I. Format of official documents of administrative organs

(1) Rules for paper use, typesetting and binding

(1) The official document adopts A4 paper, and the format size is 2 10mm×297mm.

(2) official document paper head (i.e., upper margin) is 37mm1mm; Make a paper seam (left white edge) of 28 mm1mm. Edition center size 156mm×225mm (excluding page number).

(3) The distance from the top edge of the official document to the logo of the issuing authority, except that the letter is zero, is 20mm for the command, 80mm for the request and report, and 25mm for the others. It is used to mark the number of official documents, the secret level and the urgency.

(4) The text of the official document uses the No.3 imitation song typeface, with 22 lines on each side and 28 words in each line. If the seal cannot be stamped in the blank space in the text, the spacing and line spacing of the main text should be adjusted to ensure that the text and the seal are on the same page, and the words "this page has no text" cannot appear.

Official documents are arranged horizontally from left to right. In ethnic autonomous areas, Chinese characters and common minority languages can be used together. Minority languages are written and typeset according to their habits.

(5) official documents should be printed on both sides, with correct page numbers, and the error on both sides should not exceed 2mm.

(6) The official document should be bound on the left side without losing pages. The cover and book block do not fall off, and the back is flat and not empty. The error between the two page numbers shall not exceed 4 mm. For saddle stitch or flat stitch, the eye distance of two nail saws is 1/4 above and below the book block, and the allowable error is 4 mm. The distance between the flat staple saw and the spine is 3 mm ~ 5 mm.

(two) the format of the official documents of the administrative organs

The new "Official Document Format of State Administrative Organs" (hereinafter referred to as "Official Document Format") divides official documents into three parts 18. The breakdown is as follows:

1, the eyebrow head part-that is, the prefix part of the official document, located above the red reverse line on the front page of the official document.

(1) Document number

The Measures for Administrative Documents stipulates that top secret and confidential official documents shall be marked with the serial number of the number of copies. The serial number of official documents is referred to as the serial number, that is, the serial number of the same document, which is used to facilitate registration, distribution, verification and statistics of documents. The serial number is marked with 7 digits (if it is less than 7 digits, it will be preceded by 0) in the first line in the upper left corner of the version center.

(2) the level and duration of confidentiality

Where there is a confidentiality requirement for official documents, the classification shall be indicated on the first line in the upper right corner of the edition. Secrets are classified into three levels: top secret, secret and secret. The logo shall be marked in bold type No.3, with the top grid marked in line 1 in the upper right corner of the page center, and the word 1 between the two words (without confidentiality period). 200 1 year 1 month "the State Council general office on the implementation of < Measures for handling official documents of state administrative organs > The Opinions on Handling Specific Issues stipulates: "Official documents involving state secrets should indicate the confidentiality period." If the official document needs to indicate the confidentiality period, it should be separated by ★ between the degree of confidentiality and the confidentiality period, and there should be no space between the two words of the confidentiality level, such as "Secret ★6 months", "Confidential ★ 1 year" and "Top Secret ★26 years". Under special circumstances, if the confidentiality period is long-term, it can be marked as "top secret ★ long-term". There is also a kind of confidentiality period that is exempt from bidding, such as "top secret", which means that it will be treated according to the longest confidentiality period of this classification (top secret 30 years, secret 20 years, secret 10 years).

(3) the degree of urgency

This is the requirement for the delivery time of official documents, which are classified as "extremely urgent" and "urgent", and telegrams are classified as "specially mentioned", "extremely urgent", "urgent" and "ordinary". The top grid mark is in the top right corner of the version center, line 1, and the word 1 is empty between the two words; If it is necessary to identify both the secret level and the urgency, the secret level is marked in line 1, and the urgency is marked in line 2.

The number of official documents, the level of confidentiality, the duration of confidentiality and the urgency are identified according to the needs of the document.

(4) Identification of the issuing authority

The logo of the issuing authority, also known as the name of the document, is located in the center of the eyebrows on the front page of the official document, and is generally overprinted in red, so the official document is commonly called "red-headed document".

