Key points: issues that should be paid attention to in the format of official documents (including fonts and font sizes)

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20124month16The General Office of the Central Committee of the Communist Party of China and the General Office of the State Council issued the "Regulations on the Processing of Official Documents of Party and Government Organs". The national standard "Format of Official Documents of Party and Government Organs" (GB/T 9704-2012) was issued in 2012year6month29Released on 1st,2012 year7month1 officially implemented.

Official documents of party and government agencies at all levels across the country should follow this regulation and the new format standard for official documents.

"Format of Official Documents of Party and Government Organs" unifies the paper used for official documents of party and government organs into the international standardA4type, unifying the layout rules for the format elements of official documents of party and government organs for the first time, Make the official documents of the party and government organs more standardized.

According to the "Format of Official Documents of Party and Government Organs", special attention should be paid to the arrangement of the elements of the official document format

This standard divides the elements of the official document format in the core into three parts: header, body, and record. The part above the red dividing line on the first page of the official document is called the header, which has six elements: Identity number, confidentiality level and confidentiality period, degree of urgency, logo of the issuing authority, issuer number, and issuer, among which the first 3 The first and sixth elements are not available in all official documents; the part below the red dividing line (not included) on the first page of the official document and above the first dividing line (not included) on the last page of the official document is called the main body, and the main body has a title, Main sending authority, Text, Attachment description, signature of issuing authority, date of writing, seal, notes, attachment9 elements; at the end of the official document The part below the first dividing line and above the last dividing line is called the imprint. The imprint has two elements: Copy authority, issuing authority and date of issue; the page number is an element outside the core of the edition.

1. About the text size

Issuing text number consists of three parts: "Issuing agency code", "Year" and "Issuing sequence number". "Year" must use the full name and cannot be simplified. For example, "2011" cannot be written as "11". The problem that should be paid attention to when issuing the text size is that the year is enclosed in hexagonal brackets "〔〕" instead of square brackets "[ ]". The text number in the parentheses after the reference file name in the text should also use hexagonal brackets "〔〕" . The issued text number of the lower text is arranged in the center; the issued text number of the upper text is arranged in the left space, and it is on the same line as the name of the last issuer. When writing a joint document, use the document number issued by the sponsoring agency.

2. About the title

The title of the official document is composed of the name of the issuing authority, the subject and the language, and the problems that are likely to arise are The issuing authority name is often omitted. Arrange in two empty lines under the red divider line, and arrange in one or more lines in the center; when returning to the line, the meaning of the words should be complete, the arrangement should be symmetrical, the length should be appropriate, and the spacing should be appropriate. The headings should be arranged in a trapezoidal or rhombus shape. When less than three agencies jointly issue a document, the names of all agencies should be listed. When more than four agencies jointly issue a document, the method of adding "etc" to the name of the issuing agency before the list can be used. Except for the title of laws and regulations plus the title of the book, punctuation marks are generally not used in the title of official documents. For official documents that are forwarded multiple times step by step, when preparing the title, you can directly write the title of the forwarded official document, but the name of the original issuing agency should be removed, and the name of the forwarding agency should be prefixed with "forwarding". If the "notification" is forwarded, only one "notification" can be kept. When forwarding an official document, the text number of the forwarded official document shall not be used instead of the title of the forwarded official document.

3. About the main sending agency

The main delivery agency should be placed in a blank line under the title, in the top left box, and the last agency name should be followed by a full-width colon. If there are too many names of the main sending agency and the main text cannot be displayed on the first page of the official document, the name of the main sending agency should be moved to the edition. (For the layout method, see "About Edition" in this article.)

