National administrative document writing format

1 Scope

This standard stipulates the paper requirements, printing requirements, the order of the elements in the official documents and the marking rules common to the official documents of the state administrative organs.

This standard applies to official documents issued by administrative organs at various levels in the country. Other agencies may refer to the implementation.

The official documents printed in minority languages ​​may be executed in accordance with the relevant provisions in accordance with this standard.

2 Reference standard

The provisions contained in the following standards become provisions of this standard by reference in this standard. At the time of publication of this standard, the standard versions are valid. All standards will be revised and parties using this standard should explore the possibility of using the latest version of the following standards.

Gb/t148-1997 Printed, written and drawn paper web sizes.

3 definition

This standard uses the following definition

3.1 word word

A unit of length that identifies the lateral distance in a document. A word refers to the space occupied by a Chinese character.

3.2 line line

A unit of length that identifies the longitudinal distance in a document. This standard uses a distance of 3 characters and a distance of 7/8 times the height of the 3rd character as a reference line.

4 Main technical indicators of official paper

The paper used for official documents is used as an offset printing paper or copy paper of 60 g/m2 to 80 g/m2. The whiteness of the paper is 85% to 90%, the lateral folding is ≥15 times, the opacity is ≥85%, and the ph value is 7.5 to 9.5.

5 Document size and layout size

5.1 Document size

The official paper uses the a4 type paper specified in gb/t148, and the finished web size is 210mm×297mm, and the dimensional tolerance is gb/t148.

5.2 Document margin and core size

Document paper head is: 37mm ± 1mm

The official document is set to: 28mm ± 1mm

The core size is: 156mm × 225mm



6 The color of the text in the text

The text in the official document is black except for special instructions.

7 Typesetting specifications and printing binding requirements

7.1 Typesetting specifications

The text uses the No. 3 imitation Song characters, generally 22 lines per side, 28 words per line.

7.2 Plate making requirements

The layout is clean and has no bottom ash, the writing is clear and uninterrupted, the size is standard, the core is not oblique, and the error is less than 1mm.

7.3 Printing requirements

Double-sided printing; the page number is positive, and the error on both sides must not exceed 2mm. The black ink should reach bl100% of the chromatographic standard, and the red ink should reach y80% and m80% of the chromatographic standard. The printed matter is solid and even; the word is not flowered, not white, and there is no break.

7.4 Binding requirements

The official document should be bound on the left side without dropping the page. The cover and the book block of the official document do not fall off, and the back is flat and not empty. The error between the two pages is not more than 4mm. The saddle-stitched or flat-stitched ordering position is two quarters of the top and bottom of the book block with two staple saws, and the tolerance is ±4mm. The distance between the flat staple saw and the spine is 3mm~5mm; there are no bad nails, missing nails, heavy nails, and the nail feet are flat and firm; the back can't be loosely booked. The size of the finished product is ±1mm, and the four corners are 90o without burrs or defects.

8 Official document identification rules

This standard divides the elements that make up the official document into three parts: the eyebrow, the main body, and the edition. The elements placed above the red reverse line on the front page of the official document are collectively referred to as the eyebrows; the elements placed between the red reverse line and the subject words are collectively referred to as the main body; the elements placed below the subject words are collectively referred to as the edition.

8.1.1 Document number number

The document number is the serial number of each document when several copies of the same document are printed. Use the Arabic digital top grid to mark the first line in the upper left corner of the core.

8.1.2 Secret level and confidentiality period

If you need to identify the secret level, use the number 3 blackface, the top grid is marked on the first line in the upper right corner of the core, and the word between the two words is empty; if you need to identify the secret level and the confidentiality period at the same time, use the 3rd bold type, the top grid is marked in In the first line of the upper right corner of the edition, the secret levels are separated by "★".

8.1.3 Urgency

If you need to identify the urgency, use the number 3 blackface, the top grid is marked on the first line in the upper right corner of the core, and the word between the two words is empty; if you need to identify the secret level and urgency at the same time, the secret level is marked in the upper right corner of the core. In the first line, the urgency top grid is marked on the second line in the upper right corner of the core.

8.1.4 Issuing authority identification

It is composed of the full name of the issuing authority or the standardized short name followed by the "archive"; for some specific documents, only the full name or standardized short name of the issuing authority can be identified. The upper edge of the issuing authority logo is 25 mm from the upper edge of the core. For the reported official document, the upper edge of the issuing authority logo is 80mm from the upper edge of the core.