The logo of the issuing authority usually consists of the full name or standardized abbreviation of the issuing authority plus the word "file". For example, the the State Council Document and the Shanghai Municipal Government Document are mainly used to issue guidelines, policies and important work arrangements, to approve and forward important communications from lower authorities, and to forward official documents from higher authorities. With small standard Song style, the font size should be eye-catching and beautiful, but it should be less than 22mm× 15mm.

There are three other ways to mark the logo of the issuing authority:

(1) only write the name of the issuing authority (full name or standardized abbreviation). Such as "General Office of the State Council" and "XX Provincial Government", etc., which are mainly used to inform important matters, reply to requests from lower authorities, and issue appointment and removal notices.

(2) the name of the issuing authority (full name or standardized abbreviation) plus the name of the language. For example, the Decree of the People's Republic of China the State Council and the Notice of Appointment and Removal of the State Council are mainly used in a few languages, such as life (decree), appointment and removal notice and meeting minutes.

(3) there are some reports, requests for instructions, and some transactional official documents and letters, etc., and the languages enclosed in parentheses can be added at the back of the issuing authority, such as ×× Commercial Bureau (Request for Instructions) and ×× Company (Letter).

In the case of joint writing, when identifying the issuing authority, the name of the host authority should be in the front, and the word "document" should be placed on the right side of the issuing authority name, and arranged in the middle from top to bottom; If there are too many joint writing organs, it is necessary to ensure that the front page of the official document shows the text.

(5) Document number

The document number is a specific code of a document. When writing jointly, only the document number of the organizer shall be indicated. If it is an "order" document, the serial number of the document issued during the commander's tenure shall be the document number. The document number is marked directly below the logo of the document issuing organ with No.3 imitation song, and 4mm above the red reverse line of two empty lines. When there is no issuer's logo, it is arranged in the middle; When there is the issuer's logo, the document number is left empty 1 grid, and the issuer lives right empty 1 grid. It consists of three elements: the word generation of the issuing authority, the year and the serial number. Such as "Guo Ban Fa [2001] No.5" and "Hu Fu Fa [2002] 1 No.

The agency's substitute words should be composed of words representing the characteristics of the name of the agency, as short as possible, generally not more than five words. It can be divided into three levels: the first level is the representative word of the issuing authority, that is, in what name the document was issued, and "State Office" means that the document was issued in the name of "the State Council General Office"; The second level is the generation of words by departments. If the document is sponsored by a certain department within the issuing authority, you can add the generation of words by departments after the generation of words by authorities. For example, "State Office Secret" means that the document is sponsored by the Secretariat of the General Office of the State Council; The third level is the document type or language generation. For example, "Guo Ban Fa" means a general document of the General Office of the State Council; "State-run approval" means the approval of the General Office of the State Council; "State-run letter" means a letter from the General Office of the State Council, and so on.

The year should be marked with the full name, not simplified, written in Arabic numerals and enclosed in hexagonal brackets.

The serial number is the serial number of the document compiled in a unified way according to the year, which is identified by Arabic numerals, without the word "No" and "0" in front.

(6) The above-mentioned issuer

Where the official document is reported, the name of the person in charge of the organ that approved and issued the manuscript shall be marked to show the specific responsible person of the official document, that is, the "issuer", which is the sign that the official document comes into effect and is responsible for it. The new "Official Document Processing Measures" stipulates that the name of the issuer and countersigner should be indicated in the above article, and the name and telephone number of the contact person should be indicated in the notes for "request for instructions".

The word "Issuer" is in imitation of Song Style No.3, followed by a full-angle colon, and the name is in italics No.3, which is arranged in the right space 1 word parallel to the document number.

If there are more than one issuer when jointly issuing a document, the name of the issuer of the organizer is marked on the first line, and the names of other issuers are arranged in the order of the issuing authority from the second line up and down, and at the same time, the document number is moved down to make it on the same line as the name of the last issuer; The red reverse line also moves down at the same time, and the distance between it and the post font size remains 4 mm.

The name of the issuer can be printed or printed in lead, and there is no need to personally sign it.

(7) the red line

Print a red reverse line with the same width as the plate center (i.e. 156mm) 4mm below the document number and the issuer.

