Official document, full name official document, refers to the carrier that is produced by administrative organs, social organizations, enterprises and institutions in the process of administrative activities or handling official business, and has the function of transmitting information and recording according to strict and legally effective procedures and standardized formats. What is an official document? Since ancient times, there have been many definitions and different opinions. As far as it knows, official documents are products and tools of official activities, articles written by the government and articles used in official business. In other words, official documents are documents with specific efficiency and wide use in dealing with the official activities of various state organs, social organizations, enterprises and institutions, which can transcend the limitations of time and space and provide necessary information for state management. Official document processing is a whole process around the formation and effectiveness of official documents, involving all kinds of personnel of state organs and social organizations at all levels. Understanding the characteristics and connotation of official documents is the premise of writing them well. The reference scope of official documents in a broad sense includes various documents, telegrams, statements, meeting documents, investigation materials, records, registers and so on. Organs, organizations, enterprises and institutions. The reference scope of narrow official documents includes general official documents and special official documents.
trait
First, the official document producer is an organization established according to law. Second, official documents have specific effects and are used to handle official business; Official documents have specific efficiency and influence endowed by administrative organs. Third, official documents have a standardized structure and format, and all kinds of official documents have clearly defined formats, instead of relying mainly on various "established" formats like private official documents. The main feature that distinguishes official documents from other articles is that official documents are legally binding and have standardized formats. Official documents, also known as official documents, are information records with normative style and legal effect that are directly formed and used in social activities. Their personality differences from books, information, materials and other things are as follows: ① they are issued by legal authors; (2) It has legal actual execution effect; (3) Having a standardized posture; (4) perform legal procedures.
function
First, leadership and guidance. Second, the role of behavior and norms. Third, the role of publicity and education. Fourth, contact and knowledge. Fifth, the basis and function of vouchers.
Secret grade
According to the classified classification, official documents can be divided into top secret official documents (top secret official documents), confidential official documents (confidential official documents), secret official documents (secret official documents), internal official documents (internal compilation), domestic official documents (domestic documents) and public official documents (public documents). Top secret documents refer to official documents whose contents involve the most important state secrets, and whose disclosure will cause particularly serious damage to national security and interests. Confidential documents refer to official documents whose contents involve important state secrets and will seriously damage national security and interests after being made public. Secret documents refer to official documents whose contents involve general state secrets and will harm national security and interests after being made public. The internal part refers to the official documents whose contents do not involve state secrets, but are not suitable for publicity and only operate within government organs and units. Domestic documents refer to official documents whose contents do not involve state secrets, but are not released to the outside world, but are only released publicly in China. Official documents refer to official documents whose contents do not involve state secrets and can be released directly to the public at home and abroad.
kind
200 1 The Measures for Handling Official Documents of State Administrative Organs stipulates the following types of official documents: Article 9 The types of official documents of administrative organs mainly include:
(1) Orders (orders) are applicable to the promulgation of administrative regulations and rules in accordance with relevant laws; Announcing the implementation of major administrative compulsory measures; Reward relevant units and personnel.
(2) Decisions are applicable to making arrangements for important matters or major actions, rewarding and punishing relevant units and personnel, and changing or revoking inappropriate decisions made by subordinate organs.
(three) the announcement is applicable to the announcement of major issues or legal issues at home and abroad.
(four) the announcement is applicable to the announcement of matters that should be observed or known by all relevant parties in society.
(5) This circular applies to the examination and approval and forwarding of official documents of subordinate organs, the forwarding of official documents of superior organs and non-subordinate organs, the communication of matters that need to be handled by subordinate organs, the communication of matters that relevant units need to know or implement, and the appointment and removal of personnel.
(six) notification is applicable to commend advanced, criticize mistakes and convey important spirit or situation.
(seven) the motion is applicable to the motion submitted by the people's governments at all levels to the people's congress at the same level or the Standing Committee of the people's Congress for consideration in accordance with legal procedures.
(eight) the report is suitable for reporting the work to the higher authorities, reflecting the situation and answering the inquiries of the higher authorities.
