I. Format of official documents of administrative organs
(1) Rules for paper use, typesetting and binding
(1) The official document adopts A4 paper, and the format size is 2 10mm×297mm.
(2) The document header (i.e. the top margin) is 37mm1mm; ; Make a paper seam (left white edge) 28 mm1mm. The core size is 156mm×225mm (excluding page numbers).
(3) The distance from the top edge of the official document to the logo of the issuing authority, except that the letter is zero, is 20mm for the command, 80mm for the request and report, and 25mm for the others. Used to mark the number, classification and urgency of official documents.
(4) The text of the official document uses No.3 imitation song style, with 22 lines on each side and 28 words in each line. If the seal cannot be affixed to the blank of the text, the spacing and line spacing of the text should be adjusted to ensure that the text and seal are on the same page, and the words "There is no text on this page" cannot appear.
The official documents are arranged horizontally from left to right. In ethnic autonomous areas, Chinese characters and common minority languages can be used simultaneously. Minority languages are written and typeset according to their habits.
(5) official documents should be printed on both sides, with correct page numbers, and the double-sided error should not exceed 2mm.
(6) The official document shall be bound on the left side, and the page shall not fall off. The cover and book block 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..
(two) the format of official documents of administrative organs
The new "Official Document Format of State Administrative Organs" (hereinafter referred to as "Official Document Format") divides official documents into three parts: eyebrows, themes and seals, with a total of 18 elements. The breakdown is as follows:
1, the brow part, that is, the head part of the official document, is located above the red reverse line on the front page of the official document.
(1) file number
The Measures for the Administration of Administrative Documents stipulates that top secret and confidential documents shall be marked with the number of copies. Abbreviation of document number, that is, the serial number of the same document, is used to facilitate the registration, distribution, verification and statistics of documents. The first line in the upper left corner of the version center is marked with 7 digits (if it is less than 7 digits, it will be preceded by 0).
(two) the level and duration of confidentiality
Official documents with confidentiality requirements shall be marked with the classification in the first line in the upper right corner of the edition. Secrets are divided into three levels: top secret, secret and secret. When marking, use No.3 bold, and the top box is marked on the top right corner of the version center at line 1, and the space between the two words is 1 (no confidentiality period). 200 1 1 the State Council General Office's opinion on implementing specific issues stipulates: "Official documents involving state secrets shall be marked with the confidentiality period." If the official document needs to indicate the confidentiality period, it should be separated by ★ between the confidentiality level and the confidentiality period, and there should be no space between the two words, such as "confidential ★6 months", "confidential ★ 1 year" and "top secret ★26 years". Under special circumstances, if the confidentiality period is long-term, it can be marked as "top secret ★ long-term". There is also an exemption from the standard confidentiality period, such as "top secret", which means that it is handled according to the longest confidentiality period of the classified level (top secret 30 years, secret 20 years, secret 10 years).
(3) the degree of urgency
This is the requirement for the delivery time of official documents, which can be divided into "extremely urgent" and "urgent", and telegrams can be divided into "specially mentioned", "extremely urgent", "urgent" and "ordinary". The top grid mark is in the upper right corner of the version, 1 line, and there is1between the two words; If you need to identify both the secret level and the emergency level, mark the secret level in line 1 and the emergency level in line 2.
The number, classification, duration and urgency of official documents shall be determined according to the needs of official documents.
(4) Identification of the issuing authority
The logo of the issuing authority, also known as the name of the document, is located in the center of the eyebrows on the front page of the official document, which is generally overprinted in red, so the official document is commonly called "red-headed document".
The symbol of the issuing authority usually consists of the full name or standardized abbreviation of the issuing authority plus the word "document". For example, the the State Council document and the Shanghai Municipal Government document are mainly used for issuing guidelines, policies and important work arrangements, approving and forwarding important communications of lower-level organs, and forwarding official documents of higher-level organs. With small standard Song style, the font size should be eye-catching and beautiful, but it should be less than 22mm× 15mm.
There are three other ways to mark the logo of the issuing authority:
(1) Write only the name of the issuing authority (full name or standardized abbreviation). Such as "General Office of the State Council" and "XX Provincial Government". , mainly used to inform important matters, answer requests from subordinates, and issue appointment and dismissal notices.
(2) the name of the issuing authority (full name or standardized abbreviation) plus the name of the language. For example, the Decree of the State Council of the People's Republic of China and the Notice of Appointment and Dismissal of the State Council are mainly in a few languages, such as life (decree), appointment and dismissal notice, meeting minutes and so on.
(3) There are some reports, requests for instructions, and some transactional official documents and letters. The words in brackets can be added at the back of the issuing authority, such as ×× Commercial Bureau (for instructions) and ×× Company (letter).
