Example essay on how to improve secretarial writing skills

Official documents are documents for you to convey important information, and their writing must be standardized and decent. Below is a sample of how to improve secretarial writing skills that I have carefully selected for your study and reference.

How to improve the level of secretarial writing

In a blink of an eye, I have been working as an office secretary for several years. It’s quite a lot. I have some experience in writing official documents, and I’d like to share them with you.

We must grasp the seriousness of official duties. Official documents are very different from other writing techniques. No matter the format, wording, or content, they are strictly standardized. When writing an official document, you must first write a good title and decide on a good title, otherwise it will be a joke. I remember one time when I was writing an official document about a reported situation that did not require approval, I chose Situation Report by mistake. Although there were only two words different between Report and Situation Report, one was just reporting on the progress of the work, and the other was Requires leadership approval. After this writing was typed back by my superiors, I realized that both the type of writing and the title have their own unambiguous seriousness and must be strictly grasped. Secondly, the writing content should be substantial and complete. Words without words will not go far. No matter which language type official document has its purpose, the written materials must be written closely around the central main line. The notice should clearly state the terms that need to be known, and the report should state the work conditions that need to be known to the superior. The third is that the writing style of official documents should be concise and clear, with accurate wording. Whether it is an upward text or a downward text, it is nothing more than uploading and distributing, letting people know, and handling work and problems. People who see official documents want to get more information through short words. This requires us to be as concise as possible when writing official documents. We should never write two sentences that can be explained in one sentence, and we should not exaggerate or exaggerate. To be honest, try to use as few words as possible that are difficult to pronounce, and use plain and easy-to-understand words so that readers can understand them at a glance.

Be good at using vague language. Vague language is not inconsistent with the seriousness and normative nature of official documents. Sometimes, in order to correctly reflect the ideological content of official documents, consciously using vague language can improve the generality of language expression and achieve twice the result with half the effort. For example: ?recently?, ?appropriately?, ?mostly?, ?often? These words are all vague words and have no specific time or frequency. But sometimes, these function words can be used with very few words. The number of words describes some specific situations, including the emotional expression of the writing unit, and also leaves room for maneuver in your own expression.

Study frequently, think more and practice more. Some people say that there is a fixed format for writing official documents, and you just need to follow the format. In fact, this is not the case. There is a big gap between writing a formal document and writing a good official document. Good official documents are concise, concise, smooth and unambiguous, which requires us to pay attention to accumulation and study and practice diligently. When I first came into contact with the business in the work area, I didn't understand the terminology of maintenance management, but I believe that "diligence can make up for stupidity and practice makes perfect". If I didn't understand anything, I immediately consulted professional technicians and spent a lot of my spare time learning road maintenance by myself. Management technical knowledge. Usually I also pay attention to collecting the work dynamics of various departments, asking frequently and reading frequently. Continuous recharge, study and exercise made me quickly familiar with the business of the unit, and I was able to write materials more smoothly. I was also able to write some business-related official documents with ease.

The above points are some of my experiences in writing official documents. I hope they will be helpful to everyone.

Guidance on how to improve secretarial writing skills

Official document writing is a basic skill for government officials. It is not just writing work, but actually theoretical attainments, ideological levels, cognitive abilities, and writing skills. A concentrated reflection of comprehensive qualities. The level of official document writing ability directly determines the quality and efficiency of work and is related to personal growth and progress. How to improve your official document writing skills, let’s talk about some opinions based on practice.

1. Improve political literacy and lay a solid theoretical foundation

Staff in local or military agencies often involve a large number of theoretical and policy issues in their daily work. Policy and regulatory requirements are high. In actual writing, we only discuss matters and write papers. Without a certain theoretical level and policy level, it is impossible to write high-quality official documents. Therefore, in peacetime, we must conscientiously study the relevant Marxist theory, the party's line, principles, policies, and military political work theory.

