Steps and methods for writing a document

The steps and methods of writing a document are generally similar to the writing of a general article, but because of the differences in the nature, function, and writing requirements of the official document, there are also some issues that require special attention when writing.

The preparation of a document is usually carried out as follows.

First, clear the subject of the text

Any official document is written according to the actual needs of the work of the agency. Therefore, before you start writing, you must first understand the main purpose of the publication, that is, the subject of the official document and the purpose of the publication, including the following items:

1. What is the central content of the file? For example, the layout work, the main problems to be grasped, the main achievements and existing problems, the next step of the plan; and if the request is requested, the higher authorities are asked to answer or solve any problems.

2. According to the contents of the file, what kind of language is to be prepared? For example, whether to report on the work situation is to write a special report or a briefing; for the questions reflected by the lower-level organs, whether to write an instruction or reply, or write a notice with a prescribed nature.

3. Clear the file transfer range and reading objects. For example, it is to report to the higher-level leading organs, or to introduce and promote work experience to the subordinate units; to the leading cadres, the relevant department staff to read, or to all cadres or the people to communicate.

4. Identify the specific requirements for posting. For example, is it required to ask the other party to understand, or to ask the other party to reply, whether it is required to be implemented by the receiving agencies, or whether the other party can refer to the implementation, research reference, and solicit opinions.

In short, the issue must be clearly defined in what way, mainly to explain what issues, specifically to achieve what purpose, only to first understand the issues, can be able to draft the file.

Second, collect relevant materials, conduct research and research

After the purpose and theme of the publication is clear, it is possible to collect materials and conduct certain investigations around this topic. Of course, this is also based on the specific circumstances, and it is not intended to write each file to carry out this step. For example, it is necessary to write a short order, a notice, write a simple letter, submit a request, etc. Generally, there is no need to do special work on collecting materials and investigations. After clearing the subject of the article, consider it a little. You can write your pen. However, the problem is more complicated, or although there are leaders’ opinions on the issue of the problem, but they have not yet formed specific opinions and materials, but also need to carry out specific analysis and induction; or plan to write a long-length file, draw up a work plan, Carrying out work summary, drafting regulations, regulations, writing work instructions and leaders' speeches, etc., often need to collect relevant materials and conduct some investigation and research work, because the formation process of the concept, the formation process of judgment, the process of reasoning, is the investigation and The process of research is the process of thinking. The human brain can reflect the objective world, but it is not easy to reflect it correctly. It is necessary to go through repeated investigations to be more correct and closer to objective reality. The written file must be realistic and must go through such a process.

How to collect materials and conduct research for the proposed archives? The first is to collect and read relevant written materials; the second is to collect living materials in practice. For example, to draft the annual work plan of the department, first of all, it is necessary to check the spirit of the party and the state's guidelines, policies, and instructions, the tasks assigned by the higher authorities, the work plans and work summary of the department last year, and the related work of the reference brothers. Planning and so on. We must also seriously study the situation faced by this department this year, the central task of this year, the requirements of superiors; the current working conditions of the department, the favorable conditions and unfavorable factors, and the potential; what specific indicators should be proposed for the actual situation, need to be taken What guarantee measures, etc. For another example, if you want to write a comprehensive work summary, you need to check the original work plan, the main leadership files issued by the higher authorities, the main files issued by the agency during this period, and the main files submitted by the subordinate organs. Important conference files, major events of this organ, etc.; comrades of various departments of this organ are invited to open a forum to understand the work and work experience of various departments, and convene relevant personnel to discuss and summarize the outline. On the basis of comprehensive investigation and collection of relevant materials, what kind of work is mainly carried out in the analysis, the main achievements and reasons, and the main lessons learned in the work.

In short, collecting materials and research is a fully brewing process. It is to grasp a comprehensive and large amount of materials, to understand all aspects of the problem, and then to analyze and think to produce a leap of understanding, from perceptual knowledge to rational understanding.

