Language and style of business documents. Language and style of different kinds of documents

What features of the language and style of official documents should be taken into account when compiling official papers? How to write a competent text in accordance with generally accepted language norms? What does a secretary need to know about a business style of speech?

From the article you will learn:

In colloquial speech, most of us allow the use of vague language or phrases that have a double meaning. We are often overly verbose or, conversely, overly restrained in our statements. In everyday language, this behavior is perfectly acceptable. When it comes to a written document, especially an official one, you have to adhere to strict rules. Each business paper has a certain legal value. That is why it is so important that the wording contained in it be unambiguous, precise and impeccable. For these purposes, and is used officially business style official documents, allowing the most accurate and concise exchange of information.

How is the style of office documents different from others?

Over the long years of evolution, several basic functional styles have appeared in the Russian language. Each of them is a system of certain speech means and is used in various fields. . All of them have a number of specific lexical, syntactic and morphological features.

In modern science, it is customary to distinguish five main language genres:

		Scope of use
Colloquial	Communication, exchange of information on domestic issues	Informal atmosphere
Art	Impact on the reader's imagination, the transfer of the author's emotions, aesthetic	Fiction
journalistic	Communicating information to a wide audience, shaping public opinion	Facilities mass media
	Transfer of information and confirmation of its truth	Scientific environment
Official business	Information, documentation	Formal setting, business environment

All of the listed functional varieties differ from each other in the form of implementation, style features used vocabulary.

If we talk about the language and style of official documents, it is quite easy to distinguish it from others. It is most often used in , legislation, administrative and legal activities. Most often it is realized in writing in the form of reasoning, monologue. Its main function is the transmission of information. There is no place for emotionality in business language, it is quite standardized and uses various speech cliches, "offices". It is a mistake to believe that a high level of business language standardization allows using only standard constructions. This genre is quite flexible, and mastering it at a high level is an art.

General rules for issuing official documents

The procedure for issuing official documentation is determined at the legislative level. Various GOSTs, regulations strictly regulate the composition and location of details, and in some cases the content of individual parts of the text. On the other hand, the law does not oblige the use of official business style when issuing official documents.

However, in order for the official paper to comply with all existing standards and have legal force, the use of this type of language becomes a necessity.

To make the documentation official, the following requirements for the presentation of information must be followed:

comply with generally accepted norms literary language and official business style;
use predominantly used words (typical turns);
apply professional terminology, due to the subject matter;
to express standard aspects of the content, use denominative prepositions, for example: “in order to provide assistance”, “in order to conduct a meeting”;
limit the use of sentences with enumerations, participial and adverbial constructions, as well as other complex syntactic constructions.

Why is it necessary to unify the language of service documents?

One of the striking features of the language of service documents is its unification. This process continues uninterruptedly and affects, first of all, the language of standard documentation. Standardization makes it possible to achieve brevity in the presentation of the text and facilitates not only its compilation, but also its perception. As a result, the time of its registration and processing is reduced. The above processes are in many ways similar to information retrieval. They are also effectively optimized using keywords and typed turns of the literary language. For official documents, an example of unification can be considered all kinds of orders, staffing tables, registration journals, and accounting documentation. Those. those for which the law provides for the existence of unified forms.

Another reason for the unification of the business language can be considered a trend . The use of standard verbal formulas and syntactic models makes it easier to compose standard texts. The standard construction of such a text serves as a kind of frame for it. The author's task is reduced only to its concretization on the scale of independence, which is determined by the type of sample text.

Official business style of official documents: characteristic features

The main function of the language of service documents is to make it possible to objectively, concisely and clearly cover certain events. The exchange of information in a business environment has a number of specific features. The participants in this process are legal entities: companies, officials and personnel of organizations. The nature of information relationships is determined by the content of its main activity, competence, place in the hierarchy, and many other factors.

To transmit information of this kind, it is advisable to use the speech means of the official business language.

TO characteristics The language used to communicate and document in a business environment can include:

Accuracy and Clarity	Words and terms are used in traditional meanings that do not allow for double interpretation.
	The presentation is kept as short as possible, without describing secondary details and repetitions.
credibility	The information must be reliable. Logic is easily traced in the presentation, weighty arguments are used, supported by references to normative acts. The wording must be legally impeccable.
Neutral tone	The text is written in the 3rd person. Emotional coloring of events and facts is not allowed.
The use of set phrases	Most words are only used with a limited group of words. Examples of language clichés in official documents: in connection with the order ..., in order to ensure ..., we consider it necessary ..., taking into account ..., etc.
Using common abbreviations	Abbreviations must be clear to the addressee. The abbreviations used must be the same throughout the text.

The choice of vocabulary when compiling official documents

When compiling official papers, special attention is paid to the careful selection of vocabulary and terminology. The peculiarities of the vocabulary of the business language are: the presence of phraseological units, abbreviations, clericalisms and archaisms. The professional terminology used should be generally accepted and understandable to both parties of the information exchange. All words must be used in the traditional lexical meaning. This is important in order to avoid different interpretations of the same wording. This possibility may adversely affect the legal force of the service document.

Morphological and syntactic features of the business style

When compiling and designing office papers, it is important to take into account the morphological and syntactic features of the official business style.

Characteristic morphological features of the official language:

frequent use of infinitives (verbs in an indefinite form);
the use of modal words (“in my opinion ...”, “certainly ...”, “firstly ...”);
the predominance of relative adjectives;
the presence of a large number of derivative prepositions and verbal nouns;
usage compound words formed from several bases.

As for the syntactic features of the language and style of service documents, these include:

the use of nouns in the genitive case in ascending construction: “the head of the division of the enterprise”;
the predominance of compound sentences.

When compiling official documentation, it must be taken into account that it is part of the image of the organization. As the illiterate speech of the interlocutor turns us away from communicating with him, so incorrectly drawn up papers can make us doubt the competence of the company. That is why any must be proficient in the language of official documents and have an idea of its features.

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Ministry of Education of the Omsk Region

Budgetary professional educational institution of the Omsk region

"Omsk State College of Management and professional technology» (BPOU OGKUiPT)

Department of Management and Humanities

Course work

Language and style of office documents

Pivina Veronika Andreevna

Introduction

1. Concepts about a service document. The place and role of an official document in management

1.1 Service document

2.3 Editing, editing official documents

2.4 Common mistakes

Conclusions

Appendix

Introduction

Each of us has to write business texts. When applying for a job, we write applications for admission, many need to prepare the text of a service letter, draw up an act, draw up a protocol or write a report.

But in order to correctly and quickly compose such a text, it is important at least in in general terms know the peculiarities of the language of service documents and the requirements for it. Failure to comply with these requirements best case makes it difficult to work with the document, at worst - deprives it of practical and legal significance.

Documentation of management activities is the basis of office work and one of the most difficult issues to be resolved in the process of working with documents. The verbal formulation of decisions and actions plays an important role. Tongue not affected by passive fixator decisions taken, but performs an active stimulating role in management activities.

The language of professional communication requires unambiguous interpretation of the main key concepts expressed in terms. For documentary support of management, this is especially important: the language of business communication is closely related to the vocabulary of legislative and regulatory acts, relies on it, and inaccurate use of a particular term can have legal consequences.

The type of language used in a given area human activity, is called the language style.

Style is a functional kind of language. Any information needs a language in which it will be recorded, transmitted and received. This complex process can be carried out with the help of special terminology - the main component of any functional style. The language and style of service documentation are subject to the laws of compiling text documents from the point of view of the so-called official business style of speech. This style has its own specific differences from colloquial speech and other styles of the literary language (scientific, journalistic, artistic). The style of official and business communication of people in different spheres of life: economic, socio-political and cultural, has developed under the influence of the need to present facts with the utmost accuracy, brevity, specificity and avoid ambiguity.

Based on the foregoing, we can conclude that the research topic is relevant, both from a theoretical and practical point of view.

The purpose of this work: to identify distinctive features modern language and style of office documents.

1. Study the concept of a service document. Determine the place and role of an official document in management.

2. Give a brief description of the styles of the modern Russian language. To identify the distinctive features of the modern business style of the language used to write official documents.

Object: service documents.

Subject: language and style of service documents.

The structure of the work: the first chapter is devoted to the consideration of the features of compiling the text of official documents and their functions, as well as establishing the place and role of official documents in management.

In the second chapter, the styles of the modern Russian language will be considered, the distinctive features of the modern business style as the style of the language used to write official documents will be revealed.

In the course of solving the tasks of the course work, the following research methods were used:

· analysis of research literature;

Comparisons

analysis and synthesis;

system;

Practical significance: non-compliance with the requirements of the language of service documents, at best, can lead to difficulties in working with the document, and at worst, deprives it of practical and legal significance. Therefore, in order not to be in such a position, this course work will clarify some practical issues on this topic.

