The format and skills of secretary writing
Secretary writing format
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 organs can refer to the implementation.
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 become the clauses of this standard by reference in this standard. When this standard is published, all marked versions 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/t 148- 1997 paper format dimensions for printing, writing and drawing.
3 definition
This standard adopts the following definitions
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 85% ~ 90%, transverse crease? 15, opacity? 85%，ph 7.5~9.5。
5 document paper format and layout size
5. 1 document paper size
The official document paper adopts a4 paper specified in gb/t 148, and the finished product size is 2 10mm? 297mm, see gb/t 148 for the allowable deviation of dimensions.
5.2 Dimensions of document margins and editing center
The top (upper white edge) of official document paper is: 37mm? 1 mm
Document paper binding (left white edge) is: 28mm? 1 mm
Core size: 156mm? 225mm (excluding page numbers)
6 colors of pictures and text in the text
Unless otherwise specified, the graphic colors in official documents are all black.
7 typesetting specifications and printing and binding requirements
7. 1 Typesetting Specification
The text uses No.3 imitation song style, with 22 lines on each side and 28 words in each line.
7.2 plate making requirements
The layout is clean without bottom ash, and the handwriting is clear without line breaks. Size standard, the center of the plate is not inclined, and the error is not more than1mm.
7.3 Printing requirements
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 requirements
The official document should be bound on the left side, so as not to lose 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 The predetermined amount of saddle stitching or flat sewing is 1/4 at the two nail saws. What is the allowable error? 4 mm. The distance between the staple 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. What is the size error of the cut product? 1mm, four corners 90o, no stubble and no defects.
8 identification rules of elements in official documents
This standard divides the elements that make up a document into three parts: eyebrow, theme and version. All elements above the red reverse line (the width is the same as the core, that is, 156mm) on the front page of official documents are collectively referred to as training brows; 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. 1 document number
The document serial number is the serial number of each document when multiple copies of the same manuscript are printed. The upper left corner of the editing center of the line 1 is marked with Arabic numerals.
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 indicate the classification and duration of confidentiality at the same time, it should be marked in bold type No.3, and the top box should be marked in the upper right corner of the edition 1. What should be used between the confidentiality periods of the secret level? ★? Separate.
8. 1.3 urgency
If you need to identify the urgency, use No.3 bold, and the top box is marked in the upper right corner of the plate center 1 line, with1between 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
After adding the full name or standardized abbreviation of the issuing authority? Documents? Composition; 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 be in small standard song style and marked in red. The font size shall be determined by the issuing authority on 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 used first. Documents? The word is placed on the right side of the name of the issuing authority and arranged in the middle from top to bottom; If there are too many joint writing organs, ensure that the front page of the official document shows the text.
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 of hexagonal brackets? 〔〕? Attach; The serial number is not composed of dummy bits (that is, 1 is not composed of 00 1), so do not add? First one? Words.
4mm below the document number, print a red reverse line with the same width as the center of the printing plate.
8. 1.6 Issuer
The official documents submitted shall indicate the name of the issuer and 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; The issuer shall be marked with a full-angle colon, and the name of the issuer shall be marked in 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 official document title
There are two lines under the red reverse line, which can be arranged in the center with one or more lines in the font with small mark No.2; When returning lines, the meaning of words should be complete, the arrangement should be symmetrical and the spacing should be appropriate.
8.2.2 Main delivery authority
There is a line of 1 under the title, and the top box on the left side is marked with No.3 imitation song style, and it is still the top box when it returns; 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.
Document body
On the next line of the name of the main delivery organization, leave two words in the left margin of each natural paragraph and return to the top box. Numbers and years cannot be returned.
8.2.4 Attachments
If there is an attachment in the official document, the left blank line of 1 is marked with No.3 imitation song? Attachment? , followed by a full-width colon and name. If there is a serial number in the attachment, use Arabic numerals (such as? Attachment: 1 ); No punctuation is added after the attachment name. The attachment shall be bound together with the document body and marked in the upper right corner of the attachment 1 line. Attachment? , identifying the serial number (if any); The number and name of the attachment should be consistent. If the attachment cannot be bound with the document body, the document number will be identified in the top box of line 1 in the upper left corner of the attachment, and the attachment (or serial number) will be identified later.
8.2.5 Written time
Mark the year, month and day with Chinese characters; ? Zero? Write as? o？ ; See 8.2.6 for the marking position of writing time.
8.2.6 Effective identification of official documents
8.2.6. 1 Single Issue Seal
The official document issued by a single organ does not sign the name of the issuing organ at the countersignature, but only indicates the time of writing. The writing time is four words on the right; The seal should be 2 mm to 4 mm 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 union writing seal
When joint writing 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 do not intersect or are tangent to each other, and the distance between them 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 organ (abbreviation) 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 both ends shall not exceed the center of the edition; If there are one or two seals in the last row, they are all in the middle; Seals do not intersect or are tangent to each other; At the bottom of the last row of seals, the two words on the right indicate the writing time.