In the case of joint writing, when identifying the issuing authority, 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 authority, arranged in the middle from top to bottom; If there are too many joint writing organs, it is necessary to ensure that the front page of the official document displays the text.
(5) Document number
A document number is a specific code of a document. When writing jointly, just indicate the document number of the organizer. If it is an "order" document, the serial number of the document issued during the commander's tenure shall be the symbol. The document number is marked directly below the logo of the issuing authority with imitation Song No.3, and 4mm above the two blank red lines. When there is no issuer logo, it is arranged in the middle; When there is an issuer logo, the space on the left is the document number 1, and the space on the right is the issuer 1. It consists of three elements: the issuing authority's generation word, year and serial number. Such as "Guo Ban Fa [20065438+0] No.5" and "Hu Fu Fa [2002]654 38+0".
The representative word of the agency should be composed of words representing the characteristics of the agency name, as short as possible, generally no more than five words. It can be divided into three levels: the first level is the representative word of the issuing authority, that is, in what name, "State Office" refers to issuing documents in the name of "General Office of the State Council"; The second level is the generation of characters by departments. If the document is sponsored by a department within the issuing authority, you can add the word department after the word agency. For example, "secrets of state organs" means that documents are sponsored by the Secretariat of the General Office of the State Council; The third level is document type or language generation. For example, "Guo Ban Fa" is the general document of the General Office of the State Council; "State-owned approval" refers to the approval of the General Office of the State Council; "Letter from the State Council" refers to the letter from the General Office of the State Council, and so on.
The year should be marked with the full name, not abbreviated, written in Arabic numerals and enclosed in hexagonal brackets.
The serial number is the serial number of the document compiled uniformly by year, which is identified by Arabic numerals, without the words "none" and "0" in front.
(6) The above-mentioned issuer.
Where a document is submitted, the name of the person in charge of the organ that approved and issued the document shall be indicated to show the specific person in charge of the document, that is, the "issuer", which is a sign that the document is effective and responsible for it. The new "Official Document Processing Measures" stipulates that the names of the issuer and countersigner shall be indicated in the above provisions, and the name and telephone number of the contact person shall be indicated in the notes of "Request for Instructions".
The word "Issuer" is modeled after Song Dynasty No.3, followed by a full-width colon. The name is in italics No.3, and it is arranged side by side with the document number in the space 1 right.
If there are multiple issuers when issuing a joint document, the name of the issuer of the organizer shall be marked on the first line, and the names of other issuers shall be arranged in the order of the issuing authority from the second line, and the document number shall be moved down to make it in the same line as the name of the last issuer; The red reverse line also moves down at the same time, keeping a distance of 4 mm from the post font size.
The name of the issuer can be printed or printed in type, and there is no need to sign it in person.
(7) Red line
Print a red reverse line (i.e. 156mm) with the same width as the plate center 4mm below the document number and issuer.
2, the main part-reflect the main content of the official document, located below the red line on the home page, the last page above the subject words (excluding).
(1) official document title
The title is two lines under the red reverse line, which are arranged in the middle with the No.2 small label Song style, which can be one line or multiple lines; When returning, the meaning of words should be complete (don't disassemble disyllabic words or fixed phrases; Don't put the word "de" at the beginning of the line), arrange symmetrically and with appropriate spacing. If there are too many lines in the title, you can move the title up by 1 to 2 lines, that is, reduce the blank or non-blank lines between it and the red underline to ensure that the text appears on the first page.
The title should accurately summarize the main contents of the official document and indicate the language. In the title, except the name of laws and regulations and the title of the book, punctuation is generally not used. There are three forms of titles:
One is the complete type. It consists of three parts: issuing authority, reason and language. For example, the State Council's notice on publication.
The second is ellipsis. There are three situations. One is to omit the issuing unit, which is generally used in the internal writing of the unit, such as the notice about the appointment of Comrade XX; Second, the reasons for omission are generally used in articles with single content, short words and clear sight, such as the Decree of the President of the People's Republic of China; The third is to omit the issuing unit and reasons, which are mainly used for published official documents, such as announcements and notices.
The third is the additional type. That is, add additional words before the language. For example, the State Council's Emergency Notice on Forwarding the Opinions of the National Development and Reform Commission on Stopping the Disorderly Construction of Power Stations.
Official documents published should also be bracketed under the title, indicating the form and date of adoption of the document. It can be called "subtitles".
(2) The main service organ.
The main sending organ refers to the main accepting organ of official documents, also known as the receiving organ or the receiving organ. Should use the full name or standardized abbreviation, collectively.
The main feeding mechanism leaves 1 blank under the heading, 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 last major delivery mechanism is followed by a full-width colon.
Official documents issued, such as orders, notices, announcements, official documents adopted at meetings, etc., may not be marked with the main sending organ.
