Official Document Knowledge That You Must Know If You Want To Be A Civil Servant

　　 1. Concept of official documents

Official documents are short for official documents, which refer to written materials formed and used in accordance with certain procedures and formats in official activities and express the will of social groups. Official documents have broad and narrow meanings. In a broad sense, official documents include legal official documents, special official documents and business documents; In the narrow sense, official documents only refer to legal official documents and special official documents.

Legal official documents, also known as general official documents, refer to the official documents with legal effect and standard style that are widely used in party and government organs, organizations, enterprises and institutions.

Special official documents refer to the official documents used according to special needs within a certain work department and a specific business scope.

Business documents, also known as business documents or daily documents, are general terms for informal documents used by organs, organizations, enterprises and institutions to handle daily affairs, such as plans, summaries, briefings, statements, records, investigation reports, etc.

　　 2. Characteristics of official documents

As a specific document material, official documents have specific functions, so they have their own characteristics. The main characteristics of official documents can be summarized into three aspects, namely, legal author, legal effect and specific style.

(1) Legal author

A legal author is an organization or individual that is established according to law and can exercise power and assume obligations in its own name. Party and government organs, social organizations, enterprises and institutions at all levels, which are legally established and exist, can prepare and issue documents according to their own functions and limits of authority. They are the legal authors of official documents.

Most official documents are made and issued in the name of the organ, but sometimes they are also made and issued in the name of leaders, such as orders, bills and other languages. All documents are signed by individuals. Leaders are created by legal organizations through legal procedures such as election and appointment. Official documents are issued in the name of leaders to exercise their functions and powers on behalf of their organs according to law, so they are also legal authors of official documents.

The drafting of official documents is generally drafted by the secretary or business department personnel, and sometimes the writing team is organized to write separately. Those who draft official documents cannot be regarded as the legal authors of official documents. They are the spokesmen of the organs and are instructed to write. The characteristic of legal author reflects the seriousness of official documents. Any organization that has not been approved by legal procedures shall not produce and issue official documents, and no one shall be allowed to impersonate a legal organization to issue official documents. Whoever forges or alters official documents of state organs shall be punished according to law as a crime of disturbing public order.

　　(2) Legal effect

The size of the legal effect of official documents depends on two aspects: first, the status of the making and issuing organs and the size of the scope of their functions and powers; Second, the importance of the content of official documents. In addition, the legal effect of official documents has a certain timeliness, which is called the prescription of official documents.

Official documents are processed official business The tool of is the mouthpiece of the mechanism. Making and issuing official documents is an important form for organs at all levels to exercise their functions and powers according to their legal status. The authority and administrative binding force of official documents come from the authority and legal status of its production and distribution organs. For example, the documents of the Party Central Committee and the State Council reflect the will of the Party and the country, and have the highest authority; The documents of the provincial party committee and the provincial government have legal effect throughout the province. Another example is legal and commanding official documents, whose legal effect is higher than that of general informative and transactional official documents. In addition, no official document is always valid. With the development of the situation and the change of the situation, the old documents will be replaced by the new ones; Once a certain work is completed, the relevant official documents will complete its mission and no longer have practical utility. Official documents that have lost their practical value can play a historical role for reference after being filed.

(3) Specific postures

A specific style refers to a specific style and format, including a unified type, name, format and procedures. In order to maintain the authority, seriousness and accuracy of official documents and improve the efficiency of handling affairs, the Party and the state have made many specific regulations, which must be strictly observed when writing official documents.

The Regulations on the Handling of Official Documents of Party and Government Organs stipulates the types and names of administrative documents. Each official document has a specific scope of application and has a specific role. Official document writers must correctly select and use languages.

The format of official documents refers to the structural elements of official documents and their arrangement. Some structural elements are necessary, such as title, body, etc; Some belong to additional marks, such as secret level. Format, including the arrangement of each element on the page and the requirements for paper and font.

Official documents have a set of unique and fixed processing methods, which is the document handling procedure. For example, the handling of receiving documents includes signing, registration, preliminary review, undertaking, circulation, urging, reply and other procedures; Document issuance includes review, registration, printing, verification and issuance and other procedures. These procedures cannot be omitted or reversed at will.

3. Language features of official document writing

The main characteristics of official document language are: solemn, accurate, simple, concise, rigorous and standardized.

　　 four Document Category of

Official documents can be classified from different perspectives. There are six commonly used classification methods. The first one is based on the scope of application. The classification is called "language" for short, which is the most basic classification unit. Some other categories are divided on this basis.

