Language and style of personal documents. Features of the language and style of service documents

20.09.2019

The language and style of various kinds of documents.

Record keeping specialists distinguish different types and types of documents.

By addressing factor – internal and external business correspondence. The documents exchanged between the parties are called official letters.

According to the field of human activity: managerial, scientific, technical, industrial, financial, etc.

In terms of availability: open use, limited access and confidential nature.

By due date: urgent, secondary, final, periodic.

According to the criterion of primacy: original and copy.

According to the form of sending: for postal correspondence, electronic correspondence, fax sending.

For all documents there is a single rule: compliance with the rules for registration in accordance with existing GOSTs and standards.

We will consider those documents that you may need now.

Reference- a document containing the requested information or confirmation of any facts and events. The name of the document is written in the center of the sheet in capital letters. The main text is stated using standard models: “Dana (full name) in that ...”, the interval below indicates the organization for which a certificate is issued or the phrase “Certificate is given at the place of requirement”. Below is the signature, including the position, personal signature of the person who issued the certificate. The signature is certified by the seal of the organization.

Statement- an internal official document designed to bring to the attention of an official information of a narrow focus.

Dean of SPF

prof. Spirina V.I.

1st year students full name,

residing at:…,

Statement.

I ask you to release me from classes from April 1 to April 10 for a trip home for family reasons.

Date ____________Signature

A power of attorney is a document authorizing its bearer to perform any actions on behalf of the principal.

Power of attorney

I, full name, passport details: _______, residing at: ________, trust full name, passport details: _______, residing at: ________, to receive a scholarship for October 2006

Date ____________Signature

AT recent times information and advertising documents were widely used: a product offer, messages to potential consumers about the types of goods produced, summaries.

The requirements for these documents are different from those for regulated business papers. They must be memorable, arouse commercial interest, therefore they use language tools expressiveness.

pay attention to summary – the word came from French and meant "brief conclusion", for example, on documents: “I agree”, “I do not mind”. Recently, the term began to be used in the sense: "A brief written summary of biographical data characterizing the educational background, profession, personal qualities of a person applying for a particular job, position."

A resume resembles a questionnaire, but you can be creative in its preparation, because. there are no hard and fast rules. The main task is to present yourself as advantageously as possible, exactly the information that is important to attribute to the chosen job: education, work experience, personal qualities, and characteristics of additional skills. For example, if you want to become an advertising agent, then their professional qualities are the ability to communicate with people, resourcefulness, knowledge of the basics of the psyche; if the vacancy is a teacher primary school- then necessary qualities are love for children, responsiveness, kindness, patience ...

Typical resumes include:

personal data (name, date and place of birth, marital status);

address and telephone number for contact;

the name of the vacancy;

main text: a list of places of study, work in chronological order, indicating the official name of the organization, the time of study or work, the name of the position held;

additional information: freelance work experience, social activity, professional retraining;

Other information: related knowledge and skills: foreign language, overseas trips, computer skills, driving a car…;

Interests, inclinations related to the intended professional activity;

Other supporting information (at the discretion of the applicant);

date and signature.

When designing, the following is taken into account: the word "resume" is not written. The surname should be written in capital letters for better legibility. This is where paperwork begins. Further in the middle - full name, at the left border of the sheet: home address, phone number; at the right address and the name of the organization in which the applicant studied or worked, office phone. Under these data, the name of the vacancy is given exactly with the one given in the source, then information about the applicant.

ANTONOVA Bella Mikhailovna

was born in Armavir on July 30, 1980.

House. address: Institute address:

Tel.: Work. tel.:

Primary school teacher.

Information about education and work experience - ASPU, 3rd year, socio-pedagogical faculty, student of the OZO.

She graduated from the cutting and sewing courses at the Polet studio in 2003.

From 2003-2006, she led the "Skilled Hands" circle at MSOSh No. 23.

Add. intelligence:

· Participated in the conference "Children are our future" (Armavir, 2005)

· Completed an internship at...

· Completed professional development courses.

Other information:

I read and translate with a dictionary from English.

· I am computer literate.

· I have a driver's license to drive a motor vehicle of category C (I do not have a personal car).

Interests: I am fond of the theater, I sew for the puppet theater ...

