Writing Requirements For Requests And Reports In Official Documents

　　 Writing requirements for requests and reports in official documents

I. requesting. writing Requirement

(1) concepts and classification

Please refer to the "application for instructions and approval to the higher authorities".

The main body of the request is generally divided into three parts: (1) the reasons for the request. This part is very important. It is the basis and the starting point of the request. It is the key to the satisfactory approval, and the reason must be fully explained. (2) specific matters and requirements for instructions. What is written in this part should be clear and specific. Conclusion. Generally speaking, please use the words "properly or not, please indicate".

(two) writing requirements

1, the reasons for asking for advice should be strong enough, and the matters and requirements for instructions should be clear. The reasons for asking for information should be realistic, persuasive and not false. Pay attention to written language, choose words should be respectful and proper, generally do not need to immediately, please immediately wait for words.

2, ask for instructions. It is forbidden to ask a number of questions of different nature and different categories in an invitation. For example, a lot of irrelevant requests are listed in an invitation. The matters requested can not be separated from the primary and secondary urgency, and the higher authorities can neither approve nor solve any matter in the request. This makes the whole request shelved and affects the timely approval of the requested items.

3, avoid multiple heads. The instructions should be submitted to the higher authorities or departments in charge according to the affiliation of the organs. Generally, only one main sending organ should be reported. For example, the main responsibility of the head office is likely to result in unclear responsibilities, mutual promotion, or inconsistent with the approval of the leading organs. If the county (city) women's Federation writes to the provincial women's Federation and asks the District Women's Federation to know it, it can use the form of copy newspaper. The instructions should not be sent to the leading individual, not to the lower level authorities.

4, the contents of the instructions and reports should not be confused. The request and report are two different languages. Higher authorities Request for instructions and approval; the report applies to report to the higher authorities, reflect the situation, reply to the inquiry of the higher authorities.

(three) difference between request and report

The similarity between the request and the report is that they are all uplink. The difference is:

(1) Wording The purpose is different. The request is required by the superior to have a definite reply to the subordinate.

The superior authorities are only looking for knowledge and do not reply.

(2) the passage time is different. Asking for instructions must be done before, and it is not allowed to make the first move. The report can be written at any time according to the actual situation.

(3) the content of the passage is different. The request is mainly written with urgent need for instructions from the higher authorities, and the report is only a matter of reporting. There can be report items in the request, but not in the report. In the process of writing, the mixture and distinction between the two types of requests and reports often occur. Some of them should be reported by requesting instructions, and some reports are included in the reports. Some of the requesting titles are "irrelevant reports on XXX's request".

Two. Writing requirements for reports

(1) concepts and classification

The report "applies to reporting work to higher authorities, reflecting the situation and answering the inquiries of the higher authorities."

The report is generally divided into three parts: one is the reason of the report, that is, why write the report; the two is the report item. The report is as follows: "the transitional words such as" lead "the facts and problems of the report. This part should highlight the key points and make the combination of points and faces. Three, the concluding remarks can be written according to the different contents of the report, such as" special report "and" special report ".

The report is divided into comprehensive reports, special reports (situation reports), accompanying reports, replies and suggestions.

(1) comprehensive report. It is a document written by a subordinate organ in order to enable the higher authorities to have a comprehensive understanding of the various aspects of the lower level organs and facilitate the higher authorities to grasp the overall situation and guide the work. The main features of the comprehensive report are: the situation of reporting and the problems reflected are relatively comprehensive, generally combined with the work summary. The body of the comprehensive report generally includes two parts: the cause of the report and the content of the report. The reason for the report is why it is necessary to write a report. The reason for the report must be concentrated, summarized and briefly stated. Sometimes it is a few words, the link between the cause of the report and the content of the report. The report is as follows. The content of the report is the main body of the report. Generally speaking, the basis, process, measures, results, problems and problems of the completion of the task, the work and the handling of the matter, and future plans and arrangements are stated. The terminology of the end of the report is generally expressed in the "special report".

(2) special report (report). It is to report to a higher level a task and a problem, so that the superior can understand the situation and make instructions. The notable feature of the special report is that the content of the report is specific. Thematic reports can be divided into: reflecting a job.

And its problems, and put forward a special report on solving the problem; an empirical special report formed for summing up a task; a conference special report formed for the purpose of summing up a meeting to study and solve a certain problem or work; there are mistakes in the work, the need to review the retrospective thematic reports formed by the higher authorities, conduct a thorough investigation of a certain matter or situation, and make a special report based on the analysis and research.

The format of various thematic reports is generally the same. The content of the text is different in the way of writing because of the different types of special reports. Generally speaking, the text of the thematic report generally consists of three parts: first, the work carried out; two, the problems and their causes; and three, the opinions and methods to solve the problems. At the beginning of the text, we usually describe in detail the causes, situations and problems of the new situation as "basis", and then use "for..." And so on. The following sentence is used as an interlanguage, and the specific measures to solve the problem are put forward.

(3) follow the report. A document is attached to a document or object when it is submitted. Its scope is relatively clear, and its writing is relatively simple. Generally, only the documents and objects submitted are briefly stated.

(4) reply to the report. It is a kind of random report that passively answers the superior's inquiries. At the beginning of the text, it usually refers to the higher level text (or the leader's instructions, letters and telegrams) as the basis. The report is as follows. One sentence points out that the intention is also used as a transitional language. At the end of the reply, "if the above report is inappropriate, please instruct" to make a conclusion.

(5) the proposed report. It is a kind of upward imperative text that asks for advice from the higher authorities voluntarily. If it is approved, it can be issued as a downlink text. At the beginning of the text, we should first explain the "fact basis", "theoretical basis", "purpose purport" and "intention intention" of the proposal, and then transfer the transitional words to "one or two, three" ordinal numbers or subtitles by subtitle. The concluding remarks of the proposed report are usually "if the above reports (recommendations) are not wrong, please transfer them to other departments."

(two) writing requirements

1, the key points are prominent, the center is clear, and the details are appropriate. Even if it is a comprehensive report, we should focus on several issues and make brief notes on other issues.

2, we must analyze and not only list the phenomenon, but also focus on revealing the essence of the problem and analyzing the trend of development.

3, we should pay attention to reflect the new situation and new problems, that is, the content of the report should be innovative, and we should pay attention to timeliness.

4, the content should be true and reliable, be practical and realistic, be divided into two parts, report bad news, and also identify gaps and deficiencies.

5, pay attention to one thing and one thing, do not entrainment request, concise and concise, refined text.