How to write a good official document?

First, the accumulation of "rice in the pot"

As the saying goes, "A clever woman can't cook without rice." Borrowed from official document writing, "clever woman" is the official document drafter, and "rice" is the useful information accumulated on weekdays. When drafting official documents, literary thoughts originated from the usual study and accumulation. Whoever learns more and accumulates well will save time and effort in drafting official documents. Official document writing is not "expressing feelings for oneself", but "being ordered to write and express opinions for others". The so-called "official document surnamed Gong, insincere, gave the order to write like the wind", that is to say, whether to write or not, you must take it out on time. If you don't accumulate it at ordinary times, I'm afraid it will be difficult to be competent in an emergency task, and even delay your work. Therefore, as an office writer, we should pay special attention to the accumulation of relevant information.

The first is the accumulation of materials. The materials mentioned here refer to the materials that may be used in drafting official documents. To accumulate official document writing materials, you should be a conscientious person in life, learn to observe and think, always pay attention to the development and changes of the domestic and international situation, pay attention to the central work of the region and the unit, pay attention to the important activities of the leaders, pay attention to the voices of the people, and so on, and record what you see, hear, think and feel in time to form written materials, or cut out useful materials from relevant books, newspapers and magazines and paste them in different categories. Over time, many a mickle makes a mickle. These are the warehouses of your materials. When drafting official documents, there will be no worries about "cooking".

The second is the accumulation of ideas. The so-called thought refers to the result of objective existence reflected in human consciousness through thinking activities. As far as official documents are concerned, thoughts are often the theme and soul of official documents. Every comrade who is interested in doing a good job in office writing should capture the new ideas, new concepts and new ideas that flash the spark of thought in time by reading documents, attending meetings and visiting the grassroots, and record them in a special notebook or card to form his own library of official document writing ideas. For example, when drafting a leader's speech, we can find out the leader's usual views and opinions on a certain issue, and even use them as the title of the opinion or speech.

Thirdly, it is the accumulation of discussion. In the process of drafting official documents, it is sometimes necessary to discuss some issues. Now it is time-consuming and laborious to write them, and sometimes the discussion is not thorough and in place. If you have accumulated experience in this field at ordinary times, it will be convenient to discuss a certain issue once you want. For example, discussing repetitive topics such as grasping implementation, improving the efficiency of organs, strengthening the construction of work style, and innovating work, by consulting relevant discussion materials and combining the new situation, new tasks and new practices, we can get the effect of "different people every year".

In addition, there is the accumulation of language. Writers must pay attention to language accumulation and accumulate some well-known epigrams and vivid mass language in a large number of readings. If we can quote them properly in the drafting of official documents, it will add a lot of color to our official documents.

Second, learn to do "imitation show"

Imitating the original meaning means imitating others' words and deeds intentionally or unintentionally to make them similar. Using imitation in official document writing is an effective learning method. Zhu, a famous Neo-Confucianist in the Southern Song Dynasty, said: "The ancients wrote poems mostly imitating their predecessors. They have studied for a long time and are naturally proficient. " Mao Dun, a famous contemporary writer, thinks: "Imitation is the initial form of learning." Learn to draw and copy, and learn calligraphy. Similarly, beginners can't write official documents without imitating them. I studied official document writing at that time, which can be described as "imitation show" in modern words. At that time, I was a platoon leader of a certain naval unit. Because several "tofu" articles were published in newspapers and periodicals, they were cut off by the higher authorities. One day, the director of the Political Department said to me: "In a sense, the work of the organs is to do the writing work. Whether publishing information, informing information, exchanging information and popularizing experience, it is inseparable from official documents. To do office work, you must pass the written clearance. If you can't get through, please leave the office. " Of course, I want to stay in a big office. I really want to do something. How to improve the level of official document writing as soon as possible became my top priority at that time. Many "old institutions" also told me that they also learned to write official documents from imitation. So, I held an imitation show.

