Experience in writing official documents for government agencies and units

The first floor has experience. I am also engaged in secretarial work, and now I am the main "writer" of the secretarial department. I participated in the drafting of the "Government Work Report" twice. I would like to take this opportunity to talk about some of my experiences in writing official documents.

When I first entered the office, my master (the leader in charge) told me that when writing official documents, especially leadership speech materials, I must think more, remember more, attend more meetings, and write more. Apart from anything else, holding more meetings is to let us know more clearly how leaders make decisions and what their leadership style is.

Let’s talk about the specifics.

The first is files.

Command (order). It is applicable to formulating and promulgating regulations in accordance with statutory powers; announcing the implementation of major compulsory administrative measures, and rewarding relevant units and personnel. (This genre is rarely seen a few times a year)

Decision. It is suitable for making arrangements for important matters or major actions, rewarding and punishing relevant units and personnel, and changing or revoking inappropriate decisions of lower-level agencies. (The appearance rate is not high either)

Announcement. It is suitable for announcing important matters or statutory matters to the society. (The occurrence rate is average. What I have come into contact with mostly appears in urban construction)

Notices. It is suitable for announcing matters that all relevant parties in society should abide by or make known. (During the May 12 earthquake in 2008, I drafted 7)

Notices. It is suitable for forwarding official documents of lower-level agencies, forwarding official documents of higher-level agencies and agencies not affiliated with them, conveying matters that lower-level agencies are required to handle and need to be known or implemented by relevant units, and appointing and removing personnel. (Extremely high frequency)

Notice. Suitable for commending progress, criticizing mistakes, and conveying important spirit or situations. (More common in government functional departments, such as county governments and municipal government inspection offices)

Proposals. Applicable to matters submitted for deliberation to the People's Congress at the same level or the Standing Committee of the People's Congress in accordance with legal procedures. (Not much, more of a form)

Report. Suitable for reporting work to higher authorities, reflecting situations, and responding to inquiries from higher authorities. (The frequency of occurrence is high, I will draft about three on average in a month, it is very important)

Please give me instructions. Suitable for requesting instructions and approval from higher authorities. (The frequency of occurrence is also relatively high)

Approval. Suitable for responding to requests for instructions from lower-level agencies. (As soon as you ask for instructions, you will get a reply)

Opinions. Suitable for providing insights and solutions to important issues. Can be used for ascending, descending and parallel prose. (The government does not appear frequently, but the party and the masses appear frequently, but the government must be involved)

Letter. It is suitable for negotiating work between agencies that are not affiliated with each other, asking and answering questions, requesting approval and responding to approval matters. (Extremely high frequency)

Meeting minutes. Suitable for recording and communicating meeting status and agreed matters. (Minutes will be issued once for each Standing Committee meeting. If the leadership requires it, minutes will also be issued for special meetings. This type of writing requires high writing skills and summarizing abilities, but it must be true to the leadership’s intentions)

The second is all kinds of materials.

About leadership speech materials.

This is very common. Leaders have to say a few words in meetings to show their authority. If we want to say a few words, we have to take action.

I think the first thing is to understand the intention, understand the meaning of the leader, and figure out the theme, central idea and weight of the speech material. This is very important. Secondly, the frame structure. Although there are routines in official documents, don’t be trapped by the routines and be innovative. As for the extent of innovation, you have to decide according to the situation. You can usually collect and accumulate more frameworks. For example, I collected government work reports from cities across the country in the past three years. Again, words. The text should not be fancy, but it depends on the taste of the leader. Generally speaking, it should be plain and simple, but it should have strength, depth and height. In the end, there must be logic, and clutter is the worst thing to avoid.

To add: Innovation is mainly title innovation and structural innovation. Just pay attention to the first and second level titles.

About the report. I have more contact. Personally, I think that this is how everyone actually works. How can we make our superiors think that we are doing a good job? Well, the first thing to do is to report the materials!

First, it is necessary to summarize a few sentences at a high level and use these sentences to reflect the key points of the work.

The second general situation is ideas + measures + results.

The third is that the data is moderate, but it depends on the situation.

Stop talking, text message from my wife!

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