1. The concept of a service document. The place and role of an official document in management

1.1 Service document

Consider the definition of a service document:

An official document is an official document that is used in the current activities of an organization. Documents are called official, because. they are drawn up on behalf of an enterprise or institution and signed by their authorized representatives. The official document must use formal business style. This document should be concise, consistent, and accurate in the presentation of facts and decisions made.

A service document has a form and content elements. The form of an official document is a set of elements of its design and content, evaluated in terms of their composition, volume, sequence of location and mutual connection. Design elements include: name, various addresses, dates, registration numbers, etc.

There is a language of service documents that must meet the following requirements:

1. Compliance with the norms of official business style and modern literary language, especially those that help to express the idea more clearly and completely.

2. As a norm, there are often such variants of the language that are most expedient, appropriate and therefore preferable. For example, when choosing options like "help - help", "make a mistake - make mistakes", you need to take into account the style traditions used in this case.

3. The presence of words used in official documents, entrenched in administrative and clerical speech.

4. Use of terms and professionalisms, primarily legal and accounting.

5. Wide use of complex denominative prepositions expressing standard aspects of the content.

6. Limited use of complicated syntactic constructions - sentences with participial and participial phrases, with various kinds of enumerations.

And also official documents have the following mandatory qualities:

Reliability and objectivity;

Accuracy, excluding ambiguous understanding of the text;

Maximum brevity, laconism of wording;

Legal impeccability;

Standardization of the language in the presentation of typical situations of business communication;

Neutral tone of presentation;

Compliance with the norms of official etiquette, which appears in the choice of stable forms of address and words and phrases corresponding to the genre, in the construction of the phrase and the entire text.

Official documents must be drawn up and executed on the basis of the rules set forth in the Unified State Record Keeping System (EGSD).

The main feature of the composition of official documents is that there are uniform requirements and rules for it, which are established by state regulations. Compliance with these rules ensures their legal force, prompt and high-quality preparation and execution of documents, organization of a quick search for documents, as well as more active use of a personal electronic computer (PC) in the preparation of official documents.

Types of official documents:

Service note (Appendix 1);

Reporting note (Appendix 2);

Application (Appendix 3);

Act (Appendix 4);

Agreement;

Contract of employment;

Order.

The design of all these documents is unified, but in content they can be completely different:

1. By place of compilation: internal (documents coming from other enterprises, organizations and individuals).

3. By form: individual - the content of each document has its own characteristics, stencil - part of the document is printed, and part is filled in when compiling, standard - created for a group of homogeneous enterprises (all standard and stencil documents are printed in a typographic way or on duplicators).

4. By deadlines: urgent, requiring execution within a certain period, and not urgent, for which the deadline is not set.

5. By origin: official, affecting the interests of an enterprise, organization, and personal, relating to a specific person and being nominal.

6. By type of design: authentic, graphic, photo and film documents, etc.

Functions of service documents:

Any document is multifunctional, i.e. contains various functions that change their dominant value over time. There are general and special functions. General - is informational, social, communicative, cultural; special - managerial, legal, historical source function, accounting function.

The information function is determined by the need to capture information for the purpose of preservation and transmission and is inherent in all documents without exception. The reason for the appearance of any document is the need to record information about facts, events, phenomena, practical and mental activities. Information contained in documents can be divided into:

1. Respective (relating to the past).

2. Operational (current).

3. Perspective (related to the future).

There are other classifications of information. For example, the division into primary and secondary; by genre; types; carriers and others.

Each document has an information capacity.

Information capacity is characterized by such indicators: completeness, objectivity, reliability, optimality, relevance of information, its usefulness and novelty. The higher these indicators, the more valuable the document.

The social function is also inherent in many documents, because they are created to meet the various needs of both society as a whole and its individual members. The document itself can also influence their social relations, depending on their purpose, role in a given society, and can not only stimulate their development of social processes, but also slow them down. The communicative function performs the task of transmitting information in time and space, information communication between members of society. Without the exchange of information, opinions, and ideas, social ties cannot be maintained. There are two categories of documents in which the communicative function is clearly expressed:

1. Documents oriented in one direction (law, decrees, orders, orders, etc.)

2. Bilateral documents (business and personal correspondence, contractual documents, etc.)

3. Cultural function - the ability of a document to preserve and transmit cultural traditions, aesthetic norms accepted in society (film, photograph, scientific and technological document, etc.).

4. The managerial function is performed by official documents that are specially created for the purposes and in the process of management (laws, regulations, charters, protocols, decisions, summaries, reports, etc.) These documents play a big role in information support management, they are diverse, reflect various levels decision making.

5. The legal function is inherent in documents that fix changes in legal norms and offenses. It is possible to single out two categories of documents endowed with a legal function: initially possessing it and acquiring it for a while. The first group includes all documents establishing, consolidating, changing legal norms and legal relations or terminating them, as well as other documents that entail legal consequences. This includes all legal acts of the authorities state power(laws, decrees, resolutions, etc.), judicial, prosecutorial, notarial and arbitration acts, all contractual, certifying documents (passports, passes, certificates, etc.) and supporting financial documents (waybills, receipt orders of accounting and payment requests, etc.) The second category includes documents that temporarily acquire this function, being evidence of any facts in court, investigating authorities and prosecutors, notaries, and arbitration. In principle, any document can be evidence and thus temporarily endowed with a legal function.

6. The accounting function gives not a qualitative, but a quantitative characteristic of information related to economic, demographic and other social processes for the purpose of their analysis and control. The author of the document, as a rule, endows it with some function, but objectively, this document also carries other functions, and over time, the proportion of this or that function changes.

1.2 Place and role of an official document in management

In management activities, it is very important to be able to speak in writing, which is reflected in official documents. Service documents are officially used in the process of organizing the management of production and service activities. A set of official documents used in a particular field of activity and reflecting its specifics, the system of official documentation. The use of official documentation forms one of the main forms of organizational activity.

The main element of service documentation in the management of the activities of almost any organization is a written document that consolidates information by means of written language communication in accordance with lexical and grammar rules the state language, state standards, departmental instructions, as well as established traditions and the established procedure for office work in a particular organization.

So, office documents are an important element in management activities. For an employee working in the field of office work, it is very important to know the features and functions of office documents. Without knowing the features and functions, the process of compiling official documents can take a long time.

2. Types and a brief description of the styles of the modern Russian language. Distinctive features of the modern business style of the language used to write official documents

2.1 Types and brief description of the styles of the modern Russian language

Style is a functional kind of language. There are 5 types of styles of the modern Russian language:

1. Scientific style - functional style the speech of the literary language, which has a number of features: pre-contemplation of the statement, monologue character, strict selection of language means, inclination towards normative speech. The scientific style is characterized by a logical sequence of presentation, an ordered system of communication between parts of the statement, the desire of the authors for accuracy, conciseness, unambiguity while maintaining and saturation of the content. Logic is, if possible, the presence of semantic links between successive units (blocks) of the text. Only such a text has consistency, in which the conclusions follow from the content, they are consistent, the text is divided into separate semantic segments, reflecting the movement of thought from the particular to the general or from the general to the particular. Clarity as quality scientific speech, implies clarity, accessibility.

Under scientific style styles:

1) scientific and business;

2) popular science;

3) scientific and technical;

4) educational and scientific;

5) scientific and journalistic.

2. Literary and artistic - the main feature is stylistically artistic speech becomes the search for the specifics of the artistic text, the creative expression of the artist's word. The features of the language of fiction as a whole are determined by several factors. It is characterized by broad metaphor, figurativeness of language units of almost all levels, the use of synonyms of all types, ambiguity, different stylistic layers of vocabulary. In the artistic style (compared to other functional styles) there are laws of perception of the word. The meaning of a word is largely determined by the author's goal setting, genre and compositional features of the work of art, of which this word is an element: firstly, in the context of a given literary work, it can acquire artistic ambiguity that is not recorded in dictionaries. Secondly, it retains its connection with the ideological and aesthetic system of this work and is evaluated by us as beautiful or ugly, sublime or base, tragic or comic.

Under styles of literary and artistic style:

1) poetic;

2) prosaic;

3) dramatic.

3. Official - business style - this is an arsenal of lexical - verbal and grammatical means that help the speaker and writer emphasize the official nature of communication. The choice of a word and its form, the construction of a sentence - all these techniques, with the help of which the author of the test not only conveys information, but also signals to the addressee about its importance, about how to respond to receiving a message. It covers international relations, jurisprudence, the military industry.

There are the following sub styles of formal business style:

1) legislative (it is used in the field of government);

2) administrative - clerical (this is the maintenance of personal business papers of the organization);

3) diplomatic (manifested at the international level).

Official business style is used in such documents as:

· Reference

· Explanatory letter

· Statement

Instruction

Decree

· Power of attorney

· Legislative act

Many features in the official business style, such as specific vocabulary, phraseology, syntactic turns, give it a conservative character. A distinctive feature is the presence in it of numerous speech standards - clichés.

General features of the official business style:

1) conciseness, economical use of language tools;

2) standard arrangement of material;

3) wide use of terminology;

4) private use of verbal nouns, denominative prepositions;

5) the narrative nature of the presentation.

