Secretarial knowledge > writing guidance

How can we do a good job of reviewing official documents?

Document review is the work of correction, modification, processing and verification prior to the issuance of official documents. Doing a good job of this work has an important role in improving the quality of official documents, controlling the number of official documents, and saving the time and effort of leaders at all levels to review and approve official documents.

The review is comprehensive. Regardless of the official document content or the official document form are in the verification, the following aspects focus on it:

1. Whether the approval procedure is in compliance with the regulations - the approval of the approval;

2. Whether it is necessary to write a text - to send a good document;

3. Whether the theme is clear and whether the content conforms to the party's line, guidelines, policies, national laws and regulations, and the spirit of the instructions of the higher authorities, whether it fully and accurately reflects the intention of the issuing authority, whether it is connected with the current relevant official documents, and the measures and measures proposed. Whether it is practicable, whether the materials selected are accurate or not - close the content;

4. Whether the matters involving the terms of reference of the relevant departments have been coordinated and agreed upon – to coordinate well;

5. Whether the structure is reasonable, whether the words are appropriate, whether the language is refined, whether the punctuation marks are correct, whether the names of people, places, numbers, units of measurement, time, and citations are accurate and standardized - close the words;

6. Whether the format elements are complete, whether the secret level is appropriate, whether the title is complete, whether the main delivery agency is standardized, whether the payment is accurate, and whether the scope of the transmission is clear - the good format is closed;

7. Whether the selection of the language meets the requirements - the good text is closed.

Linking the above "seven customs" content with the previous section "public document writing", we can see that the official document review has the same meaning as the official document drafting, and the requirements are similar. Document drafting is the basis of official document review. Only by continuously improving the writing level of official documents can we fundamentally improve the review effect of official documents; document review is a continuation of the drafting of official documents, and it is a further improvement of official documents. The review and drafting activities in practice are carried out in a round-robin manner, after the trial, and then after the trial, until it is confirmed that all possible errors and omissions have been eliminated.

The review is programmatic. In order to ensure the quality of official documents, the official document review work must perform certain procedures. Judging from the review of the official documents of most institutions, the general procedure is: receiving the originals, checking the registration; preliminary checking, making handling opinions; in-depth school, revising a draft; printing a sample, holding a meeting or telephone contact, soliciting opinions; Comprehensive comments, revisions; submissions for approval, and delivery of notes.

The review is generally carried out by department heads and secretarial staff of the integrated office. The review of important manuscripts should also be attended by the head of the agency. Some manuscripts whose content is generally in nature or whose content is very simple may also be reviewed by a person without review by a person. The drafter shall examine and revise it by himself and send it to the relevant leader for approval.

The problems found in the review are usually solved by the following two methods: First, the principle revisions are proposed to retreat the contributors or other relevant staff for specific modifications. The official document reviewer does not make specific modifications first; the second is that the official reviewer directly and comprehensively modifies the manuscript.

The personnel engaged in the audit work must have a high sense of responsibility, have a high level of policy theory, business level and written expression, and should pay attention to keep in touch with the writer at any time, and promptly ask relevant questions and study and modify the plan. When co-authoring with other agencies, after the examination of the manuscript is completed by the organ, the document reviewer should actively do the work of the “draft” and send the manuscript to the other issuing organs for review.

recommended article

popular articles