Types of official documents
Instructions
Instructions are an application style used by superior leadership agencies to forward or approve work reports and suggestions from lower-level agencies. Instructions and approvals cannot be mixed. Although instructions serve as a reply, they are sent to a wider range of recipients, and attachments are generally required. It usually consists of title, title, body, signature and date. Some titles contain "instructions" and some do not. The text first quotes the matters requested for instructions as the basis for the instructions. Then, in response to the communication, we propose methods and measures for how the lower-level agencies should implement them.
Responsible comrades of party and government agencies at all levels put forward their own opinions and requirements on various documents, reports, situation reports, etc., which are usually called "instructions" and are also used as requirements for relevant departments and lower-level agencies to implement them. Basis for execution. However, this type of "instructions" is not a language and has no format requirements, so it is more flexible in application.
Announcements
1. Overview
Announcements are one of the types of public information. Documents announcing matters that should be observed and made known. Announcements, notices, and announcements are all public documents, but they have their own characteristics. The matters announced in the announcement are mostly professional or business-related, and mostly involve public security, transportation, and finance, while the content of the announcement is much broader and covers a wider range of areas; the announcement is the release of major matters. The scope of application of the notice is not limited to superiors to subordinates, but can also be used by units that are not affiliated with them. It has a specific scope and time limit. Announcements can be issued in many forms, including newspapers, broadcasts, and postings. Announcements are mainly posted, and announcements are mostly broadcast and published in newspapers.
2. Categories
Notices are classified in terms of content. The first category is major regulatory notices nationwide, such as the "Notice of the Ministry of Public Security of the People's Republic of China"; Classes are announcements issued for a certain work or special issue. From the perspective of the effectiveness of announcements, they can be divided into restrictive announcements and informed announcements. The former is a prescriptive measure issued within a certain scope to ensure the development of a certain work and the conduct of a certain activity.
Instructions
—, Overview
(1) The meaning and characteristics of instructions.
Instructions are instructive instructions that superior leadership agencies deploy to lower-level agencies in accordance with the constitution, laws, decrees, relevant decisions, orders, etc., clarify the guiding principles for work activities, put forward basic requirements, and point out the guiding steps of methods. Official documents. The difference between instructions and orders and instructions is that orders and instructions are generally issued by national administrative leading organs or leaders. Instructions can also be used by the party's leading organs and leaders; once orders and instructions are issued, they have legal effect and must be resolutely implemented without room for flexibility. As for instructions, subordinates can flexibly control them according to the actual situation of the department and are not as strict as orders.
Instructions can generally be divided into two types: one is to issue instructions to subordinates to clarify guiding principles, purposes, requirements and method steps for general and overall issues; the other is to target certain For certain tasks and local problems, assign tasks to lower-level agencies, explain their significance and propose solutions. Instructions are guiding official documents whose main characteristics are:
1. The content is principled.
Instructions assign work tasks and clarify the guiding principles of work activities. They do not make specific and detailed arrangements for work like notices. The units receiving the instructions can implement them according to the spirit of the instructions and in combination with the actual conditions of the region and unit. The contents of the instructions are all principled.
2． The role is instructive.
Instructions are issued for important overall or local tasks, some of which cannot be solved or cannot be solved well according to previous policies and measures. In order to achieve unified understanding and action in order to achieve good results, superior authorities put forward practical policies, measures and working principles in their instructions. Instructions not only reflect the intentions of the superior authority, but also clearly reflect their policy and guidance.
3． The issuing authority has a higher level.
Theoretically, any agency with subordinate agencies can issue instructions.
But in fact, grassroots units generally do not use it, and only agencies above the municipal level use it more. This point is related to the content. Only when senior leadership organs are condescending can they better raise issues of guiding principles. In addition, the characteristics and scope of application of instructions determine the seriousness of the instructions. It is strictly forbidden to issue instructions indiscriminately. Instructions cannot be issued on any issue, nor on any organization or individual. Except for high- and middle-level party and government agencies and their main leaders, grassroots agencies and their leaders at the county level and below should not issue instructions directly. Under normal circumstances, when agencies below the county level assign daily specific work to lower-level agencies, they often use the wording "notice". (2) Scope and type of application.