4. Journalistic style is a functional style of speech that is used in genres: article, essay, reportage, interview, etc.

Publicistic style serves to influence people through the media (newspapers, magazines, posters, booklets). It characterizes by the presence of socio-political vocabulary, logic, emotionality, appraisal, appeal.

In addition to neutral, high, solemn vocabulary and phraseology, emotionally colored words, the use of short sentences, chopped prose, verbless phrases, rhetorical questions, exclamations, repetitions and others are widely used in it. The linguistic features of this style are affected by the breadth of topics: there is a need to include special vocabulary that requires explanation. On the other hand, a number of such topics are in the center of public attention, and the vocabulary related to these topics acquires a journalistic coloring. Among such topics, politics, economics, education, healthcare, criminalistics, and military topics should be singled out.

Under styles of journalistic style:

1) information;

2) actually journalistic;

3) artistic and journalistic.

Functions of journalistic style:

1) informational - this is the desire to inform people of the news as soon as possible;

2) influencing - this is the desire to influence people's opinions.

5. Conversational style is a functional style of speech that serves for informal communication, when the author shares his thoughts or feelings with others, exchanges information on everyday issues in an informal setting. It often uses colloquial and colloquial vocabulary.

In conversational style, gestures, facial expressions, and the environment play an important role. Greater freedom in the choice of emotional words and expressions is caused by a relaxed atmosphere of communication.

The form of implementation is dialogue, this style is most often used in oral speech. Conversational style has a function of generalization.

2.2 Distinctive features of the modern business style of the language used to write official documents

When compiling official documents, the correct choice of words plays an important role, accurately conveying the meaning of the information. The choice of a word and its form, the construction of a sentence - all these are techniques by which the author of the text not only conveys information, but also signals to the addressee about its importance, about how to respond to the received message. To do this, you need to remember a few basic rules of vocabulary.

It is very important to correctly use terms - words or phrases that name a special concept from any area of human activity. If you doubt that the meanings of the terms you use are clear to the addressee, the transcript should be given in the text. When deciphering, you must use a dictionary (for example: explanatory, terminological, foreign words, and others). If you do not use your dictionary, the translation may be inaccurate. For example, "the contract provides for force majeure (namely, cases of natural disasters)"

When using terms in business documentation, it is necessary to provide that the term must be clear to both the author and the addressee, and, if necessary, the content of the term must be disclosed, which can be done in several ways:

1) decrypt;

2) give an official definition of the term;

3) replace the term with a commonly understood word or expression.

The interpretation of the term must be precise, clear and complete.

One of the most common diseases of the official style is pleonasm (excess). It lies in the fact that in the phrase there are redundant, unnecessary from the point of view of the meaning of the word. For example:

subtle nuance (the noun "nuance" is derived from the French Nuance - shade, subtle difference);

· to force at an accelerated pace (the verb "force" is derived from the French. Forcer - to accelerate the pace of activity);

in the month of December (December cannot be anything but a month);

· 375 thousand rubles of money (only money is calculated in rubles);

· price list (in the word "price list" there is a French root prix - price). But the expression "price list of retail prices" is acceptable;

· main point(“the essence” is the main thing), etc.

However, some pleonastic phrases have come into use and acquired shades of meaning that justify their existence. For example, "reality", "message", "experience", clarify their meaning.

Often in service dictionaries there is also a tautology - the repetition of single-root words within the same phrase. This stylistic error makes the text dissonant and makes it difficult to understand. For example: benefit from using something; should consider the following factors, address to the address. Such phrases should be replaced by others without loss of meaning: “benefit from the use of something”, “the following factors must be taken into account”, “send to the address”.

When preparing a document, it must be remembered that not all words are combined with each other in the way that is convenient for us. There are rules of compatibility in the language.

You can clarify them according to the "Dictionary of the compatibility of words of the Russian language." Some of the typical business speech word combinations:

order - issued

official salary - set

reprimand - announced

censure - is issued, etc.

Particular attention should be paid to the combination of "make a difference" and "play a role" and never swap their components.

When using ambiguous terms, it should be borne in mind that in each specific case the term is used in only one of its meanings. If the same concept is denoted by several terms, there is a synonymy of terms.

Terms - synonyms have a different sound, but the same meaning. For example, the terms "questionnaire" and "questionnaire". They may be complete or partial. When using synonymous terms, it is important to pay attention to which side or properties of the concept need to be designated, highlighted in the context.

For example, terms such as “agreement”, “contract”, “agreement” differ in the practice of use: in labor legislation, multilateral transactions are called contracts, etc.

When working with text, paronyms should be distinguished - related words, similar in sound, but different in meaning and compatibility. Sometimes the substitution of a word for a paronym entails significant distortions of the meaning. Mistakes with paronyms are especially common:

Pay - pay (the difference lies in the grammatical compatibility of these verbs: the word "pay" requires a direct addition: "pay for something"; "pay" - indirect: "pay for something").

Compilers of official documents often abuse abbreviations, not considering the fact that this may complicate the process of studying the document.

It is hard to guess that the abbreviation for loss means potential losses, that the LU on the BV is a linear accelerator of charged particles on a traveling wave. Such an abbreviation is not allowed in business writing.

Abbreviation rules:

1. The abbreviation should not match in form with existing word, intersect with a known collocation model, or match another abbreviation.

2. The contraction must be reversed, i.e. so that it can always be expanded into the full name of which it is equivalent. However, this rule does not apply to abbreviations that have already become independent words.

3. Abbreviations must comply with the norms of Russian pronunciation and spelling.

In modern Russian, there are three ways to form an abbreviation:

1) by the first letters of the words included in the abbreviation;

2) by the initial syllables of the words included in the reduction;

3) the connection of one or two initial syllables of the first word with the full second word.

Abbreviation types:

initial abbreviations - abbreviations formed from the initial letters of words denoting a concept; they, in turn, are divided into:

ь Letters: Ministry of Emergency Situations, MP, KB;

l Sound (sounds are pronounced when reading): GOST, traffic police, thermal power station;

ь Letter-sound (when reading, it is pronounced by letters, and the other part by sounds): GUVD, LLP.

syllable abbreviations - formed from parts, syllables of words;

partially abbreviated words - formed from a part or parts of words and a full word;

telescopic abbreviations - formed from the beginning and end of constituent words.

Spelling is of no less importance in the preparation of official documents.

Most often, the constituent document has difficulty in writing the names of institutions, organizations, enterprises. It must be remembered that in the names of the highest governmental, most important international organizations, all words are written with capital letter. For example:

United Nations.

In most names, the first word is capitalized:

Federal Archival Service of Russia.

In the names of Russian territorial-administrative formations, the words edge, region, national district, district are written with a lowercase letter.

In the compound names of documents and cultural monuments with capital letter the first word and all proper names are written:

Constitution of the Russian Federation, St. Isaac's Cathedral, Cathedral of Christ the Savior.

Spelling difficulties are caused by the spelling of names associated with proper names, which is quite natural, since in this section of Russian spelling there is no complete uniformity, and changes are constantly taking place.

2.3 Editing editing service documents

Editing - (this is checking and correcting the text) is one of the most important stages of working on a document.

When starting to edit the text, it is important to clearly understand what goals are set for you. Editing can be both purely stylistic and semantic. In the first case, the editor is required, first of all, to have impeccable literacy, a subtle sense of the word. In the second - along with this, the fundamental importance of the essence of the issue, the possession of factual material.

Official - business style has its own specifics. One of the fundamental requirements for the language of official documents is the accuracy and unambiguity of the statement. And although usually the repetition of the same word within a small text is considered a stylistic mistake, but this is acceptable when it comes to the repetition of terms. Special vocabulary has a number of features that must be taken into account. The meaning of the term is specific, it most often does not have absolute synonyms and cannot be replaced by another word without changing the essence of the statement. Therefore, it is not uncommon to make exceptions for texts rich in terminology, and to preserve verbal repetitions for the sake of accuracy of meaning.

Important Principles editorial changes:

· keeping the content of the document unchanged;

the ability to prove that intervention in the text is necessary;

integrity and consistency;

Clarity and accuracy

Editorial functions are considered completed after all doubts are resolved and only notes intended for corrections remain in the margins of the document.

There are four main types of editorial changes (Appendix 5);

· Editing - proofreading;

· Editing - processing;

· Editing-alteration.

document corrected qualifying editor, must:

· Be perfectly literate in terms of spelling and punctuation;

Have an optimal volume;

Be built according to the laws of logic;

2.4 Common mistakes

Mistakes in the use of full and short forms of adjectives. Compilers of official letters should take into account that short forms of adjectives are more used in official business speech.

Drafting the text of official documents is a work that involves a fairly high level of language competence. You cannot learn how to write documents correctly without knowing the features of the official business style. The modern Russian language has accumulated invaluable experience in the field of business written communication, represented by unified and stencil forms.

