The three concepts of reply, official document and document are very similar, so it is difficult for people who are not majoring in official document processing to distinguish them strictly. In terms of connotation, many times it is universal and the same. The core part of the document is the official document, which is our common official document; Official documents include legal documents and non-legal documents, and legal documents are what we usually call documents. Moreover, in daily address, these three concepts are slightly different. Party and government organs generally refer to official documents as official documents or documents, which shows that the three are the same in a sense and have the same connotation. However, there are some differences, that is, the extension of the document is large, including official documents and folk documents; The scope of official documents is second, including legal documents and non-legal documents; The scope of documents is narrow, mainly referring to legal documents. In addition, a document is a kind of collection, which refers to written materials (except private documents) produced in various official activities, and the same is true of official documents; File is not only a collection (referring to all files), but also a concrete noun.
Second, how to modify the manuscript?
In official document writing, the revision of the manuscript is an indispensable and important procedure. Modifying the manuscript is mainly to further process, create, standardize and polish the manuscript. Its scope mainly includes: deepening the theme, reviewing the content, adjusting the structure, word order and sentence group, modifying punctuation marks and sentences, and adjusting format items. The official document revision of the manuscript is mainly grasped from the following seven aspects:
Look at the title. The title is mainly composed of "company name+reason+language" (sometimes only "reason+language"), which mainly depends on whether the title is complete, whether the reason summary is accurate and whether the language is used correctly. Mixing similar languages is a common mistake, so we should pay special attention to it.
Second, look at the main idea. Mainly depends on whether the official document theme requirements are correct, profound and targeted. The common mistakes in this respect are unrealistic and superficial. The revision of the theme is a major event, and it should be discussed with the leaders or relevant comrades when necessary.
Look at the material The material of a manuscript is mainly determined according to the needs of the theme, so when modifying it, it mainly depends on whether the material is appropriate, true and sufficient, and whether the expression is accurate. The situation that the manuscript materials need to be revised mainly includes: first, changing the materials, that is, using typical materials that can explain the essential problems; The second is to simplify the complex, that is, to simplify the process of describing too much without writing, and to refine and simplify it with details; The third is to add materials, that is, to add materials to situations with incomplete narrative, simple expression, incomplete facts, some facts but no theoretical or policy basis, or some theories but insufficient facts, in order to accurately achieve the expression effect. In the process of writing, false materials that have not been carefully verified, or wrong figures and time, should be completely revised, so as to seek truth from facts and eliminate the false and retain the true.
Look at the structure Structure serves the theme. If there is something wrong with the structure of a manuscript, it will inevitably affect the expression of the theme. The revision mainly focuses on whether the hierarchical arrangement is logical, whether it conforms to the structural characteristics of the genre, and whether the transition and care of paragraphs in the article are comprehensive and strict.
Fifth, look at the language. The language of the manuscript is the carrier to correctly express the meaning of the text. The language of official documents advocates accuracy, conciseness, solemnity, simplicity and appropriateness, and opposes falsehood, bigness, emptiness, floweriness and nonsense. When modifying a language, it mainly depends on whether the words are accurate and whether the sentence patterns are accurate and concise; Redundant and inaccurate words should be deleted and modified in time.
Sixth, look at punctuation. The correct use of punctuation marks can accurately express meaning and tone, reflect the quality of a manuscript, and even reflect the standardization and seriousness of official documents.
Seven look at the data. The data in the manuscript is the basis of correctly expressing the meaning of the text, which embodies the seriousness and solemnity of the official document. Whether the data required for the manuscript is accurate, missing or redundant will damage the execution effectiveness of the official document. Therefore, it is necessary to further confirm the data in the revision to ensure the authenticity and authority of the data.
Good articles are changed. There are not many articles that have become excellent articles through the first draft, but there are very few. Most articles have to be revised repeatedly and in different links before they can be written. Through the revision, "yoga can be flawed, and jade can be made from rubble". Official documents are tools for the party and government organs to issue and convey principles and policies and conduct administrative and official activities according to law. In order to ensure the quality of official documents and give full play to their instrumental functions, it is essential to modify the manuscripts in the process of official document writing. Only through constant revision and tempering can a good manuscript take shape. The revised manuscript will be finalized only when it is finally sent to the leader for approval.
Third, how to proofread the manuscript?
Solution proofreading is the final version that reading and proofreading will submit for publication. It is the last pass to ensure the quality of official documents. Although the manuscript has been carefully revised and checked, and the expression of words tends to be perfect, there are still some problems in the manuscript, such as errors, excesses, deviations and punctuation errors. If it is not corrected, it will inevitably affect the seriousness of official documents and even cause ambiguity, making it difficult for official documents to be accepted and implemented. There are three common proofreading methods.