Auxiliary information: by nature open, sociable, I love children ...

Date ______________ Signature

Question 5: The concept of "speech etiquette"

Speech etiquette call a system of requirements (rules, norms) that explain to us how to establish, maintain and break contact with another person in a certain situation. The norms of speech etiquette are very diverse, each country has its own characteristics of the culture of communication.

Compliance with the rules of speech etiquette will help you correctly convey your thoughts to the interlocutor, quickly reach mutual understanding with him.

Mastering the etiquette of speech communication requires obtaining knowledge in the field of various humanitarian disciplines: linguistics, psychology, cultural history and many others. For a more successful mastering of the skills of a culture of communication, they use such a concept as the formulas of speech etiquette.

Basic formulas of speech etiquette digested in early age when parents teach a child to say hello, say thank you, ask for forgiveness for tricks. With age, a person learns more and more subtleties in communication, masters various styles of speech and behavior. The ability to correctly assess the situation, start and maintain a conversation with a stranger, competently express their thoughts, distinguishes a person of high culture, educated and intelligent.

Speech etiquette formulas - these are certain words, phrases and set expressions used for the three stages of conversation:

start a conversation (greeting/introduction)

main part

final part of the conversation

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federal state budgetary educational institution higher education

"RUSSIAN ACADEMY OF PEOPLE'S ECONOMY ANDCIVIL SERVICE UNDER THE PRESIDENT OF THE RUSSIAN FEDERATION"

VLADIMIR BRANCH

Management department

Direction of training: 38.03.04 State and municipal administration

Profile State and municipal service

Department of Management

ESSAY

by discipline: Office work at GMU

on the topic:"Language of Official Documents"

Velikanov P.S.

Checked:

Abdryashitova A.I.

Vladimir 2015

Introduction

Official document - a document drawn up by a legal or individual, in accordance with the rules established in the State Standard of the Russian Federation.

The purpose of this work is to learn about all the rules for compiling official documents and consider their language. The rules for compiling official documents can be found in GOST R 6.30-2003, which contains all the necessary details that help in compiling business document.

The objectives of the study are predetermined by the goal and are to:

find out what an official document is, consider its classification;

Give a description of the details necessary for the preparation of an official document;

· peculiarities formal business style;

find out the rules for compiling text in official documents;

Consider the rules of etiquette in official documents.

To compile an official document, it must be remembered that it is the main source of information. A document is a means of fixing information about facts, events, phenomena of objective reality and human mental activity in various ways on special material.

Thus, having a clear goal and specific tasks, it is necessary to find out all the rules for drawing up official documents, as well as consider them from the point of view of the language, that is, its etiquette and stylistic norms.

1. Document as the main source of information

1.1 Definition of a document, its types

Document - information recorded on a material carrier with all the necessary details that allow it to be identified. A document can be created in the form of a letter, drawing, photograph, etc. Having recorded the information, the document ensures its storage, accumulation, the possibility of transferring it to another person, multiple use, return to information in time.

Any document can be considered from the point of view of the information carrier, the method of fixation, the documents being executed and its functions. There are five functions of the document: informational, organizational, legal, educational, scientific and historical. Document functions represent the purpose of this document.

There are no documents that perform only one function. Any document is multifunctional, therefore, it is possible to distinguish between documents only by condition, for the convenience of their classification and analysis.

The whole variety of documents is divided into official and personal documents. A document created by an organization or an official and executed in the prescribed manner is called official.

According to the stage of creation and execution, business documents are divided into the following types:

1. Original of an official document - the first or only copy of an official document.

2. Draft document - a business document until it is signed by the relevant official.

3. A copy of the document - an exact reproduction of the original.

4. Duplicate document - a copy that is issued in case of loss of the original.

5. Extract - a copy of the document, reproducing any part of it, certified in the prescribed manner.

Official documents, depending on the sphere of human activity they serve, are divided into managerial, scientific, technical, technological, production, etc. The personnel services of the enterprise work with official documents, the vast majority of which are management documents.