Conclusion

The following tasks were completed in the course work:

1. The concept of a service document has been studied. The place and role of an official document in management are determined.

2. The types and single characteristics of the styles of the modern Russian language are shown. To identify the distinctive features of modern business style as a style of language used to write office documents.

Thus, the purpose of this work - to identify the distinctive features of the modern language and style of service documents - has been achieved.

The following conclusions were made in the work.

Firstly, for an employee working in the field of office work, it is very important to know the features and functions of office documents. Documents must be drawn up and executed on the basis of the rules set forth in the Unified State Record Keeping System (EGSD). Service documents constitute a system of service documentation, which forms one of the main forms of organizational activity.

Secondly, the preparation of documents is a difficult and complex process that takes a lot of working time. Knowing the rules of the modern Russian language and the distinctive features of the official business style of documents, you can significantly reduce the time for their preparation.

Distinctive features of the modern business style are:

Proper use of terms - words or phrases that name a special concept from any area of human activity.

Knowledge of the basic rules of grammar, such as the use of passive and impersonal sentences, the use of adverbial phrases and others.

the ability to arrange, present the material in such a way as to make it as accessible as possible to the addressee.

office document business language

List of references and sources

1. the federal law dated December 26, 1995 No. 208-FZ "On joint-stock companies"(as amended and supplemented on June 13, 1996, May 24, 1999).

2. Federal Law No. 21 November 1996 No. 129-FZ "On Accounting" (as amended on July 23, 1998).

3. Kuznetsov S.L. Office work on the computer. -- M.: CJSC "Business School "Intel-Sintez", 1999, 208 p.

4. Kuznetsova T.V. Office work (Documentary support of management). -- M.: CJSC "Business School "Intel-Sintez", 1999, 818 p.

5. Dictionary of compatibility of words of the Russian language. / Under. Ed. P.N. Denisova, V.V. Morkovkin. M., 1983

6. Drafting and execution of official documents: A practical guide for commercial firms / T.V. Kuznetsova: ZAO "Business School", 1997.

7. Mikhalkina I.V. Compliance with the norms of the Russian language in official business correspondence and official documents / / Handbook of the Secretary and Office Manager 2012. - No. 4. - S. 61-67.

8. GOST R 51141-98. Office work and archiving. Terms and Definitions

9. I.N. Kuznetsov. Office work: Educational and reference manual. - M .: "Dashkov and Co", 2007. - 520 p.

10. N. Kushnarenko. Documentation: Textbook. - Kyiv: Knowledge, 2008. - 459s.

11. N.S. Larkov. Documentation: Textbook. - M.: AST: East - West, 2006. - 427, p.

12. M.Yu. Rogozhin. Office work. Lecture course: tutorial. - M.: TK Velby, Prospekt Publishing House, 2008. - 240 p.

13. K.B. Gelman-Vinogradov. Difficulties in the scientific interpretation of the concept of "document" and ways to overcome them // Otechestvennye archives. 2005. No. 6.

14. A.S. Demushkin. Recognition of fake documents // Secretary-referent. 2003. No. 4

15. L.N. Mazur. Bureaucratic cycles of Russian statehood in the XVIII-XX centuries. and evolution of the office work system // 16. Office work. 2011. No. 2.

17. V.F. Yankova. Original, copy, duplicate // Secretary-referent. 2005. No. 11

Attachment 1

Template for a memo

Annex 2

Sample of a report note

Appendix 3

Sample application form

Director of LLC "Desire"

Stepanov G.N.

sales manager

Larionov Vasily Ivanovich

Statement

I ask you to dismiss me from my position own will 09/19/2013

Larionova

Appendix 4

Sample registration of the act

Appendix 5

Types of editorial changes

Type of editing	a brief description of
Editing-Proofreading	As close as possible to proofreading work. It is a correction of spelling and punctuation errors and typos. Such corrections usually do not require the agreement of the person signing the document.
Edit-abbreviations	Produced in two main cases: Firstly, when it is necessary to make the document shorter by any means; Secondly, when the text contains redundant information - repetitions and "common places". The editor is obliged to remove from the document well-known facts, common truths, unnecessary introductory words and designs. It is important that the editor is well versed in the material and is able to determine whether the repetition of the same words is justified and whether their replacement with synonyms is acceptable.
Editing - processing	Represents an enhancement to the style of the document. Errors and shortcomings associated with a violation of the compatibility of words, not distinguishing between paronyms, the use of bulky structures, etc. are eliminated.
Edit-remake	It is used in preparing for printing manuscripts of those authors who have poor command of the literary language. Editing-alteration is widely used in newspaper editorial offices, especially in the departments of letters, since materials sent by readers, according to different reasons it can be difficult to send to print in the form in which they arrived.

Appendix 6

Examples of syntax errors

Type of errors	Characteristic
Mistakes related to incorrect word order in a sentence	There are errors in the texts of official letters, indicating that their compilers do not follow the order of words in Russian written speech.	The first sentence contains an indication of the date by which the OJSC completed the order. The second sentence states that the OJSC has fulfilled the order. The third sentence indicates which JSC completed the order
Violation of the specifics of the use of adverbial phrases	The adverbial turnover serves as a means of conveying an action that occurs simultaneously or in connection with another action. Using this circumstance, various ethical moments can be conveyed through the adverbial turnover.	Not right: "Studying the problems of urban transport, scientists have obtained interesting results." Right: “When studying the problems of urban transport, scientists have obtained interesting results”
Incorrect use of prepositions	In official written speech, the phrase with a preposition and with dependent nouns in the prepositional case is very common.	Not right: "The director of the plant noted the importance of the problem." Right: "The director noted the importance of the problem."
Wrong case agreement	Compilers of official documents often make an incorrect agreement in the case. The most common is the incorrect use of a noun in the genitive case instead of a dative	Not right: "According to your request..." Right: "According to your request..."

Regulation 7

Examples of morphological errors

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general characteristics

This is a long-established, stable and rather closed style. Of course, he also underwent some changes over time, but they were minor. Genres that have developed historically, specific syntactic turns, morphology and vocabulary give it a rather conservative character.

To characterize the official business style, it is necessary to give the language dryness, compactness of speech, conciseness and remove emotionally charged words. Language tools already exist in a complete set for every occasion: these are the so-called language stamps or clichés.

A list of some documents that require official business style:

international treaties;
state acts;
legal laws;
various regulations;
military charters and charters of enterprises;
instructions of all kinds;
official correspondence;
various business papers.

General characteristics of language style

Genres can be varied, content can be different, but the official business style also has the most important common features. First and foremost: the statement must be accurate. If the possibility of different interpretations is allowed, this is no longer a formal business style. Examples are even in fairy tales: execution cannot be pardoned. Only a comma is missing, but the consequences of this error can go very far.

To avoid such situations, there is a second main feature that contains the official business style of documents - this is the locale. It is he who helps to choose lexical, morphological, syntactic language means in the design business documents.

The order of words in a sentence is especially rigorous and conservatistic, here much goes against the inherent structure of the Russian language direct order words. The subject precedes the predicate (for example, the goods are released), and the definitions become stronger than the defined word (for example, credit relations), the control word comes before the controlled one (for example, allocate a loan).

Each member of the sentence usually has its own place, which is determined by the structure of the sentence and its type, its own role among other words, interaction and relationships with them. BUT character traits official business style - long chains of genitive cases, for example: the appeal of the Head of the regional administration.

Style vocabulary

The vocabulary system includes, in addition to commonly used neutral book words, certain clichés - clericalism, that is, language clichés. This is included in the features of the official business style. For example: based on the decision, incoming documents, outgoing documents, after the expiration date, follow-up and so on.

Here, it is not complete without professional vocabulary, which includes neologisms: shadow business, arrears, black cash, alibis, and so on. The official business style also includes the inclusion of some archaisms in the lexical structure, for example: this document, I certify it.

However, the use of ambiguous words and words that have figurative meaning, is absolutely not allowed. There are very few synonyms and they are included in the official business style extremely rarely. For example, solvency and creditworthiness, supply and delivery, as well as security, depreciation and amortization, subsidies and appropriations.

It reflects social experience, not individual, so the vocabulary has generalized character. The conceptual series prefers generic concepts that fit well into the official business style. Examples: arrive instead of arrive, come, fly in, and so on; vehicle instead of a car, plane, train, bus or dog sled; a settlement instead of a village, a city, the capital of Siberia, a village of chemists, and so on.

So, the following elements of lexical constructions belong to the official business style.

A high percentage of terminology in texts: legal - law, owner and property, registration, transfer and acceptance of objects, privatization, act, lease, and so on; economic - costs, subsidies, budget, sale and purchase, income, expense, and so on; economic and legal - sequestration, implementation period, property rights, loan repayment and so on.
The nominal nature of the construction of speech due to the large number of verbal nouns, most often denoting an objectified action: shipment of goods, deferred payment, and so on.
high frequency prepositional combinations and nominal prepositions: to the address, by virtue of, in relation to the case, to the extent, and so on.
The transition of participles into adjectives and pronouns to enhance clerical meanings: this contract (or rules), current rates, appropriate measures, and so on.
Regulated lexical compatibility: the transaction is only concluded, and the price is set, the right is granted, and the payment is made.

