Typesetting of Word official documents: standard format specifications, even the font and font size are told (collection for future use)

Source: National Standardization Management Committee (slightly abridged)

Guide

Many leaders have a habit:When they get an official document, they don't read the content first, but change the format first. Sometimes it is annoying to revise, and even return the official document to rewrite.

Many civil servants, especially new young people, don't take the official document format seriously. Many people don't even know the basic typesetting of Word, let alone the official document format. Many official documents are directly handed over to the leaders without even typesetting. Who knows that this is a very serious matter, especially the legal document format, the significance of its standardization is self-evident.

Take the documents of the procuratorate as an example, the brackets for the year in the text number are hexagonal signs "〔〕" instead of "【】" or "[ ]", while the courts use the common brackets "()". It should be common sense, and all civil servants should learn these norms, so as not to make jokes.

To improve the standardization and standardization of official documents of party and government agencies, on June 29, 2012, the General Administration of Quality Supervision, Inspection and Quarantine of the People's Republic of China and the National Standardization Management Committee issued the national standard "Format of Official Documents of Party and Government Organs" (GB/T 9704-2012). The standard came into effect on July 1, 2012.

This standard is a revision of the national standard "Format of Official Documents of State Administrative Organs" (GB/T 9704-1999), which specifies specific regulations on official document paper, printing and binding, format elements, and styles. In particular, the paper for official documents of party and government agencies is unified into the international standard A4 type, and for the first time, the layout rules of the format elements of official documents of party and government agencies are unified, making the presentation of official documents of party and government agencies more standardized.

Foreword

This standard is drafted in accordance with the rules given in GB/T 1.1-2009.

This standard revises GB/T 9704-1999 "Format of Official Documents of State Administrative Organs" in accordance with the relevant provisions of the "Regulations on the Handling of Official Documents of Party and Government Organs" issued by the General Office of the Central Committee of the Communist Party of China and the General Office of the State Council. Compared with GB/T 9704-1999, this standard mainly makes the following revisions:

a) The standard name was changed to "Format of Official Documents of Party and Government Organs", and the standard English name was also revised accordingly;

b) The scope of application extends to official documents issued by party and government agencies at all levels;

c) Make appropriate adjustments to the standard structure;

d) Make appropriate adjustments to the binding requirements of official documents;

e) Two elements of the official document format, the signature of the issuing authority and the page number, are added, the format elements of the subject word are deleted, and the layout of each element of the official document format is greatly adjusted;

f) Further refine the layout requirements for official documents in a specific format;

g) Add new styles such as the first page layout of joint documents, the first page of letter format, and the first page layout of command (order) format.

Official format

1. scope

This standard specifies the common paper requirements, typesetting, printing and binding requirements for official documents of party and government agencies, the layout rules for each element of official document format, and gives the style of official documents.

This standard applies to official documents issued by party and government agencies at all levels. The official documents of other agencies and units can be implemented by reference.

For official documents printed in minority languages, the paper, format size, layout, and printing requirements shall be implemented in accordance with this standard, and the rest may refer to this standard and follow relevant regulations.

2. Paper format size and layout requirements for official documents

2.1 Format size

The document paper shall be the A4 type paper stipulated in GB/T 148, and its finished format size is: 210 mm×297 mm.

2.2 layout

Margin and Heart Size

The top (top white edge) of official document paper is 37 mm±1 mm, the staple (left white edge) of official document paper is 28 mm±1 mm, and the center size is 156 mm×225 mm.

2.2.2 Fonts and font sizes

Unless otherwise specified, all elements of the official document format generally use No. 3 imitation Song style characters. Appropriate adjustments may be made for specific circumstances.

2.2.3 Line and word count

Generally, there are 22 lines per side, 28 characters per line, and the center of the page is fully supported. Appropriate adjustments may be made for specific circumstances.

2.2.4 Text color

Unless otherwise specified, the color of the text in the official document is black.

3. Print Binding Requirements

3.1 Plate making requirements

The layout is clean and free of background dust, the handwriting is clear without breaks, the size is standard, the center of the plate is not inclined, and the error is not more than 1 mm.