The first is the imitation of sentences. In the process of writing official documents, a sentence pattern or sentence of excellent official documents is referred to for imitation and rewriting. Then "fragments"

Imitation means imitating one or several paragraphs in some official documents. Finally, the imitation of the full text, including conception, layout, paragraph structure, beginning and end, transitional quotation, sentence expression and other aspects, and in the process of imitation again and again, I carefully tried to understand and constantly became familiar with the basic knowledge and skills of official document writing. I remember that the first official document I drafted was "Circular on Commending Advanced League Organizations and Outstanding League Cadres in XX" by XX Political Department, which was basically written according to the previous model essay notes, without copying the original text, but combined with the work characteristics of that year, it was expressed in a brand-new language, which was well received by leaders and colleagues. Even if it is difficult to draft a leader's speech, it can be imitated. Generally speaking, leaders often talk about meaning, understanding, unifying thoughts and enhancing sense of urgency and responsibility at the beginning of their speeches. In the middle part, suggestions are made according to the instructions of superiors and the actual work, which often involve guiding ideology, principles, work indicators, completion time limit, responsible subjects, methods and steps, etc. In the last part, we should summarize the main idea of the full text, or make demands, or call for encouragement, or put forward safeguard measures. In this way, in the specific drafting, we can find more leaders' speeches with similar problems to learn from, so as to broaden our thinking and avoid analogy. However, it should be noted that as a beginner of official documents, it is understandable and permissible to learn to imitate or rewrite model essays. But if you just stay at this stage and imitate every time you start writing, you won't write without imitating, and that will be a problem. It's like a toddler. At first, he can walk with the help of a walker, but when he grows up, he must walk independently.

Third, practice "pen in hand"

"I often read a book on my chest and often write flowers in my pen." So how can we practice writing effectively? This requires that beginners of official documents should first "read and write", form good reading habits, carefully read books such as political theory and official document writing, constantly expand their knowledge, constantly improve their theoretical literacy and cultural literacy, deeply understand and carefully experience the writing skills of official documents or other articles, so that their writing practice can be truly based on understanding, absorption and accumulation. Secondly, we should "practice and write often", such as focusing on a center, an idea, an event, a scene and so on. , or describe, explain, discuss or express feelings. If you are really busy at work, you should also write down the daily account of the day or copy a few famous sayings and wonderful jokes. The key is to practice writing persistently. At the same time, practice writing official documents commonly used by government agencies in a planned and step-by-step manner. For example, you can try to write all 20 kinds of official documents of the party and government organs, compare them with business books after writing, and ask people to judge whether they are well written. Third, we should "actively write". You should be prepared to write official documents at ordinary times, and you can "attack" as soon as you have a task. Once you undertake it, you should devote yourself wholeheartedly and make every effort to write qualified official documents with your highest level. In your spare time, you should practice writing hard, actively participate in official document writing, don't be afraid of hardship and fatigue, and don't "hide when you see materials". Only by practicing writing in this way can you gradually become an expert and master of writing.

Fourth, write "tofu block"

Some comrades are dismissive of writing "tofu block" articles, and even biased, thinking that writing is not up to standard, and only writing "long articles" has weight and skill. This is actually a misunderstanding. High-grade "tofu blocks" and thousands of words are often concise to thousands or even tens of thousands of words. Being able to write a short essay is not only the embodiment of the author's profound writing skills and rigorous style of study, but also the embodiment of a person's attitude towards learning and being a man. At present, many experts and scholars strongly appeal to the academic community to correct the style of writing, not only to write more "short articles" that ordinary people can understand, but also to write them well. The highest state of learning is to explain things in simple terms. Comrade Deng Xiaoping's articles and speeches, seemingly vernacular, are actually philosophical. The deep gets the deep, and the shallow gets the shallow. This is a realm. At all times and in all countries, many famous articles that have been passed down through the ages are not long in length, and some are even "tofu blocks". Therefore, don't underestimate the "tofu block", it is not easy to really write well.

Comrades who have just started to write official documents, it is best to write some short official documents or other short articles first, such as drafting relevant notices, asking for instructions, approving documents and other documents with little difficulty. Generally speaking, after a period of practice, I can basically master the essentials of writing. Next, I began to write some slightly more difficult materials, situation reports, meeting minutes, plans, deeds and other materials. After two or three years of tempering, I laid a good foundation for official document writing. With a certain foundation and a firm foothold, you can write difficult official documents such as work reports, summaries, opinions, decisions, leaders' speeches and typical experiences. In short, official document writing follows the law of "from small to large, from simple to complex, from little to many, from coarse to fine", which is a writing process that every comrade engaged in writing must go through. My debut is a piece of tofu, less than 500 words, published in the "communication" of that year! Because of this, I later published an article in the newspaper to support my willingness to engage in office writing.

