official-doc-writer

Party and Government Organ Official Document Generation Skill

Overview

This skill is used to generate official document files that comply with the 'Regulations on the Handling of Official Documents of Party and Government Organs' and the national standard GB/T 9704-2012 'Format for Official Documents of Party and Government Organs', supports multiple official document types, and can export Word documents in standard format.

Quick Start

Using the Executable Script

This skill provides a complete Python script that can directly generate standard-compliant Word documents:

python scripts/generate_official_doc.py

Script location:scripts/generate_official_doc.py

Basic Usage Workflow

Collect official document elements: Extract key information such as document type, issuing organ, principal recipient organ, title, and body text from user input
Call the generation script: Usescripts/generate_official_doc.pyto generate a Word document
Save the document: Save the generated document to the location specified by the user

Font Installation

Overview

According to the national standard GB/T 9704-2012 'Format for Official Documents of Party and Government Organs', official document generation requires the following special fonts. This skill provides a complete font installation solution.

List of Required Fonts

Font Name	Purpose	File Name	Required
FZXiaoBiaoSong_GBK	Issuing organ mark, title	FZXBSJW.TTF	Yes
FangSong_GB2312	Body text, document number	SIMFANG.TTF	Yes
SimHei	Level-1 headings, classification level	SIMHEI.TTF	Yes
KaiTi_GB2312	Level-2 headings, signatory name	SIMKAI.TTF	Yes
SimSun	Page numbers	SIMSUN.TTF	Yes

Automatic Installation (Recommended)

Use the automatic installation script provided by the skill:

# 进入skill目录
cd .trae/skills/official-doc-writer

# 运行安装脚本
python scripts/install_fonts.py

Note：

Windows systems require running as administrator
macOS/Linux systems may require entering a password

Manual Installation

Windows Systems

Copy from the system font directory：

复制字体文件到：C:\Windows\Fonts

or install from the fonts directory：
- Right-click the font file
- Select "Install for all users"

macOS Systems

Copy the font files：

复制字体文件到：~/Library/Fonts

Verify installation：
- Open the "Font Book" app
- Check whether the fonts are installed

Linux Systems

Create a font directory：
```
mkdir -p ~/.fonts
```
Copy the font files：
```
cp fonts/*.ttf ~/.fonts/
```
Update the font cache：
```
fc-cache -fv
```

Font Download

If the system lacks the required fonts, they can be obtained from the following sources:

Method 1: Copy from the Windows system font directory (recommended)

Windows 10/11 systems already include all required fonts (except FZXiaoBiaoSong):

C:\Windows\Fonts

Copy the following files to the skill's fonts directory:

SIMFANG.TTF(FangSong_GB2312)
SIMHEI.TTF(Heiti)
SIMKAI.TTF(Kaiti_GB2312)
SIMSUN.TTF(Songti)

Method 2: Download from official channels

FangZheng XiaoBiaoSong_GBK：

Official website:http://www.foundertype.com/
Note: Commercial license required

Windows system fonts：

Microsoft official website download page
Or copy from the Windows system font directory

Method 3: Use open-source font alternatives

Source Han Serif(replaces Songti)
Source Han Sans(replaces Heiti)

Verify font installation

Running the font installation script will automatically check the fonts installed on the system and display the check results.

Detailed instructions

For complete font download and installation instructions, please refer to:

Font download instructions：fonts/README.md
Font installation script：scripts/install_fonts.py

Conversational interaction mode

Overview

This skill supportsintelligent conversational interaction mode, which collects official document elements through step-by-step guidance, providing a more friendly user experience.

Conversational element list

Core elements (interaction required)

Element	Interaction method	Example dialogue
Document type	Selection dialogue	"What type of official document do you need to generate?\n1. Notice\n2. Report\n3. Request for instructions\n4. Letter\n..."
Issuing authority	Open-ended dialogue	"Please tell me the full name of the issuing authority (e.g., XXX Company)"
Main recipient authority	Open-ended dialogue	"Please tell me the main recipient authority (receiving unit)"
Document title	Guided dialogue	"Please briefly describe the subject of the official document, and I will help you generate a standard title"
Date of issuance	Confirmation dialogue	"Is the date of issuance today (March 13, 2026)?"
Body content	Multi-line input	"Please describe the main content points of the official document"

