer in length; while the writing of the request for instructions emphasizes one article and one thing, with single content, and is more common in shorter length.

(3) The writing timing is different: the report can be written before the work is in progress, or while the work is in progress, but more often after the work is completed; while the request for instructions must be written in advance and cannot be "written" "Ask for instructions while working", let alone "kill first and report later".

(10) Approval

1. Purpose of Approval

Approval is suitable for responding to requests for instructions from lower-level agencies.

2. How to write the approval:

(1) Format:

Use the general format of official documents.

(2) Title:

Issuing authority + reason + genre, such as: "Reply of the State Council on Issues Concerning the Construction of Zhongguancun Science and Technology Park".

Reason + text type, such as: "Reply to the request for instructions on the construction of a new office building".

(3) Text:

1) Beginning: Reason for approval. Generally, use concise and concise language to quote the title and issuance number of the request, the time of issuance, or summarize the main content of the communication. ; If the problem is more complex, the transitional phrase "the reply is as follows" is often used to elicit the approval opinions.

2) Main part: The approval matters are the core part of the text. According to the requested instructions, the reply will be given one by one. Generally, the attitude of the reply will be expressed first, and then the reply opinions and instructions or requirements will be given.

3) Ending part: Usually with idiomatic expressions such as "I hereby approve", "This reply", etc. You can also omit the above words and end naturally.

3. Similarities and differences between approval and reply letters:

A reply letter is a reply letter, which is a letter specially made and issued to answer questions. Although the approval letter and the reply letter are both replying official documents, they are two completely different types of writing after all. The difference between the two is mainly reflected in two aspects:

First, the direction of writing is different. The writing direction of the approval letter is single, and it is a downward communication sent by the superior agency to the lower-level agency; while the writing direction of the reply letter is flexible, it is usually a parallel document used between agencies at the same level or between agencies that are not affiliated with it, and sometimes it is issued by the lower-level agency. An upward message to a higher-level agency or a downward message from a higher-level agency to a lower-level agency.

Second, the degree of importance is different. Replies are often used to respond to more important matters, while reply letters can be used to respond to general questions.

4. Things to note when writing a review

(1) Have a clear attitude.

(2) The content should be comprehensive.

(3) Write quickly.

(11) Opinions

1. Purpose of opinions

Opinions are suitable for putting forward opinions and solutions to important issues.

2. Writing of opinions:

(1) Format:

Use the general format of official documents.

(2) Title:

①Issuing authority + reason + language type, such as: "Opinions of the National Capital Construction Commission on the Implementation of the Contract System in Capital Construction"

②Reason + text type, such as: "Opinions on Accelerating the Socialization of Social Welfare"

(3) Text:

①Begin: Briefly explain the purpose and basis of the opinion and reasons;

②Subject: The work opinions can be listed in items, from the overall goals and requirements to the specific measures and steps, and provide instructions and instructions on how to carry out the relevant work from all angles and aspects. Suggestive comments.

③End: Usually, matters related to the implementation of the opinions are explained, or this part is written as a content of the main part. It is not necessary to list the ending part separately.

(4) Signature:

Include the issuing unit, seal, and date of issuance.

3. Things to note when writing opinions:

① The opinions must be clear.

②The method should be specific.

(12) Letter

1. Purpose of the letter

The letter is suitable for negotiating work between non-affiliated agencies, asking and answering questions, and requesting approval. and respond to approval matters.

2. Classification of letters:

(1) According to the direction of writing, it can be divided into: outgoing letter and reply letter

(2) According to the content, it can be divided into: : Negotiation letter, inquiry letter, reply letter and request letter.

3. How to write the letter:

(1) Format:

Use the general format of official documents.

(2) Title:

Issuing authority + reason + language type, such as: "Letter from the Ministry of Public Security on Adjusting the Fee Standard for New Passports".

Reason + language type, such as: "Letter on Application for Industrial and Commercial Business License".

(3) Text:

1) Letter of negotiation

A letter of negotiation can be used to discuss or contact work between agencies. For example: "Letter from the General Office of the People's Government of XX Province regarding application for relevant license plates for direct transport vehicles to Hong Kong". The main body of the document should state the matters to be negotiated, and contain idiomatic expressions such as negotiation and petition, such as "is it appropriate or not, please write a reply". #p#Paging title#e#

2) Inquiry letter

Inquiry letters can be used to ask questions and solicit opinions between agencies, such as: "×× Provincial Sports Committee Letter about inquiring about the holding of relevant project competitions of the Provincial Farmers' Games". The main text of the inquiry should state the matters of inquiry and response requirements, and end with "Looking forward to reply" or the above, please reply.

3) Requesting letter

A requesting letter can be used to request help or cooperation between agencies, as well as to request approval from the relevant competent authorities. For example: "Letter from the XX Provincial People's Government Office Building regarding application for funding for maintenance of provincial government offices." Its text states the reasons for the application and the matters for which approval is requested. When requesting approval between agencies that are not affiliated with each other, you should not ask for instructions, but generally use letters.

4) Reply letter

Reply letters can be used to reply to questions between agencies. For example: "Reply Letter from the State Price Bureau and the Ministry of Finance on Adjusting the Fee Standards for New Passports". The main text first quotes the title and document number of the other party's official document, which is a reveal of the reason for issuing the document, and then expresses the attitude, and uses the usual transitional sentence "This letter is as follows" to lead the following to write down the replies or provide instructions. After you finish writing, the whole text is over, and there is no need to use concluding words.

4. Things to note when writing letters

(1) The choice of language must be correct.

(2) The content should be concise.

(3) The wording should be specific.

(13) Meeting Minutes

1. Purpose of Meeting Minutes

Meeting minutes are suitable for recording and communicating the meeting status and agreed matters.

2. Types of meeting minutes

(1) According to their different contents and functions, they can be divided into indicative meeting minutes, informative meeting minutes and informative meeting minutes.

(2) Depending on the nature of the meeting, it can be divided into minutes of daily administrative work meetings and minutes of large-scale special work meetings.

3. How to write meeting minutes:

(1) Title:

Meeting name or meeting topic + genre, such as: "National River Embankment Construction Site Meeting Minutes".

(2) Text:

Beginning: Summarize the meeting, that is, briefly explain the time, location, attendees, meeting content, etc.

Main part: State the matters agreed upon at the meeting, the opinions discussed and formed at the meeting, or the key points that summarize the spirit of the meeting, etc.

Conclusion: Put forward requirements and hopes for the participating units and relevant parties to implement the spirit of the meeting, or summarize the content of the meeting.

(3) Signing:

Write the name of the organization that wrote the document and the time of writing.

4． The characteristics of meeting minutes: (1) documentary nature; (2) summary nature.

5. Things to note when writing meeting minutes

(1) Keep good meeting minutes.

(2) Highlight the key points of the meeting.

(3) Be good at organizing meeting opinions.