How to Present Content in Administrative Documents? Detailed Instructions on Formatting Administrative Documents
How to format the content of documents in administrative documents?
According to the Appendix issued under Decree 30/2020/ND-CP, the content of documents in administrative documents is clearly stated as follows:
- Basis for issuing the document
+ The basis for issuing the document includes documents stipulating the authority, function, and tasks of the agency, organization issuing the documents and the documents stipulating the contents and basis for issuing the documents. The basis for issuing the document must fully record the name of the document type, number, symbol, issuing agency, date of issue, and abstract of the document content (except for Laws and Ordinances which do not record the number, symbol, issuing agency).
+ The basis for issuing the document is presented in lower case letters, italicized, font size from 13 to 14, presented under the type name and abstracts of the document content; after each basis, a new line must be used, with a semicolon (;) at the end of the line, and the last line ending with a period (.).
- When citing a related document for the first time, the full document type name, number, symbol, issuance time, issuing agency, organization, and abstract content of the document must be recorded (for Laws and Ordinances, only the type and name of the Law or Ordinance); in subsequent citations, only the type and number, symbol of the document should be recorded.
- Document content structure: Depending on the document type name and content, the document may have a legal basis for issuance, an introduction section, and may be structured by parts, chapters, sections, subsections, articles, clauses, points, or divided into parts, sections from large to small in a certain sequence.
- For document types structured by parts, chapters, sections, subsections, articles, each part, chapter, section, subsection, article must have a title. The title is a phrase indicating the main content of the part, chapter, section, subsection, article.
- Formatting of parts, chapters, sections, subsections, articles, clauses, points
+ The words "Part", "Chapter" and the ordinal numbers of parts, chapters are presented on a separate line, centered, in lowercase, font size from 13 to 14, regular and bold. The ordinal numbers of parts, chapters use Roman numerals. The title of the part, chapter is presented immediately below, centered, in uppercase, font size from 13 to 14, regular and bold.
+ The words "Section", "Subsection" and the ordinal numbers of sections, subsections are presented on a separate line, centered, in lowercase, font size from 13 to 14, regular and bold. The ordinal numbers of sections, subsections use Arabic numerals. The title of the section, subsection is presented immediately below, centered, in uppercase, font size from 13 to 14, regular and bold.
+ The words "Article", the ordinal number and title of the article are presented in lowercase, indented by 1 cm or 1.27 cm from the starting line. The ordinal number of the article uses Arabic numerals, followed by a period (.); the font size is equal to the document text, regular and bold.
+ The ordinal numbers of clauses in each section use Arabic numerals, followed by a period (.), the numeral size equals the document text font size, regular style. If the clause has a title, the ordinal number and the title of the clause are presented on a separate line, in lowercase, of the same size as the document text, regular and bold.
+ The order of points in each clause uses Vietnamese alphabetical letters, followed by a closing parenthesis, in lowercase, of the same size as the document text, regular style.
- Document content is presented in lowercase, justified, regular style; font size from 13 to 14; when a new line begins, the first letter is indented by 1 cm or 1.27 cm; the minimum space between paragraphs is 6pt; the minimum line spacing is single, maximum is 1.5 lines.
- Document content is presented in box number 6, Section IV, Part I of this Appendix.
How to format the content of documents in administrative documents? Detailed guide on the formatting of administrative documents?
Detailed guidelines for formatting administrative documents?
