6 basic secretarial request formats and examples

Request for instructions is a commonly used style in statutory documents. It is also a type of upward official document that is widely used and used frequently. It is also a relatively difficult style. One of the main tasks of a secretary is writing, and asking for instructions is one of the writing issues. This article provides basic writing guidance for everyone and is for reference only.

(1) Meaning, function and nature

"Request for instructions" is an official document style "used to request instructions and approval from superior authorities". A request for instructions is an official document written by a lower-level agency to a higher-level agency or the management department. It is used by the party, government, organizations, enterprises and public institutions. Designed to request approval or instructions for legal action, thus reflecting leadership relationships and implementing superior leadership.

(2) The use and categories of "request for instructions"

For issues that have been stipulated by the superior's policies, the subordinate agencies should handle them on their own within the established scope of authority without asking for instructions. It is necessary to use "request for instructions", or there are unclear, unclear or even inappropriate issues in relevant laws and policies; new problems or special circumstances have occurred in this agency and this system that are difficult to handle according to the original regulations, or due to the reasons of this region or department The specific circumstances make it difficult to implement unified regulations and require flexible handling, as well as requirements for new tasks and the use of other funds, etc. The following are commonly used:

1. Suggestion. If a problem is discovered but involves the overall situation and is beyond the scope of authority of the agency, it is recommended to the superior for approval or transfer.

2. Ask for approval. Approval is requested whenever approval from superiors is required for implementation or involves issues that this agency does not have the authority to resolve.

3. Ask for help. When you encounter problems at work that you cannot solve but need to be solved or that the masses require to be solved, ask your superiors for help.

4. Discuss and ask for instructions. For superior decisions and documents, request for reconsideration based on actual circumstances, or request for approval because the content of the request has general significance.

(3) Format and writing method

The format and characteristics of "request for instructions" are as follows: the title must state "request for instructions", and the reason must be summarized and accurately. The issuing unit can include in the title Write it down, or you can not write it down but sign it at the end of the text. Under the title and before the main text, the name of the unit or leader who receives the request must be written in the top box. The main text should get straight to the point and write down the reasons for asking for instructions, and then focus on the questions asked for instructions (the order can also be reversed); from the content point of view, attention should be paid to putting forward opinions for the judgment and decision of superiors. After the main text, you should start a separate page and indicate the request for approval, such as "please approve", "please review the instructions", "hope for early approval", etc.; you can also request to be forwarded to what scope for execution or refer to the execution. Finally, sign the authority at the bottom right Name or name of the leader, and write the date below.

The writing and structure requirements of the request for instructions are similar to those of the "report", and because they used to be two types of the same category, it is easy to confuse them. It must be avoided. First, the title should not be written as "Request for Instruction Report"; second, do not include the request for instructions in the "Report" and other non-instruction official documents (this is not the case if the report says "Please indicate whether the above report is appropriate"); third, you must ask for instructions in advance, It cannot be "cut first and then report" like a summary report; fourth, it is necessary to ask for instructions one by one, and cannot mix many things together, like a comprehensive report; fifth, it is necessary to ask for instructions from the competent department, do not ask for instructions beyond the level, and do not ask for instructions from multiple parties, if you are under dual leadership If the unit or several units or leaders are involved, the main sending agency and the copying agency must be specified. The main sending agency is responsible for solving or replying, and the copy is sent to the relevant agencies and leaders to make them aware; Sixth, the request for instructions involves other departments The scope of business should be reported after consensus is reached through consultation. If consensus cannot be reached, it should be stated in the "Request for Instructions" that several agencies need to request instructions on the same matter, and the document must be jointly drafted and signed.

