This paper tries to analyze the common mistakes in official document writing.
First, the title section
The prefix part includes elements such as number, classification and duration of confidentiality, urgency, logo of issuing authority, document number, issuer, etc. The font size of the document written in the header part is often wrong. The document number is the serial number compiled by the issuing authority for its official documents, which consists of three parts: the issuing authority's generation word, the year and the document serial number.
(a) the words on behalf of the issuing authority are easily confused.
The pronoun of the issuing authority is the abbreviation of the name of the issuing authority, and the words in the name of the issuing authority that best reflect the attributes of the authority should be selected as the pronoun of the authority. For example, the official documents issued by the Ningbo Municipal People's Government are replaced by "Yongzheng" by the issuing authority; The official document issued by Ningbo Education Bureau was written by the issuing authority as "Jiao Yong". However, if the abbreviation is improper, it will easily lead to confusion and fail to play its due role. For example, the issuing authority of "Yinzhou Senior Middle School" cannot use "Yin Zhong" instead of "Yin Zhong Senior Middle School" because there are still "Yinzhou Middle School" and it cannot be distinguished by "Yin Zhong". For another example, East China Normal University cannot replace East China Normal University with East China Normal University, because there are also Central China Normal University and South China Normal University.
(B) improper use of brackets
The new format clearly stipulates that "the year should be in full name and enclosed in hexagonal brackets", such as "Jiao Yong [2065438+03] No.5". However, it is wrong to indicate the year in brackets in XJ (20 13)No. 12 and it should be changed to [20 13].
(3) The serial number is not written properly
The new "Format" clearly stipulates that the document serial number shall not be composed of empty digits (that is, 1 shall not be composed of 0 1), and the word "none" shall not be added. If "XJ [20 13]No. 12" is quoted, the word "No."shall be deleted and changed to "XJ[20 13]No. 12".
Second, the main part
The main text consists of the title, the main sending organ, the text, the description of the annex, the signature of the issuing organ, the written date and seal, comments and annexes.
(a) The title is not properly written
1. Misuse of the language. The choice of language should be determined according to the purpose and requirements of writing, the scope of application of language and the relationship between writing, and should not be confused.
(1) Asking for instructions is mixed with reporting. Although instructions and reports are both upper-level languages, they have different uses and requirements. The request for instructions "is applicable to the request and approval from the higher authorities", which must be written in advance, and the higher authorities must reply when receiving the request. The report "is suitable for reporting work to superiors, reflecting the situation and answering inquiries from superiors". You can write it in the middle, or you can write it afterwards, and you don't need a reply from your superiors. In writing, examples of mixed requests and reports are as follows: ①XX Company's request report on holding technical fairs and carrying out technical cooperation activities; ②XX school's report on buying refrigerators. Judging from the reasons in the title, they all ask for approval from superiors, so the word "report" in ① should be deleted, and the word "report" in ② should be changed to "ask for instructions".
(2) Misuse of instructions and letters. The instructions are in the upper language, and the letters are parallel; Asking for instructions is to ask for approval from the higher authorities with subordinate relations, and the letter can be used to ask for approval from the same or different lower authorities. For example, when Beilun Vocational High School asks Beilun District Education Bureau for funds to build a dormitory building, it should use "asking for instructions" because Beilun District Education Bureau is a subordinate organ of Beilun Vocational High School; If you ask Beilun Finance Bureau for funds to build a dormitory, you should use an official letter, because Beilun Finance Bureau and Beilun Vocational High School have no affiliation.
(3) Misuse of Answer and Answer. A reply is a reply to a request, which is used by a superior who has a subordinate relationship with a subordinate; A reply is a reply to a letter, which is used between organs without affiliation. For example, the Reply of Ningbo Municipal People's Government on Approving to Allocate Sluice Construction Funds was issued by Ningbo Municipal People's Government and Beilun District People's Government, both of which are subordinate, so the correct title should be the Reply of Ningbo Municipal People's Government on Approving to Allocate Sluice Construction Funds.
2. The reason is not properly written. The reason for the title of the official document is the high generalization of the content of the official document, which requires accuracy and conciseness. The commonly used structure is "about ×××××××××". The reasons for the titles of some official documents are complicated, vague or lack of the word "about". For example: ① notice that Xx Company expelled XX from public office for illegally selling building materials; (2) Notice of XX Municipal Safety Supervision Bureau on informing relevant units of the city's safety inspection. (1) the mistake is that the word "about" is missing, so it should be added; (2) The mistake is that the expression is complicated and lengthy, and it can be changed to "Notice of XX Municipal Safety Supervision Bureau on Carrying out Safety Inspection in the whole city".
3. The issuing authority and reasons are reversed. The structural order of "name of issuing authority+reason+language" cannot be reversed. For example, the reply of XX company about agreeing to set up a sales department in the branch factory should be changed to the reply of XX company about agreeing to set up a sales department in the branch factory.
(two) the main sending organ intends to write improperly.
The main sending organ refers to the main accepting organ of official documents, and shall use the full name, standardized abbreviation or the name of the same type of organ.
