Administrative text: what is it, what are its characteristics, types and more

What is an administrative text?

Administrative texts are defined as all those documents through which citizens and the Administration communicate. They are texts that are mainly characterized by the formalism with which they are elaborated, so that readers or recipients can not only identify them easily, but also understand the information presented to them.

This type of text is considered to be a one-way message, i.e., produced by a sender who does not expect a response from a receiver. In other words, an administrative text does not open the space for dialogue but is limited to a one-way communication, often issued by a specific authority, although it may also be written by the citizen.

What are the characteristics of an administrative text?

In order to identify and distinguish administrative texts among the other non-literary text types, it is necessary to take a look at the most important characteristics of this category and on which they are developed. Let us look at the most important features below:

Character of the text

One of the main characteristics of the administrative text is related to the communicative intention that this type of text has from an objective that is built on a normative and also regulatory character, which is why it is usually issued by a particular authority in front of a group of people, although it can also be addressed to an individual or small group.

Issuer and the domain

A fundamental aspect of this type of text is related to the position occupied by the sender, given that he or she often occupies a space of dominance, while the receiver adopts a somewhat subordinate position. In this case, the sender has a specific identification and presence, while the receiver may be generic and even organized towards a wide audience.

Use of language

The administrative text occupies a specialized language. However, it is important to bear in mind that although it requires a formal language, this does not imply that its receivers are experts in understanding the information, even if this element is not very accessible. Thus, the language used is not very natural and is close to conservatism with an important tinge of formalism, in addition to an overloaded lexicon.

Variety of topics

Another important aspect of the administrative text is linked to the variety of topics that it is possible to develop with this text format, in addition to the fact that it is possible to direct it to a great diversity of related texts with which it can be combined.

Types of administrative texts

A relevant feature of this type of texts, as we mentioned, is that they have a great variety of formats on which they can be developed, which is why among the most important ones we find some models and aspects with which it is also possible that it shares with other non-literary texts. Among them are:

Among the most concrete examples within this type of texts, we find the minutes which accredit specific circumstances or agreements, the reports in which the person in charge develops a detailed text of a process, the certificates through which a record of a specific event is given, the motivated proposals of resolution that collect the proposal, the commercial letter that is sent between companies and individuals, the notification that guarantees the receipt of the recipient, the curriculum vitae in which the personal, academic and labor information of a person is summarized, among others.

Structure of the administrative text

Now, with regard to the structure of this type of document, it is necessary to consider that it is in fact one of the most common problems encountered when drafting this type of text, since it may depend on the intention or the specific information to be included.

However, we can identify a series of aspects that make up this type of text and that allow the author or writer to structure the document according to its main function:

Identification

This refers to the information regarding who is the issuer of the document. In other words, this part must identify the authority that is sending the administrative document to its addressees.

Justification

Subsequently, the text must include the motivation or justification for sending the information or message. The aspects that made the communication through the text necessary.

Resolution

This part contains all the dispositive section in which the resolution of the situation, problem or requirement by the issuing authority is proposed. To this section it is possible to add more complementary information, recommendations, clarifications, among other data, although it is recommended that it be in separate paragraphs.

Elements for writing an administrative text

These are the essential elements that must be taken into account when writing an administrative text. It is important to bear in mind that according to the field in which it is required, the structure of the document may vary, let’s see:

Necessary data

The first thing to do is to gather all the data elements that are needed when writing this type of text. In this sense, it is necessary to have all the resources that are part of the corporate identity, such as fonts, font body and size, symbols, colors that are subject to this identity, among other aspects.

Regarding the data of the addressee or citizen, it is recommended to use only the most necessary for the diligence. No request for previously known information should be made.

Paragraph organization

It is very important that the arrangement of the paragraphs is made according to the follow-up of the information being presented. In this case, the use of concrete paragraphs is recommended, preferably short ones in which direct language predominates and that is as understandable as possible, since it is a document that will be reviewed by several people, in most cases. A simple language that goes to the specific topic is ideal in this type of text.

Use of title

This is an element that is usually considered especially in texts that are addressed to an individual addressee. The use of the title is a resource that makes it easier for the reader to contextualize and subsequently understand the message conveyed in the document, thus identifying what the content is about. Among these titles we find: diligence, notification, note, notice, notice, among others.

Copies for the addressees

If it is an administrative document that will be addressed to several citizens, it is recommended that several copies be printed, so that each of them can have access to the information or message and consult it if required.

Limitation of politeness formulas

When writing this type of text, it is recommended that politeness formulas be limited as much as possible. These formulas imply the presence of farewells or extensive greetings that have no place in this type of text, since what is really important is the content of the concrete and central information.

To learn more about other types of non-literary text, or other manifestations of text and the literary field, we invite you to continue browsing our section dedicated to this type of art, where you can find much more information to continue learning.