In official documents, we attach great importance to choosing words with clear meanings and avoid using ambiguous, ambiguous and misunderstood words. Even if it is used, it should be explained and explained as necessary. For example, official documents often use words such as "next Monday" when arranging deployment work, notifying meetings or organizing activities, which is an uncertain and ambiguous word; If you use it, you must add the specific year, month and day.

2. Use more basic meanings

In the long-term evolution and development of Chinese in China, the basic meaning of a word often produces thousands of extended meanings and figurative meanings. In terms of words, official documents often use their basic meaning rather than extended or figurative meaning. For example, in the official documents of planting trees and protecting the ecological environment, people are often required to take care of the "flowers and trees" around them. The flowers and plants here are the original meaning of the words used, which is quite different from the meaning of "flowers and plants" that we accuse some people with bad style of work of "philandering".

3. Common abbreviations

Proper use of abbreviations in official documents is an effective way to make the language of official documents concise. However, abbreviations in official documents emphasize standardization, and standardized abbreviations can be used directly when writing official documents; However, abbreviations without norms cannot be abused in official documents, otherwise it will make a joke or make a big mistake. If you can't abbreviate "Market Management Committee" as "Municipal Committee" or "Urban Public Infrastructure Construction Office" as "Gong Ji Office", you should pay attention to two points:

(1) According to the convention. The so-called convention refers to the name or social habit of something, which is recognized or formed by the broad masses through long-term practice. For example, "the Third Plenary Session of the Eleventh Central Committee", "Theory of Three Represents" and "the four modernizations" are all established abbreviations and can be directly used in official documents.

(2) Complete first and then simplify. There are some things with invalid names and many words, but they need to appear repeatedly in official documents. In this case, the full name should be used when the name first appears in the official document, and then the abbreviation "XXX" should be indicated in brackets, so that the abbreviation can be used in this official document.

4. Sentence patterns are selective

In Chinese, many sentence patterns can be used to express a basic meaning. In order to directly introduce the situation, express opinions and explain requirements, declarative sentences and imperative sentences are most commonly used in official documents, while descriptive sentences, interrogative sentences and exclamatory sentences are rarely used. For example, at the beginning of the official document, the statement "The Third Plenary Session of the Eleventh Central Committee of the Party has come ……" is often used. However, "Want, ... beg ..." often appears in downstream texts, and the imperative sentence of "please, please ..." often appears in upstream texts.

In addition, the proper use of simple and easy-to-understand classical Chinese words can also make the writing concise and clear.