1. mainly transported to multiple organs. The new "Regulations" stipulates that "in principle, a copy shall be sent to the higher authorities, and the relevant higher authorities and the same authorities shall be copied at the same time as necessary, and the lower authorities shall not be copied". For example, the "Request for Instructions from XX Vocational School on Solving the Funds for the Construction of Student Dormitories" was mainly issued by the Municipal People's Government and the Municipal Education Bureau. Obviously, there is a mistake of multi-head main delivery, and the correct main delivery organ should only write "Municipal Education Bureau".
2. Mainly send leading individuals. The new "Regulations" stipulate that "no official document shall be submitted to the person in charge of the higher authorities in the name of this organ except for matters directly assigned by the person in charge of the higher authorities". For example, "request for instructions from XX Electronic Industry School on solving the problem of teacher staffing" should be changed to "XX Education Bureau" because the main sending organ is "Director XX".
(3) improper writing
1. Missing transition sentence. Transition is the connection and transformation between content and paragraphs in an article, which has the function of connecting the preceding with the following. If there is no transitional text, the conversion of paragraphs will be abrupt and the meaning of the article will not be well understood. For example, in a meeting notice, it was stated at the beginning that "XX meeting was held according to the plan of …………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… The correct way is to add "the relevant matters are hereby notified as follows" after "the meeting to be held". In this way, the connection between the starting part and the main part is natural.
2. Inappropriate citation of official documents. At the beginning of the reply document, the communication content is usually quoted first. When quoting, you should quote the title first, and then trigger the symbol. In writing practice, it often appears that the reply document does not refer to the document title and document number. For example, in the Reply of the Municipal Bureau of Culture on Agreeing to Hold the 11th Asian Games Photo Exhibition, the first sentence at the beginning of the article is "Your request has been received", which should be changed to "Your request for holding the 11th Asian Games Photo Exhibition in your museum on ××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××
3. Improper use of time and figures. In official documents, except for idioms that use lowercase Chinese characters, most numbers should use Arabic numerals. For example, "This news comes from an April Fool's Day Express in this morning post 1 April1Sunday", in which the date is mixed with Chinese characters and Arabic numerals, and should be changed to "April 1992+0". Another example is "building a small sluice in each of the four villages along the river", in which "one" should be changed to "one".
4. Violation of the principle of one article and one thing. The new "Regulations" stipulate that asking for instructions should be the same thing; However, in practical work, there are often many things. For example, a vocational school asked the Municipal Education Bureau for instructions to solve the problem of funding for the construction of student dormitories. In addition to asking for funds to build student dormitories, this paper also involves the content that our library is not up to standard and hopes the higher authorities will support it. This violates the writing principle of asking for instructions. The correct way is to delete the last thing and ask for instructions in another article.
5. The content level is disordered. Official documents are written to solve practical problems, focusing on practicality, so the views should be clear and definite. Therefore, official documents have a special structural hierarchy and order. For example, the text of a notice: "XX Shoe-making Co., Ltd. has no detailed rules for logistics support for a long time, no duty system for leading comrades, and its safety management is chaotic. The company has three main factories. There is only an old man in his seventies on duty after work, and there is no strict rules and regulations and post responsibility system, so that individual employees with unhealthy thoughts can take advantage of it. As a result, the company's finished products and semi-finished products are often stolen, but they have not attracted enough attention from the company leaders. According to the investigation, the fire on the night of1February 17 was a man-made accident and a serious dereliction of duty. For the sake of serious discipline, our company decided to cancel the position of general manager and deduct the annual bonus. " The text order of this notice is very confusing. According to the structure and order of official documents, you should write facts first, then opinions, and then decisions and requirements. First, write "On the night of 65438+February 65438+July, a fire broke out in XX Shoes Co., Ltd. ... After investigation, the fire was a man-made accident." Secondly, write "the company has no logistics safety rules for a long time ... but it has not attracted the attention of leaders." Finally, I wrote: "In view of the company's poor leadership of production safety and disregard of organizational regulations, we decided to cancel the position of general manager of the company and deduct the annual bonus. I hope that all branches and branches can learn from it. "
6. Improper use of concluding remarks. Most official documents have special concluding remarks, but they are often misused and misused in daily work. If the conclusion of the request is "greetings", it is taboo to use ceremonial greetings in official documents, and it should be changed to "If the above request is negative, please reply". For another example, the conclusion of the reply is "I hereby reply", which is not standardized and should be changed to "I hereby reply". Similarly, the conclusion of the reply should also be "I hereby reply".
Third, the version record part.
The version record part includes elements such as cc authority, issuing authority and date of release.
(a) Send a copy to the individual
Cc organ is other organs that need to know the contents of official documents except the main sending organ. It is wrong to write "director" as a copying agency. The correct way should be to send a copy to the director's unit.
(2) Inappropriate issuing authority and date.
The issuing authority and date refer to the sending authority and date of the official document. Documents issued by departments are generally issued by the department office. For example, the document issued by Ningbo Education Bureau should not be written as "Ningbo Education Bureau" but as "Ningbo Education Bureau Office". The date of issue should be Arabic numerals, not Chinese characters. In addition, it should be noted that from July 1 day, 2065438, the official documents are no longer marked with subject words.