4. Issues that should be paid attention to in the use of text and ordinal words

The main text must be displayed on the first page of the official document. Arranged in the line below the name of the main sending agency, with two characters left blank in each natural paragraph, returning to the top of the line. The ordinal words used in the structural levels in the text should be as follows: the first level is "一,", the second level is "(one)", the third level is "1.", and the fourth level is "(1)"; Generally, the first layer is marked in bold, the second layer in italics, and the third and fourth layers in imitation Song typeface. Special attention is that the first level "one," is followed by a comma, not a comma, and it is not a foot point (solid dot on the same line); the second level "(one)" cannot have punctuation; Layer "1." is the starting point, commas must not be used; the fourth layer "(1)" cannot be followed by punctuation. Hierarchical subwords cannot be used in reverse order, and can be used by leapfrogging. If there are only two layers in the official document structure, use "一、" for the first layer, and "(一)" for the second layer. Choose "1." At the same level, the ordinal form used must be consistent. In addition, if you use "first" and "second" to indicate the order, followed by a comma, you cannot use a comma. (In the writing of non-official materials, foreign letters are sometimes used to indicate the order, and footnotes should be used after the letters, such as "A." or "a.", and commas must not be used.)

The above-mentioned standardized writing of structural level ordinal numbers is applicable to all text materials.

Another thing to note is that If you use a subtitle after the ordinal, you should not use punctuation at the end of the title. If you use a period, it will lose the identity of the subtitle and become the current It is not advisable to start a new paragraph after the full stop for the leading sentence of a paragraph, and it should be written continuously.

5. Notes on using attachments and attachments

If the official document has attachments, the order and names of the attachments should be indicated, that is, the description of the attachments. Marking specification for "attachment description": leave a line below the main text to arrange the word "attachment" with two characters on the left, and "attachment" is followed by a full-width colon and the name of the attachment; no punctuation marks are added after the name of the attachment, and the name of the attachment itself is also included. No title number is added; if the attachment name is long and needs to be returned, it should be aligned with the first word of the attachment name on the previous line. If there are multiple attachments, use Arabic numerals and footnotes to mark the order, and the order numbers are aligned up and down.

Appendices should be laid out separately and bound together with the main text of the official documentbefore the imprint. The word "attachment" and the sequence number are arranged on the first line in the upper left corner of the page (Note! There is no colon after the word "annex"), and the title of the attachment is arranged in the center on the third line of the page center; The sequence number and title of the attachment should be consistent with the description of the attachment, and the format requirements are the same as the main text.

It should be noted thatThe official document with the words "submission, forwarding, forwarding, printing, etc." written in the text, in its effective sign The attached content is not an attachment to the official document, it is not listed in the "Attachment Description", and it is not treated as an attachment.

6. Regarding the signature, date and seal of the issuing authority

Official documents with a sealThe date of writing is generally arranged with four characters in the right space, and the seal is red, and no blank stamps are allowed. When a single agency writes a document, it generally arranges the signature of the issuing agency on the upper side of the writing date and takes the writing date as the center. The top of the stamp should be within one line of the main text (or attachment description).

When jointly writing a document, generally arrange the signatures of the issuing agencies neatly in the corresponding positions according to the order of the issuing agencies, and match the seals one by one, correct, center and press down the signature of the issuing agency, and the last seal is correct, centered and pressed down The signature of the issuing authority and the date of writing, and the seals are arranged neatly, not intersecting or tangent to each other. The two ends of each row of seals must not exceed the center of publication, and the top of the first row of seals should be within one line of the main text (or attachment description).

Official documents without a sealWhen a single agency writes a document, put a line under the text (or attachment description) to arrange the signature of the issuing agency, and sign on the issuing agency The next line arranges the date of writing, and the first character is moved two characters to the right of the first character of the signature of the issuing authority. If the date of writing is longer than the signature of the issuing authority, the date of writing should be arranged with two characters on the right, and the number of words on the right of the signature of the issuing authority should be increased accordingly.

When jointly writing a document, the signature of the sponsoring agency should be arranged first, and the signatures of the other issuing agencies should be arranged downwards in turn.