These theories are the source for us to always maintain a high degree of consistency with the Party Central Committee. They are our guide for observing, understanding and analyzing work problems. Only when the theoretical quality is improved, can the mind be sharper, the thinking more active, the vision more long-term, and the things written can be useful. Correct positions, viewpoints and profound ideological content can have strong logic and theoretical persuasion. Of course, the role of theory is indirect. For example, an investigation report may not directly discuss theoretical issues, but its views are the result of theoretical perspective and thinking on the investigation materials. The role of theory is subtle. We cannot expect immediate results from learning theory. To lay a solid theoretical foundation, we must make long-term and arduous efforts.

2. Seize the key links and quickly seek breakthroughs

On the basis of mastering certain policy theories and having certain theoretical literacy, we must seize the key links to improve official document writing, so that we can Achieve twice the result with half the effort. The first is to learn the relevant regulations on the preparation of military official documents. The classification, functions, general content, drafting requirements, and format of official documents are the most basic ways of writing and must be studied carefully and memorized. The second is to read some monographs on writing theory. These books will tell us how to determine the theme, establish the structure, use materials, as well as contrast, anaphora, succession, transition and other basic issues in article writing. The third is to learn a little grammar and rhetoric. The purpose is to write the article smoothly, gracefully and with literary talent. The fourth is to learn a little logic. The relationship between logic and writing is very close. The reason why some official documents make mistakes such as changing concepts, changing topics, and contradicting themselves is because they do not grasp the basic rules of logic. The fifth is to read the documents intensively. When reading a document and you find something well-written, don’t just read it once and pass it by. Carefully study its structure, viewpoints, materials, argumentation methods and presentation methods. Study what is good about it, how you would write it if you were allowed to write it yourself, and There is no other way to write it, etc. If you carefully ponder, experience, and study, you will surely realize some truths. Another way is to learn how to write by comparing revised drafts of official documents. Collect the manuscripts revised by the leader, compare them carefully, and think about why you changed them in this way. You will definitely benefit a lot.

3. Be familiar with the overall work and cultivate a broad vision

The division of labor in the agency is very detailed, and it is necessary to know the work of the division of labor well, but it cannot be limited to this, and you must also be familiar with the overall situation. Only by understanding the overall situation and learning to look at problems with an eye on the overall situation can we better grasp the local part and correctly evaluate the position and weight of the work of this system and this department in the overall situation. If you don't understand the overall situation, you will often miss the forest for the trees, emphasize the work you are responsible for to an inappropriate degree, and put forward some inappropriate demands for the subordinates. It is emphasized to understand the overall situation. This is because the work of the agency is an interrelated whole, and no work can be carried out in isolation. Another reason is that some central tasks often require personnel from various departments to complete. If the overall work is If you are very unfamiliar, you will feel uncomfortable. Therefore, while mastering the major, you must understand the overall situation. For example, you should understand the key points of annual work, basic work ideas, the spirit of some important meetings, important documents issued by superiors and the same level, the speeches and instructions of the chief, important typical situations, etc. It is good to participate in more major practical activities and have more contact with the grassroots. Without these conditions, you can learn a lot by reading documents and related materials. This is not something you can only understand by going to the scene. For example, after a certain unit carries out a work, you can find some materials and look at them to understand the general situation. By reading documents, you can not only master policies but also understand the situation. For government officials, it is a fast, cost-effective learning method that should be fully utilized.

4. Be diligent in tempering your thinking and improving your writing comprehension

Literally understood, enlightenment means understanding and thinking. Some people do whatever their leaders tell them to do, and they rarely use their brains and don't think about anything. Their initiative is poor, and their writing skills are difficult to greatly improve. To improve your writing skills, it is not enough to rely on others to teach you. You must have understanding. Whether your writing skills improve quickly or not depends very much on whether your understanding is strong or not. There are some things that can only be understood but cannot be expressed in words, and you have to understand and think about them yourself. If you read and learn without thinking about it, it will be difficult to retain things in your mind. In the end, you will learn nothing, learn nothing, and achieve little results. With understanding, you can understand things comprehensively when you look at them, and you can do your work with ease and ease.