Fifth, "pick bones" in eggs

It is generally understood that "finding fault in an egg" and "finding fault" are synonyms, meaning that the conditions are too harsh, deliberately finding fault and finding the wrong one. It is not advisable to treat others with this attitude, but it is still advisable to treat your own works. The ancients said: "An article can't be done only once, and it must be corrected frequently." . Generally speaking, the work was published only after everyone changed it again and again. Official documents are not the result of anyone, but often the crystallization of collective wisdom. After writing it, it will inevitably be revised repeatedly, and it is rare to see "one-off" official documents. Revision can not only make up for the lack of one-time thinking, but also make the official document gradually close to perfection and improve our writing level. In this sense, the official document is "writing three points, changing seven points".

Here, the key is to do a good job in two aspects: on the one hand, I want to revise it carefully and repeatedly. It depends not only on whether the topic is accurate, concise, vivid and consistent with the material, but also on whether there is a problem with the layout of the article, whether the structure is reasonable and whether the order is smooth; It depends not only on whether the facts are conclusive, but also on whether there are relevant people, names, positions, units, place names, etc. If there is any mistake, it depends on whether the conclusion is accurate, whether the formulation in this paper violates the relevant spirit of the superior and whether it conflicts with the existing laws, policies and regulations; It depends not only on whether the content is complete, whether there are omissions and contradictions, but also on whether the language expression is appropriate, whether the sentences are naturally connected, and whether there are mistakes in grammar, logic and rhetoric. And they took the trouble to revise it repeatedly until they reached the highest level and could not change it themselves.

On the other hand, please ask internal staff to find faults and help correct them. As the saying goes: one party loses, and the bystander knows. It is not easy to see the mistakes in your writing. Only when others see it can you know what is good and what is bad. Some comrades are afraid to take out their official documents, or they don't want people to change them, or they are stubborn, or they are afraid of jokes or criticisms from others. It should be noted that there is almost no time when you take out official documents for discussion without encountering "picking your nose and eyes". The more novice you are, the more this happens. Those immature, clever and even faulty parts of official documents will be transformed into their own experience and wealth after receiving kind or unkind advice from others, which is also beneficial to improving the quality of official documents. Therefore, we should be happy and grateful to be critical of others, even if it is "finding bones in eggs"! Here, the key is to put down your airs, be modest, be soft-headed, and never be self-righteous. In addition, don't throw away or shelve the revised version of The Master, but carefully try to figure out and understand the truth.

The author has been "climbing the grid" in the office for nearly five years, and the hard work is self-evident. Looking back on the past, I feel a lot: there is both a sense of accomplishment in the passage of the article and the distress of starting a new stove; There are both the hardships of burning the midnight oil and the happiness of being recognized by the leaders. The author believes that official document writing is the secretary's housekeeping skill and the first priority. In order to improve the level of literature assistance and be a good assistant to the leaders, secretaries must be familiar with reading, think seriously, be diligent in practice and make more changes.

First, familiar reading: familiar with 300 Tang poems, you can recite them if you can't recite them.

"Read it a hundred times and you will understand what you mean." Su Shi believes that reading must be hard and thoughtful: "So, reading a book a hundred times is not boring, and children will know themselves when they are ripe." To be familiar with reading means to develop good reading habits, read widely, make the past serve the present, make the past serve the present, learn by heart, and finally achieve erudition. The quality of a person's writing depends largely on how much he reads. I have never played cards, sang or danced since I joined the work. I make use of the advantages of neat office newspapers, complete materials, broad horizons and wide channels to continuously enrich my "database", enrich my "library", expand my connotation and enhance my inside information. I insist on reading books or newspapers for three hours every night. Usually study the party's line, principles and policies, laws and regulations and important speeches in newspapers and periodicals, strengthen theoretical cultivation and improve policy level; Learn excellent works, consciously read some model essays, read important documents from superiors, leaders' speeches and internal materials, and understand the basic knowledge of official documents such as basic format, constituent elements, language characteristics, format and font; Understand the work of local departments, learn their own business knowledge and absorb nutrition; Learn more about philosophy and analyze and think about problems with developing, relevant, comprehensive and systematic viewpoints and methods.

Second, think carefully: learning without thinking is useless, and thinking without learning is dangerous.

