Impersonality, clarity and conciseness are some of the characteristics required in textual production
Most tender notices require some information on official writing. The Writing Manual of the Presidency of the Republic was created with the aim of standardizing the official written communication of the Public Authority, specifying the rules for the use of language in administrative documents. It is also proposed to standardize the correct rule for writing the message.
What does the official writing manual say?
The manual clarifies that official writing must be characterized by impersonality, use of cultured linguistic standards, clarity, conciseness, formality and uniformity. These characteristics derive from the Constitution, which provides, in article 37:
“The direct, indirect or foundation public administration of any Power of the Union, of the States, of the Federal District and of the Municipalities will obey the principles of legality, impersonality, morality, publicity and efficiency […]”.
Therefore, a regulatory act and official communications of any nature must have transparency of meaning, as well as their intelligibility: requirements of the rule of law itself. A legal text that is not understood by citizens is not accepted. It must necessarily have it clarity and cohesion. If it cannot be personal, it must always be written in third person singular/plural or first person plural.
Forms of communication
Craft
Communication which is issued exclusively to deal with official matters between public administration bodies or to private individuals.
Memorandum
Method of communication between administrative units of the same institution, which may be hierarchically at the same level or at different levels. It is, therefore, an eminently internal form of communication.
Criteria that both contents must satisfy
1. File type and number: followed by the acronym of the issuing body, example: Mem.
2. Place and date: in which it was signed, in full, aligned to the right;
3. Subject: summary of content;
4. Recipient: the name and title of the person to whom the message is addressed communication. In the case of a letter, the address must also be reported;
5. Text: In cases where it is not a question of merely sending documents, the file must contain the structure:
- Introduction, which is confused with the opening paragraph, in which the topic that motivates the communication is presented;
- Development, where the topic is detailed. If the text contains multiple ideas on the topic, these must be treated in separate paragraphs, which gives greater clarity to the exposition;
- Conclusion, in which the recommended position on the topic is reaffirmed or simply re-presented.
The paragraphs of the text must be numbered, except when they are organized into headings or titles and subtitles.
6. Closing: signal that the correspondence has ended;
7. Author’s signature: communication;
8. Identification of the signatory: sender identification.
Text layout
Source
You must use Times New Roman font, size 12. text overall, 11 in citations and 10 in footnotes.
Symbols
TO symbols Not available in Times New Roman font, you can use Symbol and Wingdings fonts.
Page number
It is mandatory to insert the page number from the second page onwards.
Mirrored margin
Official letters, memos and attachments can be printed on both sides of the paper. In this case, the distances of the left and right margins will be reversed on even pages (“mirror margin”).
Margins
The beginning of each paragraph of text must be 2.5 cm from the left margin. The field assigned to the left lateral margin will be at least 3 cm wide. The field intended for the right lateral margin will be 1.5 cm.
Spacing
You must use single spacing between lines and 6 points after each paragraph or a blank line.
Don’t overuse formatting
It doesn’t have to be there abuse in the use of bolditalic, underline, capitalization, drop shadow, shadow, emboss, borders or any other form of formatting that affects the elegance and sobriety of the document.
Color printing
The texts must be printed in black and on white paper. Color printing for graphics and illustrations only.
Type of paper for printing
All Legal Standard document types must be printed on A4 (29.7 x 21 cm) paper.
Text files
As far as possible, all documents prepared must have the text file retained for subsequent consultation or use of extracts for similar cases.
File name format
To facilitate searching, file names should be formed as follows: document type + document number + content keywords.
By Tao Consult
Source: Terra
Rose James is a Gossipify movie and series reviewer known for her in-depth analysis and unique perspective on the latest releases. With a background in film studies, she provides engaging and informative reviews, and keeps readers up to date with industry trends and emerging talents.