Description of 8.2.6.3's Special Situation
When the space left by document typesetting can't accommodate the position of the seal, measures should be taken to solve the problem by adjusting the line spacing and word spacing, so that the seal and the text are on the same side, and no signs are allowed? This page has no body? To solve the problem.
annotate
If there are notes on the official document, the words "Imitation Song No.3" and "Left Space No.2" shall be indicated in brackets on the next line of the document.
Version 8.3
8.3. 1 keywords
? Key words? In bold type No.3, mark it in the upper left box, followed by a full-width colon; The prefix uses the No.3 subtitle Song Hippo Chef; There is a blank word between the titles.
8.3.2 ml
If there is a copy of the official document, it is line 1 under the subject; The word "left empty" No.3 imitates the song style? Cc？ , followed by a full colon; The cc offices are separated by a pause, and aligned with the cc office after the colon when returning; Put an end to 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 Issuing authority and issuing time
Located under the CC authority (there is no CC authority 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.
Reverse line in version 8.3.4
Add a reverse line under each element in the stamp with the same width as the stamp.
8.3.5 Location of seal
The seal should be placed on the last page (cover four) of the official document, and the last element of the seal should be placed on the last line.
Page 9
Mark it with Arabic numerals of No.4 half angle and place it at the lower edge of the center of the board. Put a No.4 word line on the left and right of the number, and the word line is 7mm away from the lower edge of the plate center. 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 table in official document
If you need to attach a page to the official document, the page number should be placed on the left side of the horizontal a4 paper 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 edge, and the double code header is on the edge of the incision.
If the document needs to be attached with an a3 paper form, and the last page is an a3 paper form, the third and fourth envelopes (page numbers are not required) should be blank, and the a3 paper form should be pasted before the third envelope instead of the last page (fourth envelope) of the document.
1 1 The specific format of the official document
1 1. 1 letter format
The distance between the top edge of the name of the issuing authority and the top edge of the page is 30mm, so it is recommended to use a small standard song style, and the font size is 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. The spacing of 28 words per 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 order ID is added by the name of the issuing institution? Order? Or? Order? Composition, with small red standard song, 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 board, and the lower edge is empty with 2 lines of centering identification number; 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 issuer's name stamp, and two words in the left space of the signature stamp identify the issuer's position; The position of the publisher of jointly issued instructions or orders shall be marked with the full name. On the next line of the signature stamp, the words "right blank" indicate the writing time. The identification method of the distribution organ is the same as that of the cc organ. Others are explained from the relevant elements of this standard.
1 1.3 meeting minutes format
Meeting minutes by? Meeting minutes? Composition. 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 also specified in this standard.
12 style
See Figure1for the margins and center dimensions of a4 document paper; See Figure 2 for the layout of the front page of official documents; See Figure 3 for the layout of the first page of the submitted official document; See Figure 4 for the layout of the last page of the official document; The layout of the last page of the joint document is shown in Figure 5; The layout of the last page of the joint document is shown in Figure 6.
Note: the picture size has been reduced to 1: 2.
(End)
Attachment: A brief introduction to the official document format of the new state administrative organs.
First, several main features of the new "format"
1, changed its name and determined its scope of application.
The original official document format (version 98) is called the official document format of state organs, and the new official document format (version 99) is renamed the official document format of state administrative organs. The application scope of the official document format of the state administrative organs is determined. The uniformity of official documents is ensured, and the change of name does not affect the adoption of this standard by non-state organs and departments.
2. The paper format size of official documents has been changed.
The size of official document paper is the main adjustment content of this revision. In the original standard, the paper is 16 open (260 mm? 184mm). The newly revised standard stipulates a4 type (297mm? 2 10mm) This is the biggest feature of the new official document standard.
3. A new positioning method has been implemented.
In the newly revised standards, in order to make the document producers more convenient and clear to master the standards. It uses a relatively easy-to-understand form to determine the positioning of each element in the official document, that is, it uses? Words? And then what? Okay？ Then, according to the definition of words and lines, the specific position of elements in the document is determined. At the same time, the new standard divides official documents into three parts: browser, theme and version. All the elements are classified.
4. The graphics area is reduced.
In the newly revised standard, the left and right white edges are increased by 19mm, and zenith angle is increased by 45mm. Such a version of the official document, on the one hand, leaves a wider space for leaders to read and distribute documents, on the other hand, it also makes the official document more beautiful.