(9) Asking for instructions applies to asking for instructions and approval from higher authorities.
(ten) the reply is applicable to the reply to the request of the lower authorities.
(eleven) opinions are applicable to put forward opinions and solutions on important issues.
(twelve) the letter is applicable to the consultation between organs without affiliation, asking and answering questions, requesting approval and answering examination and approval matters.
(thirteen) meeting minutes are applicable to record and convey the meeting and agreed matters.
Official document format of state administrative organs
This standard is revised to GB/T 9704- 1988 according to the relevant provisions of the Measures for Handling Official Documents of State Administrative Organs issued by the General Office of the State Council. Compared with GB/T 9704- 1988, this standard is revised as follows:
(1) Change the original standard name "Official Document Format of State Organs" to "Official Document Format of State Administrative Organs";
(2) Delete the introduction in the original standard;
(3) Delete some narrative descriptions irrelevant to the official document format in the original standard;
(4) The format size of official document paper has been greatly adjusted, and the paper type adopts international standard A4 paper; Delete the corresponding description of domestic 16 format paper;
(5) The margin size of official document paper has been greatly adjusted;
(6) No identification field is set, but the document is described in sequence according to three elements: prefix, text and version;
(7) The main technical indexes of official document paper have been increased;
(8) Increased demand for printing and binding;
(9) The number of lines and words on each page, as well as the font and font size of various elements are increased;
(10) Add main official document styles.
The terminology used in this standard is consistent with the Measures for Handling Official Documents of State Administrative Organs.
This standard is the first revision.
This standard was proposed by the General Office of the State Council.
The drafting unit of this standard: China Standards Research Center, Secretariat of the State Council General Office.
1 range
This standard stipulates the general paper requirements, printing requirements, element arrangement order and identification rules of official documents of state administrative organs.
This standard applies to official documents issued by state administrative organs at all levels. Other official documents can be implemented by reference.
The format of official documents printed in minority languages can be implemented with reference to the relevant provisions of this standard.
2 reference standard
The clauses contained in the following standards constitute the clauses of this standard by reference in this standard. At the time of publication of this standard, all versions shown are valid. All standards will be revised, and all parties using this standard should explore the possibility of using the latest version of the following standards.
Gb 148- 1977 paper format dimensions for printing, writing and drawing.
3 Definitions The following definitions are adopted in this standard.
3. 1
A unit of length used to identify the horizontal distance in a document. A word refers to the space occupied by a Chinese character.
Line 3.2
A unit of length used to identify the longitudinal distance in a document. This standard takes the height of No.3 plus 7/8 times the height of No.3 as the reference line.
4 main technical indicators of official document paper
Official document paper generally uses offset printing paper or copy paper, and the paper weight is 60g/m2~80g/m2. Paper whiteness is 85% ~ 90%, transverse folding endurance ≥ 15 times, opacity ≥ 85%, and pH value is 7.5~9.5.
5 document paper format and layout size
5. 1 document paper size
The official document paper is A4 paper specified in GB/T 148, and its finished product size is 2 10 mm× 297 mm. See GB/T 148 for the allowable size deviation.
5.2 Dimensions of document margins and editing center
The top (upper white edge) of official document paper is: 37 mm1mm.
The opening (left white edge) of official document paper is: 28 mm1mm.
The center size is: 156mm×225mm (excluding page numbers).
6 The graphic colors in official documents are all black unless otherwise specified.
7 typesetting specifications and printing and binding requirements
7. 1 The text of the typesetting specification uses No.3 imitation Song characters, with 22 lines on each side and 28 characters on each line.
7.2 Plate-making requires a clean layout with no bottom ash, clear handwriting and no broken lines, standard size, no inclination of the plate center, and an error of no more than 65438 0 mm..
7.3 Printing requires double-sided printing; The page number is set correctly, and the error on both sides is less than 2mm. Black ink should reach BL 100%, and red ink should reach Y80%% and M80%%. The printed matter is solid and uniform; Literally, it is not flowered, white or broken.
