Part I: Application-oriented official document writing guidance.
I. Overview of applied official documents
Official document is a special style, which is not only a product of handling official activities, but also a tool for organizing official activities. As a practical style, with the increasing frequency of social and economic activities, it has been paid more and more attention and widely used.
The "Measures for Handling Official Documents of State Administrative Organs" points out: "Official documents of administrative organs are legally effective and standardized documents formed by administrative organs in the process of administrative management, and are important tools for administration according to law and official activities."
This concept first reveals the meaning of official documents. Official documents are the documents of the party's organs that "implement leadership and handle official documents"; And administrative documents are "documents" used by administrative organs for administrative management. Distinguish official documents from general articles published in newspapers and periodicals that mainly provide information.
Secondly, it points out the nature of official documents. News, newsletters, novels, etc. Published in newspapers and periodicals, anyone who is interested can read and appreciate it, and it is not necessary to implement it in real life; While official documents have "specific effect" or "legal effect". Within its effective scope, if it is not implemented according to its requirements, the relevant personnel shall be investigated for responsibility.
Finally, the characteristics of official document format are explained. The general article is "no body, but general needs"; On the other hand, official documents have "standard format" and "standard style", and there is no randomness.
Second, the characteristics of application-oriented documents
The legality of the author
The author of the official document is different from the author of other articles. The authors of other articles can be individuals, units or organizations, and can be published under their real names or pseudonyms. The author of official documents can only be an organization established according to law, which can exercise power and undertake obligations in its own name and legal representative. In other words, only party organs, people's congresses, administrative organs, CPPCC organs, people's organizations, enterprises and institutions and other legal social organizations have the right to publish official documents.
The official document issued in the name of the authority leader or legal representative does not represent the individual or legal representative, but represents the legal organ (or organization), which reflects the authority and intention of the legal organ (or organization). When issuing official documents in the name of an organ, the real name of the organ or unit must be written; If the document is issued in the name of or the legal representative, its real name must be signed. No matter in what name the official document is issued, you can't sign a pseudonym. No individual may publish official documents in the name of a fake organ, otherwise it will be investigated by law. Of course, the legal author of official documents can only issue official documents commensurate with their legal authority and status, otherwise such official documents will be invalid. This is the basic meaning of the author of official documents and the legality of their rights and obligations.
(2) the effectiveness of authority
As mentioned above, official documents are produced and published by legal authors and have legal effect and authority within the scope of their duties. Require its subordinate organs, units or individuals to abide by it and not to disobey it, otherwise it will be sanctioned by laws or rules and regulations. In particular, official documents issued by the party and state organs are often closely related to the party's line, principles and policies and state laws and regulations, reflecting the command will, policy intentions, action requirements and the fundamental interests of the people of the party and state organs, and embodying the legal authority of the party and state organs. They are important tools for organizing party affairs and managing the country. The authority of official documents is unmatched by any other article.
(3) the openness of content
Official documents are created by party and government organs, social organizations, enterprises and institutions in order to give situation information, present situation information, communicate and solve specific problems or achieve specific purposes. The creation of official documents, whether drafted by others or by individuals themselves, can only be created for "official activities" and to reflect and convey "official business" information, and its content scope and nature objectives are stipulated by the party discipline and state law. Compared with other topics that can express ambition, express emotion and chant things, having specific official content is another important feature of official documents.
Third, the official document language.
Language is a tool to express ideas and a cell that constitutes official documents. When writing official documents, we must pay attention to the use of language.
(A) the language characteristics of official documents
Although official documents, general articles and literature all use language, language has its own characteristics because the objects and contents reflected are different from those of readers.
1. dignity
Official documents should carry and convey the principles and policies of the party and the state, issue mandatory documents such as laws and regulations, and at the same time bear the heavy responsibility of transmitting information, publicity and education, consultation and coordinating relations, which determines that the language of official documents must be solemn. In order to make official documents solemn, we should do the following three things:
(1) In the long-term official activities and the practice of creating official documents, the current official documents have gradually formed a set of commonly used standardized and stereotyped official documents. For example, in the opening words, there are: basis, basis, conformity and so on. ; The reasons are: because, because, etc. ; Purpose: for, for, etc. To this end, the following provisions are made and relevant matters are notified as follows: The conclusion is: please reply, report here, reply here, etc. In addition, there are address terms, recognition terms, treatment terms and so on.
(2) written language. Written language is more solemn than spoken language because of its stability, generality and standardization.
(3) Choose vibrant classical Chinese words. Because the words in classical Chinese are concise, general and solemn, such as "give", "have", "have" and "know".
2. Fairness
Plain means that the language of official documents is straightforward, plain and simple, and realistic. It requires the description of official documents to be practical, accurate and correct. To this end, we must work hard from the following two aspects:
(1) Use adjectives and modifiers carefully. Official document language, because it conveys principles, policies, information, mobilizes society and coordinates relations, should truly reflect the original appearance of official activities and things, so that readers can understand and master the actual situation. Therefore, careful use of adjectives and modifiers is a problem that document creators must pay attention to.
(2) tell the truth. The so-called telling the truth refers to words that conform to the real situation of objective things. In the face of facts, one said one, two said two. Never talk big, lie or talk empty words, nor can you exaggerate facts, atmosphere or plot like literary works.
3. Standard
Language standardization refers to the standardization and stipulation of language expression. Mainly in the following three aspects:
(1) Use standard words. Writing should be written or printed according to the simplified word list published by the state, and typos are not allowed.
(2) Words should be standardized. This mainly refers to the special phrases with specific meanings and words that are often used in official documents. Such as "this Council", "this Hall" and "Whereas".
(3) The style should be standardized. To standardize the style of official documents is to use modern written language, mainly using narrative, explanatory and argumentative language in terms of expression, and using descriptive and lyrical language with caution.
(2) Examples of specific terms in official documents
1. Opening remarks
Title: such as your office (bureau, department), this office (bureau, department), this comrade, this office (bureau, department), etc.
Expression basis, reason and purpose: according to, for, in view of, following, due to, checking, doing, etc.
2. Transitional provisions
The following instructions, make the following decision (decision is as follows), special notice (notice) is as follows, the report is as follows, the reply is as follows, and the letter is as follows.
Step 3 introduce terminology
If you know, please know, receive, receive, receive, receive, receive, receive, check, receive, etc.
4. Treatment clause
Such as classics, classics, business classics, please classics, classics, classics, that is, classics, always, now, in the future, and instructions.
5. Application clause
Please, please, please, please, please, please, please, report, hope, hope, hope, please reply, please instruct, please reply, please instruct, please forward, hope to comply with it.
6. Formula
Such as feasibility, consent, compliance, approval, infeasibility, disagreement, unified principle, handling according to this, execution according to this, suspension of execution, compliance with execution, execution by reference, etc.
7. Ending words
If you expect it, you are told, told and announced.