Basic secretarial knowledge: official documents

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1. Point out which of the following documents are administrative documents, business documents and business documents.

1. Administrative documents

refer to documents with legal validity and standard format formed by administrative agencies in the process of administrative management. They are the main tools for administration according to law and conducting official activities. (Often called general official documents, commonly used in daily work in various industries such as economy, justice, enterprise, commerce, technology, etc.)

***There are 13 types of administrative documents:

Orders, decisions, announcements, notices, notices, notifications, motions, reports, requests for instructions, approvals, opinions, letters, meeting minutes. (Resolutions are for the exclusive use of party committee organs)

***The business documents are as follows:

fax draft, memorandum, invitation, invitation letter, congratulatory letter, thank you letter, notice, briefing, meeting minutes Requirements, plans, summaries, reports, speeches (this are official documents used by agencies, units, groups and individuals to handle daily affairs).

***Business documents are as follows:

These are documents used by agencies, units, and groups to handle business operations, such as letters of intent, order orders, product descriptions, and market surveys. Reports, tenders, bids, contracts, feasibility study reports.

2. According to the following content, write an official document in person, which is required to have an eyebrow, a main body, and a version. The main text of the official document can be abbreviated.

On June 30, 2006, Haitian Electric Group issued a notice to each company on safety and security matters. The document number is Haitian Electric [2006] No. 79. (Note: The official document we want to write is a general official document and is also an administrative official document.

The type of document is notice.

The format elements of a general official document are (1) eyebrows, ( 2) The three parts of the main body and (3) the edition. The elements above the red back line are collectively called the eyebrows; the elements below the red back line (not included) to the subject heading (exclusive) are collectively called the main body; the subject heading. The following elements are collectively referred to as imprints

1. Elements of the signature: (1) Document number (2) Secret level (3) Confidentiality period (4) Urgency

(5) Issuing authority logo (6) Issuing document number (7) Issuer (8) Line color reverse line

2. Various elements of the main body: (1) Title of the official document (2) Main sender Organization (3) Text (4) Attachments

(5) Date of writing (6) Seal and notes, etc.

3. Elements of edition: (1) Subject heading (2) ) Copied to the authority (3) Issuing authority (4) Date of issuance

(5) Backlines in the imprint, etc.

Therefore, the format of the official document should be:

0000001 Confidential* for one year

Haitian Electric Group Documents

Haitian [2006] No. 79

About Haitian Group Notice on doing a good job in safety and security

All branches:

For...

This is to be notified.

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Haitian Electrical Appliances Group

June 30, 2006

Keyword: Security Notice

CC : Various departments of the group

Issued by the Office of Haitian Electrical Appliances Group on June 30, 2006

3. Take writing a work summary as an example to talk about the material work 4 links.

The first link? The possession of materials. In the work summary, it is mainly to collect what achievements have been made, what experiences and experiences or lessons have been learned, and what will be learned in the future. What are the plans and the direction of efforts?

The second step? Identification of materials.

In the work summary, it is mainly to find out which valuable information materials can be placed in the work summary to give people learning, imitation or lessons, etc.

The third link? The selection of materials. (1) Selecting materials around the theme can effectively illustrate that materials that highlight the theme should be released? Materials that have nothing to do with the theme will have to be reluctantly discarded no matter how vivid they are; (2) Select typical materials: that is, those that are widely representative and powerfully persuasive, Materials that can profoundly reveal the essence of things: (3) Choose true and accurate materials. That is to say, it is true and not made up, it is accurate and reliable without any exaggeration; (4) Choose vivid and novel materials. That is to discover, to excavate unknown materials as well as vivid and interesting materials.

The fourth link? The use of materials. Pay attention to two points: (1) Properly arrange the order of materials. Taking the work summary as an example, there must first be a preface that mainly introduces the basic situation, background, and explanation of what work was done and what achievements were made during the time and under what circumstances. The second body is the key part of the summary. If it is a reporting summary, it should mainly write about reviews and reflections; if it is an experience summary, it should mainly write about practices and experiences. The third ending. Summarize the full text in a concise way and present the plan, etc. In short, the summary writing method should be suitable for other people's thinking habits. (2) Determine the level of detail of the material: A. Determine the level of detail of the material based on the needs of the topic. The backbone materials that express the theme should be detailed, the central materials should be detailed, the typical materials should be detailed, and the others should be omitted. BDetermine the details of the material according to the characteristics of the style. Different article genres have different characteristics. The characteristic of official documents is that they are straightforward and clear, so the explanation part is written in detail, and the discussion and narrative are short; the reasoning part is written in detail, and the quotation is short; the narrative is written in detail, and the discussion and explanation are short.

4. Point out which type of special language the following words belong to in application documents.

A. According to the special notice of `````; B. Received; C. Forwarded; D. Reply hereby; E. Regarding; F. This department; G. For; H. The meeting believes ; I. The meeting pointed out; J. Disagree; K. Agree in principle; L. Please reply; M. Please review; N. Implementation; O. The relevant matters are hereby notified as follows.

Application documents have unique special language, and the following eight common categories are:

1. The beginning is used, such as "for" and "about" in the above.

2. Acceptance terms, such as: According to the ````` special notice, the relevant matters are hereby notified as follows.

3. Quotes, such as "Accepted".

4. Forwarding terms, such as "forward".

5. Title terms, such as "this department".

6. Handling terms, such as: "the meeting thinks", "the meeting pointed out", "implement".

7. Use words to express your position, such as “disagree” or “agree in principle”.

8. The closing words, such as "please reply" or "please review".

5. Why do practical documents use more narrative, argumentative and explanatory methods, but rarely use description, dialogue and lyrical methods?

Practical documents are for practical purposes, so they rarely use them. Use description, dialogue, and lyricism, and more often use narrative, discussion, explanation, etc. to state situations, explain opinions, or explain problems.

(Six elements of narrative: time, place, person, event, cause, result. Three elements of argumentative essay: argument, argument, demonstration. Each complete argument consists of three elements. It is divided into argumentation and In turn, there are three methods of explanation: one is definition and expression, the other is classification and comparison, and the third is numbers and charts)