Guidance For Community Official Document Writing: Correct Use Of Official Document Types

1、 Meaning of language

In the writing and processing of official documents, the official documents with the same nature and purpose are merged into the same type, and each official document is given a fixed name, which is the name of the type of document, namely, the type of official document, or simply the type of document. Language is an indispensable part of official documents, and all official documents must indicate the language in the title.

2、 Correctly indicate the role of languages

1. Correctly indicate the language type in official documents, which is conducive to maintaining the seriousness and standardization of official documents.

2. Provide convenience for writing official documents. Both the Regulations and the Methods clearly stipulate the scope of application of each type of official document; Relevant laws and regulations also clearly stipulate the use of some official documents, such as laws and regulations, rules, economic contracts, legal documents, diplomatic documents, etc; There are also some languages, such as summary, investigation report, notice, etc. Their uses are constantly summarized and established by people in the process of long-term practice. The writing method of each official document has also been gradually standardized through long-term practice, and the competent department has also made clear provisions on the writing method of some languages, such as accident investigation report. When writing official documents, the correct selection and marking of the language can help us understand the basic requirements and norms of the language writing, which is conducive to improving the efficiency and quality of writing.

3. Provide convenience for official document processing. According to relevant regulations and practices, different languages have different treatment methods. The relevant departments and personnel dealing with official documents by the receiving and sending authorities can make corresponding treatment according to the name of the language. For example, the application for instructions shall be submitted to relevant leaders and departments for approval and handling in time. If the report is for reading, there is generally no need to reply, but only to pass it on to relevant personnel.

When writing official documents, be sure to select the correct language. The use, misuse or creation of documents will damage the effectiveness of official documents.

3、 Basis for language selection

1. The choice of language shall be based on the relevant national laws and regulations as well as the relevant provisions of the Party and the relevant national leading organs on the handling of official documents. Appropriate and standardized language shall be selected. Never choose another language at will in violation of relevant laws, regulations and standards.

2. It depends on the working relationship between the author and the main recipient (i.e. the main sending organization). Only when the author is the superior organ of the main recipient, can he choose the downward language which is prescriptive, leadership oriented and public. Only when the author is the subordinate organ of the main recipient can he select the upward reporting language. When the author and the main recipient are at the same level or do not belong to each other, they can only choose a negotiated parallel language.

3. It depends on the author's permission. Some languages have explicit provisions on the user's authority. If the author does not have the prescribed legal authority, these languages cannot be used. Such as the use of orders, resolutions, bills, announcements and other languages.

4. It depends on the purpose and requirements of the document. Each language has a specific scope of application and is only effective in achieving a certain purpose and requirement. Therefore, the language that is most conducive to expressing and realizing the specific purpose and requirements of writing should be selected.

4、 Correctly distinguish some easily confused languages

There are similarities and differences between some types of official documents, which are both related and different, and are easy to be confused when used. The correct choice of language is directly related to the quality of official documents, the quality of expression and the convenience of document processing. Emphasize the standardization of official documents, especially pay attention to correctly distinguish some easily confused languages.

（1） Decisions and resolutions

They are all commanding official documents with restrictive, normative, commanding or guiding functions, and have many similarities in nature and writing methods.

In terms of writing method, they generally do not write the main sending organ before the text, but can mark the "main sending" or "distributing" unit in the copy column at the end of the text. text They are composed of three parts: writing basis, writing items and conclusion; The content can be divided into several types, such as paragraph by paragraph, multi paragraph, total sub article, and partial structure. But they have the following significant differences.

1. The documented process is different. The decision may be adopted through discussion at the meeting, or examined and issued by the leader of the leading organ or unit. The written procedure of the resolution is strict, and it can only take effect after being discussed and approved by the plenary meeting or congress, such as the Party Congress, the People's Congress, the Workers' Congress, and the member congress.

2. The issuing authority (organization) is different. Leading organs at all levels and leading organs of organs and units can make and issue decisions; Resolutions can only be issued by the Shengshouguan Meeting, and cannot be made and issued in the name of organs and units. Because of this, resolutions are no longer listed as official documents commonly used by state administrative organs.

3. The contents involved are different. The content of the decision is mostly to make arrangements for important matters and major actions in a certain field or aspect. Therefore, it can be divided into deployment and command of important work decision (hereinafter referred to as deployment decision), decision on handling specific matters (matter decision) and decision on commendation and punishment. The content of the resolution is mostly an important decision-making matter of a system, a unit or an organization with overall importance and principle. It can be divided into deployment command resolution, approval resolution and special issue resolution.

4. Different functions. Decisions are mandatory. Play a leading and guiding role. Resolutions have multiple functions: some are mandatory, such as Resolution of the Standing Committee of the Sichuan Provincial People's Congress on Revitalizing Agriculture through Science and Technology; Some are rational and make comments on people and things concerned, such as the Resolution of the Central Committee of the Communist Party of China on the Party's History since the founding of the People's Republic of China; Some are appealing, such as the Resolution of the Central Committee of the Communist Party of China on the Guidelines for the Construction of Socialist Spiritual Civilization; some are approving, such as the resolutions made by the Party Congress and the People's Congress on various work reports.

5. The writing format is different from the signature. All resolutions shall be signed with the name of the meeting and the date of adoption in parentheses under the title, and the text will not be signed after the text. All decisions adopted at the meeting shall be endorsed as resolutions; For decisions signed and issued by leaders, the issuing authority and the date of writing shall be indicated after the main text.

（2） Announcements and announcements

Announcements and announcements are all well known official documents, and their contents are not classified. They should be published publicly, published in newspapers, posted, broadcast through television or radio, and their writing is similar. But they also have obvious differences.

1. The main difference between the two languages is the different scope of application of the content. Announcements are used to announce important matters at home and abroad, announce certain statutory special matters, and announcements are used to announce the matters that should be observed or known to a certain extent.

2. The different announcements of the preparation and issuance units shall be prepared and issued by higher-level state organs, people's congress organs and relevant laws and regulations designated organs. Most of the mandatory notices are issued by government agencies or leading institutions of government agencies and units, and the general notices can be issued by any administrative organ, organization or unit. But the party office These two languages are generally not used for official official documents.

3. The different announcements of the sending objects shall be released to the relevant domestic and international parties and legal parties. The notice shall be issued to the departments and relevant personnel within a certain range.

4. The announcements with different functions emphasize the legal authority, and the items of the weekly governors often have strong legal or administrative effect. With the exception of statutory organs or higher-level administrative organs, grass-roots administrative organs and enterprises and institutions need not make public announcements. The prescriptive notice has certain prescriptiveness, and the matters involved often require a certain range of organs, units, and the masses to abide by or handle, which has certain binding force on them. However, the circular only has the function of informing and knowing.

Pay special attention not to abuse the announcement.