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

Author: Yue Haixiang
Publisher:
Publish Date: 2006-09-01
Features:
1. Command(Decree)
I. Definition of the Document Type
A command(decree) is a legally binding directive issued by a leadership body or leader to subordinates, possessing coercive executive authority. It is used to publish administrative regulations and rules in accordance with relevant laws, announce major compulsory administrative measures, and commend relevant units and personnel. In ancient times, commands and decrees were distinguished, but in modern usage, the distinction is minimal, as they have been merged into a single document type. However, subtle differences in terminology may occur in different contexts, such as the "State Council Decree of the People's Republic of China" and the "Decree on Martial Law," or the "State Council Decree on the Unified Implementation of Legal Metrology in China" and the "State Council Decree on the Implementation of Martial Law in Lhasa, Tibet Autonomous Region." Depending on their purpose, commands(decrees) can be categorized into publication decrees, administrative decrees, commendation decrees, appointment decrees, arrest warrants, and amnesty decrees. According to public document regulations, the revocation of inappropriate commands(decrees), decisions, or resolutions from lower-level agencies is no longer handled with commands but with decisions.
II. Basic Structure and Writing Style
A command(decree) generally consists of three parts: the header, the body, and the footer.
1. Header.
(1) Title. The title of a command(decree) can be written in three ways:
- Composed of the leader's position or the name of the issuing agency and the word "Decree."
- Composed of the name of the issuing agency, the purpose, and the word "Decree."
- Composed of the purpose and the word "Decree." The purpose is usually expressed in the phrase "Regarding."
(2) Issuance Number. The issuance number of a command(decree), also known as the "Decree Number," has two forms:
- A self-generated serial number, marked below the title, also known as a "running number."
- The general format of a public document issuance number. The "running number" is typically used for decrees signed by the President of the State, numbered sequentially within the year, i.e., the order in which decrees are signed during the year. Other decrees generally use the general format of a public document issuance number, consisting of the issuing agency's abbreviation, the year, and the sequence number of the document.
(3) Recipient Agency. For general commands, the recipient agency is generally not written; for publication decrees, it is also generally not written; for administrative decrees, it may or may not be included; for commendation decrees, the recipient agency is usually written.
2. Body.
(1) Issuance Rationale. This section generally explains the basis, reasons, and objectives for issuing the command(decree). Publication decrees usually only state when the published regulations or rules were approved or adopted by which agency or meeting; administrative decrees generally state the reasons and objectives for adopting major compulsory administrative measures; commendation decrees usually introduce the deeds of the recipients of the commendation.
(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 issuance rationale but can also be placed before it.
(3) Conclusion. This section may or may not be included. Publication decrees generally do not have a conclusion; administrative decrees and commendation decrees mostly include a conclusion to propose requirements or expectations.
3. Footer.
It includes elements such as the leader's position and signature seal of the issuing agency, and the date of issuance. The signature seal is the personal stamp (red) specifically used by the leader of the issuing agency for signing, placed above the date of issuance without covering it.
III. Writing Requirements
1. Strictly adhere to the issuance authority when drafting. According to the Constitution, only the President of the State, the Premier of the State Council, the Ministers of various departments, 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 cannot use it.
2. As a directive document, the language should be precise, leaving no room for ambiguity; the tone should be firm and decisive, avoiding any tentative phrasing.
3. The drafting and issuance of commands(decrees) must be serious and conscientious. Neither should commands(decrees) be abused, 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 short, making it easy to read and remember, facilitating understanding and implementation. P3-4