Skills Of Official Document Writing

Introduction

With the rapid development of science and technology, the increasingly fierce economic competition, and the rapid march of human society to the information age, official documents are playing an increasingly important role in leading, dealing with public affairs, communicating information, liaison affairs and conveying enterprise decisions for party and government organs, people's organizations and enterprises and institutions. The writing of official documents is also liberating from the old mode and gradually becoming scientific, standardized and institutionalized.

What is?

The official document is the abbreviation of official document. It is a written material made by the state organ in the administrative management process in accordance with the prescribed format.

Official document

In all kinds of enterprises, the official documents referred to are generally commercial documents, which are mainly divided into introduction reports, requesting instructions, minutes of meetings, key points of work plan, introduction of companies and products, letters, speeches, feasibility reports, work summaries, market research reports, explanations, etc.

Written document

The procedures and methods of document writing are similar to those of general articles. However, due to the differences in nature, function and requirements of writing, there are some problems that need special attention when writing.

The preparation of official documents is usually carried out in the following steps:

First, clear the main thrust of the document.

Any official document is written according to the actual needs in the work.

Therefore, before we start writing, we should first clarify the theme of the document, that is, the theme and purpose of the document, including the following:

1. What is the central content of the document? For example, the improvement of related work, mainly about the current situation, what problems, solutions, and assistance matters need to be addressed; and, if requested, ask the higher authorities to answer or solve problems.

2, according to the content of the document, what kind of language are ready to be adopted? For example, reporting the work, writing a special report or writing a briefing; whether the problem reflected in the lower level is to write an instruction or a reply, or a notice with a prescribed nature.

3, clear the scope of sending documents and reading objects.

For example, to report to the higher authorities, or to promote and introduce experience to the relevant units; to read to the leaders or departments concerned, or to convey to all personnel.

4, clear the specific requirements of the dispatch.

For example, is it to ask the other party to know, or to ask the other party to reply? It is for the receipt organ to carry out the execution, or refer to the execution, the research reference, the solicitation opinion and so on.

In short, what ways should be adopted clearly, what problems should be elaborated and what specific aims should be achieved? Only when we have a clear idea of these problems can we draw up the draft.

Two. Collect relevant information and conduct research.

After the purpose and theme of the document are clear, we can collect materials and conduct some investigation and Study on this topic. Of course, this is also based on the specific circumstances, not to write every document.

For example, to write a short notice or notice, generally do not need to collect materials and research work specifically. After making clear the main points of the document, you can write with a little thought.

But for the more complicated problems, we need to carry out specific analysis and induction. If we draw up long documents, draw up work plans, summarize work, draft rules and regulations, and write work instructions, we often need to collect relevant materials and carry out further investigation and research work.

How to collect materials and conduct research for the purpose of writing official documents? First, collecting and reading related written materials; and two, collecting live materials in practice.

For example, for drafting the annual work plan of this department, we first need to review the work plan and work summary of last year, and refer to the similar work plan of advanced enterprises, and we should also study the situation faced by our department this year, the central tasks of this year, and the higher level requirements.

In short, the collection of materials and research is a brewing process, in order to grasp a comprehensive, large amount of material to understand all aspects of the problem, and then through analysis and thinking to create a leap in cognition.

Three, draw up an outline and arrange the structure.

On the basis of collecting materials, draw up a writing outline.

The outline is the main content of the document to be written, and the main frame should be outlined so that the whole arrangement can be arranged before the official writing.

The outline of the outline can be determined according to the specific circumstances of the document and personal habits and proficiency of writing.

For a short length of documents, we can roughly arrange the structure of the document, what questions to write first, what questions to write in turn, and what are the main points.

A lengthy and more important document often needs to be drawn up in more detailed outline, including several parts of the document. Each part is divided into several questions, the topics and key points of each size problem, and what specific materials to use.

The outline of the text does not need much, nor does it need to be deliberated in the text.

Of course, there is no need for collective discussion or to give the outline for leadership review.

Making outline is a very important process of conception. The basic viewpoint of a document can be convened to discuss and modify it in groups, so that the outline will be improved.

A document composed of two or more workers needs to work together to study the outline of writing so as to avoid repetition, disconnection or conflicting phenomena.

Four. Write and draw up the text.

When the structure is well arranged, Kaizong Akiyoshi should follow the requirements listed in the order.

Two points in writing:

1, we need to have a clear view and proper timber.

That is to say, we should command the material from the viewpoint and make the material serve the viewpoint.

Use materials to illustrate problems and to integrate materials and ideas.

In writing, we should pay attention to clear points, not ambiguous words, ambiguities, and words, but specious.

