Official Document Writing & Compliance Review
Official documents in government and enterprise work come with defined document types, direction of correspondence, and layout requirements. LanMate breaks this into four steps: decide the document type and direction, write the content, lay it out to GB/T 9704-2012 and self-check, then run a compliance scan.
Capabilities Used
- Built-in skill
lanmate-gov-doc-writing: document-type judgment, correspondence rules, and writing methodology - Built-in skill
lanmate-docx: GB/T 9704-2012 layout, document-number validation, layout self-check (about 20 PASS/FAIL items) - Skill marketplace: official-document formatter (a Markdown pipeline for six document types), content compliance detector, AI-trace remover
The finished document is produced by
lanmate-docx; the marketplace formatter arranges content into official-document structure, and the final DOCX still goes to the built-in capability for layout.
Templates and Letterhead Modes Are Two Dimensions
When creating a document you can choose from 18 official-document templates: the 15 statutory document types (Resolution, Decision, Order, Communiqué, Announcement, Circular, Opinion, Notice, Bulletin, Report, Request for Instructions, Official Reply, Proposal, Letter, Minutes), plus three layouts — red-header document (upward), red-header document (downward), and plain document (no red header).
The layout engine has a separate set of 3 letterhead modes, which is a different dimension from the templates above:
| Letterhead mode | Best for | What’s in the file |
|---|---|---|
Digital red header digital |
Issuing an electronic official document directly | Full red letterhead, document number, red divider line |
Preprinted letterhead preprinted |
Printing onto red-header paper your organization has already printed | No red header drawn; letterhead height reserved so the document number and body start in the right place |
Plain document none |
Internal reports, proposals, briefings | No red-header elements at all — only title, addressee, body, signature, and date |
Don’t force a red header onto ordinary internal material. Choose the digital or preprinted letterhead only when a formal document is being issued.
Recommended Workflow
| Step | What LanMate does | What you confirm |
|---|---|---|
| 1 | Determine the document type and direction (upward / downward / parallel) | Document type, issuing organ, addressee, whether a signatory is required |
| 2 | Write the body for that document type, adding title, attachment note, signature, and date | Facts, figures, policy wording |
| 3 | Lay out to GB/T 9704-2012 and generate the DOCX | Letterhead mode, document number, addressee, date of issue |
| 4 | Run the layout self-check and compliance scan, and output an issue list | Whether the high-risk hits get replaced |
Example Prompts
Drafting a training notice
Draft a training notice for me.
Issuing organ: General Office
Addressee: All departments
Document type: Notice
Key points:
- Topic: Information security awareness training
- Time: August 15, 2026, 14:00-16:00
- Venue: Third-floor multipurpose hall
- Attendees: All employees
- Requirements: Sign in 10 minutes early; keep phones on silent during the session
Lay it out to GB/T 9704-2012 and output a Word document.Official document formatting
Lay out the following content to GB/T 9704-2012:
- Document type: Report
- Issuing organ: XX Municipal XX Bureau
- Document number: X Xin [2026] No. 12
- Signatory: XXX
- Title: Report on Informatization Work in the First Half of the Year
- Addressee: XX Municipal People's Government
- Body: (paste your content)
Letterhead mode: digital red header.
Generate the complete structure: letterhead, document number, title, addressee, body, attachment note, issuing-organ signature, date of issue, and imprint.A report is an upward document: it must carry a signatory and be addressed to the superior organ, not to an individual leader. For matters that need superior approval, use a Request for Instructions, not a Report.
Compliance scan
Run a compliance scan over this official document:
1. Prohibited terms under advertising law (absolute claims, false promises, restricted medical wording)
2. Politically sensitive expressions
3. Common sensitive words
Output a risk report: matched terms, surrounding context, risk level (high / medium / low), and suggested replacements.Acceptance Checks
- Correct letterhead mode: plain document for internal material; digital or preprinted letterhead only for formal issuance
- Complete statutory elements: document number, title, addressee, body, attachment note, issuing-organ signature, date of issue, imprint
- GB/T 9704-2012 compliant layout: 156×225 mm type area, body in No. 3 FangSong, fixed 28.8 pt line spacing, title in No. 2 XiaoBiaoSong, page numbers as “— 1 —” (odd pages right, even pages left)
- Document type matches direction: upward documents carry a signatory; Requests for Instructions and Reports are never mixed up
- No high-risk items in the compliance scan, and the tone is formal and concise
Common Mistakes
| Common mistake | Why it happens | Better approach |
|---|---|---|
| Internal reports wearing a red header | Treating “official document templates” as the default style for every document | Use the plain document for internal material; pick a red-header mode only for formal issuance |
| Report addressed to a leader | Following everyday reporting habits | Address reports to the superior organ; switch to a Request for Instructions when approval is needed |
| Upward document missing a signatory | Focusing only on the body | Reports, Requests for Instructions, and Proposals all need a signatory |
| Wrong document-number format | Typing “[2026]12” by hand | Use “organ code〔year〕serial number”; square brackets are normalized to 〔〕 automatically |
| Skipping the self-check after generation | Assuming layout done means done | Run the layout self-check and compliance scan, and close out each item on the list |