7.4 Binding requires the document to be bound on the left side without losing pages. The cover and block of the official document do not fall off, and the back is flat and empty. The error between two page numbers shall not exceed 4 mm. For saddle stitch or flat stitch, the eye distance between the two nail saws is up and down the book block 1/4, and the allowable error is 4 mm. The distance between the flat stitch saw and the spine is 3 mm to 5 mm; No bad nails, missing nails and heavy nails, and the nail feet are flat and firm; Don't leave this page on the back. After cutting, the size error of the product is 65438±0mm, and the four corners form 90, without stubble and defect.
8 Rules for Identification of Official Document Elements This standard divides the elements that constitute official documents into three parts: eyebrows, themes and editions. All elements above the red reverse line on the front page of the official document (the width is the same as the center of the version, that is, 156mm) are collectively called eyebrows; All elements placed below the red reverse line (excluding) and between the subject words (excluding) are collectively called subjects; The elements below the subject words are collectively referred to as version notes.
8. 1 frown
8. 1. 1 document number
The document serial number is the serial number of each document when multiple copies of the same manuscript are printed. If you need to identify the serial number of the official document, use Arabic numerals in the upper left corner of the editing center, 1 line for identification.
8. 1.2 confidentiality level and duration
If you need to identify the security level, use No.3 bold type, and the top box is marked in the top right corner of the page 1, with1between the two words; If it is necessary to mark both the classification and the confidentiality period, it shall be marked in bold type No.3, and the top box shall be marked in line 1 in the upper right corner of the edition, and the classification and the confidentiality period shall be separated by "★".
8. 1.3 urgency
If it is necessary to identify the emergency degree, use No.3 bold type, with the top box marked in the upper right corner of the plate center 1 line, with a blank line1between the two words; If it is necessary to identify both the secret level and the urgency, the top box of the secret level is identified in line 1 in the upper right corner of the chessboard, and the top box of the emergency level is identified in line 2 in the upper right corner of the chessboard.
8. 1.4 logo of the issuing agency
It consists of the full name or standardized abbreviation of the issuing authority followed by "document"; For some specific official documents, only the full name or standardized abbreviation of the issuing authority can be identified. The top edge of the license issuing authority logo to the top edge of the plate is 25 mm, and the top edge of the license issuing authority logo to the top edge of the plate is 80 mm for submitted documents.
The logo of the issuing authority is suggested to use the small standard Song Ti and red logo. The font size shall be determined by the issuing authority according to the principle of striking and beautiful appearance, but the maximum font size shall not be equal to or greater than 22mm× 15mm.
When writing jointly, the name of the organizer should be in front, and the word "document" should be placed on the right side of the name of the issuing institution, arranged in the middle of the top and bottom; If there are too many joint writing organs, it is necessary to ensure that the text of the official document is displayed on the page.
8. 1.5 Document number The document number consists of the word, year and serial number of the issuing authority. There are two lines under the logo of the issuing authority, and the font is imitation of Song Ti No.3, which is arranged in the middle; The year and serial number are identified by Arabic numerals; The year should be marked with the full name and enclosed in hexagonal brackets. No pseudo-number is added to the serial number (i.e. 1 00 1), and no word is added.
4mm below the document number, print a red reverse line with the same width as the center of the printing plate.
8. 1.6 The official documents submitted by the issuer shall be marked with the name of the issuer and 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; The 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.
If there is more than one issuer, the name of the issuer of the organizer shall be placed in line 1, and the names of other issuers shall be arranged in the order of issuing authority from line 2, and the red reverse sequence line shall be moved down, so that the document number and the name of the last issuer are on the same line, and the distance between the red reverse sequence line and it is 4 mm ..
8.2 main body
8.2. 1 The official document title has two lines under the red reverse line, and you can use the No.2 small label to arrange one or more lines in the middle. When returning lines, the meaning of words should be complete, the arrangement should be symmetrical and the spacing should be appropriate.
8.2.2 Leave the line 1 blank under the heading of the main delivery organ, and the top box on the left side is marked with Song Fang sample No.3, and it will still be the top box when returned; The name of the last major delivery organization is followed by a full-width colon. If there are too many names of the main sending agency, so that the main body of the document cannot be displayed on the front page, the name of the main sending agency should be moved below the subject words in the edition and above the cc, and the identification method is the same as that of the cc.