3.2 Printing requirements

Double-sided printing; page numbers are registered, and the error on both sides does not exceed 2mm. The black ink should reach BL100% of the chromatogram, and the red ink should reach Y80% and M80% of the chromatogram. The ink of the printed matter is solid and uniform; the words are free from flowers, whites and broken lines.

3.3 Binding requirements

Official documents should be bound on the left side without missing pages. The error between the page numbers of two pages should not exceed 4 mm. The size of the finished product after cutting should allow an error of ±2 mm. The four corners should be at 90° without stubble or defects.

Saddle-stitched or flat-stitched official documents should:

(a) The positioning is 70mm from the outer eyelets of the two nails to the upper and lower edges of the layout, and the allowable error is ±4mm;

(b) There are no broken nails, missing nails or heavy nails, and the nail feet are flat and firm;

(c) The saddle stitch saws are all set on the crease line, and the distance between the flat staple saw and the spine is 3mm--5mm.

The cover (cover, spine, back cover) of the book-bound official document should match the book block, be tightly wrapped, flattened, and not fall off.

4． Arrangement rules for each element of official document format

4.1 Division of each element of official document format

This standard divides the various elements of the official document format in the core into three parts: the header, the main body, and the imprint. The part above the red dividing line on the first page of the official document is called the header; the part below the red dividing line (excluding) on ​​the first page of the official document and above the first dividing line (excluding) on ​​the last page of the official document is called the main body; the part below the first dividing line on the last page of the official document , The part above the last dividing line is called the edition. Page numbers are outside the center of the page.

4.2.1 Copy number

If it is necessary to mark the part number, generally use 6 digits and No. 3 Arabic numerals, and the top grid is arranged on the first line in the upper left corner of the core.

4.2.2 Classification and duration of confidentiality

If it is necessary to mark the confidentiality level and the confidentiality period, it is generally used in bold typeface No. 3, and the top grid is arranged on the second line in the upper left corner of the core; the numbers in the confidentiality period are marked with Arabic numerals.

4.2.3 Urgency

If it is necessary to mark the degree of urgency, it is generally used in bold font No. 3, and the top grid is arranged in the upper left corner of the center of the page; Arranged in rows from top to bottom.

4.2.4 Logo of issuing authority

It consists of the full name or standardized abbreviation of the issuing authority plus the word "document", and the full name or standardized abbreviation of the issuing authority may also be used.

The logo of the issuing agency is arranged in the center, and the distance from the upper edge to the upper edge of the center is 35mm. It is recommended to use small-script Song typeface, the color is red, and the principles are eye-catching, beautiful, and solemn.

When writing a joint document, if it is necessary to mark the name of the agency issuing the document at the same time, the name of the sponsoring agency should generally be listed first; if there is the word "document", it should be placed on the right side of the name of the agency issuing the document, and the name of the agency issuing the document shall prevail. Centered.

4.2.5 Text size

The layout is arranged in the middle of the two empty lines under the logo of the issuing authority. The year and serial number of the document shall be marked with Arabic numerals; the full name of the year shall be marked and enclosed in hexagonal brackets "〔〕"; the word "第" shall not be added to the serial number of the document, and no empty space shall be added (that is, 1 shall not be coded as 01). In Arabic Add the word "number" after the number.

The issuing text number of the above-mentioned document shall be arranged in one character on the left, and shall be on the same line as the name of the last issuer.

4.2.6 Issuer

It consists of the three characters "Issuer" plus a full-width colon and the name of the issuer, with a space on the right, and it is arranged in the space of two lines under the logo of the issuing authority. The word "Issuer" should be in No. 3 imitation Song style characters, and the name of the issuer should be in No. 3 italic characters.

If there are multiple issuers, the names of the issuers are evenly arranged from left to right and from top to bottom according to the order of the issuing authority. Generally, two names are arranged in each line, and they are aligned with the first issuer’s name on the previous line when returning. .

4.2.7 Divider in header

A red dividing line with the same width as the core is printed in the center at 4mm below the text size.

4.3.1 Title

Generally use No. 2 small-script Song typeface, arranged in two empty lines under the red dividing line, and arranged 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, the spacing should be appropriate, and the titles should be arranged A trapezoid or rhombus should be used.