It is recommended to use the small standard Song characters in the logo of the issuing authority, which is marked in red. The font size is determined by the issuing authority on the principle of conspicuous appearance, but the maximum cannot be equal to or greater than 22mm × 15mm.

In the case of joint writing, the name of the organiser should be used first, and the word "archive" should be placed on the right side of the name of the issuing authority, and the upper and lower sides should be arranged in the middle; if there are too many joint writing organs, the main text of the official document should be displayed.

8.1.5 Sending a text number

The text number is composed of the issuing authority, the year and the serial number. The number of the issuing authority is 2 lines below the line, and the number is in the middle of the line. The year and the serial number are marked with Arabic numerals. The year should be marked with the full name and enclosed by the hexagonal bracket "[]"; the serial number is not edited, and the number is not added. The first word.

Print a red reverse line with the width of the core at 4mm below the text number.

8.1.6 Issuer

The submitted official document needs to identify the name of the issuer, which is arranged in parallel to the right of the text number. The text number is left 1 word, the name of the issuer is 1 word on the right; the person is marked with a full colon after the issuer, and the name of the issuer is identified by the 2 character.

If there are multiple issuers, the name of the issuer of the organizer shall be placed on the first line. The names of other issuers shall be arranged in the order of the issuing authority in the order of the issuing authority from the second line, and the red reverse line shall be moved downwards. Make the text number on the same line as the last issuer's name and the distance from the red line to 4mm.

8.2 Subject

8.2.1 Official title

The red reverse line is 2 lines below, and the 2nd small mark is used to arrange the line in one or more lines. When returning, the meaning of the word is complete, the arrangement is symmetrical, and the spacing is appropriate.

8.2.2 Main delivery agency

There is 1 line under the heading, and the left top grid is marked with the No. 3 imitation Song character. When returning, it still tops the grid; the last main sending institution name is followed by a full-shaped colon. If the name of the main delivery agency is too large and the main page of the official document cannot display the text, the name of the main delivery agency should be moved to the underlying keywords in the edition, on the CC, and the identification method should be the same as the CC.

8.2.3 Official text

The name of the main sending agency is the next line, and each natural paragraph is 2 words left, and the top line is returned. Numbers, years cannot be returned.

8.2.4 Attached files

If there is an attached file in the official document, the word "left side" is 2 words in the space below the text, and the "subsidiary file" is identified by the 3rd imitation of the syllabary, followed by the full-shaped colon and the name. If the attached file has the serial number, the Arabic number will be used; the name of the attached file will not be punctuated. The attached file should be bound together with the official document, and the “attachment file” should be marked on the top line in the upper left corner of the attached file. The serial number should be identified when there is a serial number; the serial number and the name of the attached file should be consistent. If the attached file and the official document cannot be bound together, the first line in the upper left corner of the attached file identifies the text number of the official document and identifies the attached file.

8.2.5 written time

Use Chinese characters to mark the year, month, and day; "zero" is written as "o"; the location of the written time is shown in 8.2.6.

8.2.6 Official Document Validation

8.2.6.1 Single post seal

The official documents issued by a single agency do not issue the name of the issuing authority at the place where the documents are issued, and only the written time is identified. The written time is 4 words in the right space; the stamp should be 2mm ~ 4mm from the text, correct, centered and down, and the seal is red.

"1" "2" "3" "4" "5"

When there is no text in the arc under the seal, the following method is adopted, that is, only the following arc is pressed at the writing time;

When there is text in the arc under the seal, the middle sleeve method is adopted, that is, the center line of the stamp is pressed on the written time.

8.2.6.2 Joint written seal

When the joint text needs to be stamped with two seals, the written time should be opened, and the left and right sides should be empty; the seal of the organizer should be in front; the two seals should be written in time and the seal should be red. Only the same type of stamp can be used to ensure that the seals are arranged neatly. The two seals do not intersect or are tangent to each other, and the distance is not more than 3mm.

When the joint text needs to be stamped with more than three seals, in order to prevent the blank seal from appearing, the name of each issuing authority should be placed between the time of publication and the text. The seal of the organizer is in front of each, with a maximum of 3 seals in each row, and the two ends must not exceed the core; the last row of one or two seals are in the middle; the seals do not intersect or are tangent; in the last row The 2 words on the right under the seal mark the written time.

8.2.6.3 Special circumstances

When the blank space of the official document is not allowed to accommodate the seal position, measures should be taken to adjust the line spacing and kerning, so that the seal and the text are on the same side, and the method of "no text on this page" shall not be adopted.

