2012 Format and Typesetting Requirements for Official Documents of Party and Government Organs
Starting from July 1, 2012, the "Regulations on the Processing of Official Documents of Party and Government Organs" (issued by the General Office of the CPC Central Committee [2012] 14 No.), the current "Regulations on the Handling of Official Documents of the Communist Party of China" issued by the General Office of the Central Committee of the Communist Party of China on May 3, 1996 and the "Measures for the Handling of Official Documents of State Administrative Organs" issued by the State Council on August 24, 2000 Stop execution.
1. Components and formatting of official documents of party and government agencies
Official documents of party and government agencies are documents with specific effectiveness and standardized methods for party and government agencies to implement leadership, perform functions, and handle official affairs. Documents are important tools for conveying and implementing the party and national policies, promulgating laws and regulations, guiding, arranging and negotiating work, requesting instructions and answering questions, reporting, informing and exchanging information, etc.
(1) Components of an official document
Official documents generally consist of a document number, confidentiality level and confidentiality period, urgency, logo of the issuing authority, issuing number, issuer, title, and sending authority , main text, appendix description, signature of the issuing authority, date of writing, seal, notes, attachments, copying authority, issuing authority, date of issuance, page number, etc.
(2) Typesetting form of official documents
Typesetting form refers to the printing format of each component of the official document on the document layout.
1. Format size of official document paper:
Using international standard A4 paper, 210MM*297MM.
The dimensions of the margins and center of official documents are: the top of the official paper is 37MM, the gutter of the official paper is 28MM, and the center of the document is 156MM*225MM (excluding page numbers).
The distance from the upper edge of the issuing authority’s logo to the upper edge of the center of the page is 25mm. For reported official documents, the distance from the upper edge of the issuing authority’s logo to the upper edge of the center of the page is 80mm.
2． The writing format of official documents
Line and horizontally from left to right. The first layer of its logo is "一,", the second layer is (1), the third layer is "1.", and the fourth layer is (1).
3. Font size
The logo of the issuing authority shall be in No. 2 small-sized Song font in red; the confidentiality level, confidentiality period, and urgency shall be in No. 3 bold font; the issuing authority, issuer, main sending agency, notes, and CC The agency, issuing authority, and time of issuance are in No. 3 imitation Song font; the name of the issuer is in No. 3 italic font; the main text is in No. 3 imitation Song font, usually 22 lines per side and 28 characters per line. If there is a subtitle in the text, 3 The number is marked with Song or boldface characters.
4. Page numbers
Use No. 4 half-width white Arabic numerals to identify them, and place them one line below the lower edge of the center of the page. Place a No. 4 one-word line on the left and right of the number. The one-word line is 7mm away from the lower edge of the center of the plate. Single page numbers should have one word on the right, double page numbers should have one word on the left.
5. For letter-style official documents
The distance between the upper edge of the name of the issuing agency and the upper edge of the page is 30mm. It is recommended to use small Song fonts, and the font size is determined by the issuing agency; 4mm below the full name of the issuing agency is a military line (thick upper part) Thin at the bottom), 20mm from the bottom edge is a civil and military line (thin at the top and thick at the bottom), both lines are 170mm long. There are 28 characters in the center of each line. The name of the issuing agency and the double line are printed in red.
(3) Elements and formatting of official documents
Elements of official documents are divided into three parts: header, main body, and version.
1. Eyebrows
The elements placed above the red back line on the first page of the official document are collectively referred to as the eyebrows of the official document. The header includes: the serial number of copies of the official document, the confidentiality level and confidentiality period, the degree of urgency, the logo of the issuing authority, the document number, and the issuer.
(1) Copy number: The serial number of the number of printed copies of an official document, that is, the sequential number of each official document when several copies of the same document are printed. Confidential official documents should be marked with a copy number. Place it on the first line in the upper left corner of the center of the page and use Arabic numerals.
(2) Secret level and confidentiality period: The confidentiality level is divided into top secret, confidential and secret; the confidentiality period is an explanation of the time limit for the confidentiality level of official documents. Place it on the first line in the upper right corner of the page, with a space between the two words.