4.3.2 Main delivery agency

It is arranged in a blank line under the title, in the top space on the left, and still in the top space when returning to the line, and a full-width colon is marked after the last agency name. 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. See 7.4.2 for marking methods.

4.3.3 Text

The main text must be displayed on the first page of the official document. Generally, No. 3 imitation Song typeface is used, and it is arranged on the line below the name of the main sending agency. Each natural paragraph has two characters on the left and returns to the top of the line. The ordinal numbers of the structural levels in the text can be marked with "one," "(one)" "1." "(1)"; generally, the first layer is in bold, the second is in italics, and the third and fourth are in Marked in imitation Song typeface.

4. 3.4 Attachment Description

If there are attachments, put the word "attachment" in a line below the text, followed by a full-width colon and the name of the attachment. If there are multiple attachments, use Arabic numerals to mark the sequence number of the attachment (such as "Attachment: 1. XXXXX"); do not add punctuation after the attachment name. When the name of the attachment is long and needs to be returned, it should be aligned with the first character of the name of the attachment on the previous line.

4.3.5 Signature, date and seal of the issuing authority

4.3.5.1 Sealed official documents

The date of writing is generally arranged in four characters with a space on the right, and the seal is red, and no blank seals 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 documents, generally, the signatures of the issuing agencies are neatly arranged in the corresponding positions according to the order of the issuing agencies, and the seals are one-to-one, correct, centered and pressed down on the signature of the issuing agency, and the last seal is correct, centered and pressed down on the signature of the issuing agency and the date of writing , 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 the publication, and the top of the first row of seals should be within one line of the main text (or attachment description).

4.3.5.2 Official documents without seal

When a single agency writes a document, the signature of the issuing agency should be arranged in a blank line under the main text (or the description of the attachment), and the signature of the issuing agency should be written in a line below the signature of the issuing agency. If it is longer than the signature of the document-issuing authority, the date of the document should be arranged with a space on the right, and the number of words in the space on the right of the signature of the document-issuing authority should be increased accordingly.

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

4.3.5.3 Official documents stamped with the signature of the issuer

When the official document issued by a single agency is affixed with the signer's signature stamp, the issuer's signature stamp should be stamped on the two lines in the space below the text (or the description of the attachment), and the issuer's signature stamp should be stamped in the space of two lines on the left side of the signature stamp. Centered up and down. Under the signature stamp of the issuer, there is a blank line with four characters on the right to arrange the date of writing.

When jointly writing documents, the titles and signatures of the issuers of the sponsoring agency should be arranged first, and the titles and signatures of the issuers of other agencies should be arranged in sequence downwards, aligning with the titles and signatures of the issuers of the sponsoring agency; only one issuer of one agency should be arranged in each line Title, signature stamp; the full name of the issuer's title should be marked. The signature stamp is generally in red.

4.3.5.4 Numbers in date of writing

Use Arabic numerals to mark the year, month, and day in full. The year should be marked with the full name, and the month and day should not be numbered with empty places (that is, 1 is not numbered as 01).

4.3.5.5 Special Circumstances

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

4.3.6 Notes

If there are notes, the word "juzuokong" plus parentheses is arranged on the next line of the date of writing.

4.3.7 Attachments

The attachments should be arranged separately and bound together with the main text of the official document before the imprint. The word "attachment" and the serial number of the attachment are arranged in the first line of the upper left corner of the core in bold font No. 3.

The title of the attachment is centered on the third line of the layout. The sequence number and title of the attachment should be consistent with the expression in the description of the attachment. The attachment format requirements are the same as the text.

If the attachment and the main text cannot be bound together, the issue number of the official document should be arranged in the first line of the upper left corner of the attachment, and the word "attachment" and the sequence number of the attachment should be marked thereafter.

4.4 Edition Note

4.4.1 Dividers in imprint

The division line in the imprint is equal in width to the core, the first division line and the last division line use thick lines (recommended height is 0.35 mm), and the middle division lines use thin lines (recommended height is 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.