2, the main part-reflect the main content of the official document, located below the red line on the front page, the last page subject words (excluding) above.

(1) official document title

The title is two lines under the red reverse line, and is arranged in the center with the No.2 small label Song style, which can be one or more lines; When returning, the meaning of the word should be complete (don't disassemble disyllabic words or fixed phrases; Don't put the word "de" at the beginning of the line), arrange symmetrically and have appropriate spacing. If there are too many lines in the title, you can move the title up by 1 to 2 lines, that is, reduce the blank lines or non-blank lines between it and the red line, so as to ensure that the text appears on the home page.

The title should accurately summarize the main contents of the official document and indicate the language. In the title, punctuation marks are generally not used except for the names of laws and regulations and book titles. There are three forms of titles:

One is the complete type. It consists of three parts: issuing authority, reason and language. For example, the State Council about publishing <: Measures for handling official documents of state administrative organs > Notice.

The second is ellipsis. There are three situations. One is to omit the issuing unit, which is generally used for the internal writing of the unit, such as the Notice on the appointment of Comrade XX; The second is to omit the reasons, which are generally used for articles with single content and short text, which make people see at a glance, such as the Decree of the President of the People's Republic of China; The third is to omit the issuing units and reasons, which are mainly used for published official documents, such as Announcement and Notice.

The third is the additional type. That is, add additional words before the language. For example, the Emergency Notice of the State Council on Forwarding the Opinions of the National Development and Reform Commission on Stopping the Disordered Construction of Power Stations.

Published official documents should also indicate the form and date of adoption of the document under the title, plus parentheses. It can be called "caption".

(2) the main delivery organ.

The main sending organ refers to the main accepting organ of official documents, also known as the receiving organ or the receiving organ. Should use the full name or standardized abbreviation, collectively.

The header of the main delivery mechanism is empty 1 line, and the top box on the left side is marked with No.3 imitation song style, and it is still top box when returning; The last main delivery mechanism is followed by a full-width colon.

Published official documents, such as orders, notices, announcements, and official documents passed by the meeting, may not be marked as the main sending organ.

The title of the main delivery organ can be written in the following ways:

① Single name or special name. Used to write to a specific organ. Cross-regional and cross-unit writing, as well as the main sending organ of the above writing, should indicate the full name of the unit, such as "Shandong Provincial People's Government". Standardized abbreviations, such as "provincial government" and "municipal government", can only be used in local areas and units.

2 collectively. Used to send to a number of organs at the next lower level. Such as "people's governments of all provinces, autonomous regions and municipalities directly under the Central Government, ministries and commissions of the State Council", "institutions directly under the Central Government" and "people's organizations".

③ Descending scale. Used in multi-level writing, such as "people's governments of cities, districts and counties".

(4) called or transferred. Used to write to more than two institutions at the same time. Such as "Party Central Committee, the State Council", "Finance Bureau and tax bureau" and "municipal government and provincial government".

(3) Document text

The text is the core part of the theme of official documents, which generally includes three parts: introduction, subject and conclusion. The specific writing will be detailed in various languages. The text is placed on the next line of the main sending organ, with 2 words left in each natural paragraph and the top line back. Numbers and years cannot be returned. Generally, the text is arranged in 22 lines on each side, with 28 words in each line, and it is appropriate to choose the No.3 imitation song typeface.

(4) Annex Description

Attachment is a document used to explain the text, and should be regarded as an integral part of the main text, which has the same effect as the main document. If there is an attachment to the official document, the serial number and name of the attachment should be indicated after the main text. The writing method is: after the end of the text, the word "left blank" in the next blank line is marked with No.3 imitation song style, such as "Attachment: ××××××××"; When there are two or more annexes, the serial number shall be indicated by Arabic numerals, such as "Annex:1.×××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××××× There is no need to add the book title to the name of the attachment, and there is no period after it.