One is silent proofreading, which is usually finalized by one person and reviewed by one person.
The second is to sing the school, also known as reading the school, that is, one person reads the final draft, and another person or several people read the proof.
The third type is proofreading, that is, you don't look at the final version, but only at the full text of the proof, which is generally used for final proofreading.
In order to avoid preconceptions, the first or second proofreading is generally carried out by specialized proofreaders, and the final proofreading is carried out by writers. In order to avoid prejudice, three people should proofread important official documents first, second and third respectively, and then read the proof again after proofreading to prevent mistakes due to careless revision.
4. What is the difference between implementation opinions and guidance opinions in official document writing?
In the process of document processing, we often encounter such titles as "Guiding Opinions on Accelerating the Work of ××" and "Implementation Opinions on Accelerating the Work of ××". What's the difference between them? Generally speaking, the guidance is mainly to guide the work, which reflects a consultative attitude, pays attention to the combination of principle and flexibility, stipulation and flexibility in specific work, and allows relevant units to innovate and play in the implementation process, with a weak mandatory color. The contents of the Guiding Opinions are abstract and theoretical, mainly making overall arrangements for guiding ideology, main tasks, target steps and work measures. While covering the above contents, the Implementation Opinions will be more specific in work measures and even include some specific work arrangements. Guiding opinions and implementation opinions are opinions and suggestions; The former mainly puts forward requirements and principles at the macro level, while the latter mainly puts forward implementation and methods at the micro level.
Five, the appointment and removal of personnel, whether to use "decision" or "notice"?
According to the "Regulations on Handling Official Documents of Party and Government Organs", "Decision" is applicable to making decisions and deploying important matters. The appointment and removal of personnel is of course an important matter for a unit, so it should be said that it is beyond reproach to make decisions to appoint and remove personnel. However, the "Regulations on Handling Official Documents of Party and Government Organs" also stipulates that "notice" has the function of personnel appointment and dismissal. Therefore, it needs to be used appropriately according to the specific situation in time work. Mainly from the following aspects: first, seriousness. First of all, look at the level of the person being appointed or removed. General administrative units may decide to appoint or remove the principal responsible comrades of important departments within their functions and powers, and general personnel changes may be notified and arranged. Second, look at the reasons for appointment and dismissal. When the responsible comrades within the jurisdiction of the unit have made serious mistakes and must be dismissed immediately, or when a comrade has performed particularly well in completing a task and needs to be promoted in an exceptional manner, the decision is appropriate. That is to say, it is appropriate to make a major or need to explain the reasons for the appointment and removal of personnel, and there is no need to explain the reasons or general and normal notice of appointment and removal of personnel. The second is management authority. Some unit leaders and heads of secondary institutions have the right to appoint and dismiss personnel in the local personnel organization department. Such units can only use notices when issuing personnel appointment and dismissal matters that do not fall within their jurisdiction. When disclosing the appointment and removal results of the personnel organization department to the subordinate units, the paper should also add the basis for appointment and removal, such as "approved by ××". The third is whether it needs to be archived. According to the regulations, it can be stored in my personnel file, but notices and notices cannot be stored in my personnel file.
6. How to distinguish between orders, decisions and notices when they are used for rewards and punishments?
Reply orders, decisions and circulars are all legal documents that can be used to reward and punish relevant units and personnel as stipulated in the Regulations on Official Document Processing of Party and Government Organs. Because of this, they are often misused or confused when used. For these three languages, according to the "Regulations on the Handling of Official Documents of Party and Government Organs", the level, content and scope of the issuing organs are mainly considered.
Command language. As China's Constitution has strict authority to issue orders, usually only Chairman People's Republic of China (PRC), Premier the State Council of People's Republic of China (PRC), ministers of ministries, directors of committees and local people's governments at or above the county level have the right to issue orders, which is very mandatory and authoritative. Even the people's governments at the county level generally only use orders when they encounter serious emergencies.
Decide the language. The praise or criticism involved in the decision is more important and serious than the notification, and the level of the publishing organ is usually higher, which has greater influence and can play an educational and guiding role in a wider range; Because the decision does not specify the specific situation, it can only give the addressee a general understanding of the situation.
Notification language. The contents and matters involved in the notification are not as prominent as the decision to praise or criticize, and the impact is not great. Only on a larger scale, we generally call on everyone to learn or warn for reference; Circulation can explain the details of the matter in detail, so if the purpose of posting is for the recipients to learn and learn from, circulation is appropriate.
