The basic characteristics of official document writing

Recently, I read Mr. Li Minglun's masterpiece "Secretary Writing Skills" and carefully studied the characteristics of the writing of official documents proposed in the "Introduction" section of this book, which is well received. Mr. Ming Lun’s characteristics of official document writing are not only very insightful, but also have certain guiding significance for grasping the writing of documents in modern institutions. Therefore, I wrote this article in accordance with his question. It is my own concrete experience. It can also be said to be a testimony and supplement to the views expressed by Comrade Ming Lun. The purpose is to introduce these ideas to more colleagues. Make it a greater guiding role.

The official document is a unique article type in the big "family" of the article. It has the basic elements of the general article and is different from the style and characteristics of the general article. Therefore, it is another article phenomenon in the big "family" of the article. , that is, the use of text. Therefore, official document writing belongs to the scope of applied writing. Although its characteristics are inextricably linked with general articles and general applied articles, more aspects are self-contained and unique.

1. The author of the official document is not the official writer himself. It is a certain social group or its leader. The official document requires its readers to implement and comply with it. This determines that the official document has the author's group, the concealment of the secretary's writing and its own practical characteristics.


Document writing is not a personal work like literary creation or scientific writing, and its writing results cannot be the author's personal. As a secretary of the official document writer, it is just for the social group or his leader to act as a "speaking", which is what people often say "marriage for others" and "doing things on behalf of the sky." This point, secretary comrades should understand, and be very clear. It is necessary to know that there are thousands of official documents in the world. Which one is the name of the secretary? No. It is no wonder that some secretarial staff who have been writing for most of their lives have sighed that they have not written an article for themselves. By the same token, as a leader of a certain social group, strictly speaking, he does not appear in his personal capacity when he arranges a secretary to write a official document, but appears as a representative of an institution or unit. Even if they appear in the first person "I" in some manuscripts, they are only formal individuals or "I", which is what people usually call "agents" or "representatives". Behind him is essentially a tangible or intangible leadership group or the thought, proposition and intention of this leading group. From the perspective of the whole process of official document production, general official documents must go through a set of work procedures such as inspiration, conceiving, drafting, discussion, revision, verification, issuance, printing, etc. The generation of important files often requires repeated comments and revisions. , organize hundreds of people to participate in discussions and revisions to complete. The drafting of the 14th National Congress of the Communist Party of China lasted for seven months. During the period, the Standing Committee of the Political Bureau of the Central Committee discussed four times, the Politburo discussed it twice, and the jzm comrades discussed with the drafting group three times. Some leading comrades of the Party Central Committee and the State Council also discussed important opinions with the drafting group. Among them, according to the requirements put forward by the Politburo during the discussion and the opinions of Comrade Deng Xiaoping, two important changes were made. Later, the central government decided to issue the sixth draft to 119 localities, departments and units across the country for comments. Party members of the 13th Central Committee, alternate members, members of the Central Advisory Committee, members of the Central Discipline Inspection Commission, representatives of the 14th National Congress of the Communist Party of China, responsible members of all departments of the Central Party and Government, and members of various people's organizations, provinces, autonomous regions, municipalities and major cities More than 3,000 people including the responsible comrades of the military party committee participated in the discussion, and each unit revised a draft.


Simultaneously. The Central Committee of the Communist Party of China also entrusted the United Front Work Department to seek the opinions of the democratic parties, the heads of the National Federation of Industry and Commerce, and non-party members. during this process. Jzm and Qiao invited them to talk in Huairen Hall for more than three hours.


All localities and departments have seriously discussed the report and have affirmed and evaluated the report as a whole. At the same time, many opinions were also put forward. The structure and actual content of the report are as small as the sentence words and punctuation marks. The attitude is serious and serious, and the opinions shine with insights. According to the opinions of various localities, the drafting team made more than 450 revisions to the draft for comments on the report. Among them, the five-year work since the 13th National Congress, the generalization of the theory of building socialism with Chinese characteristics, the speed of economic growth, the establishment of a socialist market economic system, the strengthening of socialist democracy and legal system, the building of spiritual civilization, and the strengthening of party building, etc. Great adjustment, enrichment and strengthening.