The name of the main delivery organ can be written in the following ways:
(1) single name or proper name. Used to write about a specific organ. Cross-regional and cross-unit writing, as well as the main sending organ of the above writing, should indicate the full name of the unit, such as "Shandong Provincial People's Government". Abbreviations of norms, such as "provincial government" and "municipal government", can only be used in local areas and units.
2 put it together. Used to send to the next level of multiple organs. Such as "people's governments of provinces, autonomous regions and municipalities directly under the Central Government, ministries and commissions of the State Council", "institutions directly under the central government" and "people's organizations".
③ The scale is decreasing. Used in multi-level writing, such as "people's governments of cities, districts and counties".
(4) Call or transfer. Used to write letters to more than two organizations at the same time. Such as "Party Central Committee, the State Council", "Finance Bureau, Taxation Bureau", "Municipal Government, Provincial Government".
(3) Document text
The text is the core part of the theme of official documents, which generally includes three parts: introduction, text and conclusion. The specific writing will be detailed in various languages. The text is placed on the next line of the main sending organ, leaving two words in each natural paragraph, with the top line at the back. Numbers and years cannot be returned. Generally, there are 22 lines on both sides of the text, each with 28 words, and it is appropriate to choose No.3 imitation song style.
(4) Annex Description
Attachments are documents used to explain the main text, which should be regarded as an integral part of the main text and have the same effect as the main text. If there is an attachment to the official document, the serial number and name of the attachment should be indicated after the text. The writing method is: after the end of the text, the word "blank" on the bottom line is marked with imitation Song No.3, such as "Attachment: ××××××××"; When there are two or more attachments, the serial number should be expressed in Arabic numerals, such as "Attachment: 1". * * year * month * day * month * day * month * day * month * day * month * day * month * day * month * day * month * day * month * day * month * day * month * day * month * day * month * month * day.
If an official document has an attachment, it is usually printed in pages with the main text, but the serial number and name of the attachment should be indicated after the main text. The attachment shall be bound together with the main document, and the word "attachment" shall be marked above the first line in the upper left corner of the attachment, and the serial number shall also be marked if there is a serial number. All documents submitted, issued, approved, forwarded, forwarded and published in this paper need not be marked with the word "attachment" at the bottom of the text.
Attachments are marked according to the document requirements.
(5) Written date
The written date shall be the date issued by the person in charge; The date of issuance of the joint document by the person in charge of the above organ shall prevail; The official documents adopted at the meeting shall be subject to the date of adoption; The official documents of laws and regulations shall be subject to the date of approval; Telegrams are based on the date of dispatch.
The date written is modeled after Song 3, and "χ, one, two, three ..." is written in fine print.
(6) sealing
The issuing authority does not sign the signature, but only seals it.
The seal is a kind of document that shows that the issuing unit is valid and correct, with the year, month and Ri Zhang stamped in the middle. Official documents, except meeting minutes and telegrams, shall be sealed. The official documents submitted jointly shall be sealed by the organizer; Joint documents shall be stamped with the seal of the issuing authority. The stamping method is as follows:
One, a single agency issued a document, the seal should be properly covered above the written date, so as not to press the text, but to press the riding year to cover the month, that is, to be correct and centered, the written date should be about 4-7 words, and the seal should be red. The countersignature office does not issue the name of the document authority, and the date of issuance is four words in the blank on the right side of the version; The seal should be 2mm-4mm away from the text, and be stamped with a red seal. When there is no text in the lower arc of the seal, the lower arc is pressed on the writing date in the following way; When there are characters in the lower arc of the seal, the center line is pressed on the writing date in the middle.
2. When the two seals are combined, the date of writing should be separated, with 7 words on the left and 7 words on the right. The seal of the organizer is in front, and both seals are pressed with the date of writing, which are not intersecting and tangent to each other. The distance between the two seals should not exceed 3 mm, and the specific stamping method should be the same, that is, either the next set or the middle set. When there is no text in the lower arc of the seal, the lower arc is pressed on the writing date in the following way; When there are characters in the lower arc of the seal, the center line is pressed on the writing date in the middle.
Third, when a joint document needs to be stamped with more than three seals, the name (abbreviation) of the issuing authority should be arranged between the date of publication 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; 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.
(7) Precautions
Notes are other matters that need to be explained, including the limited reading and printing scope of the document, the explanation of matters needing attention in the use of the official document, and the name and telephone number of the contact person who asks for instructions, such as whether it can be reproduced in the newspaper, such as "this document is sent to the county level" and "this document cannot be reproduced". The note is a line below the writing time and seal, leaving two words blank and enclosed in brackets. Notes should not be understood as explanations or comments on the contents of official documents.
Attached to the watch file needs to be marked.
3. The seal part, namely the tail of the official document, is located at the lower part of the last page of the official document.
