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  • 国家行政机关公文处理办法 Procedures for Handling Official Documents in the Administrative Departments of the Government

    国发[2000]23号
    颁布日期:20000824  实施日期:20010101  颁布单位:国务院

      Section 1. General principles

      Article 1. This Regulation is formulated for the standard, systematic and optimised handling of official documents in the Administrative Departments of the Government (hereinafter referred to as the Administrative Departments).

      Article 2. Official documents (including telegrams, same in the following places) are documents with legal effect and of standard forms formulated in the process of administration and are important instruments for carrying out administration and official activities in accordance with the law.

      Article 3. Handing of official documents refer to the inter-related and ordered procedure of processing, administration, filing archiving etc of official documents.

      Article 4. When handing official documents, such principles shall be respected as “seeking truth from facts, simplicity, efficiency” in order to ensure rapid, accurate and safe handling.

      Article 5. When handling official documents, law s and regulations concerning State secrecy shall be respected.

      Article 6. The person-in-charge of the Administrative Departments at all levels shall attach great importance to handling of official documents and shall set an example in abiding by this Regulation and enhance supervision and checking over the work of handling official documents in his Department.

      Article 7. The General Offices of the Administrative Departments at all levels are the administrative organs for handling official documents in the Departments and for guiding the handling of official documents of their sub-branches.

      Article 8. The General Offices of the Administrative Department at all levels shall establish secretariats composed of specialists in handling official documents.

      Section 2. Types of official documents

      Article 9. Types of official documents of the Administrative Departments are as follows:

      (1)Order

      An order shall be issued in the following situation: publishing administrative regulations and rules in accordance with the law, announcing the implementation of important enforcing administrative measures, and granting citations to relevant work units and personnel.

      (2)Decision

      A decision shall be given in the following situation: deciding on important issues or actions, granting citations to relevant work units and personnel, changing or cancelling inappropriate decisions made by sub-branches.

      (3)Announcement

      An announcement shall be made when announcing important issues or statutory matters to the nation or to the whole world.

      (4)Publication

      A publication shall be issued when publishing issues to be known or respected by the public.

      (5)Notice

      A notice shall be issued when approving or forwarding official documents made by sub-branches, forwarding official documents made by the Department at a higher or parallel level, informing sub-branches or other relevant organs matters that should be known and handled thereby, or when announcing personnel appointing or removal.

      (6)Circular

      A circular shall be issued for commendation or criticism, or for making public important issues.

      (7)Motion

      A motion shall be submitted by the People’s Government at all levels to the People’s Congress or its Standing Committee at the same level to raise proposals.

      (8)Report

      A report shall be handed in to the Department at a higher level for describing work and issues and for responding to enquiries made by the Department at a higher level.

      (9)Asking for instructions

      An asking for instructions shall be made when soliciting instructions or approvals from the Department at a higher level.

      (10)Response

      A response shall be granted when granting instructions to

    sub-branches.

      (11)Opinion

      An opinion shall be given when providing opinion over important issues and the solutions thereof.

      (12)Letter

      An letter shall be written when consulting, enquiring and giving reply or approval, and asking for approval to a parallel Department.

      (13)Minute of meeting

      A minute of meeting shall be prepared for recording, forwarding the content of a meeting.

      Section 3. Forms of official documents

      Article 10. An official document is composed of level of secrecy, term of confidentiality, level of urgency, name of the issuer, issuing number, signer, heading, principal receivers, body text, explanatory notes of the annexes, date of issuance, seal, notes, annexes, subject reminders, receivers of the copy, printing organs and printing date, etc.

      (1)An official document relating to State secrecy shall be marked with level of secrecy and term of confidentiality. Official documents of “secrecy” or “top secrecy” shall, in addition, be marked with the total number and sequence number of copies.

      (2)Urgent official documents shall be marked with level of urgency such as “urgent” or “extra urgent”. Telegrams shall be marked “most urgent”, “extra urgent”, “urgent” and “usual”.

      (3)The name of the issuer shall be the complete name or standard abbreviation of the issuer. In case there are several issuers, the principal one shall be the first in sequence.

      (4)The issuing number shall include the initials of the issuer, the year and the sequence number. In case there are several issuers, only the issuing number of the principal issuers shall be marked.

      (5)The name of signer and counter-signer shall be marked. In case of asking for instruction, the name and telephone number of the person to contact shall be provided in the Note.

      (6)The heading of an official document shall indicate the main content and the type of the document. The issuer shall also be marked. Except regulations and rules that shall be included in brackets, no other punctuation shall be used.

      (7)Principal receivers refer to principal Departments to handle the document. The complete name or standard or uniform abbreviation shall be used.

      (8)In case the document has annexes, the sequence and names of the annexes shall be marked.

      (9)Except minutes of meeting and telegrams, all official documents shall be sealed. A document submitted to the Department at a higher level by several issuers shall be sealed by the principal Department; A document issued to sub-branches shall be sealed by all the issuers.

      (10)Date of issuance shall be the date of signature by the person-in-charge. In case there are several issuers, date of issuance shall be the date of signature by the person-in-charge of the Department who is the last signer of the document. The date of issuance of a telegram shall be the date of dispatch.

      (11)In case there is explanatory note (to explain other matters), it shall be included in brackets.

      (12)An official document shall have a subject reminder. The subject remainder shall be marked according to the requirement of the Department at a higher level.

      (13)The receivers of copies refer to other Departments that need to know or implement the official document in addition to the principal receivers. The complete names or standard or uniform abbreviations shall be used.

      (14)An official document shall be written from the left side to the right side and arranged horizontally. In an Autonomous Region of ethnic minorities, both Mandarin Chinese and minority characters can be used according to the writing and arranging practice.

      Article 11. For rules concerning the markings and indications of the component parts of an official document, reference shall be made to the State Standard set by the Forms of Official Documents of the Administrative D

    epartments of the Government.

      Article 12. An official document shall use A4-sized paper (210mm x 297mm) and be bound on the left side. The size of paper for official document posters shall be decided according to need.

      Section 4. Rules for drafting official documents

      Article 13. Drafting official documents shall be out of real need and stress its effectiveness.

      Article 14. According to the hierarchy and scope of power of different Administrative Departments, an official document shall address to the Department at an immediate higher level which shall not, in general, be by-passed.

      Article 15. The various Departments of a Government may address official documents between each other or to the Departments at an immediate lower level. Except letters written for consulting, enquiring, reply and approval, they shall not, in general, address official documents to the Government at an immediate lower level.

      Except the General Office, other interior sections shall not address official documents to outside Departments.

      Article 16. The Governments at the same level, the governmental Departments at the same level and the governmental Departments at a higher level and the Government at a lower level can jointly issue official documents; the governmental Departments and corresponding Departments in the Party and in the military force can jointly issue official documents; the governmental Department and the quasi-governmental organisations and other units having administrative functions can also jointly issue official documents.

      Article 17. In regard to affairs within the power scope of a Department, the Department shall issue official documents by itself or jointly with others. A jointly-issued offi

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