1.2 Classification of documents

The entire system of management documentation of the enterprise is divided into:

1. Organizational and legal (charter, regulation on the organization, regulations, staffing, job description and etc.);

2. Organizational and administrative documents (order, order, instruction, resolution);

3. Information and reference documents (business letters and notes, application, protocol, act, etc.).

In turn, documents are classified according to the following criteria:

1. By form:

individual (the content of each document has its own characteristics);

standard (created for a homogeneous group of documents);

screen printing (some of the documents are printed, and some are filled in when compiling).

simple (consider one question);

complex (consider several questions).

3. By origin:

official (affect the interests of enterprises);

personal (refer to a specific person and are nominal).

4. By place of compilation:

internal;

external (from other organizations or individuals).

5. By shelf life:

permanent;

temporary.

6. By publicity:

documents of restricted access;

without restriction of access.

7. By production time:

urgent (have a certain deadline);

non-urgent (the date of execution is not set).

8. According to the manufacturing method:

· written;

· technical;

· acoustic;

Film documents

photographic documents

video documents.

In turn, there are other classifications of documents.

2. Details, necessary in the preparation of official documents

Props 1- The State Emblem of the Russian Federation. This requisite is placed on the forms of documents in accordance with the content of the constitutional law on the state emblem of the Russian Federation.

Organizations and institutions using the image of the state emblem:

1. Federal Assembly;

2. Government of the Russian Federation;

3. Constitutional Court of the Russian Federation;

4. Supreme Arbitration Court of the Russian Federation;

5. Central bodies of federal executive power, federal courts;

6. Prosecutor's Office of the Russian Federation;

7. Central Bank of the Russian Federation;

8. Commissioner for Human Rights;

9. Accounts Chamber of the Russian Federation;

10. Interdepartmental Commission for the Protection of State Secrets;

11. Diplomatic governments;

12. Consular offices and official representations of the Russian Federation abroad;

13. Public authorities.

Props 2- Coat of arms of the subject of the Russian Federation. This requisite is placed on the forms of documents in accordance with the legal acts of the constituent entities of the Russian Federation. It is advisable to indicate the name of the state on the form of the document.

Props 3- The emblem of the organization or trademark. This requisite is placed on letterheads of organizations in accordance with the charter.

Emblem - a symbolic graphic image, may represent a drawing, a symbol, may include letters. A trademark is a designation capable of distinguishing goods and services of one legal entity from others.

It is not allowed to register trademarks consisting only of designations:

1. State emblem;

3. The official name of the state;

4. Emblems are not allowed;

5. Abbreviated or full names of international or intergovernmental organizations;

6. Printing;

7. Awards and other designations.

Props 4- Organization code. This requisite is put down according to the All-Russian Classifier of Enterprises and Organizations (OKPO). The code is an eight-digit number or a sequence of numbers printed with a space that defines the industry, scope and activities of the organization.

Props 5- Main state registration number (OGRN). The OGRN of a legal entity is affixed in accordance with the documents issued by the tax authorities. The location of prop 5 next to prop 4 on letterheads.

Props 6- Identification number of the taxpayer/code of the reason for registration. These details are put down in accordance with the documents issued by the tax authorities. Most often, attribute 6 is affixed under attributes 4 and 5.

Props 7- Code of the form of the document, which is affixed according to the All-Russian classifier of management documentation (OKUD). The form code must correspond to the code of the unified form of the document contained in the classifiers section.

Props 8- The name of the organization, which must correspond to the name fixed in its constituent documents. These attributes are located at the top of the document and are located in the center or on the right.

Props present:

1. On the general letterhead of the organization;

2. On letterhead;

3. On the form of a specific type of document.

Props 9- Reference data about the organization. This requisite includes postal address, telephone number and other information at the discretion of the organization.

Props 10- Name of the document type. This requisite must be determined by the charter and must correspond to the types of documents provided for by OKUD and USORD (unified system of organizational and administrative documents) - an order, charter, regulation, instruction, etc. are drawn up in capital letters in bold. This item is not on the letterhead.

Props 11- Document date. The date of the document is the date of its signing or approval.

Document date stamping requirements:

1. for the minutes - the date of the meeting;

2. For an act - the date of the event;

3. Documents issued by two or more organizations must have one single date.

Ways of registration of the date of documents:

1. Digital (03/05/2013);

3. In reverse order (2013.03.05).

Props 12- Registration number of the document. This attribute is placed to the right of the date and represents the serial number of the document assigned to it after signing, which can be supplemented with other information.