(1) Classification according to scope of application

Article 8 of the Regulations on the Handling of Official Documents of Party and Government Organs divides official documents into 15 categories: resolutions, decisions, orders (orders), bulletins, announcements, circulars, opinions, notices, circulars, reports, requests for instructions, replies, proposals, letters, and minutes.

(2) Classified by official document source

According to the source of official documents, they can be divided into receiving documents and sending documents.

Incoming documents refer to the documents prepared and issued by the higher, lower and non subordinate authorities. A document is a document drawn up and sent out by this organ. This kind of division is not absolute. As far as specific official documents are concerned, there are often phenomena of concurrent or mutual transformation. For example, the documents received from higher authorities sometimes need to be forwarded to the subordinate organs of the organ, and the received documents will be converted into issued documents.

Classifying official documents by source is the most basic work of official document processing. Only by mastering this classification method can we handle official documents according to different purposes, requirements and processing procedures.

(3) Classification by text direction

Distinguishing official documents according to the direction of writing is a further classification of the issued documents, which can be divided into three types: downlink documents, uplink documents and parallel documents.

The following text refers to the official documents sent to the subordinate organs. This category has the most languages, including orders (orders), decisions, notices, announcements, circulars, circulars, replies, minutes, etc. Uploaded documents refer to the official documents submitted to the superior authorities. The main types of documents include reports and requests for instructions. Parallel texts refer to texts exchanged between organs at the same level or non subordinate organs. The most commonly used is letters. Bills and proposals submitted by the people's governments at all levels to the people's congresses or the standing committees of the people's congresses at the corresponding levels for deliberation are also generally classified as parallel documents.

From the perspective of most languages, the direction of writing is fixed. For example, requests and reports are only used for upstream documents, and decisions, circulars and approvals are only used for downstream documents. When drafting, the types of writing must be selected correctly according to the writing relationship, and they cannot be confused with each other.

In the actual operation of official documents, the writing direction of several languages is not very fixed, and there is some flexibility. For example, Yijian can be used as a downlink text, uplink text or parallel text; The notice is mainly composed of the following text, sometimes sent as a parallel text to non subordinate organs; As a parallel document, the letter is occasionally used to inquire and answer questions or contact general matters between superiors and subordinates; In addition to going down, the minutes can also be sent up to request approval or parallel delivery to non subordinate organs for notification.

(4) Classification by nature and function

According to the nature and function of official documents, they can be divided into six types: regulatory official documents, commanding official documents, public official documents, application official documents, communication official documents and recording official documents.

Regulatory official documents refer to the official documents issued by the state power organs and administrative organs according to the restrictions of legal power, which stipulate the code of conduct and norms of people or organizations, including regulations, provisions, methods, rules, etc., with obvious mandatory and binding force. Such official documents are often issued in the form of orders (orders), announcements, notices, etc.

Commanding official documents refer to the official documents that the higher authorities announce decisions, deploy work, command, coordinate and manage the lower authorities according to the statutory functional authority. The main languages are orders (orders), decisions, notices, opinions, replies, etc.

Application documents refer to documents that report work, reflect the situation, put forward suggestions, ask for instructions, and request consideration. The main languages are reports, requests for instructions and proposals.

Publicity official documents refer to the official documents that convey information, announcements and requirements through newspapers, radio, television and other news media or in the form of public posting. The main languages are announcements, circulars, circulars, etc.

Communicative official documents refer to the official documents between organs or units to discuss work, ask and answer questions. The commonly used language is letter.

Documentary official documents refer to the official documents that record the meeting and summarize the matters agreed at the meeting. The commonly used official document is the summary.

(5) Classified by confidentiality

Confidential official documents refer to the official documents involving the confidential contents of the Party and the state, which need to control the scope and object of the secret. According to the degree of confidentiality involved, confidential official documents are classified into top secret documents, confidential documents and confidential documents. With the passage of time, the development of the situation and the needs of the work, the confidential nature of the documents will change, and some confidential documents may become ordinary documents.

(6) Classified according to the requirements of document handling time limit

According to the requirements of document handling time limit, it can be divided into special urgent parts, urgent parts and flat parts. Urgent documents refer to documents that need to be delivered quickly and handled at any time. Urgent documents refer to the documents that need to be transferred and handled quickly. Flat parts refer to documents that do not need to be handled urgently. The first two types of documents are collectively referred to as emergency documents. Emergency telegrams can be divided into four categories: special, special, urgent and emergency. Flat parts are relative to urgent parts. Although urgent parts must be handled first, flat parts are not allowed to be delayed or overstocked.