Careful thinking is the key to learning. To improve your ability, you can't just study, let alone read dead books and books. You must learn to think. Marx once said: "Thinking is the supreme happiness." The ancient Greek philosopher democritus said, "Think twice before you act." British writer Polk pointed out: "Reading without thinking means eating without digesting." Therefore, a secretary must think in his study, study in thinking, pay equal attention to both learning and thinking, think about the Millennium, understand Wan Li, and be "resourceful in his spare time and good at sizing up the situation when he is busy". "I think it's an armchair strategist. I don't know if it should be done." Knowledge, insight and courage should be constantly enriched and improved in practice. Only by putting them into practice can their value be demonstrated and transformed into wealth. We should be good at grasping the needs of leadership decision-making, earnestly enhance the initiative and foresight of work, and plan ahead. It is necessary to vigorously investigate and study, go to the "deep water area" to "replenish oxygen" and go to the front line to "congestion". In the work, go deep into the reality, carry out investigation and research around the topics of building a new socialist countryside, building a contingent of cadres, advanced education activities, and promoting new industrialization, collect and sort out good experiences, good practices, and good ideas in advanced areas, strive to broaden the research field, and form their own library of official document writing ideas to provide reference for leadership decision-making.

Third, diligent practice: I often read books on my chest and often write flowers in my pen.

The more you hit the steel gun, the louder you write. Writing is a skill in the final analysis, and the improvement of skills needs to be practiced repeatedly. Jia Dao, a great poet in the Tang Dynasty, once said, "If you don't write a poem for a day, your heart will be ruined." When talking about his own writing experience, Mr. Lu Xun once said: "I can't say how the article is made, because my composition is due to much reading and practice, and I have no experience and methods." Only by diligent writing can you accumulate wealth and make little money. In order to cultivate my interest in writing, I started with "tofu block". Later, it was much easier to draft a work report of more than 10 thousand words, and I tasted the joy of being inspired, such as unloading a thousand pounds from my shoulders, running the marathon to the finish line, and Robinson leaving the desert island. I always set up the idea that "only by doing more can we improve quickly, and only by doing great things can we achieve great things", cherish every writing opportunity, take the initiative to take up the work, and exercise my pen power in writing. Excellent works are cleverly sought after. When writing, I carefully determine the writing ideas, accurately understand the leadership intention, carefully prepare the draft, and draw up the writing outline in detail, so as to achieve the purpose of writing from the heart and at will. It is the responsibility to stand up for the party. At work, I never "hide when I see materials", but strive for writing opportunities as much as possible, actively participate in official document writing, and diligently practice "writing on my hand". Leaders often hand in tasks, carry heavy burdens, sometimes write thousands of words, hurry up, and often burn the midnight oil. After a long time, it will reach the realm of practice making perfect and using it freely. He has been engaged in writing work in townships, county procuratorates, county government offices, organization departments of county committees, municipal committees and other units, independently drafted or participated in drafting more than 300 official documents, published more than 400 news articles and theoretical articles in journals above the municipal level, and won many awards in research articles in the province.

Fourth, change more: sing a word and break a few stems.

The article is ever-changing and tireless. The official document is "three points to write, seven points to change". The process of review is the process of testing and comprehensively applying writing knowledge and skills. Although writing official documents is not as exquisite as poetry, we should choose words carefully. When I first started writing official documents, I felt that I was willing to do more things than I could, just like "driving ducks to the shelves." Dissatisfied with the manuscript he took out, the change was not in place, which led the leaders in charge of inspection to spend a lot of energy to revise it. Faced with some manuscripts that are difficult to modify, I don't know how to start. I'm as anxious as a cat on hot bricks, and I can only "look at the draft paper coldly and lower my head to chew the pen cap". With the passage of time, the practical experience of writing is gradually enriched, and the "survival rate" of sending manuscripts to leaders is getting higher and higher. Du Mu, a poet in the Tang Dynasty, famously said: "Everything is based on meaning, supplemented by qi, and defended by gorgeous words." In other words, writing an article should be based on the idea, supplemented by the momentum, and the skill of forming colorful sentences. This is very enlightening to us. In the process of official document revision, I mainly pay attention to the following six aspects: first, check whether the thinking is profound; The second is to check whether the content is comprehensive and profound; The third is to check whether the structure is clear and reasonable; The fourth is to check whether the language is plain and solemn; The fifth is to check whether the details are appropriate; The sixth is to check whether the exposition is incisive. At the same time, I humbly asked the authoritative person for advice, and got the advice and correction from experts. I made a few words and made several changes, which greatly improved the color. After some efforts, my official document writing level has improved significantly in a subtle way.