(4) Brief analysis of sample essays

Please provide sample essay 1:

Request for instructions from the State Administration for Industry and Commerce on gradually implementing the economic contract demonstration system throughout the country

State Council:

Since the implementation of the "Economic Contract Law of the People's Republic of China" in 1982, economic contracts have been widely used in my country's urban and rural economic life. In recent years, more than 700 million written economic contracts have been signed across the country every year. The economic contract system is playing an increasingly important role in my country's socialist planned commodity economy. However, years of practice have also exposed some problems in signing economic contracts. The main reason is that the economic contracts signed by some parties are not standardized, have incomplete terms, and have many loopholes and problems, which bring great difficulties to the performance of economic contracts. The result not only affects the performance rate of economic contracts, but also leads to an increase in contract disputes, making it more difficult to resolve economic disputes.

There are many reasons for the above problems, one of which is the lack of standardized and effective guidance and management of economic contract texts. In recent years, contract management agencies in some provinces and cities have adopted the practice of formulating unified contract texts to guide parties to correctly sign economic contracts, and have achieved positive results. According to the survey, unifying the text of economic contracts not only strengthens the management of economic contracts, but is also generally welcomed by the parties to economic contracts. In order to further implement the policy of governance, rectification and deepening reform, improve the economic contract system, regulate the behavior of the parties to the contract, and maintain normal economic order, we recommend that the economic contract model text system be gradually implemented throughout the country, that is, for all types of economic contracts The main clauses, styles, etc. have been developed into standardized and guiding texts, which are actively promoted and publicized nationwide, and gradually guided the parties to use them when signing economic contracts, so as to standardize the signing of economic contracts. We believe that the implementation of this system will, on the one hand, help the parties to understand and master relevant laws and regulations, standardize the signing of economic contracts, avoid insufficient funds and untrue and inaccurate expressions of the parties' intentions, and prevent obvious unfairness and unfairness. Illegal clauses; on the other hand, it facilitates the contract management agencies to strengthen supervision and inspection, and helps the contract arbitration agencies and people's courts to resolve contract disputes in a timely manner, protect the legitimate rights and interests of the parties, and safeguard the interests of the country and the public.

The gradual implementation of the economic contract model text system throughout the country is an important measure to implement the "Economic Contract Law of the People's Republic of China" and improve the management of economic contracts. It is an issue that affects the majority of enterprises and All major matters involving parties involved in various economic activities must be cautious and prudent. Therefore, since 1986, in accordance with the provisions of the "Economic Contract Law of the People's Republic of China" and relevant regulations, starting from investigation and research, we have successively designed several contract texts, formulated implementation methods and plans, and solicited relevant business After the opinions of the competent departments and local industrial and commercial administration agencies have been revised and enriched, a set of economic contract model texts and draft management measures have been initially formed. Other related preparations are also in progress. The conditions for gradually implementing the economic contract model text system have been initially met, and it is feasible to carry out this work in a timely manner. To this end, we recommend:

1. Formulate a unified model text for economic contracts. The State Administration for Industry and Commerce and local industrial and commercial administration agencies at all levels, as the functional departments for managing economic contracts, are responsible for the management of model texts of economic contracts, and formulate various model texts of economic contracts in accordance with the principles of unified leadership and division of labor. The specific division of labor is as follows:

1. The model texts of purchase and sale contracts, construction project contracting contracts, processing contracting contracts, property leasing contracts, and warehousing and storage contracts shall be formulated by the State Administration for Industry and Commerce and the relevant business departments of the State Council.

2. The sample texts of loan contracts, property insurance contracts, cargo transportation contracts and contracts for the supply and use of electricity, water, heat, gas, etc. shall be issued by the relevant business departments of the State Council in accordance with the "People's Republic of China and the The provisions of the National Economic Contract Law and its relevant laws and regulations shall be formulated separately and submitted to the State Administration for Industry and Commerce for filing.

Among them, the text that is a standard form contract (that is, a contract in which the rights and obligations of the parties to the contract have been determined and included) can still be executed in accordance with the prescribed management methods.

2. Printing of the model text of the unified economic contract. The industrial and commercial administrative organs at all levels and relevant business authorities shall do a good job in the printing management of economic contract model texts in accordance with the division of labor, designate printing enterprises to undertake the work, and be responsible for supervising the production. Printing enterprises shall print in accordance with the format and content of model texts formulated and provided by the State Administration for Industry and Commerce and the relevant business departments of the State Council.