5. Added content.
The newly revised standard adds some contents to the original standard, mainly including: typesetting specifications, printing requirements, binding requirements and table processing in official documents. The specific formats of official documents, namely, letter official document format, command format and meeting minutes format, have also been added. The starting point of adding new content is that the whole process from the beginning of production to the final formation of official documents can have a unified basis. The level and quality of official document production have been greatly improved.
6. Improve the security of official documents.
Official documents have legal effect. At present, criminal activities of forging official documents and swindling occur from time to time in society. The new standard has made some hard and fast rules on document anti-counterfeiting. For example: no blank seal; Useless? This page has no body? , blank pages do not identify page numbers, and so on. This does not give people with ulterior motives an opportunity to forge official documents, and maintains the legal status from the format. This is one of the most remarkable features of the new standard, and it is also a key point to pay special attention to when mastering and implementing the new standard. 1 2 3 4 5
7. It is beneficial to computer processing.
The new standard has two main purposes: one is to standardize and unify the official document format of administrative organs, improve the level and quality of official document production, and the other is to facilitate the realization of office automation.
Second,? Documentary? Change of official document format
1, change of size
Above: The top edge of the official document issuing authority logo of all reports is 80mm, that is to say, the top edge of the official document issuing authority in red is 37180 =117mm.
The following words: The upper edge of the official document issuing authority logo used for parallel or below words is 25mm away from the central edge of the version, that is, the upper edge of the red letterhead of the official document issuing authority is 37+25=62mm away from the upper edge of the page.
2. Changes of some elements in each logo
Document number: The document number of all official documents submitted should be on the left above the red line, with 65,438+0 words in the left space and 65,438+0 words in the right space for the issuer. The document number and issuer are on the same line of the red line.
3. Add element identification
(1) The confidentiality period of documents has been increased in the new standard. According to the requirements of the State Secrecy Bureau, the confidentiality period shall be marked after the classification. Solid five-pointed star? Separate. Like what? Top secret, empty word, solid five-pointed star, 6 months? . According to the provisions of the confidentiality period of state secrets, if the confidentiality period is not marked, it is equivalent to? Top secret? Thirty years? Confidential? Twenty years? Secret? Ten years
(2) the above article should indicate the name of the issuer and countersigner, including? Ask for instructions? Where are the sex files? Notes? Indicate the name and telephone number of the contact person.
4. Several problems that should be paid attention to in official document format.
(1) on the sign position and text.
(2) The reported documents must indicate the name of the issuer or countersigner.
Three points Meeting minutes? The telegram should be stamped.
(4) The official documents submitted jointly shall be sealed by the organizer, and the joint document issuing organ shall be sealed.
(five) except for the joint writing of two or more organs, the name of the issuing organ shall not be left at the signature of any official document, and the title of the official document issued shall generally be the name of the issuing organ.
⑥ Blank seals (referring to articles above triple) shall not appear in official documents.
⑦ The seal should be on the same page as the text. If they are not on the same page, they should be solved by shortening or widening the line spacing and word spacing. This page has no body? Words.
If there are blank pages in the official document, don't mark the page number.
Third, the format changes of specific official documents.
1, letter document format
The full name is used for the logo of the issuing authority, but it is not added? Documents? 2 words, the distance between the upper edge of the name of the issuing authority and the edge of the soil page is 30mm, marked in small red font (20mnm? 14mm), 4mm below the full name of the issuing authority is a Wuwen line (thick on the top and thin on the bottom), 20mm away from the edge of the next page, which is a provision of Wu Hong (thick on the top and thick on the bottom). Both lines are 170 mm, with 22 lines per page and 28 words in the middle, and the page number is not displayed on the home page. Are other elements identified in the same way? Documentary? Document format identification (document number, classification and urgency identification are marked in the right box or left box under the red line).
2. Command format
What is the name of the issuing authority? Order? Components, which cannot be abbreviated, are marked in red. The upper edge of the command logo is 20mnm away from the central edge of the version; the lower edge is blank with 2 lines for centering the logo number (bold) and 2 lines for marking the text under the logo number; The blank line 1 at the bottom of the text indicates the signature of the issuer, and the blank line 2 on the right side of the signature indicates the position of the issuer. The blank 1 line on the right under the signer's signature stamp and the blank 2 indicate the writing date. All other elements are the same? Documentary? The document format is the same.
3. Format of meeting minutes
The issuer uses the small red label Song Hippo chef, and the location is used. Documentary? The marking method of the issuing authority is the same, that is, 25mm from the top edge of the plate, without stamping.
Secretarial writing skills
Read excellent works: this is an obvious but immediate method. If you don't read more good works, you don't know how to write better works. A good writer starts with reading other people's excellent works, then imitates them and finally surpasses them.