(3) Urgency: It is the time limit requirement for the delivery and processing of official documents. According to the degree of urgency, it is marked "Urgent" and "Urgent"; emergency telegrams are divided into "Urgent", "Urgent", "Urgent", and "Urgent". Place it on the first line in the upper right corner of the page, with a space between the two words. Official documents are marked with both the confidentiality level and the degree of urgency. The confidentiality level is marked on the first line in the upper right corner of the page, and the urgency level is marked on the second line in the upper right corner of the page.
(4) The logo of the issuing agency: The logo of the issuing agency indicates the author of the official document. It is the standardized document header used by the issuing agency when producing official documents, usually called the "header". It consists of the full name of the issuing authority or its standardized abbreviation followed by "document", and is overprinted in red in the center at the top of the first page of the document. When jointly issuing a document, the logo of the document-issuing agency can be combined with the name of the joint document-issuing agency, or the name of the sponsoring agency can be used alone. The word "document" is placed to the right of the name of the document-issuing agency, arranged in the middle from top to bottom.
(5) Issuance number: The issuance number is a sequence number arranged by the issuing authority according to the order of issuance. It consists of the issuing authority's code, year and serial number. Place it in two empty lines under the logo of the issuing authority, and arrange it in the center.
The year and serial number should be marked with Arabic numerals; the year should be marked with its full name and enclosed in hexagonal brackets "〔〕"; the serial number should not include dummy digits (that is, 1 should not be coded as 001), and the word "number" should not be added. The joint document shall use the issuing number of the sponsoring organization.
Print a red reverse line the same width as the center of the plate 4mm below the text mark.
(6) Issuer: The issuer is the name of the leader who approved the issuance in the reported official document. Only used in upper text. Arranged parallel to the right side of the text mark. The number of the issued document is one word on the left, and the name of the issuer is one word on the right; the issuer is in No. 3 imitation Song font, followed by a full-width colon, and the name of the issuer is in No. 3 italic script after the colon. If there are multiple issuers, the name of the sponsor's issuer is placed on line 1, and the names of other issuers are listed in the order of the issuing agency starting from line 2, and the red reverse line is moved downwards. Make the issuing number and the name of the last issuer on the same line and make the distance between the red reverse line and it 4mm.
2． The main part of the official document
All elements placed between the red underline (not included) on the first page of the official document and the copying authority (not included) are collectively referred to as the main body. Including: title, main sending authority, main text, description of attachments, date of writing, seal, notes, and attachments.
(1) Official document title: an accurate and concise summary of the main content of the official document. It consists of the name of the issuing agency, the subject matter and the language type. Except for the title of the regulation plus the title of the book, no punctuation marks are generally used. There are two empty lines under the red reverse line. Use No. 2 small Song style characters. It can be divided into one or more lines and arranged in the center; when returning to the line, the meaning of the word must be complete, the arrangement must be symmetrical, and the spacing should be appropriate.
(2) The main sending agency: refers to the main receiving agency that requires official documents to be processed or responded to. The full name of the agency, the standardized abbreviation or the collective name of the same type of agencies should be used. The logo is placed in a blank line under the title, and the No. 3 imitation Song font logo is placed on the top left side of the line, and remains in the top space when returning to the line. The name of the last main sending organization is followed by a full-width colon.
(3) Text of the official document: The main text of the official document expresses the specific content of the official document. Usually divided into introduction, body and conclusion. On the next line of the main sending organ, leave 2 characters blank on the left side of each natural paragraph, and return to the top box of the line. Numbers and years do not return to the line. The main text is written in size 3 imitation Song font, usually with 22 lines per side and 28 characters per line. If there are subtitles in the article, use size 3 subtitles in Song font or bold font.
(4) Attachment description: the sequence number and name of the attachment to the official document. If there are attachments to the official document, leave a blank line with 2 words on the left side below the main text, and use No. 3 imitation Song font to identify "Attachment", followed by a full-width colon and the name. If the attachment has a serial number, use Arabic numerals (such as "Attachment: 1. × × × × × "); no punctuation marks will be added after the name of the attachment.
(5) Signature of the issuing agency (from July 1, 2012): the full name or standardized abbreviation of the issuing agency.
(6) Documentation time: refers to the time when the official document takes effect. The date when it is passed by the agency meeting or signed by the person in charge of the issuing agency. The date when the joint document is signed by the person in charge of the last issuing authority. The logo should be placed under the main text, with two empty lines and four words on the right. Use Chinese characters to mark the year, month and day; write "zero" as "○".
