Steps And Methods Of Document Writing

The preparation of official documents is usually carried out according to the following steps.

First, clear the main thrust of the document.

Any official document is written according to the actual needs of the work of the organ.

Therefore, before we start writing, we should first clarify the main points of the document, that is, the theme and the purpose of the document.

1. what is the central content of the document?

For example, the layout of the work, put forward the main problems, main achievements and problems, the next step of the plan; again as the request, to ask the higher authorities to answer or solve what problems.

2. according to the contents of the document, what kind of language are you ready to use?

For example, reporting the work is writing a special report or briefing the situation; for the lower level organs, the question reflected is whether to write an instruction or reply letter, or to write a notice with prescribed nature.

3. clear the scope and object of the document.

For example, is it to report to the higher authorities, or to introduce and promote work experience to subordinate units?

4. clear the specific requirements of the dispatch.

For example, is it asking the other authorities to understand, or to ask the other organs to reply? It is to require the agencies to carry out the execution, or to refer to the other party for reference, to research and consult.

In short, what ways should be adopted clearly, what problems should be elaborated, and what specific aims should be achieved? Only when we first have a clear idea of these problems can we write down the draft documents.

Two. Collect relevant materials for investigation and study.

After the purpose and theme of the article are clear, we can collect materials and conduct some investigation and study around this topic. Of course, this is also based on the specific circumstances, not to write every document.

For example, write a short order, notice, and write a relatively simple one.

How do we collect materials and conduct research for the purpose of writing documents?

The first is to collect and read related written materials; the two is to collect live materials in practice.

For example,

In short, collecting materials and research is a sufficient one.

Three, draw up an outline and arrange the structure.

On the basis of collecting materials, a writing outline is drawn up.

The outline is the main content of the document to be written, so as to outline the main frame, so that we can make a comprehensive arrangement and have a good command of the whole work before writing.

The outline of the outline can be determined according to the specific circumstances of the document and personal habits and proficiency of writing.

For a short length of documents, we can roughly arrange the structure of the document, what questions to write first, what questions to write in turn, and what are the main points.

More important documents in a long space often need to draw up a more detailed outline, including the document is divided into several parts, each part is divided into several questions, the topics and key points of each size problem, and what specific materials to use.

The outline of the text does not need much, nor does it need to be deliberated in the text.

Of course, it is a matter of fact that the outline needed to be discussed collectively or sent to the leader for examination.

Making outline is a very important process of conception. The basic viewpoint of a document can be convened to carry out collective discussion, research and revision to make the outline perfect.

A document composed of two or more workers needs to work together to study the outline of writing so as to avoid repetition, disconnection or conflicting phenomena.

Four. Write the draft and write the text.

When the structure is arranged, Kaizong Akiyoshi should follow the outline in order and write the main theme.

Two points should be noted in writing.

1., we need to have a clear view and proper timber.

That is to say, we should use the view to command the material and make the material serve the viewpoint.

Use materials to illustrate problems and make materials consistent with viewpoints.

In the text, we should pay attention to clear points, not ambiguous words, equivocation, or words that do not agree with each other.

If the viewpoint is unknown, it is incomprehensible, misunderstandable, or prone to misunderstandings, resulting in ambiguity, which will cause work and cause undue losses.

Some documents only speak of opinions without practical materials, which will make people feel abstract and empty, lacking basis and unconvincing.

However, listing only materials without clear points will make it difficult for people to figure out what problems to explain, and not to understand the intention of sending papers. In particular, documents such as work reports and reports, and introduction of economic situations need both viewpoints and materials.

The relationship between viewpoint and material, like bone and meat, is full, vivid and powerful with bones and flesh.

For example, to clarify the instructions and opinions of a certain policy or policy, we often point out the main achievements, problems and noteworthy tendencies in the work, pointing out what advantages will be done, pointing out what should not be done, doing what are the consequences easily, and what will be wrong.

In short, it is necessary to use some specific materials to illustrate certain principles if we want to give each other a sense of interest and make a deep understanding of the feasibility and necessity of their intentions.

Another example is to write a job briefing, investigation report, bulletin or experience introduction, and select some typical examples and material of typical personas so as to achieve communication, reflect problems, or have vivid facts to commend, publicize, educate or warn.

The documents written in this way are well founded, so that people can feel vivid and true.

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The materials we collected in the investigation and research are varied. When using materials, we must choose and tailor them, so that the materials can explain their views and are typical.

That is to say, we should do some work to eliminate the rough and retain the true.

Material selection should be appropriate, and it is necessary to serve the purpose of expressing the message.