Style morphology

Morphological features of the official business style include, first of all, the frequent (repeated) use of certain parts of speech, as well as their types, which help in the language's striving for accuracy and ambiguity of statements. For example, these:

nouns that name people based on their actions (tenant, taxpayer, witness);
nouns that call people by position or rank, including women strictly in the masculine form (salesman Sidorov, librarian Petrov, sergeant Ivanova, inspector Krasutskaya, and so on);
particle non- in verbal nouns (non-compliance, non-recognition);
the use of derivative prepositions in a wide range (due to, in connection with, to the extent, by virtue of, on the basis of, in relation to, and so on);
constructions in the infinitive (to help, to inspect);
the present tense of verbs in a different meaning (a fine is charged for non-payment);
compound words with two or more stems (employer, tenant, maintenance, logistics, below named, above, and so on).

Style Syntax

The characteristic of the official business style consists of the following syntactic features:

Simple sentences are used with many rows of homogeneous members. For example: Fines for violation of labor protection and safety in construction, industry, agriculture and transport in accordance with the legislation of the Russian Federation can become an administrative penalty.
There are passive structures of this type: payments are made strictly at the specified time.
Nouns prefer the genitive case and are strung with beads: the results of the activities of customs control units.
Complex sentences are filled with conditional clauses: in cases of disagreement of subscribers to the processing of their personal data in terms of the methods and purposes of processing or in full, subscribers sign a corresponding statement when concluding an agreement.

The sphere of official business style in genre diversity

Here, you first need to highlight two areas of subject matter: official-documentary and everyday business styles.

1. The official documentary style is divided into two categories: legislative documents related to the work of state bodies - the Constitution, charters, laws are one language (J), and diplomatic acts related to international relations, - memorandums, communiques, statements, conventions - this is another language (K).

2. Everyday business style is also subdivided: correspondence between organizations and institutions is the j language, and private business papers are the k language. The genres of everyday business style include all official correspondence - commercial correspondence, business letters, as well as business papers - an autobiography, a certificate, an act, a certificate, a statement, a protocol, a receipt, a power of attorney, and so on. The standardization characteristic of these genres facilitates the preparation of papers, saves language resources and does not allow information redundancy.

Standardization of business papers

Specially selected official business style words provide communicative accuracy that gives legal force to documents. Any piece of text must have a unique interpretation and meaning. For such high accuracy, the same words, terms, names are repeated many times.

The form of the verbal noun complements the features of the official business style with an analytical expression of actions and processes: instead of the word "complete" the phrase "make additions" is used, instead of "decide" - "make decisions" and so on. How much harsher it sounds to be "responsible" instead of just "responding."

Generalization and abstractness to the highest degree and at the same time the specific meaning of the entire lexical system are the main features of the official business style. This unthinkable combination, used simultaneously, gives the document the possibility of a single interpretation and, in the aggregate of information, legal force. The texts themselves are saturated with terms and procedural vocabulary, and, for example, annexes to treaties contain nomenclature vocabulary. Questionnaires and registers, applications and specifications help the terminology to be deciphered.

In addition to emotionally colored text, the use of any swear words, reduced vocabulary, jargon, colloquial expressions is unacceptable in documents. Even professional jargon is out of place in the language business correspondence. And most of all, because it does not meet the requirements of accuracy, since it is assigned purely to the sphere of oral communication.

Oral business speech

Emotionlessness and dry logic of texts, the standard arrangement of material on paper differs significantly from oral speech, which is usually emotionally colored and asymmetric according to the principles of text organization. If oral speech is emphatically logical, the communication environment is clearly official.

The peculiarities of the official business style are that oral business communication, despite the professional theme, should proceed in the sphere of positive emotions - sympathy, trust, respect, goodwill.

This style can be considered in its varieties: clerical and business style is simpler, but the language of public administration, diplomatic or legal, requires special attention. The spheres of communication in these cases are completely different, therefore the style of communication must also be different. Statements, protocols, orders, decrees - everything that is thought out, written down, read, is not as dangerous as oral negotiations, business meetings, public speaking and so on. The word, like a sparrow, cannot be caught if it flies out.

The main features of the official business style of speech are brevity, accuracy and influence. To achieve these goals, it will be necessary to use the appropriate choice of words, the right constructions, the correct syntax, and the standardization in the mind of entire blocks of prepared speech. Just like in a written business text, there is no place for emotionally colored vocabulary in oral speech. It is better to choose a neutral one, to be closer to the standards of clerical language means, in order to state your plan as accurately as possible.

Requisites

The most striking characteristic of the official business style is not even the text itself, but all the indispensable elements of its design - the details. Each type of document has its own information set provided by GOST. Each element is strictly fixed in a certain place on the form. Date, name, registration number, information about the compiler and all other details are always located in the same way - one at the top of the sheet, the other at the bottom.

The number of details depends on the content and type of document. The sample form shows the maximum details and the order in which they are located on the document. These are the State Emblem of the Russian Federation, the emblems of an organization or enterprise, images of government awards, the code of an organization, enterprise or institution (the All-Russian Classifier of Enterprises and Organizations - OKPO), the document form code (the All-Russian Classifier of Management Documents - OKUD) and so on.

Stenciling

Machine processing, computerized office work - a new era in the standardization process. Economic and socio-political life is becoming more complicated, technological progress is gaining momentum, therefore, the peculiarities of the official business style are to justify economically the choice of one language option from all possible ones and consolidate it in practice.

Using a stable formula, an accepted abbreviation, a uniform arrangement of all material, it is much faster and easier to draw up a document. This is how all standard and template letters, tables, questionnaires, etc. are compiled, which allows information to be encoded, providing an informative capacity of the text, with the possibility of deploying its full structure. Such modules are introduced into the text of contracts (on lease, performance of work, sale and purchase, etc.)

Fifty to seventy percent of the word usage in a document is procedural vocabulary and terminology. The topic of the document determines the unambiguity of the context. For example: The parties undertake to comply with the above rules. The word "parties", used outside the document, is very ambiguous, but here it is read purely legal aspect- persons who enter into a contract.

Business style is an arsenal of lexical - verbal and grammatical means that help the speaker and writer to emphasize the official nature of communication. The choice of a word and its form, the construction of a sentence - all these are techniques by which the author of the text not only conveys information, but also signals to the addressee about its importance, about how to respond to the received message.

When compiling official documents, the correct choice of words plays an important role, accurately conveying the meaning of the information. There are a few basic vocabulary rules to keep in mind.

It is very important to use correctly terms(from the Latin terminus - border, limit) - words or phrases that name a special concept from any area of \u200b\u200bhuman activity.

If you doubt that the meanings of the terms you use are clear to the addressee, their decoding should be given in the text. When deciphering, use a dictionary (explanatory, terminological, foreign words or others). Otherwise, your interpretation may be inaccurate. For example, "The contract provides for force majeure circumstances (namely, cases of natural disasters)."

The interpretation of the term must be accurate, clear and complete. One of the most common official style diseases is pleonasm(Greek pleonasmos - excess). It lies in the fact that in the phrase there are redundant, unnecessary from the point of view of the meaning of the word. For example:

thin nuance (the noun "nuance" is derived from the French nuance - shade, subtle difference);

force at an accelerated pace(the verb "force" is derived from the French forcer - to accelerate the pace of activity);

in December month(December cannot be anything but a month); 375 thousand rubles money(only money is calculated in rubles); price-list prices(in the word "price list" there is a French root prix - price). But the expression "price list of retail prices" is acceptable;

home essence ("essence" - this is the main thing), etc.

However, some pleonastic phrases have come into use and acquired shades of meaning that justify their existence. For example, "reality", "practical experience", "information message". They are not completely identical in meaning to the words "reality", "message", "experience", they clarify their meaning.

Often found in official words and tautology(Greek tauto - the same, logos - word) - repetition of cognate words within one phrase. This stylistic error makes the text dissonant and makes it difficult to understand. For example: benefit from use something; should take account of the following factors to address in the address. Such phrases should be replaced by others without losing their meaning: “benefit from the use of something”, “the following factors must be taken into account”, “send to the address”.

When preparing a document, it must be remembered that not all words They fit together in the way that suits us. There are rules of compatibility in the language. You can clarify them according to the "Dictionary of the compatibility of words of the Russian language". Here are some typical business speech combinations of words: order - published

official salary - a reprimand is set - a censure is announced - rendered etc.

Particular attention should be paid to the combinations "make a difference" and "play a role" and never interchange their components.

