Common problems in official document writing

When we are writing official documents, we often have some problems, such as the structure of official documents, typos and so on. How to solve these problems?

First, what are the main elements of the text structure of official documents?

The text structure of official documents is a matter of official document format and an important embodiment of official document standardization. The following eight elements are most commonly used:

1, print head

①? Red-headed document At the top of the first page of the document, there is a document print? In big red letters. There is a red line under the title of government official documents, and a red star is added in the middle of the red line for party official documents.

②? White stone file? . That is, files that do not need prefixes are generally used to print and distribute written materials such as leaders' speeches.

2. Document number

Agency symbol+[year]+serial number

The word "organization" is the short name of the issuing agency. Once confirmed, it shall not be changed at will. The year is marked with AD year, with Arabic numerals and enclosed in hexagonal square brackets. The position is slightly lower than the center (vertical) or lower left. Serial number, using Arabic numerals, such as? Number 58? . Writing? Number 58? Or? 058? Are not standardized.

3. Title

Issuing authority+(about) cause+(about) language.

4. Main organs

Capitalize, followed by a colon. A few documents directly facing the society or the whole can be omitted from the main delivery organ.

This element should pay attention to the arrangement order between the main sending organs and the use of punctuation marks. From a systematic point of view, it should be party-oriented? Politics? Army? According to the group order, the leading bodies of the four counties should be: county party Committee, people's congress, government, CPPCC；; Judging from the ranking, it should be arranged from high to low. The main sending organs of different systems and levels are separated by commas, and the main sending organs of the same system and level are separated by pause. For example, what is the main sending organ of the county party Committee and the county party Committee office? Township party committees, county party committees, county-level organs, people's organizations (party groups, general branches, branches), and party committees of Tangquanchi Management Office? Comma instead of pause is used to separate the main delivery organs because the main delivery organs are at the same level, but belong to different systems.

When the main sending organ of a document is an organ at the same level, the order can be arranged according to the close relationship between the content of the document and the main sending organ.

5, the text.

When typesetting text, punctuation marks should follow the text, that is, dots cannot be lifted and labels cannot be removed. Numbers and years cannot be broken down and returned.

6. Accessories

The blank 1 line written under the text and the blank 2 words on the left are marked with No.3 imitation song. The format is:

Attachment: serial number+title+number of pieces

No title is added to the title of the annex, and the difference between the title and the number of articles is one word, and no punctuation is added at the end. Writing? As an attachment to the text? 、? Attachment? Share? Is wrong. The attachment shall be bound together with the document body and marked in the upper right corner of the attachment 1 line. Attachment? , identifying the serial number (if any); The number and name of the attachment should be consistent. If the attachment and the text of the document cannot be bound together, the document's issuance number should be marked in the top box of line 1 in the upper left corner of the attachment, and the attachment (or serial number) should be marked later.

Attachment is not? Copy? One part is used to explain, explain and confirm the positive part, and the other part is used to submit attachments to higher authorities or forward them to lower authorities. Such an attachment is actually the main part.

7. Issuing Authority (signature)

Government agencies only use prefixes and seals as symbols, and do not write signatures.

Party documents are generally signed and must be written in full name.

8. Written date

Decisions and resolutions adopted at the meeting shall be subject to the date of adoption. Issued by the leadership, the date of issuance shall prevail. The joint writing shall be based on the date issued by the leader of the final issuing authority. Normative documents shall be subject to the date of approval or indicate the specific effective and implementation date at the end of the text. Date issued by a special department, such as a telegram.

The posting date must indicate the year, month and day. Chinese characters are used in government official documents, and Arabic numerals are used in party official documents.

Second, how to distinguish words that are easy to misspell?

1、? Two? With what? Two?

Use? Two? Location: ① Natural number. ② Ordinal number, decimal number and fraction.

Use? Two? Bits: ① the cardinal number of digits. Like what? Two machines? . 2 approximate value. Like what? Three or two days? .

2、? Times? Application of

? Times? Although it is a simple word, it is often misused in official document writing. One is with? Increased? Misuse of combination. ? Increased? On the basis of the original number, add several original numbers up. The second is with? Increase to? Misuse of combination. ? Increase to? It includes cardinality and refers to the total number of increases. What is the third? Times? Used to reduce, reduce. If it appears in some official documents? Lower? Times? Or? Reduce? Times? This is inappropriate. Because? Times? Can only be used to increase, not to decrease or decrease. If it is used to reduce, should it be added? Negative? Words.