Using materials closely surrounds the point of view, which is what we call "commanding material".

If materials are not used properly and do not explain problems, there will be a disconnect between materials and themes.

Such documents will appear to be loosely structured and disorderly.

Therefore, materials that can not explain problems are more likely to be used instead of being abused.

It is necessary to maintain the seriousness of the document, to explain the viewpoint with material, and to use the view to command the material. It is to say that the viewpoint is necessary and the material is to be explained. The material must be closely integrated with the viewpoint. In no way is it possible to draw a frame of mind in advance, and then to piece together the material, and to fabricate, pfer, and exaggerate the material without material.

To write a document in this way is contrary to the fundamental principle of seeking truth from facts. It must not be tolerated and must be strictly prohibited.

It is also necessary to point out that there are ideas and materials for the preparation of documents, and it does not mean that any document must have these two aspects.

For example, a letter of introduction, a specific question, a brief reply, a statute, a decree and so on, generally do not need to quote any material to clarify the point of view, but mainly explain the specific opinions, requirements and regulations, and explain the related matters and practices.

2., be concise and clear.

It is necessary to save words, shorten space, and be concise and coherent.

It is not advisable to write verbose and lengthy in order to clarify the problems; for the sake of simplicity and convenience, it is inconsistent with the requirement to confuse or confuse people.

Correct writing should be simple, concise, detailed and detailed.

The main points to be explained, such as the names of people, place names, organs, or the use of standardized abbreviations, must be well known and should not be duplicated or misunderstood.

For example, the "organization of the provincial Party committee and the Propaganda Department" will be regarded as "province group propaganda", which will make people see that they do not need to be called "Shanghai" or "Chongqing".

Below the county level is not known as a place name, the front should be crowned provincial name, regional name, county name.

The full name of something is very long, and we can use the ellipsis which has been known to people, such as "two civilizations" and "four modernizations".

It is not allowed to create what is difficult to understand.

The sources cited in the article should be noted.

When referring to other documents, it should specify the full title of the issuing organ, the date of issue, the number of the document or the document, and the quoted sentences should be marked with quotes.

If the name mentioned in the article is not familiar to the other party, his position, identity and full name should be stated when he first appears.

If there are any unusual words in the text, they should be annotated.

In short, people who do not think they are clear about themselves are bound to understand.

Consider whether the other person has read the document clearly and clearly from the other side.

Generally speaking, we should not only pay attention to stationery smoothly, abide by the rules of grammar, correctly use punctuation marks, but also pay attention to what organs, what time, place, question, circumstances, reasons, what kind of reasons they have, how to handle them, and what requests they have for each other.

In order to make the theme of the document clear and clear, in addition to a brief document, it should be generally clear that the purpose or conclusion of the full text should first be explained, and then as a guide, and then divided into several layers of meaning. At the end of the whole article, we can make an appropriate generalization of the whole article and indicate the requirements for the receiving organ.

For example, what time and scope should be required for this document to be pmitted, when to start implementing, requesting a reply, or merely filing a report.

Five, check again and again, seriously modify

After the first draft is written, we should seriously revise it.

Writing articles requires effort.

Since ancient times, good articles need to be revised repeatedly.

Writing documents is also important, especially important documents.

When drafting a document, after drafting it, you must read it over and over again, carefully and word by word, and even punctuate it.

1., the revision of the theme.

See whether the theme is correct, whether the topic is focused or not, and whether the topic is deeply mined.

Only when the theme is changed, will other modifications be made.

2., the revision of the viewpoint.

To modify the official document, we should consider whether the views are correct and whether there are any problems.

It is necessary to make amendments to those areas where the ideological and emotional health is not healthy, the views are not comprehensive enough, the formulation is not proper, the concept is vague, and reasoning and argumentation are illogical.

3. about material modification.

Materials are the basis of documents. They have the correct view, and they should be shown through appropriate materials. If the document has only views but no material, or material can not explain the point of view, or if the material is overloaded, the material will be properly modified.

4. about structural modifications.

Modify the structure of the document, including the revision of the overall structure of the document, the adjustment of the pition, the change of the level and location, and the detailed alteration.

The purpose is to make documents more rigorous, smooth, symmetrical and complete.

5. about language modification.

It is mainly to modify irregular words, non-standard words and punctuation marks so as to achieve accurate, vivid, refined and vivid language requirements.

We must be careful and careful in revising work, and we must have enough patience and the spirit of excellence.

Through modification, we can not only improve the quality of documents, but also lay a solid foundation for auditing and issuing.