In Section 4 of the Appendix issued under Decree 30/2020/ND-CP, a detailed guide on the formatting of administrative documents is clearly stated as follows:
| No | Component and format details | Font type | Font size | Font style || --- | --- | --- | --- | --- || 1 | National title and motto | | | || | - National title | Uppercase | 12 - 13 | Regular, bold || | - Motto | Lowercase | 13 - 14 | Regular, bold || | - Underlining line | | | || 2 | Name of the issuing agency, organization | | | || | - Name of the directly managing organization | Uppercase | 12 - 13 | Regular || | - Name of the issuing agency, organization | Uppercase | 12 - 13 | Regular, bold || | - Underlining line | | | || 3 | Document number and symbol | Lowercase | 13 | Regular || 4 | Location and date of issue | Lowercase | 13 - 14 | Italic || 5 | Document type and abstract content | | | || a | For documents with type name | | | || | - Document type name | Uppercase | 13 - 14 | Regular, bold || | - Abstract content | Lowercase | 13 - 14 | Regular, bold || | - Underlining line | | | || b | For official letters | | | || | Abstract content | Lowercase | 12 - 13 | Regular || 6 | Document content | Lowercase | 13 - 14 | Regular || a | Includes parts, chapters, sections, subsections, articles, clauses, points | | | || | - The words “Part”, “Chapter” and ordinal numbers of parts, chapters | Lowercase | 13 - 14 | Regular, bold || | - Title of the part, chapter | Uppercase | 13 - 14 | Regular, bold || | - The words “Section” and ordinal numbers | Lowercase | 13 - 14 | Regular, bold || | - Title of the section | Uppercase | 13 - 14 | Regular, bold || | - The words “Subsection” and ordinal numbers | Lowercase | 13 - 14 | Regular, bold || | - Title of the subsection | Uppercase | 13 - 14 | Regular, bold || | - Article | Lowercase | 13 - 14 | Regular, bold || | - Clause | Lowercase | 13 - 14 | Regular || | - Point | Lowercase | 13 - 14 | Regular || b | Includes parts, sections, clauses, points | | | || | - The words “Part” and ordinal number | Lowercase | 13 - 14 | Regular, bold || | - Title of the part | Uppercase | 13 - 14 | Regular, bold || | - Ordinal number and title of the section | Uppercase | 13 - 14 | Regular, bold || | - Clause: | | | || | Case with title | Lowercase | 13 - 14 | Regular, bold || | Case without title | Lowercase | 13 - 14 | Regular || | - Point | Lowercase | 13 - 14 | Regular || 7 | Position, full name of the competent person | | | || | - Authority of the signer | Uppercase | 13 - 14 | Regular, bold || | - Position of the signer | Uppercase | 13 - 14 | Regular, bold || | - Full name of the signer | Lowercase | 13 - 14 | Regular, bold || 8 | Recipient | | | || a | The words “To” and the name of the receiving agency, organization, individual | Lowercase | 13 - 14 | Regular || | - Sending to one place | | | || | - Sending to multiple places | | | || b | The words “Recipients” and the names of the receiving agencies, organizations, individuals | | | || | - The word “Recipients” | Lowercase | 12 | Italic, bold || | - Names of the receiving agencies, organizations, individuals | Lowercase | 11 | Regular || 9 | Appendix of the document | | | || | - The word “Appendix” and the ordinal number of the appendix | Lowercase | 14 | Regular, bold || | - Title of the appendix | Uppercase | 13 - 14 | Regular, bold || 10 | Emergency level indicator | Uppercase | 13 – 14 | Regular, bold || 11 | Drafter’s code and number of issued copies | Lowercase | 11 | Regular || 12 | Address of the agency, organization; email; website; phone number; fax number | Lowercase | 11 - 12 | Regular || 13 | Indication of circulation range | Uppercase | 13 - 14 | Regular, bold || 14 | Page number | Lowercase | 13 – 14 | Regular |
General regulations on the format and presentation of administrative documents?
In the Appendix issued under Decree 30/2020/ND-CP, the general regulations on the format and presentation of administrative documents are clearly stated as follows:
- Paper size: A4 (210 mm x 297 mm).
- Layout orientation: Based on the length of the A4 paper. If the document contains tables and charts that cannot be made into separate appendices, the document can be laid out in landscape orientation.
- Page margin settings: Top and bottom margins of 20 - 25 mm, left margin of 30 - 35 mm, right margin of 15 - 20 mm.
- Font: Vietnamese font Times New Roman, with Unicode character set according to Vietnamese Standard TCVN 6909:2001, black color.
- Font size and style: According to specific regulations for each format element.
- Position of components in the document: As specified in Section IV, Part I of this Appendix.
- Page numbers: Numbered from 1, using Arabic numerals, font size 13 to 14, regular style, centered horizontally in the top margin, excluding the first page number.
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