When working with the text of a document, one should distinguish paronyms (Greek raga - near, at; edge - name) - related words, similar in sound, but different in meaning and compatibility. Sometimes the substitution of a word for a paronym entails significant distortions of the meaning. Mistakes with paronyms are especially common: pay - pay (the difference lies in the grammatical compatibility of these verbs: the word “pay” requires a direct object: “pay for something”; “pay” - indirect: “pay for something”;

seconded - business trip (the participle "seconded" is formed from the verb "to second"; "seconded" - "the one who was seconded", for example, a seconded employee; the adjective "business trip" is derived from the noun "business trip" and has the meaning "related to a business trip": "travel certificate" ).

Spelling is of no less importance in the preparation of official documents.

Most often, the composing document has difficulty writing names of institutions, organizations, enterprises. Remember that in the names of the highest governmental, most important international organizations, all words are capitalized. For example: United Nations; Administration of the President of the Russian Federation.

In most names, the first word is capitalized: Federal Archival Service of Russia.

In addition to the first word, the first word of the part of the phrase that is itself used as a name can be capitalized:

State Tretyakov Gallery (Tretyakov Gallery);

Central House of the actor (House of the actor).

IN job titles and titles the names of the highest positions and highest honorary titles are written with a capital letter: President of Russian Federation. Other positions and titles are written with a lower case: head of the Human Resources Department.

In composite names of documents and cultural monuments the first word is capitalized (if it does not denote a generic concept) and all proper names:

The Constitution of the Russian Federation, St. Isaac's Cathedral, St. Vitus Cathedral, Cathedral of Christ the Savior, Tchaikovsky's First Symphony.

Spelling difficulties are caused by the spelling of names associated with proper names, which is quite natural, since in this section of Russian spelling there is no complete uniformity and changes are constantly taking place. New institutions, organizations, enterprises, positions receive new names. Therefore, none computer program The spell checker does not cover all proper names. In order not to make mistakes in spelling names and titles, it is necessary to follow a few general rules.

Adjectives formed from surnames are written with a lowercase letter (Nekrasov's poem, Tretyakov's inheritance) - except for adjectives in -sky, meaning "the name of someone", "the memory of someone": Bulgakov's readings.

IN geographical names all words are written with a capital letter, except for the function words and generic names included in them: North Africa, Arctic Ocean.

Common nouns in titles are written with a capital letter if they are not used in direct meaning: the city of Nizhny Tagil.

But in street names: Patriarch's Ponds, Karetny Ryad, Kuznetsky Most, Pokrovsky Gates, Cow's Val,- they are written with a lowercase letter, since historically they had a direct meaning.

In the names of states, usually all words are written with a capital letter. Less often - in unofficial versions of names - separate words - with lowercase: Kingdom of the Netherlands, Grand Duchy of Luxembourg, United Kingdom.

In the names of Russian territorial-administrative formations, the words edge, region, national district, district are written with a lowercase letter.

The use of abbreviated words and phrases (abbreviations - from it. abbreviating) has become widespread in official documents, which reduces the volume of documents and speeds up the perception of information.

Abbreviations may consist of syllables (zavkhoz), the initial sounds of the words included in the phrase or their initial letters (GPU, PVO). The most important reasons for using abbreviations are not only that they allow you to save space and avoid cumbersome phrases, but also that they make it possible to avoid verbal repetition. So that the addressee of the document does not have difficulty deciphering them, the writer must strictly ensure that only commonly understood abbreviations or those that are commonly used in this area get into official papers.

It is necessary to distinguish graphic abbreviations from abbreviations proper - conditional written symbols that are not pronounced. These include graphic abbreviations:

1) postal abbreviations of words denoting settlements (region, district, city, village (village - at the name), d., pos.);
2) month names (Jan.);
3) telegraph abbreviations (dot);
4) symbols of quantities and units of measurement (m, mm, kg, g, c, t, ha, atm, A (ampere), s); million, billion, thousand, rub. (rub.);
5) abbreviations adopted in accounting and reporting documentation (rec. No., invoice No.; settlement account No.);
6) text abbreviations (etc.; etc.; s.g.; see; e.g.; ex.; others; p. (point);
7) names of positions, titles, degrees (Prof.; Corresponding Member; Candidate of Technical Sciences; Senior Researcher; Head; Deputy; Acting; Assistant). Some of them show a tendency to become acronyms;
8) appeal mr (mister)

and some others.

The spelling of generally accepted abbreviations is specified in the dictionary of abbreviations of the Russian language.

It is equally important for the manager to know the basic rules of grammar.

When compiling documents, it is very often difficult to apply causal prepositions: in view of, due to, due to, in connection with, due to, due to, due to. A hint to their choice should be the shades of meanings that these prepositions have:

in view - more often about the reason expected in the future: in view of the upcoming session;
as a result - more often about an accomplished fact: I ask you to amend the plan due to changes in the interest rates of the Central Bank;
thanks - more often about the reasons that caused the desired result: thanks to the timely delivery of goods, the supply problem was solved.

Prepositions usually govern a noun in one specific case.

Can't say: as directed, as per your suggestion. Necessary: according to your suggestion(noun in the dative case).

When compiling official documents containing numerals, it should be borne in mind that in most cases the cardinal numeral agrees with the noun in the case (except for the nominative and accusative):

Five chairs are missing, set out on four pages;

The word "thousand" most often governs the noun: income, amounting to three hundred thousand rubles.

In compound numbers, all parts decline:

Gifts worth one thousand five hundred rubles.

When preparing speeches designed to be delivered in an official setting, a verbal decoding of digital designations is given:

1150 (one thousand one hundred and fifty) students were admitted to the university.

Among the most important features of the official business style are the clarity and consistency of the presentation of the material. It is necessary to strive for conciseness, but not at the expense of clarity of content. Knowing a number of language rules helps to cope with this difficult task.

When working on a text, it is extremely important to find the right form of the predicate. You have to choose between an active construction: “We have considered your proposals,” and a passive one: “We have considered your proposals.” The difference is that in the first case, the subject names the producer of the action (he acts as an active person), in the second case, the object of the action.

The choice of a passive construction gives the text more formality. The very fact of carrying out the action, regardless of who performed it, is emphasized. This attitude of the writer is realized even more consistently when using an impersonal construction: "Offers are being considered."

Passive and impersonal turns have long been one of the most characteristic features of the official style. However, do not abuse the passive. Firstly, the fewer verbs in the text, the heavier it is, the more difficult it is to understand it. Secondly, passive and impersonal constructions seem to remove responsibility from the one who signs the document.

Today's business letter does not exclude the use of passives and impersonal sentences, but I would like them to occupy their modest place in the text.

The Russian language is one of the languages with a free, unfixed word order. The speaker and writer are free to rearrange the words in the sentence, and the general meaning is not violated:

1. The report was prepared yesterday.
2. Yesterday the report was prepared.
3. The report was prepared yesterday.
4. The report was prepared yesterday.
5. Prepared report yesterday.
6. The report was prepared yesterday.

Although all sentences contain the same words, it cannot be said that all options are equal. Obviously, depending on the word order, we emphasize, emphasize one or another part of the message. In this case, the position at the end of the sentence is stressed. So, in the 1st and 6th versions, the emphasis is on the report itself, in the 2nd and 3rd - on the fact of its preparation, in the 4th and 5th - on the preparation time.

As you can see, word order gives us certain stylistic possibilities.

These properties of Russian syntax undoubtedly require from the person compiling the document a linguistic instinct and special attention to the construction of the phrase. Since there is no such important language tool as intonation in written speech, it is possible to draw the attention of the addressee to one or another part of the message only by putting it at the end of the sentence - in an updated position.

To the question: " Will the manuscript be completed by the deadline?- the best answer is:

If the question is asked differently: “When will the manuscript be finished?”- a different word order should be preferred:

Compilers of office documents are often addicted participial turns. On the one hand, it is very convenient to use the adverbial turnover, since it allows you to say about several actions in one sentence and thus contributes to the brevity of the presentation. For example: Studying the additional documents sent to the ministry, the Board came to the conclusion that the earlier decisions were unlawful. On the other hand, certain difficulties are associated with the adverbial turnover. The adverbial turnover can be used only when the actions denoted by it and the predicate are carried out by one person. If the situation is different, instead of a participial turnover, a subordinate clause should be used.

There is one more rule that must be observed: the adverbial turnover can only be used in a sentence where there is a subject (i.e., the actor is named). For example: Preparing the text of the resolution, the members of the Board got acquainted with the various proposed options.

The official style is characterized by the use of a large number complex sentences(sentences consisting of two or more parts, each of which has its own grammatical basis (subject and predicate or one of the main members)), especially complex subordinate ones, i.e. those in which one of the parts is the main one, the other is subordinate (dependent). In the documentation it is impossible to do without subordinating constructions with clauses of time (“After the funds are allocated, we will begin construction ...” etc.), conditions (“If the money is transferred, we will immediately conclude a contract ...” etc.), goals (“It is supposed to purchase seedlings in order to plant greenery on the territory of the school ...” etc.) and others.