1． Global instructions.
Instructions issued to solve some overall and universal problems in current work are called overall instructions.
2． Locality indication.
Instructions directed at local issues of great significance in current work are called local instructions.
2. Writing method
Whether it is global or local, instructions are composed of title, issue number, text and date of issue.
(1) Title.
For the title of the instruction, the full name (complete form) is usually used, that is, the title has all three elements: the issuing agency, the subject matter, and the language type. When issuing urgent instructions, the title may be preceded by the word "urgent". If the title of the instruction omits the issuing authority and language, the necessary explanation should be included in the solution.
(2) Text.
If the content of the instruction is relatively simple, the main text can be one paragraph to the end. Some instructions involve a lot of content and are long, so the structure must be appropriately arranged. The text of this kind of instruction is generally divided into three parts: basis of instruction, matters of instruction and implementation requirements.
Directives
1. Definition and scope of application of directives
Directives are a combination of indicative and prescriptive measures and regulations specifically issued in economic, scientific research and other aspects. Required downstream documents. The 1987 "Measures for Handling Official Documents of State Administrative Agencies" pointed out: "'Instructions' are used when issuing measures or requirements that are both indicative and prescriptive."
The characteristics of instructions are roughly the same as orders, and they themselves are also It is mandatory and authoritative and requires the receiving unit to implement it. In order to unify measures and formulate consistent requirements, the state often uses directive documents to control all aspects of the economy, scientific research, undertakings, enterprises, and society, which reflects the compulsory nature of administrative management. It is one of the documents frequently used by the State Council and local governments at all levels, and non-state administrative authorities have no right to use it.
2. The writing method and requirements of instructions
Instructions are mostly used in economic, scientific research, and technical documents, so they are very professional and often use certain professional terminology and certain technical terms. some professional theoretical knowledge. Most directives are drafted by professional departments to implement the requirements and management spirit of the competent department. The draft is then reviewed by its superior unit and issued in the name of the superior authority to implement management of the industry and the overall situation.
Instructions generally consist of two parts. The first part states the reason for issuing the order, which should be simple, clear, general and to the point. The second part is the content of the instruction, which must be carried out item by item and specify specific measures.
Orders
—, Overview
Orders (orders) are issued by state power agencies, administrative agencies, military agencies and their responsible persons, and are mandatory. A leadership and commanding official document of an executive nature. From the meaning of the word, it means "making people do things". "Ming" also means "serious", and "Ling" means "warning". Orders are one of the oldest official documents in our country. During the Three Kingdoms period, in order to complete his great cause of unifying China, Cao Cao did everything possible to recruit talents, and successively issued the "Order for Seeking Talents", "Order for Promoting Talents" and "Order for Seeking Excellent Talents". In ancient my country, orders were called "oath", "gao", "system", "policy", "policy", etc.
(1) Meaning.
Orders (orders) are official documents used when "promulgating administrative regulations and rules in accordance with relevant legal provisions; announcing the implementation of major compulsory administrative measures; rewarding and punishing relevant personnel; revoking inappropriate decisions of lower-level agencies."
(2) Characteristics.
Compared with other official documents, orders (orders) have the following characteristics.
1． Content matters.
The matters involved in orders (orders) include the issuance of administrative regulations and rules, and the announcement of major compulsory administrative measures. These are all important contents. The use of orders to reward and punish relevant personnel often has a greater impact across the country or a certain region. If it is a general commendation for progress or criticism of mistakes, there is no need for orders and other official documents such as notifications should be used.
2． Strong authority.
According to the provisions of the "Constitution of the People's Republic of China", only the President of the People's Republic of China, the Premier of the State Council, ministers of ministries of the State Council, directors of various committees and local people's governments at or above the county level can Orders may be issued in accordance with the authority specified by law, and no other unit or individual may issue orders. In actual work, local governments at all levels rarely use the word "order", while senior national leading organs and key leaders use it more often. Therefore, orders have strong authority. Once an order is issued, no other unit or individual may modify or distort it. If the content of other official documents conflicts with the relevant spirit of the order, the order shall prevail.
