Language Differences in Formal and Informal Business Correspondence 正式与非正式商务英语信函的语言差异.doc

Language Differences in Formal and Informal Business Correspondence正式与非正式商务英语信函的语言差异ABSTRACTWith the development of the globalization and Chinas entry to the WTO, the international business has been going through a booming period. Foreign trades of domestic enterprises have been enhanced dramatically and a number of enterprises have set up factories and offices overseas. At the same time, many multinational enterprises have entered Chinese market. These companies and their employees use English as the international business language to communicate with each other. Business English correspondence is an important carrier of international trade because it is a way of communication used most frequently in international business. Moreover, it is the basic tool to develop foreign trade. Business English correspondence is a common style of international commercial and trading activities. And it serves as a communicative tool in the field of international business. The characteristics of business English correspondence reflect those of international business. Therefore, the wording, syntax, expression style, significance and meaning are the essence of commerce. In daily business activities, correspondence is one of the important media, which has many forms and styles. Due to factors such as different relations between businesses, all the writings can be divided into two categories, formal and informal. The variations of these two mainly lie in language. This paper is a comparison and analysis in this respect. In order to conduct the business effectively, we have to improve the quality of our correspondence. Therefore studying the differences between formal and informal business English correspondence has substantial significance.Keywords: business English correspondence, formal, informal, language variation摘 要随着世界经济一体化的发展以及中国加入世界贸易组织WTO，国际间商务活动日益频繁，我国很多企业的对外贸易业务增多，有许多企业到海外办厂或设办事处；同时，许多跨国公司进军中国市场，这些公司以及公司员工都要用英语这个最常用的国际商务工作语言进行交流。商务英语函电是国际贸易活动的重要载体,是国际商务往来最为经常使用的联系方式,也是开展对外贸易及有关商务活动的基础和工具。商务英语函电是国际商贸活动中常见的一种文体,因其产生和服务于各种各样的商务业务范畴。 商务英语函电是商务英语在国际商务领域中的具体应用，其语言特点反映着国际商务的特点。因此其措辞、句法、表达风格、意义和内涵等都具有商业的韵味。商务英语写作是商务活动的重要媒体之一，形式和语体多种多样。由于公司间贸易关系的亲疏程度不同，商务英语信函可以分成正式和非正式两大类，它们的区别主要从语言上体现出来，本文主要就这方面进行一定的对比和分析。为了实现有效的商务交流与沟通,现在对商务英语应用文的质量的要求也越来越高，那么我们研究正式与非正式商务英语函电的语言区别就有意义了。关键词: 商务英语写作， 正式， 非正式， 语言差异CONTENTS AbstractI摘 要II1 Introduction11.1The Communicated Function of Business Correspondence11.2 Language Style of Business Correspondence11.2.1 Courtesy21.2.2 Consideration21.2.3 Clarity31.2.4 Completeness31.2.5 Conciseness41.2.6 Concreteness41.2.7 Correctness52 How to Distinguish the Formal and Informal Business Correspondences62.1 An Analysis of Modern Informal Business Correspondence (E-mail)62.1.1 Layout62.1.2 Linguistic Features72.2 An Analysis of Formal Business Correspondences Linguistic Features82.2.1 Use Professional Items and Use Abbreviations.92.2.2 The Differences of the Meaning92.2.3 The Choice of Prepositions of Time102.2.4 The Use of Written Language102.2.5 Use of Periphrasis113 Language Differences in Formal and Informal Business Correspondence133.1 The Salutation:153.2 Subject Line:153.3 The Choice of Language Style:153.4 Signature:163.5 Titles:163.6 Complimentary Close:164 What You Need to Grasp Correctly When Writing Formal and Informal Business Correspondence174.1 Familiarity174.2 Tone174.3 Word Choice184.3.1 Use Personal References194.3.2 A Conversational but Professional Tone19Conclusion20References21Acknowledgement221 IntroductionBusiness English correspondence can be defined as a message that attempts to influence its recipients to take some action or attitude desired by the sender. In other words, the correspondent tries to get his or her reader to agree with him/ her. This attempt at agreement should always be part of the letter, whether the desired result is of immediate importance, such as the collection of a bill, or whether it is an intangible attitude like goodwill. Any type of letter can be judged in terms of how successfully it gains agreement from the reader. Although business English writing usually belongs to “formal English style”, informal business English correspondence is still used widely as well. The type of writing style we should use in business letters depends on the relationship between the companies, or, more exactly, depends on the familiarity between the writer and the reader. The important point we should bear in mind is to write the correspondence in accordance with the relationship.1.1The Communicated Function of Business CorrespondenceThe aim of business correspondence is to resolve the specific affairs during the process of foreign trade. All the letters go on with the start, development and end of business activities. In the different phases, business correspondence plays different roles. For example, establishment of business relationship, sales promotion, claim for compensation, bargaining, transmission of information, transaction of a variety of documents, application and etc. All those functions can be divided into four categories. The first category is message requests and responses, such as status investigations, inquiry, offer and the various messages of the business development. The second category is negotiation of business affairs, such as price, commission, discount, quality; terms of payment, packing, insurance, time of shipment, all the bargaining for the terms belong to this category. The third category is establishment of cooperative relation. This kind of correspondence does not resolve specific affairs. It just commends its company to other companies by showing off their intelligence, capability, outstanding achievement and good faith. The fourth category is claim. Request the other side to commit the loss when they disobey contract. Pragmatic functions of business correspondence decide its language style.1.2 Language Style of Business CorrespondenceBusiness correspondence is different