The annexes, the explanations of the attachments and the notes are all one of the 18 elements of the official document format stipulated in the "Regulations on the Handling of Official Documents of Party and Government Organs" (hereinafter referred to as the "Regulations"), and the name has the word "attached", which can be called "the three brothers of the attached family". These "brothers" rank relatively low in the "18 heroes" of the official document format elements, and they all have the surname "attached", which is easy to be ignored and confused. This article explains their uses, usage, arrangement, and common mistakes.
1. Annexes(1) The role and effectiveness of the annex.
According to the Regulations, the annex is "an explanation, supplement or reference to the main body of the official document". So the question is, can't these contents be written directly into the body? Why use attachments to carry it?
Imagine that if some relatively independent textual materials, regulations, lists, data, charts, graphs, etc., which are not part of the main content of the official document, but play the role of explanation, explanation, supplement, confirmation, and reference to the main content, and are relatively long, if they are directly written into the main text, it will cut off the connection of context and affect the coherence of reading. In order to avoid the above drawbacks, we have extracted them from the main text and attached them to the end, becoming attachments.
It can be seen that the function of the annex is to supplement and improve the text on the one hand, and to keep the text concise and coherent on the other hand. Since the annex was originally an integral part of the main text, its content should also be consistent and coherent with the main text, and have the same effect as the main text.
2) Two misunderstandings that need to be paid attention to in the use of attachments.
1.The documents to be forwarded and issued are attached as attachments. The body of the official document mainly plays the role of notice and release, prompt explanation, and clear requirements, while the main content of the official document is reflected in the document that is forwarded and issued. Therefore, these documents that have been forwarded and issued should not be considered annexes. They should be arranged on a separate page, and the first page does not need to be marked with the word "annex", nor does it need to be accompanied by an annex after the main text; The original logo of the issuing organ, the reference number, the issuer, the organ to which the copy was issued, and the imprint may no longer be marked.
2.The main report is submitted as an annex. In order to save trouble, some units often "bring" the speeches of their own leaders, internal work summaries and work plans, reports from subordinates, and other documents under the title of "Report on Submission" and submitting them as attachments. However, the main text has only a few strokes, which are expressed as "now "Newspaper" or simply repeat the main content of the annex. However, these original documents, which are annexes, often fall short of the requirements for reporting to superiors in terms of content, details and wording. For example, the speech of the leader of the organ may have deployed relevant measures to implement the requirements of the superiors, but it does not reflect the problems encountered in the implementation and the specific implementation results; The internal work summary of the unit is often rich in content and comprehensive, but it does not meet the requirements of concise and focused reporting to superiors; The report of the lower level represents the reflection and understanding of the relevant situation of the lower level organ, but cannot represent the judgment and attitude of the own organ, and so on. Therefore, these original documents can be used as attachments, but they cannot be used as the main content of the report to the superiors, but should be refined, summarized, supplemented, and improved into the main body of the report.
3) Rules for the arrangement of attachments and typical mistakes.
The national standard for the format of official documents of party and government organs has the following provisions on the arrangement of attachments: (1) The attachments shall be arranged on a separate side and bound together with the main text of the official document before the imprint. (2) The word "Attachment" and the sequence number of the attachment are arranged in the first line in the upper left corner of the page with the top grid of No. 3 bold font. (3) The title of the attachment is arranged in the third line of the center. (4) The serial number and title of the attachment shall be consistent with the description of the attachment. (5) The format of the attachment is the same as the text.
In practice, there are five typical mistakes in the arrangement of attachments.
1.The attachment is not stapled with the main text. Attachments that are not bound together with the text may be treated separately by comrades who do not understand the situation as independent documents in the process of printing, transmission, and storage, and may be disorganized or even lost in order. Therefore, attachments should be bound together with the text as much as possible.
