The concept of official documents is today, as science and technology are advancing by leaps and bounds, economic competition is becoming increasingly fierce, and human society is rapidly moving towards the information age. Official documents are used to provide leadership, handle official affairs, and communicate for party and government agencies, people's organizations, enterprises and institutions. Information, contact affairs, and communication of corporate decisions are playing an increasingly important role. The writing of official documents is also being liberated from the old model and gradually becoming scientific, standardized, and institutionalized. What is an official document? The so-called official document is the abbreviation of official document. It is a written material produced in a prescribed format by state agencies in order to handle official business during the administrative management process. The types of official documents mainly include: orders, motions, decisions, announcements, notices, notifications, reports, requests for instructions, approvals, opinions, letters, and meeting minutes. In all types of enterprises, the official documents referred to are generally business documents, which are mainly divided into introduction reports, requests for instructions, meeting minutes, key points of work plans, company and product introductions, letters, speeches, feasibility reports, work summaries, and market research reports. , explanations, etc. The steps and methods for writing official documents are generally similar to the way of writing general articles. However, due to the differences in the nature, function and writing requirements of official documents, there are some things that require special attention when writing. The problem. The writing of official documents is usually carried out according to the following steps: 1. Clarify the purpose of the document. Any official document is drafted according to the actual needs of the work. Therefore, before writing, you must first clarify the purpose of the document, that is, the theme and purpose of the document, including the following: 1. What is the central content of the document? For example, to improve related work, what is the current situation? What problems exist, how to solve them, and what needs assistance; for other requests, please ask the superior authority to reply or solve the problem, etc. 2. Based on the content of the document, what language will be used? For example, when reporting on work status, whether to write a special report or a briefing; for issues reflected in communications from subordinates, whether to write an instruction or reply letter, or a prescribed notice, etc. 3. Clarify the scope of document sending and reading objects. For example, whether to report work to superiors, or to promote and introduce experience to relevant units; whether to read to leaders and relevant department personnel, or to convey it to all personnel. 4. Clarify the specific requirements for issuing documents. For example, should it require the other party to understand or reply, should it be implemented by the receiving agency, or should it be implemented as a reference, studied for reference, and solicited for opinions, etc. In short, the method of publishing the document must be clearly defined, what issues it mainly elaborates on, and what specific purpose it wants to achieve. Only when you have a clear understanding of these issues can you start drafting. 2. Collect relevant information and conduct research. After the purpose and theme of the article are clear, you can collect materials and conduct certain research around this topic. Of course, this also depends on the specific situation, and this step of work is not required for every official document drafted. For example, when writing a short notice or announcement, generally speaking, there is no need to collect materials and conduct research. After clarifying the purpose of the article, you can start writing with a little thought. However, for more complex issues, specific analysis and induction are required; such as formulating long documents, formulating work plans, conducting work summaries, drafting rules, regulations, and writing work instructions, etc., which often require the collection of relevant materials and preparation of work instructions. Further investigation and research work. How to collect materials and conduct research for writing official documents? The first is to collect and read relevant written materials; the second is to collect practical materials. For example, to draft the annual work plan of the department, you first need to review last year's work plan and work summary, as well as refer to similar work plans of advanced enterprises, etc. You must also study the situation faced by the department this year and the central tasks and requirements of superiors this year. wait. In short, collecting materials and investigating and researching is a process of preparation, in order to master a comprehensive and large amount of materials to understand all aspects of the problem, and then make a leap in understanding through analysis and thinking. 3. Draw up an outline and arrange the structure. Based on the collection of materials, draft a writing outline. The outline is the main content of the document to be written. It outlines its main framework so that before officially starting to write, the entire article can be fully arranged and well-thought-out, so that the writing progresses smoothly and rework is avoided as much as possible. The details of the outline can be determined according to the specific circumstances of the document, personal habits, and writing proficiency. For a document that is not long, you can roughly arrange the structure of the document. What questions should be written first, and what questions should be written in sequence. It can be divided into several levels of meaning, etc. Longer and more important documents often require a more detailed outline, including how the document is divided into several parts, each part is divided into several questions, the titles and key points of each large and small question, and what specific materials to use. Description etc. The outline does not need a lot of text, and there is no need to elaborate on the text. Of course, except for outlines that need to be discussed collectively or sent to leaders for review. Writing an outline is a very important conception process. The basic points of the document can be gathered together with relevant personnel for collective discussion, research and revision, so that the outline can be increasingly improved. Documents written by two or more people who work separately need to study the writing outline together to avoid duplication, disconnection or conflict. 4. Put pen to paper and draft and write the main text. After the structure is arranged, you must follow the order listed in the requirements, start clearly, stick to the theme, and write the main text. Pay attention to two points when writing: 1. Have a clear point of view and use appropriate materials.
That is to say, viewpoints should be used to command the materials and the materials should serve the viewpoints. The materials used must be able to illustrate the problem, and the materials and viewpoints must be consistent. When writing, you must pay attention to making your point of view clear, and the language should not be vague, ambiguous, unclear, or specious. If the point of view is unclear, it will be unclear. Some documents only talk about opinions without actual materials, which will make people feel abstract and empty, lack of basis, and difficult to convince. Just listing the materials without a clear point of view will make people confused about the problem to be explained and the purpose of the document, especially the situation report and work report introduction. 2. The sentences should be concise and the explanation should be clear. When writing a document, you must try to save words, shorten the length, be concise and smooth, and pay attention to the clear issues explained. 5. Check repeatedly and revise carefully. After writing the first draft, revise it carefully. Writing articles requires effort. Since ancient times, good articles have been revised repeatedly, and the same goes for writing documents, especially important documents, which often require several drafts before they are approved.
As long as you are serious and patient, writing official documents is not difficult!