Third, draw up an outline, arrange the structure

Based on the investigation and research of collected materials, a writing outline was drafted. The outline is the main point of the content to be written, and its main framework is drawn out, so that before the official writing, the whole article can be arranged in a comprehensive manner, and the writing is progressing smoothly, so as to avoid halfway rework.

The outline of the outline can be determined according to the specific conditions of the file and the personal habits and proficiency of writing. For files that are not long, you can roughly arrange the structure of the file, first write what questions, and then write questions in turn, mainly for several layers of meaning. Longer and more important archives often require a more detailed outline, including several sections of the archives, each of which is divided into several questions, the topics and points of each size problem, and specific material descriptions used. The text of the outline does not need to be much, nor does it need to be scrutinized in words. Of course, the outline that needs to be discussed collectively or given to the leadership review is a different matter.

The proposed outline is a very important process of conceiving. The basic views of the archives can be convened at a certain meeting for collective discussion and revision, so that the outline can be improved. For files written by two or more people, it is necessary to study the outline of writing together to avoid repetition, disjointed or contradictory phenomena.

Fourth, drafting the pen, drafting the text

After the structure is arranged, it is necessary to open the text in the order listed in the outline, closely follow the theme, and write the text. Pay attention to two points in writing.

1, to have a clear perspective, the right materials. That is to say, we must use the viewpoint to command the materials and make the materials serve the viewpoint. The use of materials should be able to explain the problem and make the material consistent with the point of view.

In the text, we must pay attention to clear viewpoints, the words can not be ambiguous, ambiguous, or the words are not satisfactory, plausible. If the point of view is unclear, unintelligible, incomprehensible, or prone to misunderstanding, causing ambiguity, it will delay work and cause undue losses.

Some archives, only the viewpoints without actual materials, will make people feel abstract and empty, lack of basis, and not easy to be convinced. However, there is no clear point of view on the listed materials, which will make people confused about what problems to explain, and do not understand the intentions of issuing documents, especially work reports and situation reports, economic situation introductions, etc., which require both existing views and material. The relationship between ideas and materials, like the relationship between bones and flesh, is full, vivid and powerful. For example, clarifying the instructions and opinions of a certain policy and policy, often pointing out the main achievements, existing problems, and noticeable tendencies in the work, indicating the benefits of how to do it, indicating what should not be done, and making it easy to produce What are the consequences, what are the disadvantages, etc. In short, to understand the feasibility and necessity of understanding the intentions of the other party, it is necessary to use some specific materials to explain certain reasons. For another example, to write a work brief, survey report, notification or experience, you must use certain typical examples and materials of typical people to achieve communication, reflect the problem, or have vivid facts, publicity or education. The purpose of the alert. The files written in this way are justified and can make people feel vivid and convinced.

The materials we collect in the survey are diverse, and the materials must be selected and tailored to give the material a point of view and typicality. That is to say, it is necessary to take the next step to get the fine, and to save the real effort. The selection of materials should be appropriate and serve the purpose of expressing the message. The use of materials is closely related to the point of view, which is what we call the use of point of view. If the materials are used improperly and the problems are not explained, the phenomenon that the materials are out of touch with the theme will appear. Such a file will appear loose and messy, and it lacks explanatory power. Therefore, the material that cannot explain the problem is better not to be used, not to be abused, and the materials are piled up and hardened.

To write a file to be serious, to use materials to explain the point of view, to use the point of view to command the material, is to say that the point of view must have actual material to explain, the use of materials must be closely combined with the point of view; it does not mean that a thought frame can be drawn subjectively, and then To piece together materials, without materials, to fabricate, transfer flowers, and render high, using some accidental, non-essential false things as a basis for expressing certain opinions and intentions. Writing archives in this way is a fundamental principle against the principle of seeking truth from facts. It is never allowed and must be strictly prohibited.