If the attachment cannot be bound together with the text due to the thickness, size and other reasons, the reference number of the official document shall be arranged in the top box of the first line in the upper left corner of the annex in accordance with the national standard of "Format of Official Documents of Party and Government Organs", and the word "attachment" and the sequence number of the attachment shall be marked after it, such as "Annex 1 of 2021 No. 32". This annotation can make it easier for people to pay attention to the integrated relationship between the attachment and the text, and avoid handling errors. In addition, in this case, if the main part of the document is marked with a copy number, the copy number consistent with the main part should also be arranged in the top box of the second line in the upper left corner of the annex.
2.Attachments are not arranged before the imprint. The imprint is a sign of the end of the document, and if the attachments are arranged after the imprint, the attachments are logically separated from the official documents. Therefore, be sure to arrange the attachments before the stamp. If the annex itself is an official document with an imprint, the imprint of the annex should be arranged before the imprint of the entire document.
3.Attachment page numbers are not consecutive. The page numbers of an official document should be continuous and uniform. If the annexes are numbered separately, there will be two or more identical page numbers in the same document, which is not easy to read and find. Therefore, the page numbers of the annexes should be arranged consecutively from the main text, rather than independently.
4.The serial number and title of the attachment are inconsistent with the description of the attachment. Including sequence inconsistency, that is, the actual arrangement order of the annex is inconsistent with the sequence number marked in the description of the annex; Inconsistencies in expression, that is, the title of the annex is inconsistent with the description of the annex, for example, the title of the annex is "Comrade's Speech at the Meeting," while the description of the annex is only expressed as "Comrade's speech," and so on.
5.The word "annex" is inappropriately spaced. If there are multiple attachments in the official document, the word "attachment" marked in the upper left corner of the attachment page should not have a space in the middle, and the attachment sequence number can be added after it, such as "attachment 1"; If there is only one attachment, there should be a blank space between the words "attachment" to make the arrangement more aesthetically pleasing.
In addition, if the attachment needs to be separately marked with the confidentiality level and confidentiality period, it should be arranged in the top box of the second line in the upper left corner; If the attachment is not bound with the text and has a copy number, the confidentiality level and confidentiality period should be arranged in the top box of the third line in the upper left corner, that is, the line below the copy number.
II. Notes on Annexes(1) The role of the annex.
One is to indicate the existence of attachments. Attachments are originally part of the main text, in order to remind the audience of the existence of this part of the content, you can add brackets to indicate "see attachment" or "attached" at the relevant content of the text, or you can mark the attachment description immediately after the text to prevent the attachment from being ignored. The second is to give full play to the role of the annex catalog. Different from the practice of bracketing in the main text, the attachment description marks all the "sequence numbers and names of the annexes of the official document" together, so that the reader can easily see how many attachments there are in the official document, as well as the name and order of each attachment, so as to facilitate reference and prevent the attachments from being scattered and lost.
2) The rules for the arrangement and typical mistakes explained in the annex.
The national standard for the format of official documents of party and government organs stipulates: (1) If there are attachments, the word "attachment" shall be arranged in the left space of a line under the text, followed by a full-width colon and the name of the attachment. (2) If there are multiple attachments, use Arabic numerals to mark the attachment sequence number (e.g. "Attachment: 1.").Attachment names are not punctuated after them. (3) When the name of the attachment is long and needs to be returned, it should be aligned with the first word of the attachment name of the previous line. As shown in the figure below.
In practice, the annex explains that there are five typical errors in arrangement.
1.Attachment descriptions are not arranged. In order to give full play to the above-mentioned role of the appendix explanation, as long as there are attachments in the official document, the attachment description cannot be omitted, nor can the "annex copy" simply be written.
2.The attachment describes the wrong orchestration position.
1) The national standard of "Format of Official Documents of Party and Government Organs" stipulates that the description of the annex is arranged under the main text, so that the reader can see the overall situation of the annex immediately after reading the main text.
2) The left space of the left space under the text can make the attachment description eye-catching and prominent, beautiful and decent.
