How to write official document signature

The official document format is divided into three parts: brow, text and version. All elements placed above the red reverse line (also called horizontal line) on the front page of official documents are collectively called eyebrows; Elements placed below the red reverse line (excluding the red reverse line) to the subject word (excluding the subject word) are collectively referred to as the subject; All elements placed under the subject words are collectively referred to as version notes.

First of all, eyebrows

Generally, it consists of the number of official documents, classification and duration, urgency, identity of issuing authority, document number, issuer, red reverse line and other elements.

Number of copies of official documents. Mark in the upper left corner of the editing center of line 1 with Arabic numerals and overprint with a red numbering machine.

Confidentiality level and duration. Top secret and confidential official documents shall be marked with the number of copies and serial numbers. If the official document needs to identify the classification, it should be in bold type No.3, and the top box should be marked in line 1 in the upper right corner of the version. There should be 1 between the two words to identify the classification. If it is necessary to indicate both the confidentiality level and the confidentiality period, the two items should be in bold type No.3, with the confidentiality level at the front and the confidentiality period at the back, and the confidentiality level and the confidentiality period should be separated by ★. When marking the classification, the confidentiality period shall be marked. If there is no time limit, it is generally determined by the confidentiality period of 20 years, such as confidential ★3 years, top secret ★ long term.

The degree of urgency. The degree of urgency is divided into "particularly urgent" and "urgent". If it is necessary to identify the emergency degree, use No.3 bold type, and the top box shall be marked in the upper right corner of the center of the board on line 1, and 1 between the two words for identifying the emergency degree shall be blank; If it is necessary to indicate the classification, duration and urgency at the same time, the top boxes of classification and duration should be indicated in line 1 in the upper right corner of the board, and the top box of urgency should be indicated in line 2 in the upper right corner of the board.

Identification of the issuing authority. The identification of the issuing authority consists of the full name or standardized abbreviation of the issuing authority plus "document", and some specific official documents can only identify the full name or standardized abbreviation of the issuing authority without the word "document", such as "letter"; "Order" and "Meeting Minutes" should not only indicate the full name or standardized abbreviation of the issuing authority, but also add the language. The upper edge of the license issuing authority logo is generally 25mm from the upper edge of the board to the upper edge of the board; For official documents submitted, the distance from the upper edge of the logo of the issuing authority to the upper edge of the plate is 80 mm, and the distance from the upper edge of the logo of the issuing authority to the upper edge of the page is 30 mm. In principle, the logo of the issuing authority should use the small standard song and the red logo, and the font size should be determined by the issuing authority in line with the principle of striking and beautiful appearance, but generally it should be less than 22mm× 15mm. When writing jointly, the name of the organizer should be placed at the front, and the word "document" should be placed on the right side of the name of the issuing institution, arranged in the middle from top to bottom.

Document number. It consists of the word, year and serial number of the issuing authority. Generally, the document number is two lines under the logo of the issuing authority, and the No.3 is in imitation of Song Dynasty, arranged in the middle. The number of "Meeting Minutes" is placed under the "Meeting Minutes" logo, right in the middle above the red reverse line. Joint writing generally only indicates the number of the organizer's document. Generally, one or two words can be added before the name of the institution to replace it, but it should be distinguished from other institutions with similar names. The year and serial number are identified by Arabic numerals; The year should be marked with the full name, and enclosed in hexagonal brackets. The serial number is not dummy (i.e. 1 not programmed as 00 1), and the word "first" is not added.

Issuer. The official document submitted shall indicate the name of the issuer, and the names of the issuers shall be arranged side by side on the right side of the document number. The space on the left is document number 1, and the space on the right is issuer name1; "Issuer" uses No.3 imitation song style, followed by a full-width colon, and the name of the issuer is marked with No.3 italics after the colon. In the case of joint writing, there are multiple publishers. At this time, the name of the sponsor issuer is placed in the first line, and the names of other issuers are under the name of the sponsor issuer from the second line. According to the order of issuing institutions, the red reverse line moves down in turn, the document number is placed on the same line as the name of the last issuer, and the distance between the red reverse line and it is 4 mm

Red reverse line. Generally, the mark is printed 4mm below the document number, and its length is the same as the width of the plate center (i.e. 156mm).