Optional elements (intelligent interaction)

Element	Trigger condition	Interaction method
Document number	User needs it	Open-ended dialogue
Security classification	User mentions confidentiality	Selection dialogue
Urgency level	User mentions urgency	Selection dialogue
Signatory	Upward document (request for instructions, report)	Open-ended dialogue
Attachment	User mentions attachment	Confirmation dialogue
Copy recipient authority	User mentions copying	Open-ended dialogue
Issuing authority	Default value confirmation	Confirmation dialogue
Date of issue	Default value confirmation	Confirmation dialogue

Intelligent prompt system

Opening phrase suggestions

Automatically recommend appropriate opening phrases based on the document type:

Notice: To..., the following is hereby...:
Report: The following ... is hereby reported:
Request for Instructions: Request for instructions regarding...
Letter: Letter regarding...

Closing phrase suggestions

Automatically recommend appropriate closing phrases based on the document type:

Notice: This is hereby notified.
Report: This is hereby reported.
Request for Instructions: Whether this is appropriate, please instruct.
Letter: Please study and reply by letter.

Technical implementation

Dialogue manager

Usagescripts/dialog_manager.pyManage dialogue state:

from scripts.dialog_manager import create_dialog_manager

# 创建对话管理器
dialog = create_dialog_manager()

# 获取下一个提示
prompt = dialog.get_next_prompt()

# 处理用户输入
dialog.process_user_input(user_input)

# 获取公文内容
content = dialog.get_document_content()

Intelligent suggestion system

Usagescripts/smart_prompts.pyGet intelligent suggestions:

from scripts.smart_prompts import create_smart_prompt_system

# 创建智能提示系统
prompts = create_smart_prompt_system()

# 获取开头语建议
opening_prompts = prompts.get_opening_prompt("通知")

# 获取结尾语建议
ending_prompts = prompts.get_ending_prompt("通知")

# 获取结构建议
structure_hints = prompts.get_structure_hint("通知")

Advantages of the dialogue mode

User-friendly: Step-by-step guidance lowers the usage threshold
Intelligent suggestions: Provides professional official document language suggestions
High flexibility: Supports modification and adjustment at any time
Quality assurance: Ensures all necessary elements are complete
Learning value: Helps users understand official document standards

Usage examples

Example 1: Generate a notice

AI: 您好！我将帮您生成一份公文。请问您需要生成什么类型的公文？
    1. 通知
    2. 报告
    3. 请示
    4. 函
    ...

用户: 通知

AI: 好的，生成通知。请告诉我发文机关的全称：
用户: XXX公司

AI: 收到。请问主送机关（接收单位）是？
用户: 各部门

AI: 请简要描述通知的事由，我将帮您生成规范标题：
用户: 开展2026年度安全检查工作

AI: 我为您生成的标题是："关于开展2026年度安全检查工作的通知"，是否满意？
用户: 满意

AI: 请提供发文字号（格式：机关代字〔年份〕序号号）：
用户: 沈数据〔2026〕1号

AI: 成文日期是今天（2026年3月13日）吗？
用户: 是的

AI: 这份公文需要标注密级吗？
用户: 不需要

AI: 这份公文的紧急程度是？
用户: 不需要

AI: 请描述通知的主要内容要点：
用户: 检查时间、检查范围、检查要求

AI: 这份公文有附件吗？
用户: 没有

AI: 是否需要抄送给其他单位？
用户: 需要抄送给沈阳市应急管理局

AI: 印发机关是发文机关办公室吗？
用户: 是的

AI: 印发日期与成文日期相同吗？
用户: 是的

AI: 现在生成公文预览，请确认...
[预览内容]