4.4.2 CC Authorities

If there is a copying authority, it is generally arranged in No. 4 imitation Song style characters, one line above the issuing authority and the printing and issuing date, and a space on the left and right. After the word "cc", add a full-width colon and the name of the copying authority, align with the first word after the colon when returning the line, and put a period after the last name of the copying authority.

If it is necessary to move the main sending authority to the edition record, 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.

4.4.3 Issuing authority and date of issuance

The printing and issuing authority and the printing and issuing date are generally in No. 4 imitation Song style characters, arranged above the last dividing line, with a space on the left for the printing and distribution authority, and a space on the right for the printing and distribution date, and the year, month, and day are marked with Arabic numerals, and the year should be marked For the full name, the month and day are not edited as empty places (that is, 1 is not edited as 01), and the word "printing and issuing" is added after it.

If there are other elements in the edition, they should be separated from the issuing authority and the date of issue by a thin separation line.

4.5 Page numbers

Generally, No. 4 half-width Song-style Arabic numerals are used, arranged under the lower edge of the official document version, and a line is placed on the left and right of the number; the distance between the line and the lower edge of the version is 7mm. A single-page number has a space on the right, and a double-page number has a space on the left. 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. When the attachments of official documents are bound together with the main text, the page numbers should be arranged consecutively.

5． Horizontal tables in official documents

When the A4 form is laid out horizontally, the position of the page number shall be consistent with that of other pages of the official document, the header of single page numbers shall be on the side of the bezel, and the header of double page numbers shall be on the side of the cutout.

6． Usage of units of measurement, punctuation marks and numbers in official documents

The use of measurement units in official documents shall comply with GB 3100, GB 3101 and GB 3102 (all parts), the use of punctuation marks shall comply with GB/T 15834, and the use of numbers shall comply with GB/T 15835.

7． Specific format for official documents

7.1 Letter Format

The logo of the issuing agency shall use the full name or standardized abbreviation of the issuing agency, arranged in the center, with a distance of 30mm from the top edge to the top edge of the page, and it is recommended to use red small-script Song typeface. When writing jointly, use the logo of the sponsoring organization.

A red double line (thick at the top and thin at the bottom) is printed 4 mm below the logo of the issuing authority, and a double red line (thin at the top and thick at the bottom) is printed at 20 mm from the bottom edge of the page. The line lengths are both 170 mm and arranged in the center.

If it is necessary to mark the copy number, confidentiality level, confidentiality period, and urgency, it should be arranged on the left edge of the center of the edition under the first red double line, and arranged in rows from top to bottom in the order of the copy number, confidentiality level, confidentiality period, and urgency , the distance between the first element and the line is 7/8 of the height of the No. 3 Chinese character.

The text number is arranged at the top right edge of the center of the version under the first red double line, and the distance from this line is 7/8 of the height of the No. 3 Chinese character.

The title is centered two lines from the last element above it.

If there is text on a line on the second red double line, the distance from the line is 7/8 of the height of the No. 3 Chinese character. The first page does not display page numbers.

The imprint does not include the issuing authority, the date of issuance, and the dividing line, and is located at the bottom of the last page of the official document.

7.2 Command (order) format

The logo of the issuing authority is composed of the full name of the issuing authority plus the word "Order" or "Order", arranged in the center, with a distance of 20 mm from the upper edge to the upper edge of the center of the page, and it is recommended to use red small-script Song typeface.

The order number is arranged in the center with two lines under the logo of the issuing authority, and the text is arranged with two lines under the order number. See 7. 3. 5. 3 for the layout of the issuer's title, signature seal and documented date.

7.3 Minute Format

The Minutes logo consists of "XXXXX Minutes", arranged in the center, with a distance of 35 mm from the upper edge to the upper edge of the center of the page, and it is recommended to use red small-script Song typeface.

To mark the list of attendees, generally use No. 3 bold characters, and put the word "Attend" in a line under the text or attachments, followed by a full-width colon. Align with the first word after the colon when returning a line.

Mark the list of leave and attendees, except that a new line is added one by one and the word "attend" is changed to "leave" or "attend", the arrangement method is the same as the list of attendees.

The format of the minutes can be formulated according to the actual situation.