8.2.3 The text of the official document is sent to the next line of the name of the organization, leaving two words in each natural paragraph and returning to the top line. Numbers and years cannot be returned.
8.2.4 Attachment If there is an attachment in the official document, the word "No.3" shall be marked in the left margin of the next line of the text, followed by a full-width colon and name. If the serial number of the attachment is available, please use Arabic numerals (such as "Attachment: 1). ××××××"); No punctuation is added after the attachment name. Attachments shall be bound together with the text of the official document, and marked with "Attachment" in the top box of line 1 in the upper left corner of the attachment, and the serial number shall be marked if there is a serial number; The number and name of the attachment should be consistent. If the attachment and the document body cannot be bound together, the serial number of the document should be marked in the top box of line 1 in the upper left corner of the attachment, and then the attachment (or with serial number) should be marked.
8.2.5 The writing time shall be marked with Chinese characters as year, month and day; "Zero" is written as "χ"; See 8.2.6 for the marking position of writing time.
8.2.6 Effective identification of official documents
8.2.6. 1 For official documents issued by a single seal or a single organ, the signature office does not sign the name of the issuing organ, but only indicates the written time. The writing time is four words on the right; The seal should be 2mm~4mm away from the text, and the writing time should be kept straight and centered. The seal should be red. When there is no text in the lower arc of the seal, the lower set method is adopted, that is, only the lower arc is pressed in writing time; When there are characters in the lower arc of the seal, the middle set method is adopted, that is, the center line of the seal is pressed in writing time.
8.2.6.2 joint seal when joint seal needs to be stamped with two seals, the time should be written, with 7 words left and right; The seal of the organizer is in front; Both seals are stamped with the writing time, and the seals are red. Only by using the same stamping method can we ensure the orderly arrangement of seals. The two seals are not intersected or tangent, and the spacing is not more than 3mm. When joint writing needs to be stamped with more than 3 seals, in order to prevent blank seals, the name of the issuing authority (abbreviated as "the name") should be arranged between the time of issuing the document and the text. The seal of the organizer is in the front, with a maximum of 3 pieces in each row, and the two ends shall not exceed the core; If there are one or two seals in the last row, they are all in the middle; The seals do not intersect or are tangent to each other, and the two characters on the lower right of the last line of seals indicate the writing time.
The special situation in 8.2.6.3 shows that when the blank space left after document typesetting cannot accommodate the position of the seal, measures should be taken to adjust the line spacing and word spacing to ensure that the seal and the text are on the same side, and the method of marking "this page has no text" should not be taken to solve the problem.
8.2.7 If there is any comment on the official document, the words "Imitation Song Style No.3" and "Juzuokong No.2" shall be marked in brackets on the next line of the written time.
Version 8.3
8.3. 1 keywords
"Subject words" are marked in bold type No.3, and in the upper left box, the full-angle colon title is marked in small font No.3; There are 1 words between the titles.
8.3.2 If there is a copy of the official document, it should be on the next line of the subject word; The left function word 1 is marked with "CC" with No.3 imitation song style, followed by a full-width colon; Align with the cc authority after the colon when returning; Add a period after the last cc office. If the main sending organ moves under the subject words, the identification method is the same as that of the cc organ.
8.3.3 The issuing authority and issuing time are located under the cc authority (non-cc authority is under the subject word), accounting for 1 line; Imitate the song style with number 3. 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.
8.3.4 Anti-line in the version notes Add an anti-line under each element in the version notes, with the same width as the version center.
8.3.5 The position of the seal should be placed on the first page of the official document, and the last element of the seal should be placed on the last line.
Page 9 is marked with white Arabic numerals with number 4 and a half, and placed at the bottom edge of the core. Put a digital 4-word line on the left and right of the number, and the word line is 7mm away from the lower edge of the center of the board. Single page number is 1 word in the right space, and double page number is 1 word in the left space. Blank pages and pages after blank pages do not identify page numbers.
