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104年「文采飛揚」訓後成果徵文比賽投稿專區(活動已結束) → 【指定主題區】英文寫作(English Writing)(英文類作品)【不限英語課程參訓學員】

The class of Teaching Freshmen How to Make up Official Documents 2015-05-27 17:07:23
That was my first time heard “Civil Service Department Institute, Tainan City Government”. As my memory, my colleague told me, Hey, you should go to “Civil Service Department Institute” for “Teaching Freshmen How to Make up Official Documents””. “What’s the class concerning this training?” and ”What’s Civil Service Department Institute?” I had many question marks in my brain, after all, I was definitely very ignorant of “public sector”.

Civil Service Department Institute, Tainan City Government is located in Southern Taiwan University of Science and Technology which is a beautiful and energetic school. I felt relaxed and young while entering this school and suddenly understood the reason Tainan Government chose here as the main training location.

As the beginning mentioned, I am the freshman for public sector and not familiar with the official documents, of course not knowing how to “make up ” a complete one. People with experiences may understand both relations between the sender and the receiver of the official documents from some specific form. From the class I understand making up an official letter is not only a normal letter but also a formal documents with specific effect on some people or things.

After the above-mentioned class, I thought there are some points for making up the official documents.

One is professional knowledge. As a government officers, we would understand our special area, for example, I am a Personnel Officer and the served people are my colleagues in the same administrative organizations. What Personnel Officers need to do is help them on their appointment, promotion, welfare and so on, therefore, they have to know some laws concern personnel affairs. These are the basic professional abilities for Personnel Officers and the above abilities are the basic elements for making an appropriate official document.

Two, the undertaker need to take the responsibility to confirm if they receive the official documents and if the documents are their affairs, since they have to confirm if the issue of document is belong to theirs authority and responsibility, If not, they have to pass the document to the right department to avoid the damage of the rights and interests. Also, the undertaker need to check the enclosure, the available date, the duration, and the values.

Three, the undertakers should deal with the official documents as soon as receiving those and avoid neglecting handling official papers.

Four, this is an important item for making up official papers. Undertakers should pay attention to the form of letters, since the above documents are absolutely formal letters which include the working manners between the sending government organizations and the receiving organizations. It is rude to use the incorrect format in official documents.

Five, it is necessary to describe and express main ideas clearly to avoid resulting in disputes and damaging someone’s right and welfare. Some colleague passed the freshmen theirs experience and taught the freshmen like us what are the key points whiling making up a special official documents, and they also told us how to use the law to express the main ideas clearly. The correct wiring of official documents is not only protect the undertakers but also protect the receivers or the people concerning the issues.

Six, while making up an official documents the undertakers have to try their best thinking about the possibility of attacking by the receivers or some concerned people. Since one official document usually results in many different responses, the undertakers should use words and laws carefully and correctly, after all, a formal document always companies with some important influence.

Finally, an official documents usually be read and allowed by commanding officers and then it is issued and announced. Therefore, the undertakers may use the simple, easy, and definite words, sentence and even laws in the documents to allow the readers having ideas in the short time.

I have been a government officer for one year, I deal with the official documents in every working days. As most government officers, I not only respond to other’s official documents but also create a new documents to announce some important issues. Therefore, I thought a good quality in an official document is very important. Above all, no matter the formal documents are for inner senior officers or for the outside organizations or people, the most important thing is take them the shortest time to understand what you would like to describe and express. Therefore, the undertakers have to write the principle idea and expectation. Shortly speaking, if we have good quality of making official documents, we may be a good government organization in working efficiency. After the above class in Civil Service Department Institute, Tainan City Government, I am not so strange to the official documents instead of further knowing how to create the formal documents to inner senior officers and outside organizations and people.