Form your own style: read as many famous books as possible, pay more attention to the problems of the article and the writing skills when reading the content.
Write as much as possible: write every day, and if possible, several times a day. You write too much, so you write well. Learning how to write is the same as other knowledge. Practice makes perfect. Write yourself, blog and contribute to the publishing house. Just write and write wholeheartedly. The more you practice, the faster your writing level will improve.
Write down your inspiration anytime, anywhere: take a small notebook with you (Nabokov's small card is full), and when you have any inspiration for novels, articles or characters in novels, write it down immediately. When you have an epiphany after listening to other people's conversations, or see a prose poem or a lyric that moves you, you can write it down immediately. Inspiration is always fleeting. If you record it in time, it can be the material for your writing. My habit is to make a list of articles for my blog and keep adding them.
Dedicated writing time: find a time without any interruption every day as a dedicated writing time, and form a habit. For me, early morning is the best time, lunch, evening, or late at night. No matter what you do, you should take writing as a task that you must complete every day. Write for at least half an hour every day, of course, an hour is better. If you are a full-time writer like me, you need to write for a few more hours. Please don't worry, it will only make you write better.
Graffiti: Facing the whole white paper, the whole white screen, there is no way to start, it must be terrible. You will think: I'd better check my email or take a nap! Sir, please don't do this. Start writing at once, type at once, it doesn't matter what you write, just let me hear you type. As long as you start writing, everything will be easy. It shouldn't be difficult for me to type the name and the title of the article first, and then slowly unfold the plot and fully integrate it? The key is: you can write graffiti at first, but you should start writing the text as soon as possible.
Plan first, then write: Is that right? Graffiti casually? There are some contradictions, but not. Before you sit down to write formally, it is very useful to make a plan or rehearse it in your mind. What do you want to write when you run every day, or brainstorm when you walk; Then write down your thoughts and make a brief outline; When you are really ready to start writing, you can start quickly because you have ideas and ideas.
Innovation: You need to imitate famous artists, which doesn't mean you have to write exactly like them. You can try a new way of writing, learn a little from here and learn a little from there. Gradually, you will have your own style, your own style and your own ideas. Try some different expressions or create some different expressions. You can try every method and see what it is like. If it is not good, don't use it.
Revision: You start to conceive your words, then try to write them, let the story unfold, and finally you need to go back and see what you have written. This is very important. Once written, many writers don't want to revise it. It takes time and energy to write and time to revise. This is really a thankless job. But if you want to write better, you must learn how to revise it. Good works are made after repeated scrutiny and revision, which will make your works stand out from mediocrity. Look at what you have written, not only those spelling and grammar mistakes, but also those meaningless words, chaotic structures and chaotic sentences. The goal of revision is: clearer, more direct and more vivid.
Conciseness: This is the most important thing in your review process. In a word, delete all irrelevant topics paragraph by paragraph. A short sentence is more convincing than long nonsense, and vernacular is more popular than obscure technical terms. Remember: simplicity is power.
Infectious sentences: Use infectious verbs in short sentences. Of course, every sentence is not required to be like this. You need to change it. However, try more attractive sentences. In addition, you don't have to wait until you want to modify it. You should consider this problem when you first start writing.
Get feedback from others: there will be no progress behind closed doors. Let others read your article and give you feedback, preferably experienced writers and me. They are well informed and will give you pertinent and insightful advice. Listen carefully, even if it is some criticism, accept it. Advice when most needed is least heeded will only make you write better.
Is it a mule or a horse, pull it out and go: as far as you are concerned, you need to let others see your work. You can't let anyone read your work. You should publish your own books, your own short stories and poems, and contribute to the publishing house. If you have started blogging, congratulations, it's a good start. If no one has visited it yet, you need to put it on a blog service website with a large flow, so that readers can leave you messages and give you suggestions. Everyone will watch you write, which may be a nerve-racking thing at first, but it is the only way for every writer to grow up. Publish your words at once.
Use conversational style: Many people write more formally, but I find that writing like we speak will make the article more fluent (no interjections). In this way, readers will look more comfortable. It's not easy to write like this at first, so you need to stick to it. Perhaps, it will bring another problem. In order to read more colloquially, you need to break some grammar rules (such as my previous sentence). Because if you copy grammar mechanically, it will make your article look unnatural. If there is no other reason, don't violate the grammar rules. You need to know what you are doing and why you are doing it.
Good beginning and end: the beginning and end are the key points of the article. Especially at the beginning. If you can't attract readers at the beginning of the story, it will be difficult for them to have the patience to read the whole article. So spend more time thinking about how to write a good beginning. Once readers are interested in your beginning, they will want to know more. Write the beginning and then make a wonderful ending, which will make readers look forward to your next masterpiece.