Sometimes our eyes are busy and our brains are idle, and the things we see are like passing smoke and have no impression; sometimes when we think and deal with problems, we often just talk about things, blinding our vision and not seeing the mountain. So how to improve understanding? Three kinds of awareness need to be strengthened: First, political awareness must be strengthened. The creation of materials itself has a strong political nature. If political awareness and political acumen are not strong, the materials written will not have high intentions and will have no weight. Second, we must strengthen forward-looking awareness, which is what we often call foresight. Everything will be successful if it is foreseen, and it will be ruined if it is not prepared. Especially in today's era, without forward awareness, it is impossible to predict the development trend of things, grasp the direction of development, and propose correct countermeasures. Third, we must strengthen the awareness of multi-directional thinking, see the whole thing at a glance, and draw inferences from one instance to the other.

5. Strive to be concise and concise, and enhance the awareness of high-quality products

Official document writing is a very serious and important matter, especially the language must be concise and popular, while also maintaining precision and accuracy. Refining, precision and refining are the soul of wisdom. Statements, enumerations, and clarifications must be simple and clear. If there are words, it will be long, and if there are no words, it will be short. In actual work, we must improve our writing skills and ensure that official documents are accurate and content. Refining should achieve two consciousnesses: First, consciously pressurize. The level is forced and suppressed. It's better for people to have a little pressure. This pressure is reflected in work, which is a sense of responsibility. With this kind of pressure, you will consciously study and think; with pressure, you will learn things you don't know and ask questions if you don't understand; with pressure, you will strive for excellence in materials. Second, we must consciously establish a high standard awareness. When writing written materials, you must first satisfy yourself. Never hand over anything you are dissatisfied to to your leader. You must use all your energy. If it doesn't work once, just do it two or three times until you are satisfied. The saying that "Whether you write or not is a matter of attitude, and whether it is good or not is a matter of level", to put it bluntly, means that you don't have a strong sense of responsibility.

6. Overcome laziness and develop the spirit of hardship

Writing is indeed a hard job. In terms of working hours, there is no black and white, and tasks are done when they come; in terms of workload, there is no end, today's tasks have not been completed, and there are still tasks waiting for you tomorrow; in terms of work standards, there is no limit. Yes, some content is covered in almost every meeting, but each time is not a repeat of the previous meeting. There must always be new ideas and new ideas; the writing content is endless, from the chief’s speech to meeting materials and political research articles. Not just one or a few fields, but all-round and multi-topic. It is not difficult to see from this that if you want to have a superior writing level, you have to endure hardships that others cannot endure and make efforts that ordinary people are unwilling to make. To achieve this step is by no means easy, you must first overcome fear and laziness. Some people are afraid of writing materials, and would rather do other work and run errands than write materials; some people are unwilling to write materials, push them away when they can, and put them off when they can; some complain endlessly after just a few overtime shifts. , there are many complaints, these are caused by the thoughts of fear and laziness. If you want to improve your writing skills, you must be mentally prepared to endure hardship. Only if you can endure hardship can you achieve success and experience sweetness. Bitter melon is very bitter, but some people like to eat it because it can clear away heat and relieve internal heat, which is good for the body. Writing articles is very difficult, but through hard work, I have been trained and improved my ability to analyze and solve problems and rational thinking. Second, we must endure loneliness. Others can play, but you can't; others can think less and think less, but you have to think about everything. We must truly have a spirit that makes people haggard and never regrets. Third, we must dare to endure hardship, be able to endure hardship, and endure hardship diligently. If you dare to write, as the saying goes: Everything is difficult at the beginning, but it is not difficult at the beginning. You should write more. Not only should you actively complete the assigned tasks, but you should also take the initiative to take on some tasks. You should write diligently. If you don't write the material for a day, it will be written by hand, and if you don't write it for a few days, it will be written by your brain. If you don't practice it for a day, you will understand it, and if you don't write it for a few days, others will understand it. Some people say that if you just don’t see eye-writing, you will be a master, but if you just write without seeing, your progress will be very slow. This is the truth.