3、? Above? With what? Below? Application of

? Above? 、? Below? Words such as "number" and "quantity" are used with the previous numbers. In this expression, the concept of number should include the previous number, that is, 1000 people or more including 1000 people, and1000 people or less including1000 people, without excluding this number. However, in order to make the boundary clear and accurate, it should be indicated whether this number is included. For example:? /kloc-children aged 0/4 and above are not allowed to enter. ? Or? Children under fourteen (including fourteen) are not allowed to enter. ?

4、? Manufacturing? With what? Make? Application of

? Manufacturing? That is, making and setting. Official documents are used to formulate the line, principles, policies, laws and decrees of the party and the country on larger occasions. For example, the 16th National Congress of the Communist Party of China has set the general task and political line for us to enter a well-off society in an all-round way. ?

? Make? That is, making and summarizing. Habits in official documents are used to formulate specific rules and regulations. For example:? My unit has formulated fire prevention, guard and other safety management systems. ?

5、? Does it matter? With what? Supply? Application of

? Does it matter? That is, what can be touched and seen objectively. This word is often used as an abstract concept in philosophy and physics.

? Supply? That is, specific property resources.

6、? Need? With what? Need it? Application of

? Need? Right? Lack? Generally speaking, what else? Requirements? The meaning of. Part of speech is a transitive verb, which can follow the object.

? Need it? What does this mean? Should? 、? Must? The meaning of. Part of speech is a will verb, which modifies a restrictive verb.

7、? Power? With what? Right? Application of

? Power? In other words, the authority that can rule, rule and dominate others must be obeyed by the people under its jurisdiction.

? Right? In other words, it refers to the rights and interests that someone can enjoy. For example:? Citizens have the right to supervise the correct exercise of public power. ?

8、? Deadline? With what? As of? Application of

? Deadline? Which means it's expired.

? As of? Immediately? So far.

9、? Violation? With what? Violation? Application of

? Violation? That is to say, do it in the opposite direction.

? Violation? That is, violation or violation.

10、? That? With what? And the result? Application of

? That? That is until. Used to extend or expand in time, amount, or scope.

? And the result? That is to say, it is made and used at the beginning of the second half sentence to indicate the result.

1 1、? Elephant? With what? Like what? Application of

What should be paid attention to in official document writing? Like what? Can't it be written as a metaphor or other verbs? Elephant? .

12、? what's up 、? Land? With what? Have to? Application of

? what's up 、? Land? 、? Have to? It's a structural auxiliary word. Read all in spoken English? De? . ? what's up Used before nouns, it is a sign of attribute; ? Land? Used before verbs and adjectives, it is a sign of adverbial; ? Have to? Used after verbs and adjectives, it is a sign of complement.

13、? Deploy? With what? Layout? Application of

? Deploy? That is, the arrangement of major work in the overall situation.

? Layout? That is, the overall arrangement of specific work and matters.

14、? Both? With what? Namely. Application of

? Both? Is a coordinate conjunction, usually used. Again? Use in pairs.

? Namely. Equivalent to a sentence? what's up The usage of. Another one? Even if? Meaning of.

15、? And then what? 、? With what? 、? And then what? Application of

? And then what? Oral color is relatively strong; ? With what? With some China classical colors, it is often used in more solemn occasions; ? And then what? Although the connected components are also juxtaposed, the meaning of expression is different, that is, the former is more important than the latter.

Three, how to deal with several thorny issues in the production of official document titles

1, which solves the problem that the title of forwarding notification is long and tedious.

Forwarding official documents at different levels, due to? Cross the bridge? There are many organs, which easily lead to complicated titles of such official documents, such as? Foot binding? Yes, there are four ways to solve this problem:

(1) Write only the notice of forwarding the first forwarding agency;

② Forward the original file directly;

(3) Only the document number of the notice forwarded by the superior department appears in the title;

(4) Only use the titles published by this organ to summarize the titles of other organs into documents.

2, the use of punctuation marks in the title

In order to keep the title concise, neat and generous, punctuation marks are generally not used as much as possible. There are several situations that must be used:

(1) available titles. It is mainly used for the names of laws and regulations and the titles of official documents approved for forwarding.