3． Strong compulsion.
Orders are obviously mandatory. When higher-level agencies issue orders, lower-level agencies must resolutely and unconditionally implement them regardless of whether they agree or not, and no matter what difficulties or problems there are. Orders must be followed, and those who violate orders or resist the execution of orders will be punished. Among all administrative documents of state agencies, orders are the most mandatory.
2. Classification and writing
The main types of orders include: issuance orders, administrative orders, commendation orders, cancellation orders, disciplinary orders, etc.
(1) Issuance of orders.
Issuance order is a document used to issue administrative regulations and rules. It consists of the order text and attachments. The attachments are the laws, regulations, and rules that should be published.
Writing of release order:
1. title.
There are two types of titles for issuing orders: one is the title of the leader of the issuing authority plus the language type (order); the other is the title of the issuing authority plus the language type (order). Common ones include the "Order of the President of the People's Republic of China" and the "Order of the State Council of the People's Republic of China".
2． Send text number.
The issuing order number often uses a serial number, that is, the serial number of the orders (orders) issued by the chairman or prime minister of the government during his term of office. General document numbers are also used.
3． text.
The text of the issuance order generally includes several contents: first, the object of the release, that is, which administrative regulations or rules are issued; second, the basis for the release, that is, which level of organization or which meeting When was this statute or regulation adopted? The third is the implementation requirements, that is, when this statute or regulation will be implemented.
Decision
—, Overview
(1) Meaning and characteristics.
Decision is a downward official document commonly used by party and government agencies at all levels. It is suitable for making arrangements for important matters and major actions. Important matters here refer to matters that are of overall significance or have great significance and influence, and major actions refer to actions that have a huge impact on society. Of course, important matters and major actions are relative terms, and not everything is a major principle and policy of the party and the country. Party and government agencies, enterprises and institutions at all levels often use decisions. For example, some commendations, sanctions, organizational establishment, personnel arrangements and other matters can be written in decision words.
Since the content of the decision is "to make arrangements for important matters or major actions", the decision has the following two characteristics:
First, it is restrictive: because the decision is relatively centralized It embodies the command and handling intention of the issuing authority on important matters or major actions, and requires unconditional execution by lower-level authorities. Although the restrictive and mandatory nature of the decision is not as strict as an order, it is stronger than other official documents. Some decisions also have regulatory effects. In a certain period, In some aspects, decisions are often extensions and supplements of regulations and have greater mandatory and administrative binding force.
The second is command and guidance: Because decisions are to make arrangements for important matters or major actions, they have command and guidance for lower-level agencies.
(2) Scope of application (type).
The scope of application of the decision is quite broad and can be roughly divided into the following three categories according to its content and function:
1. A decision to make arrangements for a certain work or major action. For example, the "Decision of the State Council on Strictly Enforcing Tax Laws and Disciplines and Strengthening Taxation Work" and the "Decision of the Central Committee of the Communist Party of China on Strictly Cracking Down on Criminal Activities"
2. Make a decision to deal with a major issue.
3． Decisions on important matters such as establishing institutions, appointing and removing personnel, convening meetings, commending, and punishing others.
2. Writing method
The decision generally consists of the title, main text, issuing organization, issuing date and other parts.
(1) Title.
The title of the decision must state the issuing authority, the subject matter, and the language type. Generally, these three parts cannot be omitted at will.
On the line below the title, there is a caption indicating the time of approval or issuance.
(2) Text.
Due to the different types of decisions, the content of the text will be different and the writing methods will be different.
How to write the text of a decision to make arrangements for a certain work or major action:
This kind of decision has strong prescriptiveness and command effectiveness, and it must not only put forward work tasks or major actions , and also elaborate on the policies, regulations, methods and measures for completing work tasks or major actions. The content is rich and the writing is complicated. The main text usually consists of two parts: the reasons for the decision and the matters to be decided.
The reason for decision refers to the basis for making arrangements for a certain work or major action. The writing must be concise and concise, and the basis must be appropriate, sufficient, and convincing.