AI: 请确认公文内容是否正确？
用户: 确认无误，生成文档

AI: 公文已生成完成！

Technical implementation

Dialogue manager

Usagescripts/dialog_manager.pyManage dialogue state:

from scripts.dialog_manager import create_dialog_manager

# 创建对话管理器
dialog = create_dialog_manager()

# 获取下一个提示
prompt = dialog.get_next_prompt()

# 处理用户输入
dialog.process_user_input(user_input)

# 获取公文内容
content = dialog.get_document_content()

Intelligent suggestion system

Usagescripts/smart_prompts.pyGet intelligent suggestions:

from scripts.smart_prompts import create_smart_prompt_system

# 创建智能提示系统
prompts = create_smart_prompt_system()

# 获取开头语建议
opening_prompts = prompts.get_opening_prompt("通知")

# 获取结尾语建议
ending_prompts = prompts.get_ending_prompt("通知")

# 获取结构建议
structure_hints = prompts.get_structure_hint("通知")

Advantages of the dialogue mode

User-friendly: Step-by-step guidance lowers the usage threshold
Intelligent suggestions: Provides professional official document language suggestions
High flexibility: Supports modification and adjustment at any time
Quality assurance: Ensures all necessary elements are complete
Learning value: Helps users understand official document standards

Supported official document types

Type	Applicable scenario	Document characteristics	Closing phrase
Notice	Issuing and conveying matters that lower-level agencies are required to execute and that relevant units must be informed of or execute	Directive, informative	This is hereby notified.
Circular	Commending advanced deeds, criticizing mistakes, conveying important directives, and informing of important situations	Exemplary, educational	This is hereby circulated.
Report	Reporting work to a higher-level agency, reflecting situations, and replying to inquiries from a higher-level agency	Declarative, reporting	This is hereby reported.
Request for Instructions	Requesting instructions and approval from a higher-level agency	Requesting, awaiting reply	Whether this is appropriate, please instruct.
Letter	Consulting on work, inquiring and replying to questions, requesting approval, and replying to approval matters between agencies with no subordinate relationship	Consultative, flexible	Please study and reply by letter.
Minutes	Record the main circumstances of a meeting and the matters agreed upon	Record-based, summary in nature	-
Decision	Make decisions and arrangements on important matters, reward or punish the relevant units and personnel, and alter or rescind inappropriate decisions of subordinate bodies	Decision-making, authoritative	-
Opinion	Put forward views and handling methods on important issues	Guiding, advisory	-
Reply	Reply to matters requested by a subordinate body	Targeted, responsive	-
Order (Decree)	Promulgate administrative regulations and rules, announce the implementation of major compulsory measures, approve the conferral and promotion of ranks, and commend the relevant units and personnel	Compulsory, solemn	-

Official Document Format Specification (GB/T 9704-2012)

I. Paper and Layout Requirements

1.1 Paper Specification

Paper type: A4 paper
Finished trim size: 210mm × 297mm

1.2 Margins and Type Area

Parameter	Dimension
Head margin (top white edge)	37mm ± 1mm
Binding edge (left white edge)	28mm ± 1mm
Type area size	156mm × 225mm

1.3 Font and Type Size Specification

Element	Font	Type size	Color
Issuing authority logo	Small standard Song typeface	-	Red
Title	Small standard Song typeface	Size 2	Black
Main text	Imitation Song typeface	Size 3	Black
Level-1 heading	Hei typeface	Size 3	Black
Level-2 heading	Kai typeface	Size 3	Black
Level-3/Level-4 heading	Imitation Song typeface	Size 3	Black
Document number	Imitation Song typeface	Size 3	Black
Signatory	Imitation Song typeface (label) / Kai typeface (name)	Size 3	Black
Security classification/Urgency level	Hei typeface	Size 3	Black
Copy recipient	Imitation Song typeface	Size 4	Black
Issuing authority/Date	Imitation Song typeface	Size 4	Black
Page number	Song typeface	Size 4 half-width	Black

1.4 Number of Lines and Characters

Lines per page: 22 lines
Characters per line: 28 characters
Fill the type area: Yes

II. Rules for Arranging Official Document Elements

2.1 Header (the part above the red separator line on the first page of an official document)

Issuing Authority Mark

Content: full name or standardized abbreviation of the issuing authority + the word "Document"
Position: centered, with the top edge 35mm from the top edge of the type area
Font: red small standard Song typeface

Document Number

Format:〔年份〕序号号
Position: two blank lines below the issuing authority mark, centered
Rule: the year is enclosed in hexagonal brackets〔〕, and the sequence number is not padded with leading zeros

Header Separator Line

Position: 4mm below the document number
Specification: red, the same width as the type area