8.2.7 Notes

If there is a note in the official document, use the No. 3 imitation Song character, and the left space is 2 characters plus the parentheses to mark the next line in the written time.

8.3 edition

8.3.1 Key words

The "theme" uses the 3rd blackface character, which is marked on the left top grid, and the postscript is a full-form colon; the word uses the 3rd small-character Song-shaped character; the word is empty between the words.

8.3.2 Cc

If there is a copy in the official document, the first word in the subject line; the word in the left space is marked with the copy number of the No. 3 imitation Song, and the post is marked with a colon; the CC is separated by the number, and the return is followed by the colon. The CC is aligned; the last CC document is marked with a period. If the main delivery agency moves under the keyword, the identification method is the same as the CC.

8.3.3 Printing authority and time of issue

It is located under the CC department and takes 1 line; The printing authority left the word 1 word, and the right time was printed. The time of issuance shall be based on the date of the official document and shall be marked by the Arabic numerals.

8.3.4 Reverse line in the edition

A reverse line is added to each element in the edition, and the width is the same as the version.

8.3.5 Location of the edition

The edition should be placed on the last page of the document, with the last element of the edition placed on the last line.

9 page number

Use the 4th half-width white Arabic digital logo, placed under the lower edge of the core of the heart, put a 4th line on the left and right sides of the digital, and the line is 7mm from the lower edge of the core. The single page code is 1 word on the right and the page number is 1 word on the left. Pages after blank pages and blanks do not identify page numbers.

10 Forms in the document

If you need a schedule for the official document, you should place the page number on the left side of the horizontal table, the single page number in the lower left corner of the table, the double page number in the upper left corner of the table, and the single page code header on the side of the book. , the double Jia code head is on the side of the incision.

If you need to attach a3 paper form to the official document, and when the last page is a3 paper type, the seal 3 and seal 4 should be blank. The a3 paper form should be placed before the seal and should not be posted on the last page of the file. .

11 document specific format

11.1 Letter format

The distance between the upper edge of the name of the issuing authority is 30mm from the top edge. It is recommended to use the small standard Song characters. The font size shall be determined by the issuing authority; the full text of the issuing authority shall be a Wuwen line at 4mm, and a martial art line at 20mm from the next page. The length of each line is 170mm. There are 28 words in each row. The name of the issuing authority and the double lines are printed in red. The identification method of each element between the two lines is explained from the corresponding elements of this standard.

11.2 Command Format

The command logo is composed of the name of the issuing authority plus "command" or "order". The red small mark is used in the Song Dynasty, and the font size is determined by the issuing authority. The upper edge of the command mark is 20mm from the upper edge of the core, and the lower edge is empty. The 2nd line is the middle identification number; the lower line of the order number is 2 lines to identify the body; the next line of the right line is 4 characters to mark the signature of the person, and the signature chapter is left and the 2nd character is issued. The position of the person; the name of the issuer of the joint issued order or order shall be the full name. In the name of the person to be issued, the line on the right side of the line identifies the written time. The method of identification of the distribution agency is the same as that of the copying agency. Others are explained from the relevant elements of this standard.

11.3 Meeting minutes format

The minutes of the meeting are composed of “×××× meeting minutes”. Its marking position is the same as 8.1.4, with the red small mark Song characters, the font size is determined by the issuing authority. The minutes of the meeting are not stamped. Other elements are specified in this standard.

12 style

The dimensions of the a4 type document paper edge and the core size are shown in Figure 1; the official document layout is shown in Figure 2; the official document layout is shown in Figure 3; the official document is shown in Figure 4; The last page of the document is shown in Figure 6.

Note: The image size has been reduced to 1:2.

Attachment: Brief introduction of the official document format of the new state administrative organ