Two question marks are available. Such as: "Where does the correct thinking of people come from? 》

(3) You can use quotation marks. Such as: "China * * Central Committee on Persistence? Less publicity for individuals? Instructions on several issues "

3. Arrangement of long titles

According to the length of the title, it can be divided into one, two or three lines. Pay attention to the reasonable division, symmetrical layout and beautiful appearance, and don't split the meaning of the question, that is, a word can't be divided into two lines.

Fourth, how is the structural hierarchy ordinal standardized?

What is the first floor? One? What is the second floor? ( 1)? What's the third floor? 1.？ What is the fourth floor? ( 1)? . Often used in a paragraph of text? One, two, three? First, second and third.

5. What are the standard requirements for the use of numbers in official documents?

Figures in official documents should use Arabic numerals except writing time, ordinal numbers of some structural levels, figures used as morphemes in words, phrases, idioms, abbreviations and rhetorical sentences.

The official documents of the party are written in Arabic numerals. General documents (resolutions, decisions, regulations, opinions, rules, etc.). If the main delivery organ is not indicated, the central position below the title is indicated in brackets.

All years should use the full name of the Gregorian calendar year, such as 1978, 2003, and cannot be abbreviated to 78, 2003.

The same number of representations in the same document should be consistent.

6. What are the standard requirements for the font and number of words of official documents?

The font size of the main title should generally be the No.2 standard song typeface, and the font size of the subtitle should be smaller than the main title word and greater than or equal to the original text. The text is in font Song Ti III. It is arranged in 16K paper, with 20 lines per page and 25 words per line.

It is arranged in A4 paper, with 22 words per page and 28 words per line. Is the theme of the official document Song Ti No.3 font? Key words? Three characters should be in bold type three.

The page number in the official document is marked with Arabic numeral No.4 in half-angle white body, which is placed at the lower edge of the plate center, and a No.4 word line is placed on the left and right of the number, and the word line is 7mm away from the lower edge of the plate center. Single page number is 1 word in the right space, and double page number is 1 word in the left space. Blank pages and pages after blank pages do not identify page numbers.

Seven, the correct use of punctuation is what pay attention to?

1, the use of pause and comma in coordinate phrases.

If there is no obvious pause between the components of the coordinate phrase, there is no pause. Like what? Industrial and agricultural production? Didn't write it? Industrial and agricultural production? ,? Five or six? Didn't write it? Five or six? ,? Township? Didn't write it? All towns and villages? ,? Indiscriminate? Didn't write it? Green, red, soap and white? .

There are long phrases or big pauses between parallel phrase items, with commas in the middle. Like what? Knives, forks, glass glasses and large and small porcelain plates are all shining brightly. ?

2. Dashes and ellipses are used with dots.

Dashes and ellipsis are labels. Use it where there is a pause, whether in a sentence or at the end of a sentence. If you should use a dot, you can use a dot and then add a dash or ellipsis.

3. Use quotation marks with periods.

Every time someone else's words are completely recorded, the last point (mostly the number of the last sentence) is put in quotation marks. As the saying goes. What song to sing on what mountain. ? Say it again: Look at the food and eat according to your own situation. ?

Anyone takes a quotation as part of the author's sentence, and the last point is put outside the quotation marks. Some of our comrades like to write long articles, but there is not much content. Really? Lazy woman's foot binding is long and smelly? .

4. The use of in-sentence brackets and out-of-sentence brackets.

The brackets in the sentence (that is, part of the comment sentence) are close to the comment part. If the text should use dots here, the dots should be placed after parentheses. There can be commas or semicolons in brackets, but no periods, even if it is already a sentence. For example, that is to say, gather the opinions of the masses (scattered and unsystematic opinions) (after research, they will become centralized and systematic opinions), and then publicize and explain them among the masses, so that they can become the opinions of the masses, let them persist, see them in action, and test the correctness of these opinions in mass actions.

The point in the text before the brackets outside the sentence (that is, the whole sentence comment) is used before the brackets. If there are sentences in brackets, you can use a period. Long live the great unity of the people of all ethnic groups throughout the country! (Long applause) Long live the great, glorious and correct China Producer Party! (The audience stands up. The warm and persistent applause turned into cheers. )

8. What should I pay attention to when stamping?

The seal of the issuing authority is an important form to prove the effectiveness of official documents. What are the general requirements? If you don't follow the text, will you ride the moon next year? . Distinguish between different situations has the following specific requirements:

The official document issued by a single agency does not sign the name of the issuing agency at the countersignature, but only indicates the written date. The date written is four words on the right; The stamp should be within 1 line of the text, and it should be in the center according to the writing time, and the stamp should be red. When there is no text in the lower arc of the seal, the lower set method is adopted, that is, the lower arc is only pressed on the date of writing; When there are words under the seal, the middle method is adopted, that is, the center line of the seal is pressed on the date of writing.