2.2 Body (from below the red separator line to before the record section)

Title

Font: No. 2 small standard Song typeface
Position: two blank lines below the red separator line, centered
Format: issuing authority name + subject matter + document type
Line-wrapping rule: complete word meaning, arranged in a trapezoid or diamond shape

Principal Recipient

Position: one blank line below the title, flush left
Format: a full-width colon after the authority name

Main Text

Font: No. 3 FangSong typeface
Position: the line below the principal recipient name
Indentation: each natural paragraph is indented two characters from the left, with wrapped lines flush left
Structural level ordinals:
- First level:一、(Hei typeface)
- Second level:（一）(Kai typeface)
- Third level:1.(FangSong typeface)
- Fourth level:（1）(FangSong typeface)

Attachment Note

Position: one blank line below the main text, indented two characters from the left
Format:附件：附件名称
When there are multiple attachments, use Arabic numerals to mark the sequence numbers

Issuing Authority Signature

Position: above the date of issuance, centered
For joint documents, arrange in the order of the issuing authorities

Date of Issuance

Format: Arabic numerals, with year, month, and day written in full
Position: centered
Rule: month and day are not padded with leading zeros (1 is not written as 01)

2.3 Record Section (the part below the separator line on the last page of an official document)

Separator Lines

First and last lines: thick lines (0.35mm)
Middle: thin lines (0.25mm)
Width: the same width as the type area

Copy Recipient

Font: No. 4 FangSong typeface
Position: the line above the issuing office and date of issuance
Format:抄送：机关名称。

Issuing Office and Date of Issuance

Font: No. 4 FangSong typeface
Position: above the last separator line
Format: the issuing office is indented one character from the left, and the date of issuance is indented one character from the right

Workflow

Step 1: Requirements Collection

Extract the following information from the user input:

Document Type: notice/report/request for instructions/letter/circular/minutes, etc.
Issuing Authority: full name of the organization
Principal Recipient: receiving organization
Document Number: e.g., "Shen Data [2026] No. 1"
Title: official document title
Body content: Key points of the core content
Date of issuance: e.g. "March 13, 2026"
Attachments: Whether there are attachments (optional)
Copy recipients: Copy recipient units (optional)

Step 2: Generate the document

Usescripts/generate_official_doc.pyscript to generate a Word document:

from scripts.generate_official_doc import create_official_document

content = {
    'issuer': '发文机关名称',
    'doc_number': '发文字号',
    'title': '公文标题',
    'recipient': '主送机关',
    'body': ['正文段落1', '正文段落2'],
    'signer': '发文机关署名',
    'date': '成文日期',
    'attachment': '附件说明（可选）',
    'copy_to': '抄送机关（可选）'
}

doc = create_official_document('公文类型', content)
doc.save('输出文件路径.docx')

Step 3: Format validation

Check the following elements:

Title format is correct
Document reference number format is compliant
Body hierarchy is clear
Language expression is accurate
Elements are complete and comprehensive

Official document language standards

Common opening phrases

Notice:为……，现……如下：、根据……，决定……
Report:现将……报告如下：、关于……情况报告如下：
Request for instructions:关于……的请示、现就……请示如下：
Letter:关于……的函、现就……函告如下：

Common closing phrases

Notice:特此通知。、请认真贯彻执行。
Report:特此报告。、以上报告，请审阅。
Request for instructions:妥否，请批示。、以上请示，请予批复。
Letter:请予研究函复。、特此函告。

Structural hierarchy ordinals

First level:一、、二、、三、
Second level:（一）、（二）、（三）
Third level:1.、2.、3.
Fourth level:（1）、（2）、（3）

Number usage standards

Date of issuance: use Arabic numerals, e.g.2024年1月15日
Document reference number serial number: do not pad with placeholder digits, e.g.1号rather than01号
Statistical data: use Arabic numerals
Approximate numbers: use Chinese characters, e.g.三五天、七八十人

Usage examples

Example 1: Generate a report-type official document

User input:

请帮我生成一份关于XXX公司情况的报告
公文类型：报告
发文机关：XXX公司
主送机关：XX市人民政府国有资产监督管理委员会、XX投资集团
发文字号：XX〔2026〕1号
成文日期：2026年3月13日
抄送机关：XX市数字经济发展局、XX区人民政府
附件：XXX公司核心成果及重点项目清单
正文：[正文内容...]