If an official document has an attachment, it is usually printed in pages with the main document, but the serial number and name of the attachment should be indicated after the main document. The attachment shall be bound together with the main document, and the word "attachment" shall be marked on the top of the first line in the upper left corner of the attachment, and the serial number shall also be marked if there is a serial number. All documents that are reported, issued, approved, forwarded, forwarded and published in the text need not be marked with the word "attachment" under the text.

Attachments are marked as required by the document.

(5) Written date

The written date is based on the date issued by the person in charge; The joint writing shall be based on the date issued by the person in charge of the last organ; The official documents adopted at the meeting shall be subject to the date of adoption; Official documents of laws and regulations shall be subject to the date of approval; Telegrams are based on the date of dispatch.

The written date is modeled after Song Dynasty on the 3rd, and "○, one, two, three ..." is written in small Chinese characters.

(6) seal

The issuing authority does not sign at the signature, but only seals it.

The seal is a kind of certificate that indicates that the issuing unit is effective and correct in the official document, and it is stamped in the middle of the year, month and day. Official documents, except the Minutes of Meeting and those sent by telegram, shall be sealed. The official documents submitted jointly shall be sealed by the organizer; Jointly issued documents, the issuing authority should be stamped. Stamping methods are as follows:

First, when a single organ issues a document, the seal should be properly stamped above the written date, so as not to press the text, but to press the riding year to cover the month, that is, to be correct and centered, and to press the written date about 4-7 words, and the seal should be in red. The signature office does not sign the name of the issuing authority, and the date of issuing the document is 4 words in the right space of the version; Stamp should be 2mm-4mm away from the text, with a red seal. When there is no text in the lower arc of the seal, the lower arc is pressed on the written date in the following way; When there are characters in the lower arc of the seal, the center line is pressed on the written date in the middle way.

Second, when two seals are combined, the written date should be separated, with 7 words left and right, and the seal of the organizer is in front, and both seals are pressed with the written date, which is not intersecting or tangent to each other. The distance between the two seals is not more than 3 mm. The specific methods of stamping should be the same, that is, either the lower set or the middle set. When there is no text in the lower arc of the seal, the lower arc is pressed on the written date in the following way; When there are characters in the lower arc of the seal, the center line is pressed on the written date in the middle way.

Third, when the joint article needs to be stamped with more than three seals, the names of the issuing organs (available abbreviations) should be arranged between the date of publication and the text. The seal of the organizer is in front, with a maximum of 3 seals in each row, and both ends shall not exceed the center of the edition; If there are one or two seals in the last row, they are all arranged in the middle; The seals do not intersect or are tangent to each other; At the bottom of the last row of seals, the word 2 on the right indicates the writing time.

(7) Notes

Notes are other matters that need to be explained, including the limited reading and printing scope of the document, the explanation of matters needing attention in the use of the official document, and the indication of the name and telephone number of the contact person for "asking for instructions", such as whether it can be published in the newspaper and reproduced, such as "this document is sent to the county level" and "this document cannot be reproduced" and so on. The note is located on the line below the written time and seal, with two words left blank and enclosed in parentheses. Notes should not be understood as explanations or comments on the contents of official documents.

Attached to the watch file needs to be marked.

3. The stamp part, namely the tail part of the official document, is located at the lower part of the last page of the official document.

(1) Keyword

Subject words refer to nouns or noun phrases that can accurately summarize the theme of the official document. What is being implemented now is 19971February 20th, the Thesaurus of Official Documents of the State Council, which contains *** 15 regional words, 57 category words and 1049 generic words (refer to the appendix below). When marking, the category words of the official document are marked first, then the generic words, and then the language. The combination of the three categories is the subject words of the official document.

"Document Processing Method" stipulates that the subject words should be marked according to the requirements of higher authorities. "Subject words" are in bold type No.3, in the top left box, followed by a full-width colon; The headwords are in Song style with No.3 subtitle, with 1 word between headwords and no punctuation. Generally, there are 3-5 headwords, which are located on the reverse line of the edition.