3. Do a good job in distributing the model text of the economic contract to facilitate the parties to receive it. After the implementation of the economic contract model text system, the economic contract texts used by the parties can be obtained at any time from the local industrial and commercial administrative authorities or business authorities, or can be obtained in batches on a regular basis. The industrial and commercial administration authorities and relevant business authorities collect cost of production fees, and their charging standards should be formulated in conjunction with the price management authorities. If it is temporarily inconvenient to obtain it, the parties concerned are allowed to print and use it on their own in accordance with the model text formulated uniformly by the state.

4. Carry out extensive publicity and education, and actively advocate and guide enterprises and other parties to adopt the model text of economic contracts uniformly formulated and printed by the state. It is necessary to conscientiously carry out publicity and education work on the implementation of this system, train grassroots cadres and relevant personnel of enterprises, make economic contract managers familiar with this system, and enable parties to economic contracts to understand and master the use of model texts and precautions. At the same time, the implementation steps must be proactive and prudent, and no forced orders and "one size fits all" should be avoided. For certain economic activities with special requirements, parties to a contract are allowed to use self-made contract texts or hand-copied (hand-drawn) contract texts. Existing contract texts that can continue to be used should be used as much as possible to reduce unnecessary losses.

5. The State Administration for Industry and Commerce is responsible for formulating the management measures for the model texts of economic contracts; the State Administration for Industry and Commerce is responsible for organizing and coordinating the relevant implementation preparation and deployment work. The economic contract model text system is planned to be gradually implemented nationwide starting from October 1 this year.

6. The implementation of the system of model texts for economic contracts is a new task. Local people’s governments at all levels and relevant departments of the State Council are invited to actively assist and cooperate with the industrial and commercial administration authorities in the formulation and printing of model texts. , distribution, collection and management work, carry out extensive study, publicity and education, carefully organize and implement, pay attention to summing up experience, and constantly improve it, so that this system can play its due positive role.

If there is nothing wrong with the above, please forward it to all regions and departments for implementation.

State Administration for Industry and Commerce

February 6, 1990

Brief analysis:

Example 1 is a request for advice. Request for approval and implementation. The three parts of the title are complete and the reason is detailed. The main text under the header is divided into two parts except the end. The first three paragraphs are motivation, including basis and explanation. The first paragraph summarizes the signing of economic contracts since the implementation of the Economic Contract Law. It affirms that it plays a great role and points out that there are problems such as irregularities. Without one of the two, there is no need to implement the model text system. In the second paragraph, based on the situation, it is pointed out that the cause of the problem is the lack of standardized management of contract texts, and it is confirmed by the good results of provinces and cities that have formulated unified texts, and leads to suggestions for promoting the economic contract model text system nationwide, and then defines its scientific meaning, indicating its necessity. The third paragraph reports the formation process of the model text and implementation methods, indicating that it is prepared and mature. At this point, the basis, necessity, function, and possibility have all been laid out. The second half summarizes the specific content of the proposed implementation text demonstration in six articles: first, the division of labor for formulation and management, second, printing, third, distribution, fourth, publicity and promotion, fifth, the formulation, implementation, coordination and implementation date of management measures, and sixth, Please assist relevant departments. The final part is a request for forwarding to various localities for implementation. Finally comes the signature and date. A complex issue, written in two thousand words in a thorough and orderly manner, it is worth pondering.

Please provide sample article 2:

Request for instructions on establishing friendly port relations between Ningbo Port and Shimizu Port of Japan

State Council:

198 In September 2004, Keisaburo Yamamoto, the governor of Shizuoka Prefecture, Japan, proposed when meeting with the __ Provincial Transportation Delegation that the Shimizu Port of the county was willing to establish a friendly port relationship with Ningbo Port. Since then, Koichi Inoue, chairman of the Japan-China Friendship Association of Shizuoka Prefecture, and Toshisuke Oyama, director of the Shimizu Port Bureau, have repeatedly proposed establishing friendly port relations with Ningbo Port. Shizuoka Prefecture also sent people to __ Province to discuss the matter. __ Province and Shizuoka Prefecture established sister province and county relations in 1982.