If the view is unknown, it will be incomprehensible.

Some documents only speak of opinions without practical materials, which will make people feel abstract and empty, lack of basis and unconvincing.

However, only listing materials without clear points will make people unclear what problems to explain, and not understand the intention of sending papers, especially the presentation of situation reports and work reports.

2, we need concise sentences and clear accounts.

It is necessary to save words, shorten space and be concise and coherent.

Five, check again and again, seriously modify

After the first draft is written, we should seriously revise it.

Writing articles requires effort.

Since ancient times, good articles have to be revised repeatedly, and writing documents is also the same, especially important documents.

1, the revision of the theme.

To see whether the theme is clear, whether the topic is focused or not, and whether the topic is deep.

2, the revision of the viewpoint.

To modify the document, we should take into account whether the views are correct and whether there are any problems.

3, about the modification of materials.

Materials are the basis of documents, with correct views, and appropriate materials.

4, about structural modification.

Modifying the structure of the document, including the revision of the overall structure of the document, will make the whole article more rigorous.

5, about language refinement.

It is mainly to modify irregular statements, non-standard words and punctuation marks.

We must be careful and careful in revising work, and we must have enough patience and the spirit of excellence.

Several commonly used business documents

Ask for instructions

The request is a batch of official documents that the subordinate requests for decisions, instructions or approval matters to the higher authorities.

Characteristics of instructions

First, targeted.

Only important matters such as important decisions, important decisions, personnel arrangements, and new problems encountered in the work, new situations or difficulties that can not be overcome in the limits of authority within the limits of the unit's jurisdiction can be used for "asking for instructions".

Please instruct your superior to give instructions, decisions or answers and approval.

Therefore, "asking for instructions" is highly targeted.

Two, batch.

The request is a targeted upward text. The superior leader must give a clear "reply" to the reporting request, whether he agrees or not.

Three, unitary.

If you ask for instructions, you should write only one written leader. Even if you need to submit other leaders at the same time, you can only use the copy form.

Four, timeliness.

The request is for the situation and problems in the current work of the unit, and the official documents that are instructed and approved by the higher authorities should be obtained. If issued in time, the problem will be solved at the same time.

Classification of requesting instructions

According to the content and nature, the request is divided into the following three categories:

I. requesting an indicative request.

Two. Request for approval.

Three. Request for approval.

The structure, content and writing of the request

The request is composed of three parts: the head, the main body and the tail. The format, content and writing of each part are as follows:

First, the first.

It mainly includes two items: heading and main sending organ.

1, title.

There are usually two ways of writing the title of the request: one is the name, reason and type of the issuing organ.

For example, the instructions of the * * * group on "* * * * * *"; the other is composed of things and literary forms, such as "instructions on * * * * * * *".

2, the leadership of the text.

Each request can only be written by a leader of a written document.

Two. Text, its structure is generally composed of the beginning, the main body and the conclusion.

1, the beginning.

The reasons for asking for instructions are mainly explained.

2, the theme.

It mainly refers to the request, which is a specific request to the higher authorities. This part should be single, only one thing should be asked.

3, conclusion.

Another part of the idiom is "if not, please instruct", "no, please reply", "above request, approval", "above request, approval" or "if the above request is correct, please send it to other departments for implementation".

Three, the main structure of the tail is the two parts of the inscription and the written time.

Questions to be noted

First, the principle of one thing and one thing.

Two, material is real, do not fabricate for the approval of the leader.

Three, the reasons are adequate, and the instructions are clear.

Four, the tone is honest and sincere, so as to arouse the attention of the superiors.

Presentation

A report is a declarative official document that the lower level reports to the superior, reflects the situation, puts forward opinions or suggestions, and answers questions.

"Report" is a declarative style.

In writing, we should use real material as the main content and general narration as the main way of expression. "Report" is the uplink of the administrative document. The purpose of writing the report is to let the superior master the situation of the unit, understand the working conditions and requirements of the unit, and enable the superiors to give timely support, so as to provide basis for the higher authorities to deal with problems, arrange their work or make certain decisions.

It is the purpose of making a report.

Therefore, the content of the report requires the fact that the facts should be the main ones, and the concrete situation should be reflected objectively. Instead of too much discussion and explanation, the way of expression should be generalized, and the tone should be tactful, modest and unsuitable.

The characteristics of the report are as follows:

1. The purpose of the report is to report to the superior the work, the situation, the suggestion, the reply, etc. it is not straight.

It is one of the important differences between the petition and the request that the superior authorities answer the questions in the report.

Two, the report generally does not mention suggestions or opinions.

