How to write office documents
Every young developer starting a career in a more or less large company sooner or later faces the need to write official documents. The story usually begins with similar phrases:
- Already done an assignment? Write a report on the work done.
- Your computer must be taken from the service. You go and write a receipt and pick it up.
- Do you need to upgrade your computer? Write a memo.
- When are you planning a vacation? Write a statement to the personnel department.
And how to write? This is not a code in any programming language, it is a text that a person will read. This text even sometimes (oh horror!) Must be written on paper by hand. Often the writing of such documents is not taught in technical universities and understanding of what to do, a person does not have at all.
So, the first thing to do is to ask the person who gave you the task - is there a standard template for this document. Do not be shy to ask this! Firstly, you studied at a university for 5 years in a technical specialty, and not as a documentary specialist or archivist. It is not your main specialty to write documents, there is nothing wrong with your ignorance or lack of experience. Secondly, each company has its own standards for processing such papers, which may also vary depending on changes in legislation or changes in key figures in the company (chief accountant, director, head of human resources department). By the way, for the same reason, you should not start rummaging in search of such a document on the Internet. Of course, you will find something, but it’s not a fact that it will work in your company specifically. There is nothing wrong with to clarify the current standard, if it is not known to you. When asked about the standard, you can be given 2 answers (we are happy with both).
1. Here is the standard, hold
Everything is simple here. We take a sample, write in the same way. The main thing here is not to forget to write last names and dates, not as in the model, but your own. :)
2. And there’s no standard
At first, the answer is scary. The thought arises - what to do? No panic. Actually, it's still easier. If there is no standard, then no one will say that what will be written is done not according to the standard (logically, right?). So, you can actually write in free form. Moreover, what is written is likely to become the standard in this company from now on and forever. Therefore, we write something like this: at the top right to whom and from whom the document (with full names and positions). In the center below - the name of the document ("report", "statement", "memo"). Further, the text in a completely free presentation (well, except that without the mats, lies or familiarity). Below is the date and signature. Fields - 2 cm on the left and 1 cm on the other sides. All.
The advantage here is that an intelligent person, reading this paper, will read the central part - i.e. the very essence of the document, and he will understand it. He doesn’t give a damn about the design and things and his document suits him. And a fool or a rat-dog will not be able to screw up a document with the correct header and footer - for them, such a piece of paper is sacred regardless of the internal content of the text and such a document will suit them too.
PS Perhaps I wrote a triviality, however, the panic of young employees from the inability to do the task assigned is a very frequent thing (and often very destructive). I wish that at least from such simple and everyday trifles as such papers, it did not arise.