The use of explanations in writing official documents

Explain its use in writing official documents

As a tool for handling official affairs, official documents have the functions of conveying principles and policies, guiding, arranging and negotiating work, reporting, informing and communicating situations, etc. , its stylistic function determines that its expression should be mainly explanation. This article attempts to briefly analyze the use of this expression in writing official documents.

1. Object of explanation

Divided according to the object of explanation, there are two types of explanation: explanation of things and explanation of affairs. Thing description is an introduction to the physical characteristics, properties, functions, etc. of a specific thing. It is often used in literary works and popular science explanations, such as "Nuclear Boat", "Chinese Stone Arch Bridge", "Looking at the Clouds and Understanding the Weather", etc. The purpose of explaining things is to explain the principles or internal laws of things themselves. This kind of explanation is mostly suitable for abstract things. The explanations in official documents are mainly explanations of matters, such as explanations of the purpose and basis for issuing documents, explanations of relevant methods and measures in official documents of orders, introduction of situations in official documents of notifications, clauses in regulatory documents, etc., and their explanations The content is mainly based on facts, situations or events.

2. Explanatory language

The function of official documents is to upload and distribute them so that readers can understand the situation and implement the spirit of the document. This requires that the description in the official document must accurately and clearly convey the intention of the issuer. Therefore, the explanation in official documents is a plain explanation, that is, the object is explained objectively, without description or exaggeration. The purpose is to explain the facts, situations, principles or properties, so as to give readers a rational understanding. For example, Article 3 of the "XX City Regulations on the Prevention of Occupational Crimes":

"Office crimes as mentioned in these regulations refer to the crimes of corruption and bribery by state functionaries, the crimes of dereliction of duty and exploitation by state agency workers. Crimes that infringe upon the personal and democratic rights of citizens committed under their authority, as well as other crimes committed by taking advantage of their authority.”

This paragraph defines official crimes in a rigorous and simple language, without using special language techniques or modifications. There will be no ambiguity or misunderstanding. Vivid explanations, as opposed to plain explanations, often use figurative techniques to explain things, making the object of explanation vivid and vivid. This kind of explanation often uses rhetoric, description and other techniques to emphasize the vividness and aesthetic feeling of language. For example, Jia Zuzhang's description of the mature form of lychees in "Nanzhou June Lychee Pill": "Most of the mature lychees are dark red. Or purple. It grows on the top of a tree. Of course, the structure of its shell cannot be seen from a distance. Only the red color comes into view, so it is compared to a 'red star', a 'coral bead', which are very realistic. "This style of explanation rarely appears in official documents.

3. Explanation sequence

Explanation is a structured expression of the explanation object in a certain order. The order of explanation mainly includes chronological order, spatial order and logical order. The order of explanation in official documents is mainly a logical order, that is, according to the internal logical relationship of things and events, or from the individual to the general, or from the concrete to the abstract, or from the main to the secondary, or from the phenomenon to the essence, or from the cause to the The results will be introduced one by one. For example, "XX City Establishes Local Regulations and Regulations", the entire regulations are divided into six chapters and fifty-eight articles, which is a typical "chapter-by-chapter" model. The six chapters respectively provide provisions on the formulators and formulation procedures of local regulations in terms of general principles, regulations-making procedures, interpretation of local regulations, etc., in a logical order from general to branch, from primary to secondary. This logical sequence not only runs throughout the entire article, but is also reflected in each part. For example, in Chapter 1 "General Provisions":

Article 1 In order to regulate the activities of the Municipal People's Congress and its Standing Committee in formulating local regulations, improve the legislative procedures, and improve the quality of legislation, in accordance with the "People's Congress of the People's Republic of China" These regulations are formulated in accordance with the provisions of the "Organic Law of the People's Republic of China on Local People's Congresses and Local Governments at All Levels" and the "Legislation and Law of the People's Republic of China and the People's Republic of China" and in combination with the actual situation of this city.

Article 2 These regulations apply to the formulation, modification, abolition and related activities of local regulations in this city.

Article 3 The Municipal People’s Congress and its Standing Committee shall formulate local regulations in accordance with the authority specified in the Constitution and laws.

Local regulations stipulating particularly important matters in this city shall be adopted by the Municipal People’s Congress.

When the Municipal People’s Congress is not in session, the Standing Committee may make partial supplements and modifications to local regulations enacted by the Municipal People’s Congress, but this shall not conflict with the basic principles of the regulations.

The Municipal People’s Congress has the power to change or revoke inappropriate local regulations formulated by the Standing Committee of the Municipal People’s Congress.

Article 4 The formulation of local regulations shall follow the basic principles stipulated in the Legislative Law, conform to the specific conditions and actual needs of this city, and shall not conflict with the Constitution, laws, or administrative regulations. [1]

The first article explains the purpose and basis for formulating the regulations, the second article explains the scope of application of the regulations, and the third and fourth articles respectively explain the legislative powers of the Municipal People’s Congress and the Municipal People’s Congress Standing Committee. . The order of explanation is from general to specific, from general to individual, with clear levels, rigorous logic, and orderly expression.

4. Explanation methods

There are mainly the following four methods of explanation in writing official documents.