10 If you need a table in the official document, for the horizontal A4 paper table, the page number should be placed on the left side of the horizontal table, the single page number should be placed in the lower left corner of the table, the double page number should be placed in the upper left corner of the table, the single page number header is on the reserved side, and the double page number header is on the side of the incision. If the document needs to be attached with A3 paper form, and the last page is A3 paper form, the third and fourth prints (page numbers are not required) are blank. Paste A3 paper before the third seal, but don't paste it on the last page of the document (the fourth seal).
1 1 The specific format of the official document
1 1. 1 The distance between the top edge of the name of the issuing authority in letter format and the top edge of the page is 30mm, so it is recommended to use a small standard font, and the font size shall be determined by the issuing authority; 4mm below the full name of the issuing authority is a Wuwen line (thick at the top and thin at the bottom), and 20mm from the next page is a Wuwen line (thick at the top and thick at the bottom), both of which are 170mm long. There are 28 words in the middle of each line. The name and double line of the issuing authority are printed in red. Explain the identification method of each element between two lines from the corresponding elements in this standard.
1 1.2 command format The command mark consists of the name of the issuing authority plus "command" or "command", and the font size is determined by the issuing authority. The upper edge of the command logo is 20mm away from the upper edge of the center of the plate, and there are two lines of center logo numbers in the lower edge; There are two lines of identification text under the order number; In the next line of the text, four words in the right space identify the signature seal of the issuer, and two words in the left space of the signature seal identify the position of the issuer; The position of the publisher of jointly issued instructions or orders shall be marked with the full name. On the next line signed and sealed by the signer, the words "right blank" indicate the writing time. The identification method of the distribution organ is the same as that of the cc organ. Other elements are explained from the relevant elements in this standard.
1 1.3 meeting minutes format The meeting minutes logo consists of "meeting minutes". The location of the logo is the same as 8. 1.4, and the font size is determined by the issuing authority. The minutes of the meeting were not stamped. Other elements are explained from the relevant elements in this standard.
Writing rules
In order to ensure the rapid and accurate transmission of official documents and avoid confusion in writing, Articles 13 and 14 of the Measures point out: "Writing should be really necessary and practical. The relationship of writing is determined according to the affiliation and terms of reference. " The specific writing rules are as follows: (1) The following writing rules ① Government departments can write to each other according to their functions and powers, or to the relevant business departments of the lower level government; Except for discussing work, asking and answering questions and examining and approving matters in the form of letters, it is generally not allowed to formally write to the government at the next lower level. (2) if there is no agreement on the relevant issues between departments, they shall not go down. If writing without authorization, the higher authorities shall order it to be corrected or revoked. (3) The superior organ shall, when necessary, send a copy to another superior organ for the subordinate organ under the dual leadership. (4) Important documents submitted to lower authorities or systems shall be copied to the directly higher authorities at the same time. (2) The above rule ① "Asking for instructions" should be one; Generally, only one main sending organ is written, and if it needs to be sent to other organs at the same time, it shall be copied, but it shall not be copied to its subordinate organs. (2) "Report" shall not contain explanations. (3) generally do not ask for instructions and report. Except for matters directly assigned by the person in charge of the higher authorities, it is not allowed to submit "instructions", "opinions" and "reports" to the person in charge of the higher authorities in the name of this organ. (five) when the organ under the dual leadership writes to the higher authorities, it shall specify the main sending organ and the cc organ. (3) Joint writing rules ① The government at the same level, government departments at the same level, government departments at higher levels and governments at lower levels can jointly write; The government and the party committees and military organs at the same level can jointly write; (3) government departments and corresponding party organizations and military organs can jointly write articles; (4) government departments and people's organizations at the same level and institutions with administrative functions can also jointly write. (4) Other writing rules ① Matters within the purview of the department shall be written by the department itself or jointly. The joint article should indicate the sponsoring department. Matters that must be examined and approved by the government can also be written by departments with the consent of the government, and should be noted in the paper. (2) Specific issues within the authority of the competent department shall be directly submitted to the competent department for handling.