Props 13- Link to the registration number and date of the document. This requisite includes the registration number and the date of the document to which a response must be given. This requisite is filled in when compiling a response letter.

Props 14- Place of compilation or publication of the document. This attribute is indicated if it is difficult to determine it by details 8 or 9.

Props 15- Addressee. Individual organizations, their structural subdivisions, officials or individuals can act as the addressee. This requisite is located in the upper right part of the document and includes the name of the organization, the name of the structural unit, position, initials and surname of the recipient in the dative case, postal address.

Props 16- Stamp of approval.

Document approval methods:

1. Approval by an official;

2. Approval by a specially issued document.

When a document is approved by an official, the approval stamp includes:

1. The word I APPROVE;

2. Name of the official approving the document;

3. Personal signature of the official, his initials and surname;

4. Date of approval.

When approved by a specially issued document, the approval stamp consists of:

1. Words APPROVED (ON, WE, BUT);

2. The name of the approving document in the instrumental case;

3. Its dates and numbers.

Props 17- Resolution. This requisite is affixed by the relevant official in a handwritten way, which contains the decision made by him, and includes the names, initials of the performers, the content of the order, the due date, signature and date.

Props 18- Title to the text. This prop includes summary text, answers the question about whom? about what? and is located before props 20.

Props 19- Mark of control. The mark on control over the execution of documents is indicated by the letter "K", the word or the stamp "Control".

This property can be set:

1. The leader who put the resolution on the document;

2. An official who reviews the document;

3. Structural unit exercising control over the execution of documents.

This attribute is placed in the upper right corner in bold type.

Props 20- The text of the document. Texts can be designed in the form of a questionnaire, a table, a coherent text, or as a combination of these structures. A connected text usually consists of two parts. The first part indicates the reasons, grounds, goals for compiling the document, the second - decisions, conclusions, requests. Suggestions, recommendations. Three forms of presentation are used in letters: in the first person plural; from the first person singular, from the third person singular.

Props 21- a mark about the presence of the application. This attribute is drawn up after the text, the word “Appendix” is written from the left field of the document, a colon is put and the number of sheets and copies is indicated. If the document has an application not named in the text, then indicate its name, number of sheets and number of copies, if there are several applications, they are numbered.

Props 22- Signature. This prop is a hand-written painting of an authorized official. It includes: the name of the position that signed the document; personal signature; signature decoding (initials, surname).

Props 23- Document approval stamp. Approval is a preliminary consideration of the draft of the prepared document. This attribute is placed in the lower left corner after the "Signature" attribute.

Consists of: official document business text

1. The words "AGREED";

2. Position of the person with whom the document was agreed;

3. Personal signature;

4. Signature decryption;

5. Date of approval.

Props 24- Visa document approval. This requisite expresses the agreement or disagreement of the official with the content of the document.

Document approval visa includes:

1. Position of the person approving the document;

2. Personal signature and its transcript;

3. Date of signing.

Visas are issued:

1. At the bottom of the reverse side of the last sheet of the original of the administrative document, if this original remains in the organization;

2. At the bottom of the front side of the copy of the document being sent.

Props 25- Seal impression. The seal certifies the authenticity of the signature of an official on documents certifying the rights of persons fixing facts related to financial resources, as well as on other documents providing for the certification of a genuine signature.

Props 26- Mark of the certification of the copy. When certifying a copy of the original, a certification inscription is put down below the props: “True”; the position of the person who certified the copy; personal signature; signature decoding; certification date.

Props 27- Mark about the performer. This requisite includes the initials and surname of the executor of the document, as well as his phone number. A note about the performer is placed on the front or back of the last sheet of the document in the lower left corner.

Props 28- A note on the execution of the document and sending it to a personal file. This requisite is affixed to the completed documents, which must be filed into the case for subsequent storage and use for reference purposes.

The props include the following data:

2. The word "In the case" and the number of the case in which the executive document will be stored;

3. Signature of the executor or head of the structural unit in which the document was executed;

4. Date of marking.

Props 29- Mark of receipt of the document in the organization. This prop is affixed with a stamp device or manually. It may include the abbreviated name of the organization or structural unit if the organization has decentralized registration. The requisite is placed at the bottom of the first sheet of the document to the right of the requisite 28.