The decision matters are the main content of the full text, which mainly include the relevant policy principles for carrying out the work, implementation matters and relevant regulations and requirements. If a large amount of material is involved, it is generally expressed in a sub-section or sub-topic format. The writing should be clear and the wording should be precise and clear, making it easy for relevant personnel to grasp and execute.
3. Precautions for writing
(1) Do not abuse the decision-making style.
The content of the decision must be consistent with the "decision" language, and decisions cannot be spam. Some units think that decisions can attract attention, so they use "decision" instead of "notice" for content that should be worded "notice". Such abuse of decisions should be avoided as much as possible.
(2) The reasons for the decision must be sufficient, accurate and reasonable.
The reason for decision is the basis and reason for deciding the matter. Pay attention to explaining things clearly, concisely, well-founded and convincing.
(3) Decision matters must be specific, specific and clear.
The matters decided are the main content of the decision, and relevant agencies shall implement them accordingly. Therefore, decisions must be specific, clear, and clearly explain how they should be implemented. For decisions with relatively complex content, the matters should be stated in items, with the main and important ones at the front and the secondary ones at the back. The structure must be reasonable, the levels must be clear, and the content must be logical.
(4) The title must be complete and the time stamping must be accurate.
The title of the decision should generally state the issuing authority, the reason, and the language type, and it should be standardized and accurate. In particular, the reason should accurately summarize the main content of the decision. There are two issues to pay attention to when marking the time of the decision: First, the time of writing should be based on the date passed by the meeting or the date signed by the leader. Second, the time of decision should generally be marked below the title and can be enclosed in parentheses.
4. Differences from other genres
(1) The difference between decisions and resolutions: Both decisions and resolutions can reflect major events or important issues, and both have strong Legal, but there are differences between the two:
1. They are formed in different ways.
The resolution must be passed by a formal meeting of a certain level of leadership or organization before it can be formed into a document and released in the name of the meeting.
Decisions are different. They can be discussed and passed at a certain meeting and issued in the name of the agency, or they can be directly formulated and issued by a certain level of leading agency.
2. The writing and wording are different.
In the text of resolutions, idiomatic expressions such as "the meeting considered", "the meeting pointed out", and "the meeting called for" are often used to lead the following. Idiom expressions such as "For this reason, the following decision has been made" are often used to transition between the two parts: the reason for the decision and the matter.
(2) The difference between decisions, notices and instructions: Generally speaking, the word "decision" is suitable for major tasks that are related to the overall situation, have strong policy implications, have arduous tasks, and take a long time to execute. Its scope of use is narrower than "notification". Although the instruction is also a guidance document, it is aimed at comprehensive and principled issues in a certain period, and focuses on guidance on steps, methods and principles. Make a distinction when using them.
Announcement
—, Overview
Announcement is an official document used to announce important matters or statutory matters at home and abroad.
There are two main types of announcements. One is to announce important matters, such as my country’s recent surface-to-surface missile launch training in the East China Sea; the other is to announce legal matters, such as announcing a certain statute or regulation, announcing national leadership election results.
There is a type of announcement that is professional or issued to specific objects, such as economic bidding announcements and announcements of patent applications in accordance with the provisions of the national patent law, which are professional announcements; there are also announcements based on national civil litigation The law stipulates that when the litigation documents submitted by the court cannot be delivered to the person or the recipient, it can issue an announcement to serve it indirectly. It is issued to a specific target. These are not official documents of the administrative agency.
Announcements in official documents of administrative agencies have the following characteristics:
First, the content is important.
The contents announced in the announcement are important matters or statutory matters. If the constitution is promulgated, it is announced that our country will launch a launch vehicle test into the Pacific Ocean. Professional announcements do not have this characteristic.
The second is a wide range of targets.
Generally, official documents are sent to specific regions, units or individuals, while announcements are made to domestic and foreign countries. Sometimes they are even released to the whole country and the world through Xinhua News Agency in the form of newspapers and broadcasts.
Third, the level of hair-making institutions is high.
Announcements are generally issued by higher-level national leadership agencies or authorized Xinhua News Agency. Grassroots units cannot abuse announcements. It is common to see in newspapers that the address of ×× unit has been moved, and ×× company has hired ××× as its legal counsel. They also use the word “announcement”, which is an abuse of “announcement”.
