Guidelines for presenting standard documents and drafting administrative documents correctly

I. Guidelines for presenting standardized documents and drafting administrative texts accurately

Firstly, readers need to understand some concepts related to presenting a standardized administrative document:

- Standard administrative document format: It consists of various components, including common elements applicable to all types of documents and additional elements in specific cases or for certain types of documents.

- Standard techniques for formatting administrative documents include paper size, layout styles, page margin settings, structural elements, standard font size, font type, and various presentation styles depending on the document type. Among these, the standard font size for administrative documents is the most crucial factor users need to understand.

- According to the regulations for standardized documents, users are only allowed to use two specific paper sizes, A4 and A5, for drafting standardized administrative documents. Both paper sizes must adhere to specific rules regarding margin alignment from the top, bottom, left, and right. If your computer does not have the required fonts installed, please download and install the fonts on your computer to obtain the most standardized administrative document presentation font set. Nowadays, most computers in Vietnam are installed with Unicode fonts as a common standard for presenting standardized administrative documents.

- Paper size: Administrative documents are presented on A4 paper (210 mm x 297 mm). Documents such as introduction letters, receipt acknowledgment papers, dispatch slips, and transfer forms are presented on A5 paper (148 mm x 210 mm) or on pre-printed form paper (A5 size).

- Layout styles for administrative documents:

Administrative documents are formatted according to the length of A4 paper (portrait orientation). In cases where the content includes tables, charts, but they are not made into separate appendices, the document can be formatted according to the width of the paper (landscape orientation).

- Page margin settings (A4 size):

Top margin: 20 - 25 mm;
Bottom margin: 20 - 25 mm;
Left margin: 30 - 35 mm;
Right margin: 15 - 20 mm.

Read more: Aligning margins in Word

- Positioning the formatting of documents:

The positioning of the formatting elements of a document on an A4 paper is carried out according to the layout diagram of the formatting elements accompanying Decree No. 01/2011/TT-BNV issued by the Ministry of Internal Affairs.

LAYOUT DIAGRAM OF FORMATTING ELEMENTS
(On one A4 paper: 210 mm x 297 mm)

Explanation of components in the layout diagram of document formatting elements:

*For a common Administrative Management document, readers can refer to the detailed administrative document standards in the image below:

- Although the content of each document may vary, they must all adhere to a specific standard Vietnamese font. All administrative documents must be typed on a computer using Vietnamese font, Unicode encoding according to Vietnamese Standard TCVN 6909:2001 (Article 4 of Decree 01 of the Ministry of Internal Affairs).
Font size is also regulated depending on the position, such as titles and headings having their own sizes, typically ranging from 12, 13, and 14 as per Word processing tool units.
Example:

SOCIALIST REPUBLIC OF VIETNAM
Independence - Freedom - Happiness

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4. Apache OpenOffice

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This article references a decree issued by the Ministry of Internal Affairs

To optimize the presentation experience of administrative documents, users should also explore and familiarize themselves with Word shortcuts to enhance their efficiency. Word shortcuts are easy to remember and can facilitate the execution of commands in Word effortlessly.

Explore more: Word shortcuts