To sum up, as long as agency personnel master the necessary basic knowledge, profound professional knowledge and broad auxiliary knowledge, connect theory to practice, and study hard and practice hard, they can effectively improve the quality of official document writing. and writing efficiency.

Sample essay on how to improve secretarial writing skills

Official documents, that is, official documents, are formed when party and government agencies, enterprises, institutions and all social groups handle official business. They are produced in accordance with strict and legal regulations. It is a carrier that has the function of transmitting information and recording transactions, formulated in a standardized format and effective procedures.

It is an important tool for communicating and implementing the party and the country's principles and policies, promulgating laws and regulations, arranging and guiding work, requesting instructions and answering questions, organizing activities, contacting official affairs, negotiating business, recording and communicating situations.

In official document processing work, manuscript drafting is the first and most important link. Compared with other links, it often requires more thinking and spends more energy and time. , especially the drafting of some important documents, can be said to be a very hard and meticulous creative mental work. The level of written expression has become the main manifestation of business ability. To improve the level of writing official documents, we must start by improving the logical thinking, experience level and comprehensive quality of the drafters. There is no "secret" at all. We must work hard, study more, think more, practice more, and be willing to be an ascetic monk. I want to be a thoughtful person. In fact, there are basic rules to follow when writing official documents. As long as you grasp these rules, study hard and practice frequently, and accumulate good understanding, practice will make you perfect, and you will reach the state of writing like a spirit. This article will combine some of the problems I personally encountered in publishing work and some of the experiences of my colleagues to give some superficial opinions on improving the ability to write official documents.

At present, there are 15 legal languages ??for party and government agencies. They are: resolutions, decisions, orders (orders), notices, opinions, notifications, notices, announcements, communiqués, requests for instructions, reports, approvals, letters, motions, and minutes. Among them, resolutions, decisions, orders (orders), notices, notifications, and replies are the statutory downward writing types used by party and government agencies. Requests for instructions and reports are legal types of language used by party and government agencies. Opinions are the statutory descending and ascending texts used by party and government agencies. Others, such as letters, are legal texts used between agencies that are not affiliated with each other. Minutes, that is, meeting minutes, are a legal form commonly used by party and government agencies, enterprises, institutions, and social groups.

General problems with official documents:

(1) Wrong official document language

1. Incorrect language. In addition to the formal writing style, you can create official writing styles as you like. Common ones include: "Request for Instructions", "Situation", "Report", "Application", etc.

2. Misuse of language. The situation in which the language used in other official documents of the agency, especially in business documents, is mistakenly used as the language used in official official documents. Common ones include: directly using the language types of rules and regulations such as "Methods", "Procedures", "Instructions", "Implementation Rules", etc. as official texts. However, if the above application documents are released in the form of forwarding or issuing notices, it is a standard usage. For example, the Changsha Branch of Modern Investment Co., Ltd. issued a notice on the issuance of the "XXX Measures".

3. Mix languages. Failure to select genres according to their functions and scope of application results in the mixing of adjacent genres with each other, resulting in unclear relationships, unclear purposes, and confusion about the nature of the genres. Common ones include: "request for instructions" and "report", "request for instructions" and "letter" mixed together. The main manifestation is that the request for instructions is misused as a report, such as a "report on requesting to increase XX funds". The words "request for instructions" and "report" are used together as "request for instructions and report", the "submission approval document" is misused as "request for instructions", and the letter is misused as "request for instructions or report".

(2) The title of the official document is wrong

1. The issuing authority is missing. For example: "Request for instructions on adding a cleaning staff" should be written as "Request for instructions on adding a cleaning staff at XXX Toll Station".

2. The text is cumbersome. For example: "XX Toll Station's Request for Instructions to Solve XX" should be "XX Toll Station's Request for Instructions to Solve XX". If there is a request at the end, using "request" in the front is redundant.