Generalization of the theory of building socialism with Chinese characteristics, when soliciting opinions. It is proposed that since the 14th Plenary Session of the Eleventh Central Committee of the Party, the reform and opening up has brought tremendous changes to China and accumulated rich experience. In theory, it should be further sublimated. After repeated research, this part was adjusted to nine aspects. At the same time, it was emphasized that building socialism with Chinese characteristics is the crystallization of the collective wisdom of the whole party and the people of the whole country. Comrade Deng Xiaoping made a historic and significant contribution to the establishment of this theory. .


The draft of the report is more mature than the one. In September, the Plenary Session of the Central Political Bureau and the Politburo reviewed and approved the revised draft report and decided to submit it to the Ninth Plenary Session of the 13th CPC Central Committee for deliberation.


October 5th. The Nineteenth Plenary Session of the 13th CPC Central Committee opened in Beijing. According to the opinions of each group, more than 170 revisions were made to the 26,000-word report. When it comes to the 14th National Congress, it is already the 10th draft.


It can be seen that any official document is a process of group labor and a crystallization of collective wisdom. This is a unique feature of the official document that is different from any individual creation. After the official document is issued. The actual utility produced and the way it accepts social practice tests are more characteristic than other articles. A official document may be used for information or reference by the superior leadership and subordinate organs; or as a downward communication, requiring implementation; or publicity, publicity, and regulation of people's behavior. The content of these many effects produced by official documents is not all that the recipients look consciously like reading literary works, but the compulsory, binding force and the reader's own interests of the official documents are at work. At this time, the reader first pays attention to what the official document says, what is the use of the unit and the industry, and is essentially concerned with the social and economic utility of the official document, but rarely evaluates the artistic value of the public document; Is studying the specific content contained in the official documents, pondering whether there are new policy provisions, which policies and political powers are the basis for solving problems in the unit and the department, and few people appreciate and appreciate the literary works of the official documents; Few people have inquired and mentioned who the official document was drafted, but what is the decision to judge the superior leader, how effective this action is, whether to catch ideas, and so on. This fundamentally determines that the official document is very different from other articles in writing, its own function, social benefit, and determining the theme, structure chapter, expression form, language application, etc., fundamentally determining that the official document writing must have its own Distinctive political color, policy function, group characteristics, accuracy requirements and practical standards. This will give us the impression that if a secretary has to write a good document, he must jump out of the circle of personal creation, and pay attention to overcoming the "student cavity" and "literary tone." Especially from the newcomers who have just taken up the job of the secretary, we should pay more attention to this issue. Efforts are based on the characteristics and needs of the official documents. Master a set of writing methods that are different from general writing and progress to form your own style.

Second, the official document writing is not the author's own initiative, but because the actual needs are passive. Once a official document is issued, it not only has a practical guiding significance for propagating political opinions, unifying thoughts, and promoting consensus. And it must be able to guide the work, negotiate affairs, and solve problems. This determines that the official document has the specificity of its formulation, the clarity of its written expression and its own authoritative characteristics.

〖1〗〖〖〗〖3〗〖4〗〖5

The fundamental purpose of issuing a document is to solve problems in the work. Instruct people to conduct social practice activities in a correct and orderly manner. Therefore, if a document is issued without a document, what form of official document is issued, and when it is issued, it is essentially determined by objective and practical. It is not that anyone is making a document as he pleases. Since the official document is an objective and practical need, it is necessary to have a clear target for the issuance of official documents. There is a strong target. There must be a correct strategy for guiding the work. There must be specific measures and methods to solve the problem. Only in this way can the readers effectively carry out the implementation and play the role of guiding the work. Never write a document as neither operational. There is also no feasibility, especially the mandatory requirements and specific measures in the official documents. It can't be felt that it can be done, it can be done, and it is not policy-oriented. It can be done in this way, it can be done in that way, and it lacks principle. Let people do what you do, but actually don’t do what you want, and lack authority. This requires that the production of official documents must first solve the targeted problems.