2. Writing method
An announcement is a serious and solemn official document. It has a single content, a short length, or combines paragraphs into one paragraph, or lists points in sections. The expression is straightforward and the language is simple. Simple and clear.
(1) Title.
There are three types of announcement titles: one is a complete title, including the issuing agency, reason and language type; the other is omitting the reason and only stating the issuing agency and language type; some only include the text type, such as "Announcement". Under the title, sometimes it can be numbered separately according to the announcement.
(2) Text.
The main body of the announcement generally consists of basis, matters and conclusion.
The basis for the announcement should be written concisely at the beginning, but sometimes it is not necessary to write it.
Informative announcements are simple and written in paragraphs. Prescriptive announcements have many matters and can be written out in points.
Announcements generally end with "I hereby announce" or "I hereby announce", or you can also end with a request. You don’t have to write a conclusion.
(3) Signature and date.
The announcement date is sometimes noted below the title, or it can also be noted at the end of the text. In addition to the issuing authority and date, the signature of important announcements also indicates the place of issuance.
3. Usage requirements
At present, the use of announcements is relatively confusing. There are two main situations: First, the announcements are used as "announcements", "statements" and "advertising" , as the name implies, it is believed that "announcement" means public notification of relevant matters, such as stating that a certain business has nothing to do with the unit, or revealing that someone is pretending to be a reporter from a certain newspaper to defraud, and "announcement" is also used; secondly, "announcement" represents "announcement", and any announcement is "Announcement" is used for all matters, no matter how big or small. Even when the street informs residents to receive price subsidies, "announcement" is also used. The use of announcements must be measured by the relevant provisions of "Announcements are applicable to announcing important matters or statutory matters at home and abroad" to avoid abuse of announcements.
Notice
Notice is an official document of notification, which is used by higher-level agencies to approve official documents of lower-level agencies, forward official documents of higher-level agencies and agencies not affiliated with them, issue regulations, and report to lower-level agencies. Communicate to relevant units matters that need to be known or implemented jointly, as well as for the appointment, dismissal and hiring of cadres.
Characteristics of notification:
1. Informative nature. The main function of notification is to inform.
2. Extensiveness. The extensiveness of the notification manifests itself in many aspects.
3. Timeliness. There are certain time limits for notifications.
Classification of notices:
According to different contents, notices can be roughly divided into five categories:
1. Forwarding, forwarding, and issuance notices.
2. Indicative notice.
3. Transactional notification.
4. Meeting notice.
5. Notice of appointment and dismissal. Reply
1. The concept of reply
A reply is a reply document used to reply to requests from lower-level agencies for instructions. Its production and application are generally conditioned on "requests" from subordinates. When the work of a lower-level agency involves major issues such as principles and policies, it is submitted to the higher-level agency for review and approval; when a lower-level agency encounters new situations or problems in its work and there are no rules to follow, it is reported to the higher-level agency for clear instructions; When lower-level agencies encounter specific difficulties that cannot be solved, they report to higher-level agencies for guidance and help; when lower-level agencies have questions about current guidelines, policies, regulations, etc., they report to higher-level agencies for answers and explanations; and when lower-level agencies have differences of opinion on major issues. , when submitting a request to a higher-level agency for a ruling, the higher-level agency should respond with "approval." In addition, sometimes "approval" is also used to authorize government departments to issue or amend administrative regulations and rules.
2. Characteristics of the approval
1. Pertinence. The pertinence of the reply is reflected in two aspects: first, the reply must be specific to the requesting agency and have no direct impact on non-requesting agencies; second, the content of the reply must be specific to the matters requested and not involve content other than the matters requested.
2. Responsiveness. The content of the reply is reply content. Because the preparation and application of approvals are conditioned on the request for instructions from lower-level agencies, it is a passive issue for higher-level agencies. Whatever matters requested by lower-level agencies will be approved by higher-level agencies. Furthermore, the superior authority must respond clearly and in a targeted manner, regardless of whether it agrees or disagrees with the request.