Props 30- Identifier of the electronic copy of the document. These details are placed in the lower left corner of each page of the document (footer) and contain the name of the file on the machine medium, the date and other search data set in the organization.

3. Features of the official business style

In any document, as in a holistic structure, the information that the document carries in itself should be summarized. There must also be accuracy and certainty in the wording. The official business style is characterized by the use of only those words whose meaning does not violate their stylistic uniformity, and corresponds to the general trend of standardizing the business language.

The selection of vocabulary involves careful attention to the lexical meaning of words. Ignorance of the lexical meaning of some words leads to serious errors different type, therefore, it is better to use words or phrases whose meaning is clear to you and will not make it difficult for others to understand. It is also not allowed to use neologisms, even those formed according to traditional models, such as "reorganization", and words related to colloquial vocabulary.

If you choose the wrong word from a number of cognates that differ in meaning, you can distort the meaning.

The inability to express a thought accurately and concisely leads to the following errors: “in the month of April” (April is just a month, and nothing else), “information message” (any message contains information), etc. Repetitions such as “benefit from use”, “the following facts should be taken into account”, “this phenomenon is fully manifested in conditions” make it difficult to perceive the text ...

For the texts of official documents, the use of figurative phraseology, turns with a reduced stylistic coloring is not typical.

Standard turns of speech such as: “due to the difficult situation that has developed ...” are constantly reproduced in official documents, acquire a stable character and, in their role, are close to phraseological units. In the language of documents, they perform the same function as stable combinations of the type: “take into account”, “bring to the attention”. But if the norms are violated due to ignorance of the peculiarities of the use of one or another phraseological unit, errors occur. For example, the verb “to allow” in the meaning of “to do something, to commit” is usually combined with the words “violation”, “error”, “miscalculation” and some other nouns that characterize negative phenomena, but do not name a specific act: “to allow rudeness , swagger." Wrong combinations of the type: “to allow defects”, in which nouns indicate the result of errors, miscalculations, etc.

4. Compilation rulestext inofficial documentOh

The text is the main attribute of the document, for the sake of which it is compiled. In order to correctly compose the text of an official document, it is necessary to know the issue that will be discussed in the document well, and have enough information to briefly but accurately form it into one coherent text.

In the practice of documenting today there are already stable General requirements applied to the texts of documents. First of all, do not forget that the official document is designed to induce to some action, that is, to convince. This result can be achieved with the help of specific argumentation and the logic of the facts and arguments presented.

When compiling multiple texts, it is worth remembering that you should not compress the text to such a size that its essence is twofold. The information in the document, first of all, should be informative and exclude unnecessary statements and statements.

Completeness means that the document contains all necessary information, to address the issue. It is the lack of information that forces the request for missing information, thereby delaying the resolution of the issue.

Brevity is achieved by selecting the necessary and sufficient information, by avoiding repetition and the absence of unnecessary details. Those facts that do not affect the solution of questions, it is better not to mention. It should also be remembered that each word in the document should carry a semantic load, so it is better to get rid of unnecessary words.

A careful selection of words, the correct compositional structure of the text, the direct word order in a sentence, that is, the subject should come first, and the predicate should come second, the definition should come before the word being defined, will help to achieve an accurate understanding of the text. When the semantic load falls on the action, then it is possible to use the reverse order of words: “The transition to cost accounting helped to increase discipline.”

If another document served as the reason for creating the document, then its full data are produced in the text, that is, the type of document, the name of the organization whose document we are responding to, the date of the document, its registration number and the heading to the text are indicated: “In accordance with Chapter 14 Labor Code of the Russian Federation, Federal Law No. 152-FZ of July 27, 2006 “On Personal Data” and in order to organize the protection of personal data of employees…”

Thus, we can conclude that the text of the document should be a brief but accurate presentation of information on a particular issue. The sentences in the text should be interconnected and each word in it should carry a certain semantic load.

