Hello, i'm pen。
There's no circle without rules, especially in writing. This is the seventh article in the series, which is read in detail in the organ's correspondence。
As one of the statutory official languages, correspondence is used with a high frequency in the daily work of the organs and is an important tool for communication, communication, queries and responses to questions, requests for approval and responses to approval matters. It is characterized by flexibility and ease。
I. Meaning and characteristics of communications
The letter is a parallel text, which applies to communications between non-affiliated authorities, inquiries and responses to questions, requests for approval and requests for responses to clearances, and is used more widely. There are three main features:
1. Disaffiliated. This is the essence of the letter. Whatever the rank of the organ, as long as there is no direct relationship between the superior and the subordinate leadership or between the head of the operation and the person in charge, the language between them is parallel and is mainly used as correspondence。
For example, a municipality negotiates cooperation with another municipality, the municipal finance department asks the municipal education department for data, or the municipal education department requests permission to use land from the municipal natural resources department。
2. Functional breadth. The purpose of the letter is diverse, ranging from “conform”, “interrogate”, “request approval” (proprio motu) to “response” to the other party's communication (passive reply)。
3. Approval of specificity. The request for approval to the same level of authority must use the word “letter” rather than the words “request”。
Ii. Types of communications
1. Weighted by text。
01 letter sent. On a proactive basis, letters are issued to non-affiliated authorities for consultations, questions and requests for approval。
02 reply (response). Responses to communications from non-affiliated authorities, replies to requests for approval。
2. By nature of content and use。
1 letter of communication。
2 letter of enquiry. It is used to solicit information, questions or policy prescriptions from non-affiliated authorities。
3 request for authorization. To request approval from a competent authority that is not affiliated but has the corresponding authority for approval。
4 reply letter. To respond to communications, inquiries or requests that do not belong to an authority. Correspondingly, they can be divided into correspondence, enquiry, approval (response to request for approval)。
5 communication. It will be used to inform the non-affiliated authorities of matters that will not require consultation between the parties but which require the knowledge of the other party. In some cases, they are also used to respond to communications from the other party, but the content is mainly informed。
3. By format。
1 official communication. An official document symbol is prepared using paper with a red header with the complete official document format elements. To deal with more important, formal public functions。
2 notes. The format is relatively simplified, with no red header, no official symbol and only on office letterhead. Official functions of a general, transactional nature。
Iii. Conclusion of communications
1. There is a clear message. One letter should be focused on a specific matter, with a single content, clear-cut thrust, easy to understand and handle and more efficient。
2. Attitude and style. Although in parallel, the tone should be polite, modest and respectful. However, courtesy is not tantamount to rhetoric, and the language must be precise, sophisticated and prescriptive, reflecting the seriousness of the official document。
3. Specific and clear. Both in matters of communication and in requests for approval, questions, requirements, reasons and details should be written. The replies should be clear, specific and not ambiguous。
4. Format regulation, complete process. Strict adherence to national standards in the form of official documents ensures the integrity and correctness of the header, title, main delivery, text, etc. Perform the necessary vetting and issuance procedures。
5. Time-bound and timely. Communications are often used for specific matters and are more time-bound. Communications should be studied, processed and responded to in a timely manner. Proactive communications should also be timely。
Iv. Framework template for communications
Framework: title + organ + body + text + four parts。
1. Title: name of the author of the communication + subject matter + languages。
For example, a letter/letter was sent: a letter from the office of the people's government of city xx concerning the request to co-host the urban development forum 2024
Response: response of the community xx development and reform committee agreing to the review of the equipment of project xx
2. Main organ。
The principal receiving organ of a communication is the organ of the other party that needs to process or respond. Full or standardized abbreviations should be used. Top writing。