3. Authoritative. A reply is an official document in reply to a request from a lower-level agency. The opinions and measures it proposes represent the decision-making opinions of the higher-level agency on the issue and are administratively binding on the lower-level agency. In particular, the replies to some major matters reflect the relevant principles and policies of the party and the country and are authoritative. Therefore, once the approval is issued, the lower-level agencies must comply with it.
3. Classification of approvals
According to different content and nature, approvals can be divided into two categories: one is approval approval; the other is indicative approval. Approval replies are mainly indicative replies made after review in response to official matters requested by lower-level agencies for instructions. For example, the approval of matters such as organizational setup, personnel arrangements, project establishment, fund allocation, etc. Indicative replies are mainly responses to guidelines and policy issues. This type of reply is not only a reply to matters requested by the requesting authority, but also has indicative content that has a general guiding and normative role within its jurisdiction.
In addition, approvals authorizing government functional departments to issue or amend administrative regulations and rules are also indicative approvals.
4. The structure, content and writing method of the reply
The reply consists of three parts: the header, the body and the tail. The format, content and writing requirements of each part are as follows:
1. Header. Includes two items: title and main delivery mechanism.
(1) Title. The title of the reply has many forms: one is composed of the name of the issuing agency, the matter of the reply, the object of the writing and the language type; the other is composed of the name of the issuing agency, the subject and the language type; the third is composed of the subject matter and the language type; the third is composed of the subject matter and the language type; The four types are composed of the name of the issuing agency plus the original title and text type.
(2) The main delivery mechanism. The main sending agency for the approval refers to the agency that issued the request for instructions corresponding to the approval. For an authorizing reply, the main sending agency should be the person receiving the approval.
2. Text. The text is the main body of the reply, its content is relatively specific and single, and its hierarchical composition is relatively fixed. Except for the writing method of authorization approval and general approval, the structure of other approvals generally consists of three parts: the beginning, the main body and the conclusion.
(1) Beginning. Explain the reasons for the reply by citing the source. First, identify the lower-level agency that approved the reply and write down the date, title and document number of the communication to explain the basis for the reply.
(2) Subject. Mainly explain the approval matters. A clear affirmative (or negative) answer or specific instructions should be given to the content of the "request for instructions" in accordance with national guidelines, policies, laws, regulations and actual conditions, and generally no discussion will be conducted. There are also some replies that summarize hopes and requirements after the approved matters to further emphasize the purpose of the reply.
(3) Conclusion. Generally, idiomatic expressions such as "this reply" and "this reply" are used.
3. Tail. Generally, it includes two items: signature and writing time. The signature should be written with the name of the approving agency and the official seal should be stamped; the time of writing should be written with the year, month and day.
5. Issues that should be paid attention to when writing a review.
1. Pay attention to the pertinence of the writing. When lower-level agencies ask for instructions on matters, higher-level agencies will approve those matters.
2. The opinions of the reply should be clear. Regardless of whether it is an approval reply or an indicative reply, the attitude of the superior agency must be clear and not too principled, let alone ambiguous, so as not to cause the lower-level agencies to fail to follow it.
3. Approval must be timely. Replies are issued in response to requests from lower-level agencies. If lower-level agencies can request instructions from higher-level agencies, it means that the matter is important, time is tight, and instructions and help from higher-level agencies are urgently needed. Therefore, higher-level agencies should respond in a timely manner, otherwise the work will be delayed. , and may even cause significant losses.
4. The written reply should be concise and concise. It is necessary to be thorough and solemn in order to fully reflect the authority of the reply.
Letter
1. The concept of letter
A letter is a letter between agencies that are not affiliated with each other to discuss work, ask and answer questions, or make requests to relevant competent authorities. Official document used when approving matters.
As the only parallel language in official documents, letters have a wide range of applications. In terms of writing direction, writing can be written not only between parallel agencies, but also between agencies that are not subordinate to each other, including higher-level agencies or lower-level agencies. In terms of applicable content, in addition to being mainly used for non-affiliated agencies to negotiate with each other, ask and answer questions, it can also request approval from relevant competent departments, inquire about specific matters from higher-level agencies, and can also be used by higher-level agencies to reply to lower-level agencies. Inquiries or requests for approval from agencies, as well as matters urged by higher-level agencies to handle matters related to lower-level agencies, such as requiring lower-level agencies to submit reports, materials, statistics, etc. In addition, letters can sometimes be used by higher authorities to make minor additions or corrections to an original document. But this situation is rare.