7. What's the difference between "report" and "opinion"?
In the direction of writing, the Report and the Opinions are completely consistent, and the contents are also very similar. They all contain declarative contents, and on the basis of stating the situation, they all put forward work suggestions and opinions. However, there are also differences between the two, mainly as follows: "report" mainly reports the work and reflects the situation, and in most cases does not talk about future work suggestions and opinions, nor does it need instructions from superiors; Only when necessary, put forward a solution to the problem and ask the superior for approval. Although the so-called "opinions" in the so-called "transition report" also state the situation, the situation has specific contents, usually the analysis and opinions on important issues in the work, rather than the comprehensive and summarized work situation like the "report". The purpose of stating the situation in the Opinions is to pave the way for the proposal, and the suggestions put forward are as follows
8. What's the difference between an upward opinion and asking for instructions?
The answer is that the writing direction is exactly the same. However, when asking for money, goods, institutions, staffing, cadres, going abroad, etc., you should ask for instructions, not opinions or reports. The opinion is mainly to ask the superior (may or may not be the subordinate) for software such as "policies and measures", that is, to ask the superior to agree with his suggestion.
9. Can the word "application" or "request" be added after the word "about" in the title of the request language?
The answer to "asking for instructions" is "asking for instructions", which obviously implies the meaning of applying to the superior. If the preposition "about" is followed by words such as "application" or "request" in the subject part of the topic, the words overlap and lead to language errors. Therefore, the word "application" or "request" cannot be added after the word "about".
X. When asking for approval from the centralized business management department, should I use a letter or ask for instructions?
Centralized management is a kind of authorization management. The authority of an organ as a superior organ belongs to an order, so it is necessary to ask for instructions. The propaganda department manages the party school.
11. What are the main differences between laws, regulations, rules and similar rules and documents, and the differences when they are formulated?
Answering the three concepts of laws, regulations and rules has both connections and differences. The main differences are as follows:
(1) law. Broadly speaking, it refers to the whole law; In a narrow sense, according to the provisions of China's Legislative Law, it refers to the normative documents with legal effect formulated and promulgated by the National People's Congress and its Standing Committee. Such as administrative licensing law, civil servant law, road traffic safety law, etc.
(2) laws and regulations. It is mainly composed of national administrative regulations and local regulations. The normative documents formulated by the State Council according to the Constitution and relevant laws are called "national administrative regulations", and their terms mainly include laws, regulations and measures; Normative documents formulated by local provinces, autonomous regions and municipalities directly under the Central Government and their people's congresses and standing committees, as well as those formulated by larger cities and their people's congresses and standing committees approved by provinces, autonomous regions and the State Council, are called "local regulations", and their terms mainly include laws, regulations and measures.
(3) regulations. According to the relevant laws (narrow sense laws) and regulations (national administrative regulations), the departments and institutions directly under the the State Council formulate documents with certain legal effect within their functions and powers, which are called "departmental regulations". Normative documents formulated by the people's governments of provinces, autonomous regions and municipalities directly under the Central Government, the cities where the people's governments of provinces and autonomous regions are located and the people's governments of larger cities approved by the State Council are called "government regulations". The language used in these two regulations is mainly provisions and methods, and there can be no "regulations".
(4) A class of normative documents. Normative documents formulated by some regions and departments on the basis of administrative regulations, local regulations and rules that do not belong to regulations and rules are called "quasi-normative documents".
12. What are the restrictions on issuing administrative regulations and rules by order?
According to the regulations, the state administrative organs that have the right to formulate and issue administrative regulations and rules can issue administrative "announcement orders". The subject with "national administrative regulations" is the State Council; With the system of "departmental rules", it is mainly the departments in the State Council; The main body of "government regulations" is the people's governments of provinces, autonomous regions and municipalities directly under the Central Government, the cities where the people's governments of provinces and autonomous regions are located, the people's governments of large cities approved by the State Council and cities with separate plans. The administrative regulations and rules formulated by the above-mentioned units or departments may be issued by "announcement order". The "quasi-normative documents" formulated by other regions and departments according to relevant laws, regulations and rules are not laws and regulations, and can only be issued by "notice" instead of "announcement order".
Thirteen. How to solve the problem that several notices appear repeatedly in the title when forwarding the superior "notice"?