__ City is one of the fourteen port cities open to the outside world in my country. Ningbo Port is the largest coastal port in __ Province. The port has not yet established friendly port relations with foreign ports. In order to develop economic and technological exchanges between China and Japan and friendly exchanges between ports and promote the development of shipping industry, we intend to establish friendly relations with Ningbo Port and Qingshui Port. Attached herewith is the "Agreement on Establishing Friendly Port Relations between Ningbo Port of the People's Republic of China and Shimizu Port of Japan" (Chinese draft). After the agreement was reached through consultations between China and Japan, it was planned to be formally signed by the Directors of the Port (Bay) Bureau of both sides in the second half of 1986. If there are no principle changes to the draft agreement during the negotiations, no further request will be made.

If not, please comment.

Attachment: Agreement between the People's Republic of China and Japan's Shimizu Port on the Establishment of Friendly Port Relations between Ningbo Port and Japan (Chinese Draft)

Ministry of Transportation

__ Provincial People's Government

June 25, 1986

Brief analysis:

Example 2 is a joint request for approval, submitted to the State Council , indicate the issuers of the two units at the beginning of the document. Three paragraphs of text. The first paragraph is the motivation. It writes the reasons for asking for instructions to establish friendly relations with Hong Kong. It is written in an orderly manner; the second paragraph briefly explains the proposal (proposed agreement, approach, and schedule); the third paragraph ends with only one sentence: "No, please" "Instruction" is a request for "instruction". Please indicate attachments before signing. Because there have been many similar situations since the opening up to the outside world, there is no need to discuss and explain them in detail. This kind of official document just needs to be able to handle things effectively. This article is written in a detailed and appropriate manner, without boots and hats, without empty words and clichés, and appears to be standardized and clean.

Please provide sample text 3:

__ Provincial People’s Government’s request for instructions on allocating disaster relief funds and materials for those suffering from floods and droughts

State Council:

This year Since June, the weather in our province has been abnormal, with consecutive heavy to heavy rains in the southern region, flash floods in mountainous areas, and waterlogging in some plains and lakes; severe drought has occurred in the northern region, and some places in Yichang, Yunyang, Ezhou, Xiaogan and other cities have experienced severe drought. Large-scale landslides, strong winds, and hail also occurred, creating a situation of multiple disasters, which brought serious disasters to people's lives and property, industrial and agricultural production, and caused serious losses. According to incomplete statistics, the province was affected by the disaster in 44 counties and cities and 775 towns and villages, with a population of more than 10 million and disaster entrances of more than 6 million; the affected area of ??crops was more than 17 million acres. More than 5 million acres were affected by the disaster, and more than 1 million acres were not harvested. More than 500 million kilograms of grain were lost due to the disaster. 71,000 houses were flooded, more than 30,000 houses collapsed, and more than 90,000 houses were damaged; there were four points Sixty thousand people were besieged by floods, more than 20,000 victims were relocated, and 800,000 people were short of food because early rice was washed away; 56 people died and 718 were seriously injured and hospitalized; more than 100,000 acres of cultivated land were washed away , more than 3,700 roads and 170,000 meters were washed away, 839 bridges, more than 1,600 culverts, more than 6,000 channels and 110,000 meters, and 9,440 ponds and weirs were washed away. More than 100 people were killed; 360,000 trees were broken and more than 6,600 electric poles were broken. Various direct economic losses were 500 million yuan.

The main disasters in our province in the previous period were floods in the south, drought in the north, floods outside and inside, and multiple disasters at the same time. First, heavy rains and flooding in the southern region caused disasters.