2. Characteristics of letters
(1) Communication. The letter plays a communicative role in negotiating work, asking and answering questions between agencies that are not affiliated with each other, and fully demonstrates the function of parallel writing. This is a feature that other official documents do not have.
(2) Flexibility. This is reflected in two aspects: First, the writing relationship is flexible. A letter is a parallel official document, but in addition to parallel writing, it can also be written in upward or downward directions. It does not have the strict restrictions on special writing relationships like other types of writing. Second, the format is flexible. Except for the main letters from high-level state agencies that must be written in accordance with the format and writing requirements of official documents, other general letters are more flexible and can also be written in accordance with the format and writing requirements of official documents. There may or may not be a front page, no text number, or even no title.
(3) Singleness. The main content of the letter should be single. A letter should only contain one item.
3. Classification of letters.
Letters can be classified from different perspectives:
(1) According to their nature, they can be divided into official letters and informal letters. Official letters are used for formal official business transactions between agencies and units; informal letters are used for handling daily routine work. The memorandum is not a formal document, and there are no requirements for the format of the document. It does not even need a title or a document number. It only needs to be filled with the name of the agency, the time of writing and the official seal at the end.
(2) According to the purpose of publishing the article. Letters can be divided into two types: sending letters and reply letters. A letter is a letter issued on the initiative to propose a business matter. A reply letter is a letter sent in reply to the other party.
(3) In addition, in terms of content and purpose, it can also be divided into letters for negotiation, letters for notification, letters for reminders, letters for invitations, letters for requests for instructions and replies, letters for transfer, letters for reminders, and reports. Send materials, etc.
4. The structure, content and writing method of the letter
Because there are many types of letters, there is a certain degree of flexibility in the production format and content expression. Mainly introduces the structure, content and writing method of normative official letters.
The official letter consists of three parts: header, body and tail. The format, content and writing requirements of each part are as follows:
(1) Heading. It mainly includes two items: title and main delivery mechanism.
1. Title. There are generally two forms of titles for official letters. One is composed of the name of the issuing agency, the subject matter and the language type. The other is composed of subject matter and genre.
2. The main delivery mechanism. That is, the agency unit that receives the letter and handles the matter of the letter should write its full name or standardized abbreviation in the top box of the letter, followed by a colon.
(2) Text. Its structure generally consists of a beginning, a main body, an end, and a conclusion.
1. The beginning. Mainly explain the reason for sending the letter. It is generally required to briefly explain the purpose, basis, reasons, etc. of the letter, and then use transitional words such as "The relevant issues are now explained as follows:" or "The relevant matters are now replied as follows:" to the following. The reason part of the reply letter usually first cites the title of the communication and the document number, and then provides the basis to explain the reason for the document.
2. Subject. This is the core content of the letter, which mainly explains the matters addressed to the letter. The content of the matter part of the letter should be simple, one matter per letter, and the writing should state the matter directly. Whether it is negotiating work, asking and answering questions, or requesting approval from relevant competent authorities, etc.
How to write a report
The report consists of a title, the agency to which it is sent, the text, the signature and the date. Composed of four parts.
1. The title generally consists of the standardized "three elements" writing method, namely the issuing agency, the report content and the report. It can also be composed of the subject matter and the type of text, and the issuing unit is omitted.
2. The main sending unit The main sending unit is written in the first line before the main text.
3. Text The text of the report is generally divided into three parts: the beginning, the body and the end.
How to write a report and notes on writing
How to write a report
The report consists of four parts: title, main agency, body, signature and date.
1. The title generally consists of the standardized "three elements" writing method, namely the issuing agency, the report content and the report. It can also be composed of the subject matter and the type of text, and the issuing unit is omitted.
2. The main sending unit The main sending unit is written in the first line before the main text.
3. Text The text of the report is generally divided into three parts: the beginning, the body and the end.