Second, the main body

Generally, it is composed of title, main sending organ, text, attachment, written time, seal, remarks and other elements.

Title. The title of the official document consists of the name of the issuing authority, the theme of the official document and the language; It can also be composed of issuing authority and language. Except for the names of laws, regulations and rules and books, punctuation marks are generally not used in the titles of official documents. The title of the official document issued by the higher authorities should be clearly written, not just the original number. In the practice of official document processing, people have summed up the established fixed terms, such as "release" for official documents issued by administrative regulations and rules, "approval" for official documents issued by lower authorities, and "transfer" for official documents issued by higher authorities, the same level and non-lower authorities.

Send "and so on. The titles of official documents are generally subscripted in two lines in red, and arranged in the middle with No.2 small standard song. If there are too many words, you need to arrange them in rows. When dividing lines, be careful not to align them up and down with the same length, and don't separate two or more words and arrange them at the beginning and end of different lines.

Main transmission mechanism. Refers to the main receiving organ of official documents, which should use the full name or standardized abbreviation and common name. If there are many main delivery organs, they should be arranged in order according to their nature, level and relevant regulations or practices, with a pause between organs of the same nature or at the same level and a comma between organs of different nature or at different levels. Generally, the line 1 is left blank under the heading, and the top box on the left side is marked with No.3 imitation song style. The next line is still the top box, and the name of the last main delivery institution is marked with a full-width colon. Require the superior to write only one main delivery organ; Send documents to subordinate departments and organs. If there are few delivery agencies, you can write down all the names of the delivery agencies, and if there are many delivery agencies, you can use them.

"All relevant departments and units" and other measures.

Words. This is the main part of the official document. The text should be placed on the next line of the main sending organ, and the No.3 imitation song style, leaving 2 words for each natural paragraph, and the top line should be returned; Numbers and years cannot be returned. Document citation should first lead to the title, and then lead to the document number; When quoting a foreign language, its Chinese meaning should be indicated; The date shall indicate the specific year, month and day; National legal units of measurement must be used. If you want to use nonstandard abbreviations in the text, you must also indicate the abbreviations when using the full name for the first time. Except for the date, idioms and abbreviations, Arabic numerals are generally used in official documents. The ordinal number of multilevel structure is represented by numbers, and its identification method is as follows:

Use "one", "two" and "three" on the first floor. ...

On the second floor, use "(1)", "(2)" and "(3)". ...

The third floor uses "1", "2" and "3" ...

The fourth layer uses "(1)", "(2)" and "(3)". ...

Attachment. This is an annex to the text. If there is an attachment to the document, the "attachment" shall be marked with No.3 imitation of the Song Dynasty at the position of two words in the next blank line of the text, followed by a full-width colon and name. No punctuation is added after the attachment name. If there are more than two attachments, the serial number shall be indicated before the name of the attachment, and the serial number shall be Arabic numerals. Such as: attachment: 1. ××× Year× Month× Day× Month× Day× Month× Day

The attachment shall be bound on a new page together with the text after the official document is written, and "Attachment" shall be marked in the top box of line 1 in the upper left corner of the attachment. If there is a serial number, it should also indicate the serial number, such as "Annex 1" and "Annex 2". If the attachment and the document body cannot be bound together, the document number should be marked in the top box of the first line in the upper left corner of the attachment, and then the attachment (or with serial number) should be marked.