First, several main features of the new "format"
1. Changed the name and determined the scope of application The original "public document format" was called "national official document format", and the new "public document format" name was changed to "national administrative agency official document format". The scope of application of the Official Document Format of the State Administration was determined. The uniformity of the official documents is guaranteed, and the change of the name does not affect the adoption of the standard by the units and departments of non-state agencies.
2. Changed the width of the document paper size The width of the document paper is the main adjustment of this revision. In the original standard, the paper was made of 16-open type. The newly revised standard stipulates that the a4 type is generally adopted. This is the biggest feature of the new standard document.
3. Implemented a new positioning method In the newly revised standard, in order to enable the document producer to grasp the standard more conveniently and clearly. The relatively easy-to-understand form is used to determine the positioning of each element in the official document, that is, the concept of "word" and "row" is adopted, and then the specific position of each element in the official document is determined according to the defined word and line. At the same time, the new standard divides the official document into three parts: the brow, the theme, and the edition. And classify each element.
4. When the newly revised standard in the graphic area is reduced, the left and right white edges are increased by 19mm, and the angle of the sky is increased by 45mm. On the one hand, such a masterpiece has a relatively wide space for the leadership to read and leave the document, and on the other hand, it makes the official document more beautiful.
5, increased the content of the new revised standards in the original standard of the basic soil added some content, mainly: official document layout specifications, printing requirements, binding requirements, the processing of documents in the official documents. The specific format of the official document has also been added, namely the letter-type official document format, the command format, and the meeting minutes format. The starting point for adding new content is that there can be a unified basis for the whole process from the beginning of production to the final form of official documents. The level and quality of official document production have been greatly improved.
6. The official document on the anti-counterfeiting of official documents has been legally effective. At present, criminal activities that falsify official documents in the society have occurred. The new standard has some hard rules on official document security. For example: blank stamps should not appear; no more "this page has no text", blank pages do not identify page numbers, etc. This does not give the ulterior motive to forge the official document, and maintains the legal status from the format. It is one of the most prominent features of the new standard, and it is also a special focus when mastering and implementing the new standard.
7. The main purpose of the new standard for computer processing is two. One is that the official document format of the administrative organ is standardized and unified, the level and quality of official document production are improved, and the second is beneficial to the realization of office automation.
Second, the "archive" document format change
1. Change in size Uplink: The upper edge of the documented document issuing authority to the upper edge of the core is 80mm, which means that the upper edge of the red head of the issuing authority is 37 to 80=117mm.
Downstream text: The upper edge of the official document issuing authority for parallel or downward text is 25mm to the upper edge of the core, which means that the upper edge of the red head of the issuing authority is 37+25=62mm.
2. Change the text of some elements in each logo: If the document is reported, the text number will be on the left side of the red line, 1 word on the left, and 1 word on the right side of the issuer. The text number and the issuer are on the red line. The same line.
3. Increased element identification 1 The new standard has added the confidentiality period of the issued documents. According to the requirements of the State Secrecy Bureau, the confidentiality period is marked after the confidentiality level, and the middle question is separated by the “solid five-pointed star”. Such as "top secret empty word solid five-pointed star 6 months". According to the state secret confidentiality period, if the period of confidentiality is not identified, it is equivalent to “top secret” for 30 years, “confidential” for 20 years, and “secret” for ten years.
2 The text of the extension should indicate the name of the issuer and the signatory, and the “request” of the official document indicates the contact name and telephone number in the “Notes”.
4. Several questions should be noted in the official document format. 1 The identification position and header of the text.
2 The official document must be marked with the name of the issuer or the signatory.
3 In addition to the "meeting minutes" and the issue of the telegram, all should be stamped.
4 Jointly report the official document, the organizer stamps the seal, and the issued official document, the issuing authority should be stamped.
5 In addition to the joint writing of more than two organs, the name of any official document does not fall under the name of the official office. The title of the official document issued is generally the name of the issuing authority.
A blank seal may not appear in the 6 official documents.
7 The seal should be in the same layout as the text. If it is not in the same text, it should be shortened or widened by the line spacing and kerning. It should not be used to read the words “This page has no text”.
8 documents have blank pages, no page numbers.
Third, the format change of a specific official document
1. Letter-type official document format The full name of the issuing authority is used, but the word “file” is not added. The distance from the top edge of the name of the issuing organization is 30mm from the edge of the soil. The red small mark is used in the Song Dynasty. The full name of the issuing authority is 4mm. Line, 20mm from the bottom of the page, is a Wenwu red, both lines are 170 mm, each line is 22 lines, each line is centered in 28 words, the first page does not display page numbers. The identification methods of other elements are the same as the "archive" document format.
2, the format of the command issuing organization plus the "order" composition, can not be used as a short name, marked with red. The upper edge of the command mark is 20mnm from the edge of the core, the lower edge is empty, the second line is centered, the order number is <in bold type>, and the lower line of the order number is 2 lines to identify the body; the text is 1 line below the right line and the 4th character identifies the signature of the issuer. Signature chapter right empty 2 word logo issuer position. The signature of the signature of the signature of the person under the signature is 1 line and the right is 2 words. All other elements are the same as the "archive" official document format.
3. The format of the meeting minutes is to use the red small mark Song characters, and the position is the same as the “archive type” issuing authority identification method, that is, 25mm from the upper edge of the core, without stamping.