When joint writing needs to be stamped with two seals, the date should be written, with 7 words left and right; The seal of the organizer is in front; Both seals are dated, and the seal is red. Only by using the same stamping method can we ensure the orderly arrangement of seals. The two seals do not intersect or are tangent to each other, and the distance between them is not more than 3mm.

When joint writing needs to be stamped with more than three seals, in order to prevent blank seals, the names of the issuing organs (abbreviated as) should be arranged in the corresponding positions in the order of stamping, and stamped or overprinted on them. The seal of the organizer is in the front, with a maximum of 3 pieces in each row, and both ends shall not exceed the center of the edition; If there are one or two seals in the last row, they are all in the middle; Seals do not intersect or are tangent to each other; At the bottom of the last row of seals, the two words on the right indicate the writing time.

When the space left after document typesetting can't accommodate the position of the seal, take measures to adjust the line spacing and word spacing, and ensure that the seal and the text are on the same side, and no signs are allowed? This page has no body? To solve the problem.

Nine, how to refine the official document keywords?

When writing a manuscript, you should mark the subject words in the text. Specific requirements and practices are:

1. Read the official document comprehensively and confirm the theme of the official document, that is, confirm the contents involved in the official document as well as the specific objects and problems.

2. Carefully analyze the theme and find out the main objects involved in the official document. Make clear its nature, which aspect it belongs to, form the theme concept, and summarize the key sentences accurately and concisely.

3. In the thesaurus of official documents officially released by relevant authorities, select the most specific keywords corresponding to the concept of official documents, and their word forms must be consistent with those specified in the thesaurus.

4. If there is no specific keyword corresponding to the theme of the official document in the thesaurus, the nearest keyword directly related to the theme of the official document should be selected in the thesaurus for matching. When there is ambiguity after the combination, we should abandon the combination and directly adopt the superordinate words that reflect the superordinate concept of the official document theme. When they can't match, they also use the most direct superlative words.

5. We should effectively grasp the indexing depth of official document subject, and there are generally no more than five official document subject words except category words.

6. The order of subject words should be scientific and reasonable. Generally, it should be arranged from content to form according to the meaning of the subject words, and the combination order is as follows:

Subjective factors are the key concepts that reflect the theme of official documents, such as objects, materials, methods, processes and conditions. When there are several parallel subjective factors in the text, they are generally arranged in grammatical relationship and logical order;

Common factors, that is, some common concepts describing the theme, occupy a secondary position in the theme and play a role in subdividing the theme;

Location factor, that is, the concept of spatial location attribute of things, objects and problems involved in official documents, including subject words such as country name, domain name, place name and organization name;

Time factor, that is, the concept of time range attributes of things, objects and problems involved in official documents, including specific years and other keywords;

The factors of official document type, that is, the concept of official document type, such as orders, instructions, reports, etc.

Ten, how to identify the official document version?

The main contents and identification specifications of official documents are as follows:

? Key words? In bold type No.3, mark it in the upper left box, followed by a full-width colon; The prefix uses the No.3 standard song style; There are 1 words between the titles.

If the official document is copied to the organ, it is1under the subject; There are 1 characters on the left and right, which are marked with the No.3 Fangti character? Cc？ , followed by a full colon; Cc authorities are separated by commas, and aligned with cc authorities after colons when returning; Add a period after the last cc office. If the main sending organ moves under the subject words, the identification method is the same as that of the cc organ.

The issuing authority and date are located under the CC authority (there is no CC authority under the subject), accounting for 1 line; Imitate the word with number three. The printing and distribution agency should leave blank 1 word. Date of issuance 1 is in the space on the right. The date of issuance shall be based on the date when the official document goes to press, and shall be identified by Alapai number.

Add a reverse line under each element in the stamp with the same width as the stamp.

The seal should be placed on the last side of the official document (seal 4), and the last element of the seal should be placed on the last line.