3. Abuse of punctuation marks. Punctuation marks are generally not used in official document titles, except that book titles and quotation marks can be added when quoting file names or specific words. For example, "Changsha Branch's Request for Instructions on Changyong Expressway and Changtan Expressway XX" should be changed to "Changsha Branch's Request for Instructions on Changyong Expressway and Changtan Expressway XX".

(3) Errors in the content of the official document

1. Wrong punctuation. If "XX" vehicle is now in poor condition and there are serious safety hazards such as steering gear shaking, serious tire wear, sudden acceleration and deceleration while the vehicle is driving, etc., it should be changed to "XX vehicle is now in poor condition, steering gear shaking, severe tire wear, etc. Sudden acceleration and deceleration of the vehicle while driving may cause serious safety hazards.

2. Statement error.

For example, recently, I was standing at the station during the routine security inspection and found that it should be changed to "Recently, I was standing at the station during the routine security inspection of the XX facility.

3. Typos. For example, if the meeting is attended by the station leaders, monitors of each class, and the best toll collector, the list should be changed to: The meeting should be attended by the station leader, the monitors of each shift, and the best toll collector (the list is as follows). ?

4. Wrong wording. For example, although cleaning is done every day, timeliness and regional coverage cannot be guaranteed, and sanitation and cleaning work cannot be comprehensive. ?Timeliness refers to the freshness of information, the latest market trends and progress. Regionality refers to any intellectual property that can only be generated in accordance with the laws of a certain region and be protected by law in that region. These two words are not appropriate to use here. They should be changed to? Although cleaning is done every day, efficiency and quality cannot be guaranteed, and it is difficult to cover all aspects of sanitation and cleaning work. ?

(4) Official document format error

1. In some official documents, the ending "?" is appropriate, please give me your approval. "We hereby inform you that the ending "?" is "?!"" and should be changed. Please give me your approval if this is appropriate or not. ?Notice hereby. ?

2. Add punctuation marks after the name of the attachment, and there should be no blank lines or top boxes between the attachment and the main text, such as: Attachment: 1. XXX project budget list. ?According to the "Format of Official Documents of Party and Government Organs" (GB/T 9704-2012), if there are attachments, they should be formatted with two words "Annex" on the left side of a line below the text, followed by a full-width colon and the name of the attachment. The name of the attachment No punctuation marks after. If there are multiple attachments, use Arabic numerals to mark the attachment sequence numbers. If the attachment name is long and needs to be returned to a new line, it should be aligned with the first character of the attachment name on the previous line.

3. The written date uses Chinese numerals, or only the year and month are written without the day. There is no signature of the issuing authority on the written date, such as "June 2013". According to regulations, when writing a document, the year, month and day should be marked with Arabic numerals. The year should be marked with the full name, and the month and day should not be left empty. When a single agency writes a document, it is generally arranged and issued in the center above the written date and based on the written date. Agency signature.

4. The ordinal numbers of structural levels in official documents are used incorrectly, such as ?(一), ?1, ?, etc. The ordinal numbers of the structural levels in the official document can be marked in sequence with ?一, ?(一)?1.?(1)?; generally, the first layer is marked with bold fonts, the second layer with italics, and the third and fourth layers with imitation fonts. Song font annotation.

2. Analysis of the causes of errors in official documents

After preliminary analysis, I believe that there are the following reasons for such errors in official documents:

(1) The drafter does not have enough ideological understanding of the drafting of official documents

Most of the problems in official documents can be eliminated with a little attention when drafting and revising official documents. However, because the drafter did not know enough when drafting the official document, he organized the text at will, thinking that he only needed to express the meaning roughly and clearly, and left the rest to the General Office and the leaders who read the document. There are even some drafted official documents that have unclear meanings and unclear themes, leaving the reviewers confused and having to revise them face to face with the drafters. Sometimes after reviewers point out errors, the same errors and mistakes will appear again and again in the official document.

Official document writing is a rigorous and meticulous work, with its own specific format and terminology. It is not as casual as a diary or a Weibo. If awareness cannot be raised and left unchecked, the format of the official document will be irregular and the sentences will not be smooth, which will destroy the seriousness of the official document and make readers think that the branch office is careless and cannot be entrusted with important tasks.