5. Rules of etiquette in official documents

Etiquette can exist not only in oral business communication between partners, but also in official documents. Business etiquette is the order of conduct established in the field business communication. The main rules of speech are based on the following provisions:

1. Polite, respectful and friendly attitude towards a business partner, whether it is communication in real life or with a business letter;

2. It is necessary to maintain a certain distance between employees who occupy different official positions;

3. The ability to say "yes" or "no", while not offending a partner;

4. It pays to be tolerant of opinions that differ from yours;

5. The ability to admit one's mistakes and be moderately self-critical should be developed;

6. In a dispute, it is worth using arguments, not authorities.

The rules of etiquette for official documents are different from the usual ones. Thus, the appeal is used only in business correspondence. When addressing, the official position of the addressee, the scope of his activity are taken into account. Most often in business correspondence the following form of address appears: “Dear Dmitry Sergeevich!”.

The task of the appeal is to attract the attention of the addressee, that is, in this way to interest him. According to the traditions of business etiquette, when formulating requests or opinions, the form of expression in the first person plural is adopted: “We offer your attention ...”. The appeal from the first person singular is used in letters of confidential content, as well as documents that are drawn up on letterheads of officials: “I ask”, “I invite”.

One of the main rules of etiquette in official documents is the observance of language norms, which are one of the main criteria for the culture of speech. After all, you must admit that if your letter begins with an appeal, and then a beautifully composed text follows language norms, then this letter will not only be pleasant to read, but there is a chance that it will be able to lead you to success.

The use of etiquette means in an official document makes it possible to soften the categoricalness of statements. So, for example, a refusal, softened by etiquette formulas of politeness, leaves an open opportunity for further cooperation: “In our opinion, the prices for your products are high, which makes it unprofitable to sell them in our region.”

In the function of etiquette means, introductory words can serve, which indicate the author's attitude to the subject of the message, making the statement evaluative.

In the world practice of business writing, a sign of good form is an expression of gratitude for the accuracy and timely response: "Thank you for the timely response ...".

A certain tone of perception, which affects the attitude of the addressee to the message, is affected by the expression of joy. Confidence or hope in a business document: "We were glad to see you at ...". But one should exclude excessive politeness, which in many cases is false: "Be so kind ...".

So, the choice of etiquette means is determined by the communicative assignment of the message. However, no list of recommended expressions will completely solve the problem of official speech etiquette. Only culture and objectivity in assessing different production situations can prompt the correct selection of words and expressions.

Conclusion

Thus, I have considered the proposed topic for the abstract "Language of official documents". In the course of the work, the goal was achieved and all tasks were completed.

It should be noted again that an official document is a document that was created by a legal or natural person, executed and certified in the prescribed manner. A document can perform a number of functions, and most importantly, it is a means for developing relationships between business partners.

The language of official documents lies in the accuracy of the brief condition of the material in a particular document, while we should not forget about the syntactic norms of the Russian language, which give the document a literate look and push it to greater success. Also, based on all of the above, do not forget about respect for your partner, to whom this document will be sent.

When compiling an official document, it is worth considering the correctness of the details, which are presented in GOST R 6.30-2003. The requirements submitted to the GOST are also, in a way, the language of an official document, as they speak of the correctness and literacy of its preparation, which means that these requirements play a big role in the preparation of the document.

So, the language of official documents is an integral part of the document, since with it you can achieve success in the business field and make a good impression on business partners with a well-written document.

Bibliographic list

1. GOST R 6.30.2003.

2. Lavrinenko VN, M.: Phoenix - "Psychology and ethics of business communication." 2010

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...

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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 Technologies" (BPOU OGKUiPT)

Department of Management and Humanities

Course work

Language and style of service 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

Application

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, at best, 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 questions solved 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.

A variety of language used in a particular area of human activity is called a 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 literary language(scientific, journalistic, artistic). The style of official business communication of people in different spheres of life: economic, socio-political and cultural, has developed under the influence of the need to state the 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 the distinctive features of the modern language and style of service 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 office 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 identified.

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 that are 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 complicated syntactic constructions - sentences with participial and adverbial 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, function historical source, 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 social relations them, depending on the purpose, role in this 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 management 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 an important role in information support of management, they are diverse, reflect various decision-making levels.