If it is indeed necessary to carry out the recommendations or opinions of the report in a certain field or certain department, the higher authorities may be recommended to the relevant departments to carry out the implementation. As soon as the report is approved, it will be issued as an appendix to the document, which is authoritative or attached to the agency.

Three, the content of the report is not like the requirement of "asking for a document". It can report several things in a document, and its structure is more complicated.

Four, the report is widely used in lower levels to feedback information to superiors, which is an important form of communication between upper and lower organs.

Reporting to the superiors in time, reflecting problems and making suggestions are also a work system that the lower level organs must fulfill.

Types of reports

The reports are divided into categories and contents: reporting, replying, reporting and routine work reports.

Writing method

The structure of the report is generally composed of the title, the leader of the text, the text, the inscription and the written time.

I. reporting Report

The report is mainly subordinate to the higher authorities to report the work, reflect the situation report, generally divided into two categories:

1. Comprehensive report.

This report is a report made by the unit to a certain stage and written to the higher authorities on the overall situation of the work.

Its contents generally include progress, achievements or problems, experiences or lessons and suggestions or suggestions for future work.

The characteristics of this report are comprehensive, concise and concise.

2. Special report.

This report is a report written to superiors for a certain problem in a job.

Two. Replying Report

This report is a report written on the questions raised by superiors or management or some requirements.

Such a report asks what to answer and not to ask questions or situations other than questions.

Three. Reporting

Notifiable reports are mainly used for submission of documents and documents submitted to the higher authorities.

Generally, there are one or two sentences explaining the basis or purpose of filing documents or objects and matters relating to documents and objects.

Four. Routine work report

Routine work reports are subordinate reports to superiors.

For example, financial reports, expense reports, etc.

Notice

A notice is a document for announcing important matters inside and outside the enterprise.

Notice writing

The announcement is a solemn and solemn official document. Its content is relatively simple, its space is short, its expression is direct and its language is concise and clear.

I. title.

There are three kinds of announcement headings: one is a complete title, including the issuing organ, the cause, and the literature; the two is the issuing organ and two kinds of languages, most of which are used for government agencies; others are only literary forms, such as the bulletin and the title, sometimes can be individually numbered according to the announcement.

Two, text

The text is generally composed of purport and explanation.

The theme is divided into paragraphs, and the theme of the announcement is summed up in a short sentence.

Explain the basis of the announcement, announcements.

The ending is generally used as a conclusion.

Three, inscription and date

The announcement date is marked below the heading or at the end of the announcement.

In addition to indicating the issuing unit, the important announcement office should also indicate the location of the document.

Minutes of meeting

A summary of meetings is a documentary document that records, conveys conferences, and negotiated matters.

It is used for important meetings such as working meetings, seminars, seminars and so on held by various organs, enterprises and institutions.

The minutes of the meeting, by recording the basic situation of the conference, the outcome of the meeting, and the agreed items of the meeting, will comprehensively reflect the spirit of the conference so as to enable the participants to have a unified understanding and carry out the work of organizing the work in a comprehensive and truthful manner after the meeting.

At the same time, "meeting minutes" is a multi-directional text, with the function of reporting, issuing and communicating at the same level.

How to write minutes of meetings

The minutes usually consist of three parts: the head, the main body and the tail.

The writing requirements of each part are as follows:

First, the first.

The main item in this section is headline.

The first part of some meeting minutes is also written in time.

The title of the minutes is usually made up of the name and type of the meeting.

For example, the summary of * * * * * * * * * * * * * * * * *.

Two, text.

The main body of the meeting is composed of two parts: preface and main body.

1, foreword.

First of all, the name, time, place, host, main agenda, participants, form of meetings and main outcome of the conference are summarized.

2, the main body.

It is the core content of conference machinery. It mainly records the meeting and the outcome of the meeting. When writing, we should pay close attention to the central issues and express the basic spirit of the conference, especially the decisions and resolutions formed by the conference.

The controversial issues and different opinions at the conference must be truthfully reflected.

Three, tail.

It includes two contents: signature and written time.

Electronic document

With the development of network, the way of document passing through E-mail has made revolutionary changes in the traditional office mode. But now there is a lack of software to read and approve documents on the Internet. The files are easy to copy and tamper with.

The way to write electronic documents

Electronic documents are mainly composed of themes, items or attachments.

I. unit / person

Two. CC / person.

Three, the theme.

Quite similar to the title of official document, such as "request for instructions on * * *" and "report on * * * *".

Four, matters.

The main contents of official documents, including the purpose and matters of sending documents, are identical with those of daily documents. If relevant documents or reports are provided, they can be sent by way of attachments.

Five, inscription.

It is advisable to submit the signature and written time to direct leaders.