Conventionally, in order to prevent the "notice" in the title from overlapping and fussy, you can omit the middle level and the notice used, and only keep a "notice" at the beginning of the document. For example, the county government forwards the provincial government documents forwarded by the municipal government, and the municipal government is an intermediate link, which can be omitted, that is, the title can be changed to "Notice of XXX County People's Government Forwarding XXX Provincial People's Government on XXX (Reason)". In order to make up for the regret that the title is incomplete, the deleted intermediate level should be written at the beginning of the official document. For example, "Notice of XX Provincial People's Government on XX (cause) forwarded by the Municipal People's Government" (No.X [2065 438+07]) is now forwarded to you "or" Notice of XX Provincial People's Government on XX (cause)
Forwarding administrative regulations, rules and normative documents issued by higher administrative organs can be directly written as "Notice of XX County People's Government on Forwarding XX Provincial People's Government (reasons)".
Fourteen, how to write the title of the notice of approval?
In the practice of document processing, approval and forwarding notifications are common notification types. Among them, the approval notice is used for the higher authorities to handle the official documents of the lower authorities (from top to bottom), and the forwarding notice is used to inform the lower authorities to handle the official documents between the higher authorities and the non-subordinate organs (from bottom to top or between the same level). The text of this kind of notice is relatively simple, but the title is really difficult to write. The main difficulty is that the topic is too complicated and lengthy. For example, the Notice of XX County Finance Bureau on Forwarding the Notice of XX City Finance Bureau on Forwarding the Notice of XX Provincial Finance Department on Carrying out Activities in XX, in which the preposition "about" and genre "notice" are repeated many times, which is cumbersome and difficult to read. So, how to solve this problem, we should start with the following points:
One is to keep only one preposition "about". From the reality of document processing, the preposition "about" sometimes appears before "approval" and "forwarding", and sometimes after "approval" and "forwarding". As for how to determine, it mainly depends on whether there is a preposition "about" in the original title approved for forwarding, and if there is one in the original title, it should be omitted; If it is not in the original title, it should be added. For example, the XX County Finance Bureau forwarded the notice of the XX Provincial Finance Department about the activities in XX, for example, the XX Municipal Finance Bureau forwarded the notice of the activity plan of the XX Provincial Finance Department. Generally speaking, the preposition "about" appeared before "approval" and "forwarding". For example, the Notice of XX County People's Government on Forwarding the Work Plan of XX Provincial People's Government.
The second is to omit the intermediate link of forwarding. For example, the Notice of XX County Finance Bureau on Forwarding the Notice of XX City Finance Bureau on Forwarding the Notice of XX Provincial Finance Department on Activities in XX involves three links, among which "XX Municipal Finance Bureau" is an intermediate link and should be omitted when drafting, that is, "XX County Finance Bureau Forwarding the Notice of XX Provincial Finance Department on Activities in XX". However, it should be noted that the omitted intermediate link must be explained in detail at the beginning of the document body, otherwise it will give people an abrupt feeling and think it is this.
The third is to remove the title of the book. No matter how many links are forwarded, the forwarded or approved titles in the original titles should be omitted.
Fourth, when the approved forwarding language is notification, only one can be reserved; If it is not a notice, but an opinion, report, instruction and other languages, the notice should be retained.
Therefore, the title of the above example should be simplified as the Notice on Carrying out Activities in XX forwarded by the Finance Bureau of XX County to the Finance Department of XX Province.
Fifteen, how to accurately compile and mark the document number?
In the process of document processing, the document number is the "identification" of the document. Correctly compiling document numbers can facilitate the registration, inquiry, quotation and filing management of official documents. The document number consists of the generation word, year and document sequence number of the issuing authority. When writing jointly, use the document number of the organizer. According to the official document format of the party and government organs (GB/T? 9704-20 12) stipulates that "the document number should be arranged in two blank spaces under the document number of the issuing authority and arranged in the middle. The year and serial number of the document are marked with Arabic numerals; The year should be marked with the full name and enclosed in hexagonal brackets. No, no dummy (i.e. 1 no 0 1) is added to the document serial number, and the word "no" is added after the Arabic numerals.
"The document number of the above article is arranged in the left margin, on the same line as the name of the last issuer."
Among the three elements that constitute a document number, the characters representing the issuing authority are the most difficult to draw up, and generally follow the following principles:
The first is to replace words with administrative regions. Use standardized abbreviations of a region, such as "Beijing" in Beijing and "Shanghai" in Shanghai.
The second is the word organogenesis. Standardized abbreviations commonly used in organ systems and their functional departments should be used as unified organ characters. For example, Party committees use "Party", governments use "government" or "government", government offices use "government-run" or "government-run", traffic administrative departments use "communication" and agricultural administrative departments use "agriculture".