(7) Seal: If the official document is signed by the issuing authority, the seal of the issuing authority shall be affixed and shall be consistent with the signing authority. General official documents and telegrams bearing the logo of a specific issuing authority may not be affixed with a seal. Official documents submitted jointly shall be stamped by the sponsoring agency, and official documents issued jointly shall be stamped by the issuing agency.
Official documents issued by a single agency do not have the name of the issuing agency in the signature area, but only indicate the time of writing. The seal should be 2mm to 4mm away from the main text, straight, centered, and pressed down to the time of writing. The seal should be red.
When there is no text on the lower arc of the seal, the lower arc method is used, that is, only the lower arc is pressed on the written time; when there is text on the lower arc of the seal, the middle set method is used, that is, the center line of the seal is pressed on the written date. time.
When a joint document requires two seals, the time of writing should be spread apart, with 7 spaces on the left and right; the seal of the sponsoring organization should be in front; the two seals should be equal to the time of writing, and the seal should be red. Only the same sealing method can be used to ensure that the seals are arranged neatly. The two seals shall not intersect or be tangent to each other, and the distance shall not exceed 3mm.
When a joint document requires more than three seals, in order to prevent blank seals from appearing, the names of each issuing agency (abbreviations available) should be placed between the time of issuance and the text. The seal of the sponsoring organization is in the front, and each row can have up to 3 seals, and the two ends must not exceed the center of the page; if there are one or two more seals in the last row, they should be arranged in the middle; the seals should not intersect or be tangent to each other; in the last row There are two words in the right space below the seal to indicate the time of writing.
When the remaining blank space after typesetting of the official document cannot accommodate the position of the seal, measures should be taken to adjust the line spacing and word spacing to ensure that the seal and the text are on the same side. Marking "This page does not exist" is not allowed. Text" method to solve.
(8) Notes: Other matters that need to be explained, such as the scope of issuance of official documents, matters needing attention when using them, contact persons and contact information, etc. If there are notes in the official document, use No. 3 imitation Song font, leave 2 characters in the left space, and add parentheses to indicate the line next to the time of writing.
(9) Attachments: explanations, supplements or reference materials to the main text of the official document. Attachments should be bound together with the main text of the official document, and "Attachment" should be marked on the top box of the first line in the upper left corner of the attachment. If there is a serial number, the serial number should be marked; the serial number and name of the attachment should be consistent.
If the attachment and the main text of the official document cannot be bound together, the issuance number of the official document should be marked in the top box of the first line in the upper left corner of the attachment and the attachment (or serial number) should be marked after it.
3. The imprint part of official documents
Each element placed below the copying authority is collectively called imprint. Including: copying authority, issuing authority and issuance date.
(1) Copying agency: refers to other agencies other than the main sending agency that need to execute or know the official document. If there is a carbon copy on the official document, it should be on the line below the subject heading; use No. 3 imitation Song-style characters in the left space to mark "cc", followed by a full-width colon; separate the carbon copy agencies with commas, and return the line with the carbon copy after the colon. Organization alignment; put a period after the last CC organization.
(3) Issuing authority and issuance time: The issuance authority is the department in charge of printing official documents, and the issuance time is the time when official documents are printed. It is located under the CC organization (if there is no CC organization, it is under the subject heading) and occupies one line; use No. 3 imitation Song font. There is one word left blank for the issuing authority and one word left blank for the printing and issuance time. The printing and issuance time shall be based on the date when the official document is printed, and shall be marked with Arabic numerals.
(4) The reverse line in the edition. Add an inverted line under each element in the edition, with the same width as the center of the edition.
2. Differences in handling of old and new official documents
1. The Regulations on the Processing of Official Documents of Party and Government Agencies is a brand-new and first unified standard for the handling of official documents of Party and Government Agencies.
2． In terms of "language types", on the basis of the 13 language types in the "Measures for the Handling of Official Documents of State Administrative Agencies", two language types have been added, namely the "Resolutions" and "Communiques" of the Party Committee, totaling 15 language types.
3. In terms of "format", subject headings have been cancelled; administrative documents must also be signed with the name of the issuing agency.
4. In terms of the preparation of official documents, "important official documents" are required to be signed by the person in charge.
5. In terms of writing rules, "official documents shall not be submitted to higher-level agencies in the name of the person in charge of this agency" is added.
6． In terms of official document management, regulations on issuing documents and establishing a household have been added.