From early June to early July this year, six large-scale heavy rainfall events occurred in southern Hubei. Thirty-five counties and cities had cumulative rainfall of more than 300 millimeters, including Chongyang, Tongcheng, etc. The rainfall at the county's heavy rain center was around 700 millimeters, the highest for the same period in the past 40 years. Due to the intensity of heavy rains, major large lakes such as Honghu Lake, Liangzi Lake, Diaohan Lake, and Futou Lake overflowed their drainage positions; 136 reservoirs including Fushui, Lushui, and Qingshan overflowed; Tongcheng, Chongyang, and Tongshan Flash floods occur in mountainous counties and cities, causing devastating disasters. The second is drought in the northern region. The hilly areas of northern Hubei, known as the "drought dumplings", have received more than 60% less rainfall than the same period in normal years since June this year, causing severe drought in Xiangfan, Yunyang and northern Xiaogan. According to preliminary statistics, the drought-stricken area reaches More than 7 million acres, of which the drought in __ city, one of the __ grain areas, is more serious. It has not rained for more than 40 days since the beginning of June. There are more than 400 small reservoirs and more than 4,000 small reservoirs in the city. The Koutang Weir dried up; more than 70 towns and villages in the city were affected by drought, and crops were seriously affected in an area of ??1.7 million acres. More than 500,000 acres of mid-season rice and dry crops were withered and withered, and nearly 400,000 people and more than 200,000 head of crops were affected. Large livestock have difficulty drinking water. Third, major floods occurred in rivers across the province. Affected by water from Dongting Lake and Poyang Lake, starting from July 5, the 87-kilometer Huangguangguang Embankment in the lower section of the middle and lower reaches of the Yangtze River exceeded the warning water level from bottom to top; starting from July 9, Jianli, Luoshan, and Hankou , Huangshi's entire line exceeds the water level. Medium-sized rivers in the province, such as Jushui, successively experienced large flood peaks in early July; the peak water level at Lushui Tongcheng Station on July 6 was 59.1 meters, the second highest since measured data were available.

In the face of serious floods and droughts, the provincial party committee and the provincial government made timely arrangements. The party committees and government leaders of the disaster-stricken cities and counties took up their posts in a timely manner and made every effort to organize disaster relief. 150,000 cadres were eliminated in the disaster-stricken counties and cities. In addition to strictly guarding river embankments, the militia also organized hundreds of thousands of cadres and masses to fight on the front line of disaster relief; the provincial government dispatched four working groups to the disaster areas to assist in disaster relief; materials, supply and marketing, post and telecommunications, electricity and other departments at all levels fully supported flood prevention To fight against disasters; at peak times in the province, 29 pumping stations with more than 800 kilowatts and more than 100,000 kilowatts were activated for flood drainage. More than 1,800 motors with 38,000 kilowatts and 2,000 diesel engines were started. Forty thousand kilowatts were invested in drought relief. Strive to reduce disaster losses to a minimum.

Due to the large disaster area and heavy losses in our province, our province's originally extremely limited financial and material resources feel inadequate in the current disaster relief work. We sincerely request the State Council and relevant ministries and commissions to allocate 10 million yuan in disaster relief funds, 10 million yuan in disaster relief funds, 10,000 tons of disaster relief fertilizers, 15,000 tons of disaster relief diesel, 5,000 tons of disaster relief gasoline, 3,000 tons of disaster relief steel, Fifty trucks, 3,000 cubic meters of wood, and 10,000 tons of cement.

I hereby request for instructions and your approval.

__ Provincial People's Government

July 16, 1993

(Seal)

Brief analysis:

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This is a request for help written by the __ Provincial People's Government to the State Council after the disaster. There is nothing special about the title and subtitles. The main text has five paragraphs. The first paragraph details the drought situation in the south and north, the second paragraph further reports on the characteristics of the disaster, and the third paragraph reports on the disaster response. After the whole preparation is made, the fourth paragraph requests the State Council and relevant ministries and commissions to allocate funds. Disaster relief funds, relief funds, materials, etc., with specific types and quantities. The fifth paragraph concludes with "I hereby request for instructions and sincerely request for approval." Since the disaster information was detailed and not too procrastinating, it was a matter of course to ask for help. The reasons were obvious and I won’t go into details.

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