In the direction of writing, the letter can not only be written between the organs at the same level within a system, but also between the organs that have no relationship between the leader and the led, and the relationship between the guidance and the guidance in the business, such as the "Letter of the Provincial Department of Housing and Urban-Rural Development on Visiting the Province to Study and Study the Work Experience of Renovation of Old Urban Communities", the Provincial Department of Housing and Urban-Rural Development to the Provincial Department of Finance "Letter on Discussing and Arranging the Funds for the Installation of Elevators in Existing Residences", and the Provincial Department of Housing and Urban-Rural Development on the Provincial People's Congress During the meeting, the letter of suggestions and replies to the opinions was put forward in reply to the suggestions put forward by the deputies of the Provincial People's Congress, and so on. This characteristic of the letter is embodied in the preparation, and it is necessary to grasp the word "flat".
The writing is relatively "smooth".
Generally speaking, the writing of the letter is relatively flexible, and it may or may not have an official document header, which includes elements such as the logo of the issuing authority, the issuing number, and the dividing line.
The title is generally composed of the name of the issuing organ, the subject matter and the type of language, such as "a letter from a department soliciting opinions and suggestions on a certain matter"; It can also be composed only of the subject matter and language, such as "a letter about reporting the progress of a certain work".
There can be a concluding remarks, or there may not be, and the concluding remarks can be the commonly used "hereby letter inquiry (business)" and "hereby letter (reply)", etc.; If you want the other party to reply, use "look forward to reply", "please reply immediately", etc.; If it is a memo letter, it can also be used as a regular letter, such as "hereby regards" and "this reply".
The tone is "peaceful".
The letter is mainly used for matters such as negotiating work, asking and answering questions, requesting approval and replying to approval, etc., and generally does not involve major and complex matters, and is mostly transactional issues that need to be docked in the work.
Therefore, whether it is a letter or a reply, the tone should be calm and tactful, pay attention to etiquette, pay attention to proportion, even if the two parties have different opinions on a certain matter or have different attitudes on a certain issue, they must respect the other party, be considerate, use more "suggestion", "request", "can" and other discussion words, and be cautious in the use of "must" and "must" and other command tones.
The content must be "plain".
The overall writing style of the letter is straightforward and straightforward, and its content has the characteristics of plainness.
At the beginning, the purpose and reason for the letter are generally briefly stated, and the words directly transferred to the acceptance, such as "the relevant matters are hereby notified as follows"; In the case of a reply, it is generally stated directly that "a letter has been received." The relevant feedback (reply) is as follows". The main body of the text can also be combined with the reason for the text into a paragraph, and if the matter is more complicated, it can also be written in separate items.
The key to sending a letter is to clearly express the work that needs to be discussed, the questions to be consulted, and the matters that need to be approved. The reply is mainly in response to our attitudes, comments and suggestions. We must abandon unnecessary clichés and empty words. At the same time, the letter generally requires "one letter and one matter", which should be short rather than long, simple and not complicated.
In addition, the handling of official documents such as letters should jump out of red tape, get out of the correspondence, and do not issue documents as much as possible. In particular, some letters soliciting opinions will not be issued if they can be solved and given face-to-face feedback.
Handling official documents is a painstaking and meticulous work, and it is necessary to have a normal heart, keep improving, and strive for zero errors, zero mistakes, and zero delays.
The author is deputy director of the Office of the Jiangxi Provincial Department of Housing and Urban-Rural Development).
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