The third is the form of issuing documents instead of words. In addition to the letter-type official documents marked with "letter" after the agency's generation of words, the rest of the official documents are generally written in the form of "hair". However, in order to distinguish different types of posts, they have been added in many places, such as "report", "please" and "present" above, "discuss" in meeting minutes and "generate electricity" in telegrams. Party committees also have a word. However, at present, many organizations use the words "law", "submission" and "letter" as the types of documents in the following, above and parallel prose respectively.
Combine the regional generation, the organ generation and the type generation to form the local party and government organ generation.
16. What is the difference between the document issued by the leader and the original document marked with the name of the issuer?
The two answers are similar, that is, the issuer has the same name, and the differences are as follows:
First, the subject of commitment is different. The former is written by the leaders themselves; The latter requires marking and printing in file format. General leaders sign in front and print at the back.
Second, the carrier of the logo is different. The former is signed on the final release document; The latter is marked on the eyebrow of the original document.
Third, the label content is different. The former also signed the issuance opinions, the name of the issuer, the date of issuance, etc. The latter only has the name of the issuer.
Fourth, the roles are different. The former makes the manuscript valid; The latter is mainly to facilitate the communication between higher authorities and documents.
Seventeen, how to set the font and size of the issuing authority logo?
The identification of the issuing authority is an important element in the format of official document title. "Official Document Format of Party and Government Organs" (GB/T? 9704-20 12) clearly stipulates that it is recommended to use small font size, but the font size is not specified, which leads to different font sizes of the logo of the issuer, which is the most common in grassroots units. In order to standardize, according to the principle of striking and beautiful appearance, we can grasp two principles: first, the principle is not greater than the document number of the higher authorities (if the document number of the higher authorities is really small, it can be the same); Second, the maximum cannot be equal to or greater than 22mm× 15mm.
Eighteen, the party and government organs official document format (GB/T? 9704-20 12) How is the arrangement of official document titles stipulated?
A) According to the official document format of the party and government organs (GB/T? 9704-20 12), the title of the official document is "Generally use No.2 Minor Song, which is arranged two lines below the red separation line and one or more lines; When returning lines, the meaning of words should be complete, the arrangement should be symmetrical, the length should be appropriate, and the spacing should be appropriate. The title arrangement should be trapezoidal or diamond. "
Nineteen, how to correctly use the name of the issuing authority in the title of the official document?
According to the "Regulations on Handling Official Documents of Party and Government Organs", the title consists of the name, reasons and terms of the issuing organ. The name of the issuing authority is the full name or standardized abbreviation of the authority to be used. According to the interpretation of the Application Guide, when a single organ writes or three or less organs jointly write, the names of all the issuing organs should be listed; When four or more organs (including four) jointly write a document, the name of the issuing organ can be expressed in the form of "etc.", such as "18 ×××××× and other departments".
20. What are the main delivery organs? How should I label it?
According to the "Regulations on Handling Official Documents of Party and Government Organs", the main sending organ is the main accepting organ of official documents. The main delivery organ shall use the full name, standardized abbreviation or common name of the same type of organ. Accurate determination of the main sending organ of official documents is the key factor for timely implementation and processing of official documents after they are issued. Non-general official documents (including lower, upper and parallel official documents) generally have only one main sending organ, that is, this official document has only one receiver. Only one ordinary document (below) can have multiple main sending agencies. There are also some official documents that have no main sending organ, such as "announcement". Because the "announcement" is used to announce important or legal matters at home and abroad, it generally needs to be publicly released and disseminated at home and abroad through newspapers, radio stations, television stations and the Internet, so there is no specific main sending organ.
According to the official document format of the party and government organs (GB/T? 9704-20 12) stipulates that the main delivery organ is generally arranged in a blank line under the title, in the left top box, still in the top box when returned, and the name of the last organ is marked with a complete colon. If there are too many names of the main sending organ, which makes it impossible to display the text on the front page of the official document, the name of the main sending organ shall be moved to the page. When the name of the main sending agency is moved, it is generally arranged with the number 4, with one line above the issuing agency and the date of issuance, and one word on the left and right. Add a full-width colon and the name of the cc institution after the word "main delivery". When returning, it will be aligned with the first word after the colon, and the last name of the main delivery institution will be marked with a period. If there are both the main sending organ and the cc organ, the main sending organ should be placed on the line above the cc organ, with no separation line in the middle (the arrangement of the cc organ is the same as that of the main sending organ. )。