3) Arranged on the signature, seal and date of the issuing organ, which can better reflect the integrated relationship between the annex and the text. In practice, some of them directly arrange the attachment description in the next line of the text, without a blank line; There are also the words that are not left and the top box is arranged with the attachment description; Others are arranged under the signature, seal and date of the issuing authority, which are incorrect.
3.The attachment sequence number is not standardized. The serial numbers of the annexes shall be marked with Arabic numerals. In practice, some use the Chinese characters "one, two, three......Or in parenthetical Arabic numerals" (1), (2), (3) ......and other labels, all of which are non-standardized. In addition, small dots should be marked after the sequence number of the annex, and colons, pauses, commas, etc. should not be used.
4.Punctuation marks are added after the attachment name. Some official documents mark punctuation marks such as commas, semicolons, and periods after the names of attachments, or enclose attachments with book titles, which are not standardized.
5.The attachment name is not aligned properly. The name of the attachment of some official documents has a large number of words, and the first word after the return line is not aligned with the first word of the attachment name of the previous line (shoulder-to-shoulder), but the top box or left space is arranged, which is not standardized.
III. Notes(1) The role of notes.
According to the Regulations, notes are "matters that need to be explained, such as the scope of issuance and communication of official documents", and are commonly used in the following four situations.
1.Explain the scope, method and time limit for the issuance and transmission of official documents. The scope of issuance and communication of official documents is used to indicate the scope of personnel for whom the official document is intended to be read or to which scope of personnel is transmitted, such as "this document is sent to the county and regiment level". The scope of printing and distribution is to be determined by the issuing organ on the basis of work needs and security and confidentiality requirements, and the receiving organ must not expand or narrow the scope of printing and communication without authorization, and where it is truly necessary to change it, the consent of the issuing organ must be obtained. In addition, the annotations to the following text can also be used to explain the specific method of printing and disseminating, the time limit and other requirements, such as "oral transmission to cadres at or above the township section level before the month and day".
2.If an official document is not marked with a contact person and ***, and the receiving organ needs to understand the relevant situation, it often takes a long time and multiple ** to ask the issuing authority to really grasp the situation, which is a common "pain point" in the processing of official documents. The clear contact person and the first contact person through the annotation can greatly reduce the communication cost and improve the efficiency of document processing. Especially for the request, the contact person and *** should be indicated
3.Prompt confidentiality requirements. This kind of annotation is mainly used to avoid the reader of the official document from inadvertently leaking the information of the document because he does not understand the relevant confidentiality management regulations, and plays an important role in reminding the confidentiality of the document. For example, "this is a work secret, and it is strictly forbidden to disseminate and use it through the Internet, mobile phones, WeChat, etc.
4.Annotation Materials**. Such annotations are mostly used for briefing materials, such as "based on the materials provided", "excerpts from the "Newspaper", and so on.
It should be noted that the notes are an explanation of the document as a whole, not an explanation or commentary on the specific content of the document. Explanations and annotations to the specific contents of official documents can be achieved by adding brackets to the main text, or by adding notes.
2) Rules for the arrangement of annotations and typical mistakes.
The national standard for the format of official documents of party and government organs stipulates that if there are notes, the two words in the left space plus parentheses are arranged on the next line of the date of writing. As shown in the figure below.
In practice, there are two typical errors in the arrangement of notes.
1.The notes are arranged incorrectly.
There are two points to note when arranging the notes:
1) The notes are arranged below the date of writing, and are not placed above the signature, seal and date of the issuing authority as in the annex description.
2) The notes should be arranged in the left space. In practice, it has been found that some official documents arrange the notes on the signature, seal and date of the issuing organ; Some are arranged in a row above the stamp; There are also non-standard arrangements for the top grid or the right space without the left space.
2.The notes are incorrectly arranged.
There are two points to note in the arrangement of the notes:
1) The arrangement of the notes needs to be parentheses.
2) If the note is long and needs to be returned, the first word after the return line should be arranged in the top box.
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