It should also be noted that the idea of ​​writing a file requires opinions and materials, and it does not mean that any file must have these two aspects. For example, a letter of introduction, a specific notice of a problem, a brief notice, a statute, a decree, etc., generally do not need to quote any material to clarify the point of view, but mainly to specify specific opinions, requirements and regulations, to explain the relevant matters and Practice and so on.

2, the sentence should be concise and clear. To write a file, it is necessary to save words, shorten the length, and be simple and fluent, and pay attention to the clear explanation. If it is too lengthy to write a clear question, it is not advisable; and for the sake of simplicity and convenience, it is unclear and unsatisfactory. The correct way of writing should be simple and simple, and should be detailed and detailed. The narrative text strives to be concise; the key points to be accounted for, such as the names of people, places, organs, or the use of standardized abbreviations, must be well-known, and should be noted that there is no duplication and misunderstanding with other organs. Do not use the abbreviation at random. For example, the “×× Provincial Party Committee Organization Department and Propaganda Department” will be simply referred to as “X Province Group Announcement”, which will make people unable to use the name “Shanghai” or “渝”. Below the county, the name of the place is not well known. The name of the province, the name of the area, and the name of the county should be crowned. The full name of some things is very long, you can use the omitted name that is already familiar to people, such as "two civilizations", "realization of four modernizations, etc.. Do not arbitrarily create a name that is difficult to understand.

The relevant citations quoted in the text should indicate the source. When quoting other files, the full name of the issuing authority, date of issue, date of issue or file should be stated; the quoted statement should be marked with quotation marks. If the name of the person mentioned in the article is not familiar to the other party, the first time it appears, it should state his position, identity and full name. The following can be referred to as the short name. There are particularly uncommon words in the text that should be annotated. In short, you can't think of what you know, and the other party will understand. It is necessary to consider whether the other person has read this file clearly and clearly.

Generally speaking, it is necessary to pay attention not only to the smoothness of stationery, to comply with grammar rules, the correct use of punctuation marks, but also to pay attention to what organs, when, where, what, what, what, and What to do with the advice, what requirements are there for the other party, etc. In order to make the theme of the archive clear and eye-catching, in addition to the short files, it should generally be opened and clearly stated. First, the purpose or conclusion of the full text should be explained as a lead, and then a few layers of meanings can be explained. At the end of the whole article, Make an appropriate summary of the whole article and indicate the requirements for the receiving agency. For example, when and what scope of the file is required to be communicated, when to start execution, to request a reply or to report only.

V. Repeated inspections, carefully revised

After the first draft is written, it must be carefully revised. Writing an article requires a lot of effort. Since ancient times, good articles have been revised. The same is true for writing files, especially important files, which often go through several drafts to mature. When you want to write a file, you must read it several times after you draft it yourself. Carefully and carefully modify it word by word, and don't let the punctuation not be missed.

1. Modifications on the subject. See if the theme is correct, whether the topic is focused, and whether the topic is excavated. Only if the theme is changed, other changes will be based.

2. About the revision of the viewpoint. To modify the official document, you should consider whether the viewpoint is correct and whether there is any problem. Where the thoughts and feelings are unhealthy, the views are not comprehensive enough, the formulation is not appropriate enough, the concept is vague, and the places where reasoning and argumentation are illogical are subject to revision.

3. About the modification of the material. Material is the basis of the archives. With the correct point of view, it must be expressed through appropriate materials. If the file has only opinions and no materials, or if there is material that cannot explain the point of view, or if there are too many materials and no point, it is necessary to Make the appropriate modifications.

4. About the modification of the structure. Modify the structure of the file, including the revision of the overall structure of the file, the adjustment of the transition, the change of the hierarchical position, and the detailed changes. The aim is to make the files more rigorous, smooth, symmetrical and complete.

5. About the revision of the language. Mainly to modify the words that are not fluent, non-standard words and punctuation marks, in order to achieve accurate, clear, refined and vivid language requirements.

To be careful and careful, you must have enough patience and a spirit of excellence. Through the revision, not only can the quality of the archives be improved, but the foundation for review and issuance can be improved, and the writing ability can be improved.