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 public authorities (laws, decrees, resolutions, etc.), judicial, prosecutorial, notarial and arbitration acts, all contractual, certifying documents (passports, passes, certificates, etc.) and justifying financial documents (waybills, receipt orders, billing 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, 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. Official 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 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 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 - a functional style of speech in the literary language, which has a number of features: pre-contemplation of the statement, monologue, 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 the quality of 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 of stylistically artistic speech is the search for the specifics of an artistic text, the creative self-expression of the artist of the word. The features of the language of fiction as a whole are determined by several factors. It is characterized by a wide metaphorical, figurative language units almost all levels, there is the use of synonyms of all types, ambiguity, different stylistic layers of vocabulary. AT art style(compared to other functional styles) there are their own 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, it is in the context of a given literary work can acquire artistic polysemy, 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 note

· 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- This 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 breadth of topics affects the linguistic features of this style: it becomes necessary to include special vocabulary that requires explanation. On the other hand, a number of such topics are at the center 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 generalization function is inherent.

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

In the preparation of official documents, an important role is played by right choice words that accurately convey 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;

the main essence (“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 typical business speech combinations of words:

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 used polysemantic terms should be taken into account 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, one should distinguish between paronyms - related words that are 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 must not match in form with an existing word, cross with a known phrase model, or coincide with 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 part or parts of words and 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 a 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 error, but this is acceptable if we are talking about 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 of editorial editing:

· 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.

A document submitted by a 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. Letter writers should keep in mind that short forms adjectives are more commonly used in official business speech.

Drafting the text of official documents is a work that involves enough high level language competencies. 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 official 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. Federal Law of 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. Course of lectures: textbook. - 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

Annex 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 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 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 the editorial offices of newspapers, especially in the departments of letters, since materials sent by readers, for various reasons, 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 word order in Russian writing.	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 properly: "Studying the problems of urban transport, scientists have obtained interesting results." Correctly: “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 properly: "The director of the plant noted the importance of the problem." Correctly: "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 properly: "According to your request..." Correctly: "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 is allowed different interpretations, 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 preparation of business documents.

The word order in the sentence is especially rigorous and conservatistic; here much goes against the direct word order inherent in the structure of the Russian language. 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. And the characteristic features of the official business style are 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 a figurative meaning is strictly 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 a 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 official business style includes the following elements lexical constructions.

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 of prepositional combinations and denominative prepositions: to the address, to the force, 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 - this is one language (J), and diplomatic acts related to international relations - memorandums, communiques, statements, conventions are 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 of 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 field 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. This is the State Emblem of the Russian Federation, emblems of an organization or enterprise, images government awards, code of an organization, enterprise or institution (All-Russian Classifier of Enterprises and Organizations - OKPO), document form code (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 a purely legal aspect is read here - the persons who conclude the contract.

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 service 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 guarantee a letter, an act of revision of the cash register 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 relatively closed system 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.

A neutral tone of presentation is the norm of 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 suffixes of subjective evaluation, 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 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, the check established , 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.

Correctly Not properly

Make suggestions Make suggestions

Grant a loan Grant a loan

Own the right Own the right

Enter into force Enter into force

The restriction of the types of language units used in business texts and the general regulation of the form of documents determine another the most important feature business speech -- the high frequency of individual language forms in certain parts of the texts of documents. 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, in this case, the reproducibility of individual language 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.

Opportunities are limited in business speech lexical compatibility words: official letter-- drawn up(not spelled) and sent(not sent), reprimand-- announced, censure-- withdrawn, salary-- installed etc.

- use of verbal nouns.

Correctly Not properly

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”).

Correctly Not properly

Extend roll over

announcement announcement

represent represent

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

1. The predominant use of simple sentences (as a rule, 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. The use of sentences with a large number of 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... a)... b)... in)...;
2. Organize... a)... 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 like:

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. The use of inflection methods atypical for other language styles, 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 the "impoverishment" and even "damage" of the literary language in the standardization of business speech are absolutely wrong. Bad does not "clerk" as such - on the contrary, its development corresponds to the general laws of evolution 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 personal documents. Features of the language and style of service documents

The language and style of various kinds of documents.

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general characteristics

General characteristics of language style

Style vocabulary

Style morphology

Style Syntax

The sphere of official business style in genre diversity

Standardization of business papers

Oral business speech

Requisites

Stenciling

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