In many cases, it is preferable to use complex sentences rather than constructions with participial and adverbial phrases. This helps to avoid such a serious disease of the clerical style as "voicelessness". It is the lack of verbs that leads to the "stringing" of indirect cases (“discussing the improvement of the conduct of events”), makes speech heavy, complicates understanding. Often the replacement of participial or participle turnover with a subordinate clause allows you to give the message clarity and dynamics.

Along with lexical, grammatical, stylistic literacy, a person working with a word needs the ability to arrange and present the material in such a way as to make it as accessible to the addressee as possible. Composition (from the Latin compositio) is the construction, organization of the text. There are situations when a document that is absolutely correct in terms of language and style is difficult to perceive just because chaos reigns in it, there is no logic in the combination of parts, and poor composition.

The text must contain reasonable amount of information. You should not repeat the well-known, clutter up the document with details.

It is especially important to highlight and emphasize the main thing. Subheadings, paragraph indents, increased spaces between lines, underlining, font changes can serve this purpose. Modern computer editing programs give a lot of scope for expressive text design.

Should structure the text according to the content.

If numbering is used, it must be remembered that paragraph 1 implies the presence of paragraph 2.

In today's office work, a certain order of numbering parts of a document has been adopted: the number of each part includes the numbers of the corresponding constituent parts higher division steps: 1.2.1, 2.9.1.

Compliance with the named lexical, grammatical, compositional rules requires an employee of the management sphere high level philological culture and great concentration.

Editorial editing of official documents

Editing (in other words, checking and correcting the text) is one of the most important stages of working on a document.

When starting to edit the text, it is important to clearly understand what goals are set for you. Editing can be either purely stylistic (that is, not affecting the content) or semantic. In the first case, the editor is required, first of all, to have impeccable literacy, a subtle sense of the word. In the second, along with this, a thorough knowledge of the essence of the issue, possession of factual material. There are, however, general principles.

The general scheme of the editor's work looks like this:

perception - criticism - adjustments;
verification of factual material;
identification of compositional defects;
identification of stylistic errors and errors;
detection of spelling and punctuation errors.

The first stage of editing - the perception of the text - has

extremely important. Before you change anything, you should read the document as a whole. Some of the questions can usually be removed in the course of reading. In addition, only with a holistic perception, the editor is able to evaluate the composition, detect contradictions, logical errors, disproportion of parts of the document, etc.

After the document has been read and errors and points of doubt noted, the most complex and delicate issue of acceptable degree of interference in the text. The originality of the editorial work lies in the fact that corrections are made to someone else's text. Therefore, the editor has the right to change the form, but not the content of the document. Far from always the question of the permissible limits of interference in the text is solved simply. First of all, this refers to the problem of verbal repetitions.

The official business style has its own specifics. One of the fundamental requirements for the language of documents is the accuracy, unambiguity of the statement. And although usually the repetition of the same word (or words of the same root) within a small text is considered a stylistic mistake, but this is acceptable when it comes to the repetition of terms. Special vocabulary has a number of features that must be taken into account. The meaning of the term is specific, it most often does not have absolute synonyms and cannot be replaced by another word without changing the essence of the statement. Therefore, it is often necessary to make an exception for texts rich in terminology, and to preserve verbal repetitions for the sake of accuracy of meaning.

For example: After the end of the work of the SAC, the deans, on the basis of the protocols of the SAC, draw up an order on graduation from the educational institution, which is submitted to the educational department within five days from the date of completion of the activities of the SAC.

GAK - the state attestation commission cannot be replaced by a phrase close in meaning. To avoid a triple repetition, you can only use the word "commission" instead of the abbreviation once.

The editor should remember: if you have to save repetitions, you need to think about other ways to "lighten" the text. In particular, you can refuse long, cumbersome sentences. Most often, a complex sentence can be easily turned into several simple ones.

The most important editorial principles can be defined like this:

keeping the content of the document unchanged;
the ability to prove that interference with the text is necessary;
integrity and consistency (all shortcomings are noted and corrected immediately, since one change may lead to another);
clarity and precision.

The latter seems obvious. However, it is not uncommon for the editor to edit by hand, and some words turn out to be “unreadable”. In the future, someone who types on a computer may unwittingly introduce a new error into the document.

It is absolutely unacceptable to leave question marks or other notes in the margins after finishing the editorial work.

Editorial functions are considered completed after all doubts are resolved and only notes intended for corrections remain in the margins of the document.

There are four main types of editing:

editing-proofreading;
editing-reduction;
editing-processing;
editing-alteration.

Editing-proofreading is as close as possible to proofreading work. It is a correction of spelling and punctuation errors and typos. Such corrections usually do not require the agreement of the person signing the document.

Modern computer technology freed documentary workers from a large part of the proofreading burden: text editors allow you to check spelling and make corrections directly while typing. But this should not be the basis for complete carelessness. In this matter, as in many others, man has no right to rely entirely on technology.

You have to keep in mind that computer text editors "do not know" many proper names. Surnames, initials, geographical names, names of enterprises and institutions must be verified with particular care.

In addition, the computer is not able to detect all typos. He "does not notice", for example, the transformation of the preposition "on" into the preposition "for", the particle "not" into "neither": for him all these are equally correct words. Automatic verification will fail if you mistakenly type "1897" instead of "1997". Only a person who understands the meaning of the statement is able to detect such errors.

Edit-cut produced in two main cases:

firstly, when it is necessary to make the document shorter by any means (then you can go for some reduction in the volume of content);

secondly, when the text contains redundant information - repetitions and "common places".

The editor is obliged to eliminate well-known facts, common truths, unnecessary introductory words and constructions from the document. It is important that the editor is well versed in the material and is able to determine whether the repetition of the same words is justified and whether their replacement with synonyms is acceptable.

Editing-Processing represents an improvement in the style of the document. Errors and shortcomings associated with the violation of the compatibility of words, the indistinguishability of paronyms, the use of cumbersome syntactic constructions, etc. are eliminated.

A document proofread by a qualified editor must:

contain no factual errors or typographical errors;
be perfectly literate in terms of spelling and punctuation;
have an optimal volume;
be built according to the laws of logic;
comply with the stylistic norms of the Russian literary language and the special requirements of the official business style.

Control questions and tasks

1. What are the features of the language and style of office documents?
2. What are the advantages of compiling and processing documents on a computer?
3. Why is it necessary to know the terms used in the preparation of an official document?
4. What is the procedure for using abbreviations in official documents?
5. What is the importance of word order in a sentence?
6. What are the requirements for the composition of official documents?
7. Specify editing steps.
8. Name the types of editorial changes.
9. What are the principles of editorial editing?

Compatibility Dictionary of Words of the Russian Language / Ed. P.N. Denisova, V.V. Morkovkina. M., 1983.
New dictionary abbreviations of the Russian language. M., 1995.

The concept of an official document (business paper) is used in the administrative and managerial sphere of public practice.

Language of service documents- this is a kind of official business written literary language used in the field of business communication for the preparation of documents. Facts and events are covered objectively, briefly and clearly in the language of official documents.

Formal business style- this is the style of official communication, business correspondence, orders, announcements, documentation, legal proceedings. This style is the most closed and conservative in the system of styles. It is characterized by dryness and maximum accuracy of presentation of thought.

This style is characterized by:

1) the use of official vocabulary and phraseology, which is practically not used in other styles: ultimatum, annul, diplomatic corps, etc. The official business style needs clericalism to a certain extent. In the vocabulary, one can also note the frequent use of compound words, which are more economical than similar phrases: legal proceedings, tenant, etc. Widespread use of verbal nouns: meaning, decision, development; denominative prepositions: on the subject, along the line, after the expiration (of the term), etc.
2) the use of complex syntactic constructions: In the past year, our employees have put a lot of effort and creative initiative to increase the amount of working capital, expand business contacts, strengthen positions in business, which has led to an increase in our influence in the economic and political arenas.
3) the use of nominative sentences: Labor reward. Occupational Safety and Health.

The text of the document in terms of structure, accepted wording, stable syntactic constructions is directly related to the type (letter, order, protocol, order, act, etc.) and type of document (order for the main activity or order for personnel, letter of offer or letter of guarantee, an act of revision of the cash desk or an act on the allocation for destruction of documents with expired storage periods, etc.).

At the same time, we can highlight the general requirements for the texts of official documents:

- brevity and accuracy of the presentation of information, the exclusion of ambiguous interpretation;
- objectivity and reliability of information;
- drawing up, if possible, simple, i.e. containing one question, documents to facilitate and speed up work with them;
- structuring the text of the document, dividing it into such semantic parts as introduction, proof, conclusion;
- wide use of template and standard texts in the description of repetitive managerial situations.

The language of service documents has its own characteristics: a sharp, in comparison with other language styles, narrowing the range of speech means used; a high degree of repetition (frequency) of individual language forms in certain sections of document texts. These features are reflected in the design of business papers and documents: their typology, composition, arrangement of parts of the text, rubrication, font, etc. The standardization of the official business style entails the use of special language tools that form a relatively closed system of business speech.