(1) keyword
Subject words refer to nouns or noun phrases that can accurately summarize the theme of official documents. What is being implemented now is the Thesaurus of Official Documents of the State Council, 1997, compiled by the Secretariat Bureau of the General Office of the State Council on February 20th, which contains *** 15 regional words, 57 category words and 1049 common words (see the appendix at the end of the article). When tagging, first tag the category words of the official document, then tag the common words, and then tag the language. The combination of the three categories is the key words of official documents.
"Official Document Processing Measures" stipulates that subject words should be marked according to the requirements of higher authorities. "Subject words" are in bold type No.3, in the box in the upper left corner, followed by a full-width colon; The headword is Song Ti, subtitle No.3, 1 word between headwords, without punctuation. Generally, there are 3-5 head words, which are located on the back line of the page.
(2) CC
Cc refers to the use of full names or standardized abbreviations by other organs that need to be executed or known except the main sending organ. If there is a copy of the official document, set the next line of the subject word; The left function word 1 is "copied" with the imitation song tag No.3, followed by a full-width colon; When returning, it should be aligned with the institution name after the colon; Use commas between organization names and a period after the last organization name. The cc organ may not be the superior organ of the main delivery organ, but the office (hall) of the superior organ of the main delivery organ. It can be a parallel organ of the main delivery organ or a lower organ.
If many institutions send copies, the higher authorities should be at the front, and the lower authorities and lower authorities should be at the end.
When there are too many main sending agencies to display the text on the first page of the text, the name of the main sending agency should be moved below the subject words and above the cc, and a reverse line should be added in the middle to separate it from the cc. The identification method is the same as that of the cc organ.
(3) Issuing authority and date of issuance
Issuing authority refers to the competent department responsible for printing official documents, generally the general office (room) or secretarial department of the issuing unit; The date of issuance refers to the printing date of the official document. The issuing authority and date are located under the CC authority (directly under the subject words if there is no CC authority), accounting for 1 line; Imitate the Song Dynasty with No.3, with the left space of the issuing authority 1 and the right space of the date 1, marked with Arabic numerals, followed by the word "issued".
If the official document needs to be copied, the name of the copying organ and the date of copying should be indicated under "Printing organ and printing time". The method is the same as above, but the word "copy" should be indicated after the date of copying.
(4) The version is reversed.
Under each element of the plate, an anti-line with the same width as the center of the plate is added, which is called the anti-line of the plate. All elements of "version" must be placed above the last line of the last page of the official document. The reverse line on the next page is 35mm, but the letters are 20 mm.
Second, the format of the party's official documents.
(A) the composition of the party's official documents
Chapter III of the Regulations on the Handling of Official Documents of Party Organs in China (hereinafter referred to as the Regulations on the Handling of Official Documents of the Party) stipulates that official documents of the Party are composed of prefix, number of copies, classification, urgency, document number, issuer, title, main sending organ, text, annex, signature of issuing organ, writing date, seal, issuing scope and communication mode, subject words, and cc organ.
(2) Similarities and differences between official documents of the Party and administrative documents.
Compared with administrative documents, the party's official document format has the following differences:
(1) The "issuing authority logo" of administrative official documents is called "prefix" in the official documents of the Party.
(2) The signing (signature) of administrative official documents only needs to be marked with "date of writing" and "seal", and the official documents of the parties should also be marked with the name of the issuing authority.
(3) The "written date" of administrative documents is written in lowercase Chinese characters; The official documents of the party use Arabic numerals.
(4) The "prefix" of the party's official documents (that is, the logo of the issuing organ) is also different from the administrative official documents.
Article 10 of the Regulations on Handling Official Documents of the Party stipulates that there are four kinds of official document titles of the Party: ① Chinese * * * * documents. It is used by party committees at all levels to issue, convey and implement the party's principles and policies, make important work arrangements, forward superior documents, and approve important reports and instructions from lower levels. (2) Producer China * * * Committee (* *). It is used by party committees at all levels to inform important matters, appoint and dismiss cadres, answer requests from lower authorities, and ask for reports from higher authorities. Language types are expressed in parentheses (the same below). (3) XXX office (room) file, XXX office (room) (* *). It is used for the general offices (offices) of party committees at all levels to convey the instructions of party committees and reply to the instructions of lower-level party committees according to authorization. Forward superior documents, approve subordinate reports and instructions, issue relevant matters, report to superior and ask for instructions. (4) Department * * * files, Department * * * * (*). It is used for all departments of the Party Committee except the General Office to issue matters within their functions and powers, and report and ask for instructions from their superiors.
(5) The red reverse line of administrative documents is a horizontal line, and five stars should be added in the middle of the red reverse line of party documents.
(6) Administrative documents can only use A4 paper; Party official documents can be A4 paper or 16 paper.
As for font size, writing format, binding regulations, etc. It is basically the same as the official document format of the state administrative organs. See appendix 1, appendix 2 and appendix 3 of the textbook for details.