Another very important question is that it is necessary to be clear about the meaning of the text. It is necessary to make things clear and clear, and to be stable and fluent, so that people can be uncompromising. Know what you are talking about. In this regard, many secretarial staff engaged in writing work have the feeling that it is not difficult to use a few good words in the manuscript. It is difficult to make the words clear and plain, and to divide the points into inches. Just right is not easy. It is no wonder that the secretarial staff of the past had a profound understanding of "one-character official document, nine cows can't pull out", and there are also such verses written by modern secretarial workers when describing the authority and accuracy of official documents: "There is a lot of property in the pen, There are people who have a life in the sky, and there are right and wrong in the pen. There is a ruthless loyalty in the pen." It should be pointed out that the solemn beauty and simple beauty required by the official documents all require that each official author must be in a level, brief and accurate manner. effort. In particular, it is necessary to spend a lot of effort on the main theme of official language and art styles - leveling, and strive to make the official documents written by them meet the following basic requirements: in the subject of official documents, it is really targeted from objective reality and has strong pertinence. Practically solve the actual problems; in the expression of words, it is truly logical to reveal the "quantity" truth. It shows the authority inherent in the official document; in the use of language, the correct use of the written language of modern Chinese is to be plain, concise and accurate. As long as you follow these rules, you will greatly improve your writing level.



3. Official documents are not literary works. It is the means of expression of ideas, ideas, and intentions of leaders at all levels; the production of official documents is not an individual act in a certain time and space, but a manifestation of the fundamental system of the state in the process of historical evolution. Management practice activities in line with national laws and regulations. This determines that the official document has the continuity of its production activities, the integrity of the format and the historical characteristics of its own value.


Official documents are the product of the development of social history. At the same time, it is also a kind of written mark and original record of political, economic, cultural and social official activities in the process of social history. With the continuous progress and development of the history of human society, with the continuous innovation and improvement of the ruling class in the management of the country and the commanding state level in various historical periods, the documentary management tool of the state is constantly improving and developing, as much as possible. National management needs in the historical period are adapted. In the bourgeois democratic republican era, there are many components that follow the useful elements of the official documentary of the monarchy, but more components are suitable for the innovation and development of the state management needs of the bourgeois democratic era. Now, the official documents of the people's democratic dictatorship in the era of our people are a series of historical evolutions that have undergone thousands of years of history, and have undergone several reforms and reforms. They have a new content and a perfect form, and a public service with the party and government leading organs in China. Basically compatible instrument system and official style. It is continuing to move toward a more standardized and scientific direction.

"5"

The specific requirements of the document system and the official document style established in China in the new era are: the handling of official documents must adhere to the principle of "separation of party and government." In the processing of the official documents of the Chinese cd authorities and the state administrative organs, the respective "public document types", "public document formats", "standards of writing", "document processing", "document filing, filing and destruction" are respectively Made clear rules and put forward specific requirements. All these problems are the most basic characteristics of the party and the state in the form of laws and regulations that are different from other written materials and literary works. Secretarial personnel must strictly abide by the writing and production of official documents. Just because the official document has different characteristics from other articles, it has strict and special requirements in the determination of the subject matter of the official document, the accumulation of materials, the arrangement of the structure, and the use of language. No matter how it is changed. However, it is necessary to make all kinds of official documents become the "standing" of certain social groups, and serve the ideas, opinions and intentions of certain social groups accurately and effectively. From the writing point of view, all kinds of official documents are the "compliance writing" of the official writers. This is a principle of official document writing.

Official documents originated in the officialdom, effective in the society, and shoulder the task of conveying the political opinions and ideological intentions of the social leadership group. They played the role of ordering the four parties and governing the country. Therefore, it requires that the official document must be standardized, institutionalized, and scientific, so as to ensure that the official activities of the party and the state are prohibited. This requires objectively requiring the official document to be recognized by the society and established in various organs. Common specifications and logos, which are the format requirements of official documents. In the modern official document, whether it is the official document of the Chinese cd agency. It is also the official document of the state administrative organ. The definition and standardization of the official document format are very specific and clear. On May 3, 1996, the "Regulations on the Handling of Official Documents of the Chinese Communist Party" issued by the General Office of the Central Committee of the Communist Party of China stipulated that there are mainly 17 official documents of the Chinese cd authorities. The "Measures for the Administration of Official Documents of State Administrative Organs" promulgated by the General Office of the State Council on November 21, 1993, stipulates that there are mainly 16 official document formats of state administrative organs. These regulations are indispensable for the production of official documents, and the correct use of official documents. It will make the official style complete and standardized. In addition to the official document format, many of the customary content formed during the long-term use of official documents must also be noted when writing official documents. In the general official document, the styles have their own styles, the content structure is organized, and there are certain programs at the beginning and the end, especially the official documents have special structure and strong fixedness. In the case of special documents and other daily applications, the formatting requirements are more specific and stricter. So, we are writing a document. Be sure to pay great attention to the problem of the official document format, and you must not have any omissions. As long as we can grasp the content of the official document and the format of the official document in the official document writing, it will surely bring the quality of the official document to the realm of content and form.