When compiling the texts of documents, a business style with specific features is used:

- completeness and timeliness information. The main task of the compiler of the document is to clearly reflect the information that has (acquires) legal force.
- neutral (no emotional overtones) tone presentation, which provides for the presentation of the text from the 3rd person (“the company sends”, “the bank does not mind”); lack of emotional coloring of facts, events; the lack of a personal approach to the evaluation of information, because the author acts on behalf of the organization.

Neutral tone of voice is the norm business etiquette. The personal, subjective moment should be kept to a minimum. Therefore, outside of business speech are, for example, forms that have emotionally expressive coloring (nouns and adjectives with subjective evaluation suffixes, interjections). The use of colloquial, colloquial, dialectal, etc. words and phraseological units in business speech is unacceptable.

Of course, this does not mean that the style of presentation in the official text should always be absolutely neutral. That doesn't happen. A request or gratitude can be expressed in the document, a demand is made (often in a categorical form), etc. However, in any case, the means of a logical rather than an emotionally expressive assessment of situations and facts should be used first of all.

- precision and clarity presentation (exclusion of figurative words and expressions, use of clarifications and additions, etc.). Accuracy and clarity of documents is achieved by careful selection of words; the use of words and terms in traditional meanings for the norms of the general literary language, which do not allow any other interpretation of what is written than the author intended; direct word order in a sentence (the predicate follows the subject, the attribute comes before the word being defined).
- conciseness, brevity of the text and clarity of presentation, exclusion of minor details and repetitions, unnecessary details, laconicism, etc.). The texts of letters, reports and memos, and other documents, as a rule, do not exceed one page.
- persuasiveness official documents is achieved:
- the availability of reliable information;
- the presence of strong arguments that encourage the recipient of the document to perform certain actions;
- the logic of presentation;
- impeccable wording in legal terms;
- the validity of the author's proposals (with references to regulations).
-use of sustainable (template) phrases(standard turns). Set phrases are the use of most words in official documents with only one or a limited group of words. The use of stable or standard phrases (ready-made language clichés) makes it possible to:
- authors - promptly draw up documents;
- to addressees - to facilitate the perception of documents,
- create standard (template) forms of documents for standard situations.

The most commonly used are the following phrases: control is assigned ..., a reprimand is announced ..., an official salary is set ..., due to a difficult situation ..., in order to ensure ..., in accordance with your request ... , we consider it necessary ..., according to the order ..., taking into account ..., miscalculations were made ..., to approve and put into effect ..., we inform you that during the period ..., we send it for consideration and approval, it was established by verification , what, etc.

Business speech becomes phraseologically stable, filled with ready-made language formulas, stencils, stamps. An example of such stamps are, in particular, constructions with denominative prepositions that motivate actions: in accordance with a decision (order, order), in connection with the beginning (opportunity, necessity), in order to improve (limit, save), etc. expressions (regardless of whether the speaker is aware of it or not) often begin to function as terms that correspond to the specifics of a particular managerial situation.

The same role is played by the so-called clericalisms: petition, endorse, hear, proper, non-acceptance (of measures), which are little used in other styles of the language.

- limited combination of words.

Right Not right

Make suggestions Make suggestions

Grant a loan Grant a loan

Own the right Own the right

Enter into force Enter into force

The limitation of the types of language units used in business texts and the general regulation of the form of documents determine another important feature of business speech - the high frequency of individual language forms in certain sections of document texts. As the simplest example, one can point to the absolute predominance of nominative case forms in the elements of document design, in texts built on the principle of questionnaires or tables.

Texts based on "natural" coherent speech, of course, have a more complex grammatical organization. However, even in this case, the reproducibility of individual linguistic units is much higher than in other varieties of speech. The main reason for this phenomenon is a conscious attitude towards language standardization when displaying typical situations of business communication.

So, in documents, as a rule, the use of neologisms (even formed according to traditional models) is not allowed if they do not have a terminological meaning and can be replaced by general literary words. If they are used, then they need explanations in the text (usually in brackets).

When using terms (and they are very widespread in the business language), it is not allowed to distort their form or replace them with professionalism, jargon, etc.

In business speech, the possibilities of lexical word compatibility are limited: official letter-- drawn up(not spelled) And sent(not sent), reprimand-- announced, censure-- withdrawn, salary-- installed etc.

- use of verbal nouns.

Right Not right

Provide assistance Assist

Give support Support

Make repairs Repair

- use of special terms(“decided”, “decided”, “I order”);
- use of common abbreviations. This allows you to reduce the volume of documents, speed up the perception of information. The following are subject to reduction: individual words (for example, ruble - rub.); phrases (for example, and so on - and so on). When using abbreviations, it must be taken into account that they must be understandable to the addressee, the same throughout the text of the document (for example, it is unacceptable to use the abbreviation of the word “mister” as “Mr.” and “Mr.” in one text).
- use of generic words with indefinite meaning;
- exclusion from the text of archaisms(“this year”, “with this we direct”).

Right Not right

Extend roll over

announcement announcement

represent represent

Comparison of business, scientific, journalistic (newspaper) and literary texts allows us to highlight some grammatical features official business style:

1. Primary use simple sentences(usually narrative, personal, common, complete). Interrogative and exclamatory sentences are practically non-existent. Of the single-compound ones, only impersonal ones are actively used, and in some types of documents (orders, official letters) - definitely personal:

In order to... it is necessary to highlight...; In case... you have to cut...; I command...; Draw your attention to...

Of the complex sentences, non-union and complex sentences with subordinate explanatory, attributive, conditional, causes and goals, as well as constructions such as:

fulfilled the terms of the contract, which allows ...

Wide use of constructions with denominative prepositions.

By way of supervision...; In connection with the refusal ...; ...due to underdelivery of materials) allows you to avoid the use of complex sentences with subordinate clauses reasons, goals, conditional. The subordinate parts of place and time are generally of little use.

2. Using offers with a large number words due to:
1) the prevalence of proposals. Very frequent, for example, are constructions with sequential subordination of the same type of case forms (usually genitive case forms):

Appointment of the Deputy Head of the Metal Heat Treatment Shop T.N. Nikolaev to the position of chief plant engineer supported by the entire team of the enterprise;

2) an abundance of sentences with homogeneous members (their number, even in linearly written phrases, can reach twenty or more); An extreme case of complex enumerations are rubricated type constructions:

... decides:

1. Define... but)... b)... in)...;
2. Organize... but)... b)... in)...;
3.Assign...,

moreover, each heading can be of any complexity (include homogeneous members of the sentence, be supplemented by independent sentences, etc.); rubricated listings can include tens or even hundreds of words.

The size of sentences in a business language is not very affected even by the presence or absence of separate turns in them. At the same time, only participial phrases and isolated additions with motivating nominative prepositions are actively used. Participle turns are rare, and usually they are stable constructions of the type:

based...; pay attention to...; given that...

3. Active use of passive constructions like:

there is a possibility ..., the commission found ...

and impersonal forms, although in general the document is drawn up, as a rule, from a third party.

4. Use atypical for others language styles ways of inflection, for example, the development of plural forms in abstract nouns. Very specific methods of management, such as:

finish construction, accept with good quality, hand over according to ownership etc.

Despite the fact that such turnovers are quite common in business speech, apparently, they should be avoided, since they do not correspond to the norms of general literary word usage.

Thus, the process of standardizing business speech covers all levels of the language - vocabulary, morphology, and syntax. As a result, a stable speech stereotype is formed, perceived by the speakers as a special, functionally oriented type of linguistic norming of texts, that is, a special functional style.

The general scheme for standardizing business speech as a whole is quite simple: a typical situation is a standardized speech manner. However, the language means used by business speech are quite diverse: moreover, they are perfectly adapted to convey very specific industrial, legal, financial, administrative and managerial information.

Business speech has accumulated a huge number of terms, formulas, turns of speech that have been proven by many years of practice. In addition, the use of ready-made verbal formulas and constructions that have become firmly established in business use allows the speaker (writer) not to waste time looking for definitions that characterize standard situations. Standardization (more precisely, terminology) of business speech significantly increases the information content of documents, significantly facilitates their perception and evaluation by specialists, which contributes to greater efficiency of the document flow as a whole.

Those who see in the standardization of business speech "impoverishment" and even "damage" of the literary language are absolutely wrong. Bad does not "clerk" as such - on the contrary, its development corresponds to general patterns the evolution of modern society, for example, the increasing automation of labor, the introduction of computer methods for processing, transmitting and storing information. It is bad to abuse "kacelarit" where it is inappropriate - in journalism, in fiction, in everyday communication.

Language and style of business documents. Language and style of different kinds of documents

From the article you will learn:

How is the style of office documents different from others?

General rules for issuing official documents

Why is it necessary to unify the language of service documents?

Official business style of official documents: characteristic features

The choice of vocabulary when compiling official documents

Morphological and syntactic features of the business style

Characteristic morphological features of the official language:

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