Written time. The time issued by the person in charge shall prevail. Joint writing shall be based on the issuing time of the person in charge of the final issuing authority. The writing time of official documents is marked with Chinese characters as year, month and day, and "zero" is written as "0", which is generally placed at the lower right of the square. See the chapters from top to bottom, and the words from left to right. "

Sealed. In addition to "ordering" the promulgation of administrative regulations and rules, bills submitted to the people's congress at the corresponding level or its standing committee for deliberation in accordance with legal procedures and letters signed by a few leading comrades, official documents shall be stamped with the seal of the issuing authority. The official documents submitted jointly shall be stamped with the seal of the host organ; Joint documents shall be stamped with the seal of the issuing authority. If another seal needs to be replaced, the word "Dai" should be marked. The official document issued by a single organ does not sign the name of the issuing organ at the countersignature, but only marks the time of writing and seals it. The date of writing is four words on the right. When joint writing needs to be stamped with two seals, the time should be written, with 7 words left and 7 words right. When the space left by document typesetting can't accommodate the position of seal, measures should be taken to adjust the line spacing to solve it. Make sure that the seal and the text are on the same side, and don't take the method of marking "this page has no text" to solve it.

Notes. Generally, it is a description of the distribution scope of official documents and matters needing attention when using them, such as "this document is sent to the provincial or corps level" and "this document is sent to the county or corps level". If there are any comments on the official document, the words "Fangsong" No.3 and "Zuokong" No.2 are generally used to mark the next line with brackets. The formal request document shall indicate the contact person and telephone number in the notes.

Third, the version record.

Version records are generally composed of key words, cc office, printing office, printing time, number of copies, reverse line and other elements. The seal should be stamped on the last page of the official document.

Key words. It is a standardized noun or noun phrase that reflects the main contents of official documents, and the subject words should be marked according to the requirements of superiors. "Subject words" are marked in bold type No.3, followed by a full-width colon in the upper left box. The headwords use the No.3 subtitle Song Hippo Chef, and there are 1 words between headwords. Subject words should be marked with words reflecting the contents of official documents first, and then with words reflecting the types of official documents. Generally speaking, a document can be marked with 1-5 subject words. Subject words are not separated by punctuation marks, but by one word. Subject words should be placed in the lower half of the last page of the official document, that is, the lower right of the written time and the upper left of the cc office.

Cc authority. It should be strictly controlled according to the subordinate relationship between the content of official documents and the purpose of issuing documents. In general, the ranking order is: higher authorities, party and government organs, military organs, people's organizations and democratic parties, people's congresses, CPPCC, courts and procuratorates, and other units. If there is a copy of the official document, the left space 1 is marked with No.3 imitation song style, followed by a full-width colon; Cc authorities are separated by commas, and aligned with cc authorities after colons when returning; Add a period after the last cc office.

Issuing authority and issuing time. Most issuing organs do not appear in the names of writing organs, but only in the names of offices. The issuing authority is located under the cc authority, occupying the position of 1 line, using No.3 imitation song style. The left space of the printing office is 1, and the printing time is 1. The issuance time shall be based on the date when the official document goes to press, and marked with Arabic numerals.

The number of copies under the printing time, there are three words on the right, identified by No.3 imitation song style and Arabic numerals.

Anti-line adds an anti-line under the keywords, cc office, printing office and printing time in the version record, and the width is equal to the version center.

Paper format of official documents

The official document paper is A4 paper specified in GB/T 148, and the finished product size is 2 10 mm× 297 mm ... Now the paper width used by many companies is 184mm×260mm, which should be changed. The size of the posted file can be determined according to actual needs.

The top (upper white edge) of official document paper is 37 mm 1 mm, the binding (left white edge) is 28 mm 1 mm, and the center size of the board is 156mm×225mm (excluding page numbers).

Print format of official documents

In the typesetting format of official documents, the text uses No.3 imitation song style characters, generally 22 lines per side and 28 words per line.

The printing requirements of official documents are: double-sided printing.

The binding requirements of official documents are: binding on the left side without losing pages. The reserve for riding or paperback is a quarter of the distance between the two nails and the book. The distance between the staple and the spine is 3 mm to 5 mm.