Date of documentIt is the time when the official document becomes effective, subject to the date issued by the person in charge, and the joint document is subject to the date issued by the person in charge of the final issuing authority. The date of writing shall be marked with Arabic numerals to mark the year, month, and day in full, and the year shall be marked with the full name, and the month and day shall not be numbered with empty places (that is, 1 shall not be numbered as 01).

Explanation for special circumstances When the blank space left after the typesetting of the official document cannot accommodate the seal, the signature of the issuer, and the date of writing, measures can be taken to adjust the line spacing and word spacing solve.

7. Issues that should be paid attention to in the use of notes

Notes are instructions for other matters that need to be paid attention to when using official documents. The scope of communication and whether it is publicly released, etc. A note is not an explanation or commentary on the content of the document.

It is important to note that the position of the note should be on the next line of the "date of writing", with two characters on the left, surrounded by parentheses, and returned to the top of the line.

8. About Editions

The dividing line in the imprint is equal to the width of the core, the first dividing line and the last dividing line use thick lines (recommended height is 0.35 mm), and the middle dividing line uses thin lines (recommended height 0. 25 mm). The first dividing line is located above the first element in the imprint, and the last dividing line coincides with the lower edge of the core on the last side of the official document.

If there is a copying authority, it should be arranged on the line above the issuing authority and the date of issuance, with a space on the left and right. After the word "cc", add a full-width colon and the name of the copying authority, and align with the first word after the colon when returning to the line. Agencies at the same level in the same system are separated by commas, and different agencies are separated by commas, and the name of the last copying agency is marked with a period.

If you need to move the main sending authority to the edition, except that the word "cc" is changed to "main sending", the arrangement method is the same as the copying authority. When there are both the main sending agency and the copying agency, the main sending agency should be placed on the line above the copying agency, and there should be no dividing line between them.

Issuing authority has a space on the left, date of publication and date has a space on the right, mark the year, month and date in Arabic numerals, and then add the word "printing and issuing".

The 2012 version of the national standard stipulates that the imprint should be placed on the last side, and the last element of the imprint should be placed on the last line. For official documents printed on both sides, the imprint must be on even-numbered pages. For saddle-bound official documents, no matter how much space there is in the front, the imprint should be placed on the last side.

9. About page numbers

Arabic numerals are used, arranged under the lower edge of the center of the official document, and a straight line is placed on the left and right of the number; the distance between the straight line and the lower edge of the center is 7mm. A single-page number has a space on the right, and a double-page number has a space on the left. When the attachments of official documents are bound together with the main text, the page numbers should be arranged consecutively. If there is a blank page before the edition page of the official document, neither the blank page nor the edition page shall be numbered.

10. About font size of official characters

Secret level, confidentiality period and urgency of official documents Marked in 3 boldface.

Issuing agency logo It is recommended to use small standard Song typeface, marked in red. The font size shall be determined by the issuing agency based on the principles of eye-catching, beautiful, solemn and not larger than the higher-level agency, and the maximum size shall not be equal to or larger than 22mm×15mm.

Text number No. 3 imitates Song typeface.

Issuer No. 3 is imitated in Song Dynasty, followed by a full-width colon, and the name of the issuer after the colon is in No. 3 italics.

Official document title Use No. 2 subscript Song typeface (Song typeface plus black).

Main delivery agency Use No. 3 imitation Song typeface.

Official text The first-level title uses No. 3 boldface, and the second-level title uses No. 3 italic characters. All other parts are No. 3 imitation Song style characters. Informal documents and materials can be adjusted in font size as needed, and the font plays an eye-catching role, so it is better not to change it.

Attachment Notes Use No. 3 imitation Song typeface.

Appendix The word "attachment" is in 3-point boldface.

Remarks Use imitation Song typeface No. 3.

Cc Organization Use No. 4 imitation Song typeface.

Issuing agency and date of issuance Use No. 4 imitation Song typeface.

Page number Use half-width Song typeface 4

Source: "Jilin Province 19th National Popularization Week Propaganda Brochure"

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