(2) CC

Cc refers to other organs that need to execute or know the official document except the main sending organ, using the full name or standardized abbreviation. If there is a copy of the official document, set the next line of the subject word; The word "Zuo Kong 1" is marked "CC" with No.3 imitation song, followed by a full-width colon; When returning, it should be aligned with the name of the institution after the colon; Use commas between agency names, and use a period after the last agency name. Cc can not be the superior organ of the main delivery organ, but the office (hall) of the superior organ of the main delivery organ. It can be the parallel organ of the main delivery organ or the lower organ.

If there are many institutions that send copies, the higher authorities should be in the first place, and the subordinate organs and lower authorities should be in the last place.

When there are too many main sending agencies to display the text on the first page of the text, the name of the main sending agency should be moved under the subject words and above the cc, and a reverse line should be added in the middle to separate it from the cc. The identification method is the same as that of the cc office.

(3) Issuing authority and date of issuance

The issuing authority refers to the competent department responsible for printing official documents, generally the general office (room) or secretarial department of the issuing unit; The date of issuance refers to the date when the official document was printed. The issuing authority and date are located under the cc authority (directly under the subject words if there is no cc authority), accounting for 1 line; Imitate the song style with No.3. Printing and distributing organ left blank 1 word, date right blank 1 word, marked with Arabic numerals, followed by the word "printing and distributing".

If the official document needs to be reproduced, the name and date of reproduction of the reproduction organ shall be marked under the "printing organ and printing time", and the method is the same as above, but the word "reproduction" shall be marked after the reproduction date.

(4) the version is reversed.

An anti-line with the same width as the center of the plate is added under each element of the plate, which is called the anti-line of the plate. All elements of the "version" must be placed above the last line of the last page of the official document. The reverse line of the next page is 35mm, but the letter is 20 mm.

Second, the format of the party's official documents

(A) the composition of the party's official documents

Chapter III of the Regulations on Official Document Processing of Party Organs in China (hereinafter referred to as the Regulations on Official Document Processing of the Party) stipulates that the official document of the Party consists of the prefix, copy number, classification, urgency, document number, issuer, title, main sending organ, text, attachment, signature of the issuing organ, date of writing, seal, scope of issuance and communication, subject words, cc organ, and so on.

(B) the similarities and differences between the party's official documents and administrative documents.

Compared with administrative documents, the party's official document format has the following differences:

(1) The "issuing authority logo" of administrative official documents is called "prefix" in the official documents of the Party.

(2) The signing (signature) of administrative official documents only needs to be marked with the "date of writing" and "seal", and the official documents of the Party should also be marked with the name of the issuing organ.

(3) The "written date" of administrative official documents is written in Chinese characters in lowercase; The official documents of the party use Arabic numerals.

(4) The "prefix" of the Party's official documents (that is, the logo of the issuing organ) is also different from the administrative official documents.

Article 10 of the Party's Regulations on the Handling of Official Documents stipulates that there are the following four kinds of official titles of the Party: ① Chinese * * * * * documents. It is used by party committees at all levels to issue, convey and implement the party's principles and policies, make important work arrangements, forward documents from higher authorities, and approve important reports and requests from lower authorities. (2) the China * * * committee of the production party (* *). It is used by party committees at all levels to notify important matters, appoint and remove cadres, reply to requests from lower-level organs, and report to higher-level organs for instructions. The language type is indicated in brackets (the same below). (3) the * * * * office (room) file, the * * * * * office (room) (* *). It is used for the general offices (offices) of party committees at all levels to convey the instructions of party committees and answer the instructions of lower-level party committees according to authorization. Forwarding documents from higher authorities, approving reports and instructions from lower authorities, releasing relevant matters, and reporting and requesting instructions from higher authorities. (4) the Ministry of * * * * documents, the Ministry of * * * * (*). It is used for all departments of the Party Committee except the general office to release matters within the scope of their functions and powers, report to the higher authorities and ask for instructions.

(5) The red anti-line of administrative documents is a horizontal line, and five stars should be added in the middle of the red anti-line of party documents.

(6) Administrative documents can only use A4 paper; The official documents of the Party can be either A4 paper or 16 open paper.

As for the font size, writing format, binding regulations, etc., it is basically the same as the official document format of state administrative organs. For details, please refer to Appendix 1, Appendix 2 and Appendix 3 of the textbook.