(2) Insufficient experience and not good at summarizing.

Some colleagues feel as heavy as a thousand pounds when writing official documents. Their thinking is chaotic and they don’t know where to start. There are also some colleagues who have drafted many official documents, but the official documents they write are still not logically rigorous and the language is not concise. In fact, there are many rules that can be grasped when writing official documents. These rules are hidden in issued official documents and revised official documents. If you are not good at summarizing and refining experience, you will become complacent and make no progress.

(3) Lack of systematic training

Except for a few colleagues in the branch who are engaged in official document writing, most of them did not graduate from the Chinese department and are not very sensitive to words. We don’t know much about the words used in official documents, and we don’t have enough research on the structure of official documents.

For example, in a reply letter, the title of the communication letter must be quoted at the beginning of the reply letter, such as: Your organization received a letter from XX in X month of X year. After research, the reply is as follows: But in my work, I have seen some reply letters. He went directly to the topic without quoting the title of the letter. This is due to unfamiliarity with the structure of the official document.

3. How to improve the writing level of official documents

In view of the above reasons, I believe that the writing level of official documents of drafters can be improved through the following ways:

(1) Raise awareness, enhance responsibility, and do a good job in elaborating and refining official document writing

Drafters must realize that official documents are an important tool for conveying government orders and an important carrier for the implementation of decision-making and guidance. The quality of official documents is an important indicator of the work level of an agency. It can be said that the quality of official documents represents the image of the agency in a certain sense. If the official documents issued by the agency are illogical, full of typos, and unclear, the image of the agency will be greatly compromised. The quality of official documents cannot only rely on the general office, let alone leave the problem to the leaders. This is the matter of each of us who handles it. How to lay a solid foundation when drafting, add icing on the cake when revising, and check for omissions and fill in the gaps when printing. This is everyone's responsibility. Something to always consider. As Cao Piyun said: "Building articles is a great cause of running a country and an immortal event."

(2) Write diligently and practice frequently, be good at thinking and accumulation, and grasp the rules of writing official documents

When writing official documents, you must be willing to use your brain and constantly explore and grasp relevant regulations, work rules and regulations. know-how, constantly sum up experience and lessons, and apply these to practical work. In fact, if you write more, you will find that many rules of official document writing can be grasped. For example, an official document for deploying a work should roughly solve the following three issues: importance and urgency? operability? organizational leadership. The first part of the official document is to explain why we should deploy this work. The reasons should be found from three aspects: the situation and background, the existing problems, and what serious consequences will be if we do not do this. Operability is the problem to be solved in the second part of the official document. It mainly explains the specific deployment and requirements of the organization for this work, and how to do it by the unit receiving the official document or the people attending the meeting in the audience. The third part emphasizes the need to strengthen organizational leadership to ensure that this work is implemented. Another example is the difference between work plans and work summaries. The plan should list several specific aspects. It should be clean, feasible and operable. It should not be too full or too specific, leaving room for practical work. Work summaries and work reports are required to take into account all aspects, especially the performance of the work should not be attributed to one person. When writing, you should be more detailed and combine points and aspects. You can even describe some "outstanding" things with ink to deepen your impression.

(3) Carry out or participate in professional training as much as possible

Official documents have their own specific formats, special words, and fixed structures, which must be further strengthened and improved through systematic learning. To improve the training, the personnel participating in the training should not be limited to the "special correspondents" who are mainly responsible for writing official documents from each unit and department, but should involve as many people as possible. On June 21, the General Office held a related business training, during which the participants discussed and exchanged some practical knowledge on official document management, official document writing, file management, government information writing, and fixed assets. Recently, I discovered in my work that some mistakes that have been analyzed, explained and corrected during training are still being made. The reason is that the drafter is not a "special commissioner" who participated in the training, and is still not clear enough on those issues. In actual work, most employees in various departments may become drafters. If they do not participate in training, writing official documents may still be a blur.