Fourth, the official document is written as a branch of writing. Different from other writings, in its huge "family", the official document is unique in its form of multiple styles. This determines the diversity of writing methods in official documents, the selectivity of content to texts, and the adaptability of document writing to social change.

Document writing is a category of applied writing. Applying writing has a very wide range of worlds. In this world, as the official activities of various agencies and groups increase, as the social interactions of people in every society become more active, the use of applied texts is not only more widespread, but also increasing. According to estimates by relevant researchers, there are currently more than 300 types of articles used by Chinese government organizations and all levels of society. These kinds of applications are widely used. In various fields involving people's social practice and daily life, there are political, economic, and cultural, diplomatic, military, judicial, and financial, and there are reception etiquette, entertainment, weddings and funerals. And the trivialities involved in life, and so on. All of these applications are from the hands of secretaries and other relevant personnel at all levels and in all aspects of society. At all levels of the leading organs, it is inevitable to draft all kinds of official documents, the situation is issued, the situation is up; the personnel engaged in scientific research must write academic reports, research papers, etc.; economic work departments often write market surveys according to work needs, Reports and materials such as situation analysis and information collection. In accordance with their own job responsibilities, the management agencies must prepare plans, submit feasibility reports, and ask for instructions and downward instructions. All these materials must be used; even workers, peasants, PLA soldiers, and students in school must I encountered writing problems such as writing letters, leaving words, and making notes. For any secretary of the party and government organs, enterprises, and people's organizations, especially the secretaries of the comprehensive departments and grassroots units, almost all of the applied styles may be in contact, from reports, requests, plans, summaries, and instructions. , orders, small to couplets, inscriptions, invitations, and other common social aspects of social entertainment. People refer to the secretary as "all-rounder" and "generalist". This of course includes writing and writing other sets of articles in addition to the general documents of the organs. Because in daily work and life, people always look at and ask for secretarial staff. In some cases, things are always sudden, and the writing level of the secretary must be able to cope with this sudden and unexpected scene. When we received a delegation from Fujian Province to Gansu for sightseeing, a city party leader invited a famous calligrapher to write the words "Cautiously Independent". The two words should be explained in addition to the rules. However, at that time, the gentleman only wrote the first half of the sentence. The second half of the sentence could not be imagined. At this time, I hurriedly reminded me from the side, and he quickly fell. The leader of the municipal party committee and the staff present at the scene looked at the powerful "sincerely" two characters and the elegant and elegant "Mo Mou hidden, not obvious, so the gentleman is careful and independent", this is a small note to everyone. Cast a very admirable look. Another time, a female calligrapher successfully held a solo exhibition in Lanzhou in the spring of 1990, and she was very happy. When I left, I asked her to give me a sentence. I promised her request and gave me a self-written couplet:


The water in the Dianchi Lake is shallow,

The pen end ink is written in the spring and autumn.

After she saw it, she was as satisfied as her book fair.

The application has common features that are often new. With the progress of society, the development of the economy, and the improvement of people's living standards, especially due to the establishment of the socialist market economic system, some new styles, such as information manuscripts, telex drafts, and advertising manuscripts, have been applied. Contracts, tenders, and debriefing reports that were not noticed by secretaries in the past have also been used frequently. With the advent of the information age, people's work and life rhythms are accelerating, office automation is becoming more and more realized, and the means of recording, transmission methods and speed changes have all put forward new requirements for secretarial staff to write official documents. At the same time, it also opened up new avenues for the secretarial staff to improve the level of official document writing. The secretarial staff should be active and enterprising, and soon adapt to the social development. We use this pen in our hands to write various official documents and other applicable documents that meet our business requirements. This is the responsibility of our secretarial staff.