1. Definition and explanation method

The definition and explanation method is a logical method to reveal the unique attributes of things, that is, to define. Definitions and explanations in official documents are often found in concept explanations in regulations and regulatory documents, or in explanations of professional terms. For example, Article 3 of the "Regulations on the Handling of Official Documents of Party and Government Organs":

"Official documents of Party and Government organs are documents with specific effects and standardized methods for the Party and Government organs to implement leadership, perform functions, and handle official affairs. They are documents that convey It is an important tool for implementing the party and national policies, promulgating laws and regulations, guiding, arranging and negotiating work, requesting instructions and responding to questions, reporting, informing and exchanging information. ”

This article is an important tool for legal concepts. The explanation allows readers to clarify the meaning, function and role of "official documents of party and government agencies". Another example is Article 95 (1) of the Marine Environmental Protection Law of the People’s Republic of China:

“Marine environmental pollution damage refers to the direct or indirect introduction of materials or energy into Marine environment, causing harmful effects such as damaging marine biological resources, endangering human health, hindering fisheries and other legal activities at sea, impairing the quality of seawater use and reducing environmental quality. ”

Article 95 (5). Paragraph:

"Fishery waters refer to the spawning grounds, feeding grounds, wintering grounds, migration channels and fish, shrimp, shellfish and algae farms of fish and shrimps."

For For non-professionals, "marine environmental pollution damage" and "fishery waters" are two very unfamiliar concepts. The detailed explanation of these two concepts here can enable readers to understand which activities belong to marine environmental pollution damage and which sea areas belong to fishery waters. Only in this way can the implementation of regulations be clear and clear, and errors will not occur due to unclear concepts. .

2. Classification method

Classification method is to classify things according to their most similar and different points to form a system with certain subordinate relationships. The use of classification explanation method in writing official documents can not only introduce the basic attributes of the explanation object to readers, but also help readers distinguish the differences between different categories and grasp their respective characteristics. It can also make the writing clear and logical. and organized. For example, the "Regulations of the State Council on the Treatment of Family Visits for Employees" classifies the family leave for employees as follows:

Article 3 Family Visit Leave for Employees:

(1) Employees visiting their spouses are granted every year One party is entitled to one family leave for 30 days.

(2) In principle, unmarried employees are given leave once a year to visit their parents, and the leave is 20 days. If the unit cannot grant leave that year due to work needs, or the employee voluntarily visits relatives once every two years, it can be two years. One vacation is given, and the vacation is 45 days.

(3) Married employees are given a 20-day leave once every four years to visit their parents.

The above-mentioned regulations divide employees’ family leave into three categories according to the employee’s marital status and the person being visited, and make specific provisions on the frequency and duration of each category of family leave. Such clear and orderly classification instructions make it easier for employees to "check in", effectively ensure the orderly development of employees' family visit activities, and safeguard the rights and interests of employees.

3. Comparative explanation method

The comparative explanation method is to compare related things and identify similarities and differences. It can be divided into horizontal explanation and vertical explanation. Horizontal explanation is to compare different things that can be compared and explain the properties and characteristics of different things. Longitudinal explanation is to compare the situation of the same thing in different periods to explain a certain problem. [2] The comparative explanation method is widely used in official documents, such as situation notifications, work reports, work summaries, and special work plans. For example, in the "Announcement of the National Bureau of Statistics on Grain Production in 2014":

"The national grain sown area is 112,738.3 thousand hectares (1,691.074 million acres), an increase of 782.7 thousand hectares (11.741 million acres) compared with 2013. 0.7%. Among them, the cereal sown area was 946.228 thousand hectares (1,419.341 million acres), an increase of 8.541 thousand hectares (12.812 million acres) compared with 2013, an increase of 0.9%.”

Using the comparative explanation method can make readers Clearly see the changes and development of the object, and then have a deeper understanding of the essence it reflects.

4. Digital explanation method

Digital explanation method is to use data to explain and explain things. The digital explanation method is commonly used in official documents such as situation and accident notifications, work reports, plans, and summaries. The use of data can allow readers to obtain a specific impression of the description object, making the description content more reliable and credible. For example, the "Announcement of the National Bureau of Statistics on Grain Production in 2014" contains a description of the survey sample:

Currently, the grain production sampling survey is carried out in 848 national survey counties, and 8,930 villagers were selected for the crop sown area survey. Groups, 480,000 farmers, and the unit area yield survey of major food crops such as rice, wheat, and corn were selected from 8,930 villager groups and more than 70,000 plots. Investigators and auxiliary investigators from the grassroots survey teams of the National Bureau of Statistics conducted on-site surveys.

Several sets of data in the above materials allow readers to have an intuitive understanding of the number and scope of the survey samples. Its wide sampling range and large number can make readers more confident in the scientific nature, fairness and accuracy of the survey results.

5. Notes

As the most commonly used expression in official document writing, the following aspects need to be paid attention to when using it:

1. Logic Clear and well-structured

When writing official documents, you should pay attention to the logic and order between paragraphs, pay attention to explaining the external relationships and internal connections between objects, and avoid making mistakes in the logical order. For example, the order of explanation in planning documents is generally to first explain the background or basis, then put forward the general purpose or requirements, and then transition to specific tasks, measures, steps, etc., which should be elaborated in sections.

2. Scientific attitude and seeking truth from facts

When explaining the object, you must respect objective facts. In particular, the use of data must be accurate and able to objectively and realistically reflect the essence of the object. , do not make subjective assumptions or fabricate things out of thin air.

3. Clear priorities and appropriate details

When using explanations, we must distinguish priorities according to different documents and specific situations, grasp the key points, and achieve appropriate details. . For example, in summary-type official documents, the experience and understanding of a certain stage, including specific practices, examples, data, etc., should be described in detail, and future assumptions and work directions should be briefly described; conversely, in plan-type official documents, In it, the basis for formulating the plan should be briefly stated, and the main body of the plan, that is, the future work direction - what to do, how to do it, when to complete it, etc., should be explained in detail.

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