Processing steps:

Extract official document elements
Callscripts/generate_official_doc.py
Generate a Word document and save it

Example 2: Generate a notice-type official document

User input:

帮我写一个通知，发文机关是XX公司，主送机关是各部门，内容是关于开展安全检查的通知

Processing steps:

Identify the official document type as "notice"
Extract the issuing authority, main recipient authority, and subject matter
Generate a standardized official document title: "Notice on Conducting Safety Inspections"
Write the body text in compliance with official document language standards
Call the script to generate a Word document

Precautions

Element completeness: Ensure all required elements of the official document are present and none are omitted
Format compliance: Strictly follow the GB/T 9704-2012 standard for layout
Language accuracy: Use standard official document language and avoid colloquial expressions
Hierarchical clarity: The body structure should be well-organized with clear logic
Content authenticity: The content of the official document must be truthful, accurate, and complete
Timeliness: Pay attention to the timeliness of official documents, and handle and reply promptly

Reference documents

National standard documents

This skill includes the complete GB/T 9704-2012 national standard document, located in thereferences/directory:

📖 GB/T 9704-2012 Format for Official Documents of Party and Government Organs

This is the authoritative standard for official document formatting, including:

Paper and layout requirements
Rules for arranging official document elements
Font and font size standards
Line count and character count requirements
Printing and binding requirements
Specific formats for official documents (letters, orders, minutes, etc.)
Complete sample illustrations

How to use the reference documents

When generating official documents, national standard documents should be proactively consulted to ensure format accuracy:

When the format is uncertain: Use the Read tool to readreferences/GBT_9704-2012_党政机关公文格式.md
Special format requirements: Consult the "Specific Formats of Official Documents" chapter in the standard
Element arrangement rules: Consult the "Arrangement Rules for Each Element of Official Document Format" chapter in the standard
Font and font size specifications: Consult the "Fonts and Font Sizes" chapter in the standard

Example invocation method:

当需要确认公文格式的具体要求时，请查阅：
- 版心尺寸：查阅标准第5.2.1节
- 字体字号：查阅标准第5.2.2节
- 发文机关标志：查阅标准第7.2.4节
- 标题编排：查阅标准第7.3.1节
- 正文格式：查阅标准第7.3.3节

Other reference standards

"Regulations on the Handling of Official Documents by Party and Government Organs" (Zhongbanfa [2012] No. 14)
GB/T 15834 "Usage of Punctuation Marks"
GB/T 15835 "Usage of Numerals in Publications"

About this skill

Overview

Quick Start

Using the Executable Script

Basic Usage Workflow

Font Installation

Overview

List of Required Fonts

Automatic Installation (Recommended)

Manual Installation

Windows Systems

macOS Systems

Linux Systems

Font Download

Method 1: Copy from the Windows system font directory (recommended)

Method 2: Download from official channels

Method 3: Use open-source font alternatives

Verify font installation

Detailed instructions

Conversational interaction mode

Overview

Conversational element list

Core elements (interaction required)

Optional elements (intelligent interaction)

Intelligent prompt system

Opening phrase suggestions

Closing phrase suggestions

Technical implementation

Dialogue manager

Intelligent suggestion system

Advantages of the dialogue mode

Usage examples

Example 1: Generate a notice

Technical implementation

Dialogue manager

Intelligent suggestion system

Advantages of the dialogue mode

Supported official document types

Official Document Format Specification (GB/T 9704-2012)

I. Paper and Layout Requirements

1.1 Paper Specification

1.2 Margins and Type Area

1.3 Font and Type Size Specification

1.4 Number of Lines and Characters

II. Rules for Arranging Official Document Elements

2.1 Header (the part above the red separator line on the first page of an official document)

2.2 Body (from below the red separator line to before the record section)

2.3 Record Section (the part below the separator line on the last page of an official document)

Workflow

Step 1: Requirements Collection

Step 2: Generate the document

Step 3: Format validation

Official document language standards

Common opening phrases

Common closing phrases

Structural hierarchy ordinals

Number usage standards

Usage examples

Example 1: Generate a report-type official document

Example 2: Generate a notice-type official document

Precautions

Reference documents

National standard documents

How to use the reference documents

Other reference standards