Latest Official Document Writing: Writing Methods for 100 Common Document Types Used by Civil Servants

Author: Yue Haixiang, You Xiao, Zhan Hongqi / Country: Mainland China
Publisher:
Publish Date: 2006-09-01
Features:
1. Command (Order)
- Definition of the Document Type
A command (order) is a legally binding directive issued by a leadership body or leader to subordinates, possessing compulsory executive force. It is used to publish administrative regulations and rules in accordance with relevant laws; announce major mandatory administrative measures; and commend relevant units and personnel. In ancient times, commands and orders were distinguished, but in modern usage, they are merged into a single document type. However, subtle differences in terminology may exist depending on the context, such as "State Council Orders of the People's Republic of China" and "Martial Law Decrees"; or "State Council Order on the Unified Implementation of Legal Metrology in China" and "State Council Order on the Implementation of Martial Law in Lhasa, Tibet Autonomous Region." Based on their purpose, commands (orders) can be categorized into promulgation orders, administrative orders, commendation orders, appointment orders, warrants for arrest, and amnesty orders. According to public document regulations, the revocation of inappropriate commands, decisions, or resolutions from lower-level agencies is no longer handled using commands but rather through decisions.
- Basic Structure and Writing Style
A command (order) generally consists of three parts: the header, the body, and the footer.
1. Header.
(1) Title. The title of a command (order) can be written in three ways:
a) Composed of the title of the issuing authority's leader or the issuing authority name and the word "Order."
b) Composed of the issuing authority name, the purpose, and the word "Order."
c) Composed of the purpose and the word "Order." The purpose is usually expressed in the phrase "Regarding..."
(2) Issuing Number. The issuing number of a command (order), also known as the "order number," has two forms:
a) Self-generated numbering, marked below the title, also known as a "running number."
b) The general format of a public document issuing number. The "running number" is typically used for orders signed by the President of the State, numbered sequentially within the year (i.e., the order of issuance within that year). Other orders generally use the general format of a public document issuing number, consisting of the issuing authority abbreviation, the year, and the issue sequence number.
(3) Recipient. General commands usually do not specify a recipient; promulgation orders are generally general and do not specify a recipient; administrative orders may or may not include a recipient; commendation orders usually specify a recipient.
2. Body.
(1) Reason for Issuance. This section generally explains the basis, reasons, and objectives for issuing the command. Promulgation orders typically state when the regulations or rules were approved or adopted by which agency or meeting; administrative orders generally state the reasons and objectives for implementing major mandatory administrative measures; commendation orders generally introduce the deeds of the recipients.
(2) Command Matters. This is the core of the body, with concise and succinct language, and the length is generally not long. It is usually placed after the reason for issuance but can also be placed before it.
(3) Conclusion. This section may or may not be present. Promulgation orders generally do not have a conclusion; administrative orders and commendation orders mostly include a conclusion to propose requirements or expectations.
3. Footer.
Includes elements such as the title of the issuing authority's leader, their signature and seal, and the date of issuance. The seal is the personal stamp (red) specifically used by the issuing authority's leader for signing, placed above the date of issuance without covering it.
- Writing Requirements
1. Strictly adhere to the authority for issuing documents. According to the Constitution, only the President of the State, the Premier of the State Council, the Ministers of various ministries, the directors of various committees, and local governments at all levels may use the "Command" document type. Functional departments of agencies below the provincial level are prohibited from using it.
2. As a directive document, the language must be precise, leaving no room for ambiguity; the tone should be firm and decisive, avoiding any tentative phrasing.
3. The drafting and signing of commands must be serious and conscientious. Commands must not be misused, nor should they be changed arbitrarily, leaving subordinates confused. The issuing agency and signatory must possess legal authority.
4. The structure should be rigorous, the length concise, making it easy to read, remember, understand, and implement.
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