from the personal correspondence. Therefore we need to grasp its language style correctly. They are written for information exchange. As we know, the most effective letter should be easy to read and easy to understand. We should bear in mind a point that business letters play an important role in the development of friendly business relationships. Generally speaking, we call them seven “C” principles: courtesy, consideration, clarity, completeness, conciseness, concreteness and correctness.1.2.1 CourtesyCourtesy means to show sincere politeness, heartfelt respect, considerate understanding, thoughtful appreciation, honest friendship and in your letters. Try your best to avoid using the impolite and unpleasant phrases. Let the readers feel your respect. You have to grasp the right tone before writing. In your letter, you should convince the reader with your firm stance but still let them feel your kindness. The proper tone will let the reader feel warm and keep them interested. Reply the letter in time is courtesy. Even if you do not think the recipient is right, you should still respond politely and tactfully.Example:(a) We are sorry that you misunderstood us. (b) We are sorry that we did not make ourselves clear.Those sentences are saying the same meaning, but As tone is blaming the other side. Bs tone is bearing the duty actively. The difference between those is in the expression. The reader will get a very different mood from them. Through the comparison of the example, we should grasp the principle of courtesy. Poor: You did not enclose the price lists in your letter.Better: The price lists were not enclosed in your letter.Poor: We must refuse your offer.Better: We regret that we are unable to accept your offer.1.2.2 Consideration The consideration principle, it requires the writer to use “You-attitude”, not “We-attitude”. Try to put yourself in his or her place to give consideration to his or her wishes, demands, interests and difficulties. In order to impress your readers with goodwill, the contents of your letter must be the well-connected to communicate your message. The best effect is a letter that achieves its purpose while refraining from harming business relationship or friendship. Even if you receive an impolite or unfriendly letter, do not reply the writer with a mean tone. Use the positive tone as much as possible and try to avoid using negative tone. Here are some examples to experience the tone and attitude.Example:Poor: We allow 3 percent discount (We-attitude) Better: You earn 3 percent discount (You-attitude)Poor: We do not believe you will have cause for dissatisfaction (Negative)Better: We feel sure that you will be satisfied (Positive)1.2.3ClarityThe writer should keep in mind what he/she wants to say in a letter. We can not let the reader misunderstand us or our intention. Therefore, we need to avoid using imprecise and obscure words. It is welcomed to use the simplest language, plain and simple words are easier to be understood. A properly paragraph is required for the purpose of clarity. Generally, one paragraph should surround one topic. Clear correspondences abound with sincerity. Example:1) As to the steamer sailing from Shanghai to Los Angeles, we have bimonthly direct services. Bimonthly has two definitions. It could express twice a month or once two months. So, it is very easy to be understood. Therefore, it needs to be revised as follows:(a) We have two direct sailings every month from Shanghai to Los Angeles.(b) We have a direct sailing from Shanghai to Los Angeles every two months.2) (a) Only we shall be able to supply 10 tons of this item.(b) We shall be able to supply only 10 tons of this item.“Only” in the different positions, then the sentences have different meanings. We should pay more attention to that. First sentence infers that no one else can supply this item that much -only we can supply 10 tons. Second sentence means our stock just has 10 tons. 1.2.4 CompletenessThe business correspondence should contain all the necessary information. Avoid using postscript, if not, the reader will feel your attitude is not sincere and you are not doing business seriously. An incomplete letter will upset the reader by not telling the information that is needed. Additionally, this will delay each others work. For example, if the buyer accepted an offer, then he/ she should reply it in accordance with the contents. Generally, we could summarize them as “5Ws” (who, what, when, where, why) and “1H” (how), which help to check the completeness of the correspondence. Who places the order? What is the product? When to pack? Where is the port? How to pay? If you have some special request, you need to explain “why”. Example:Dear Sir:Re: SweatersWith reference to your letter of May 8. We are pleased to accept your offer as per your Quotation Sheet No. 1/01/2OD5 for the follow:50 dozen. Cashmere sweater, small, CIF Hamburg US$150.00 per dozen.70 dozen. Cashmere sweater, medium, CIF Hamburg US$180.00 per dozen.50 dozen. Cashmere sweater, large, CIF Hamburg US$200.00 per dozen.Packing: Each Sweater to be packed in a poly bag, per dozen in a tin lined carton, with 10 dozen to a wooden case.Payment: 100% by irrevocable letter of credit and drawn at sight. Delivery: May/June.Other terms as per your quotationYours Truly1.2.5 ConcisenessConciseness is the first request of correspondence. It requires the writer to complete message by using the briefest expression without sacrificing clarity or courtesy. A good business letter should be precise and get the point. Single words are more efficient than phrases. Phrases are more efficient than sentences. Wordy language requires more time to type and to read, therefore less desirable in the business world.Example:Poor: We have begun to export our machines to the foreign countries.Better: We have begun to export machines.Poor: I wish to express my heartfelt gratitude to you for your kind cooperation.Better: Thank you for your kind cooperation.1.2.6 ConcretenessBusiness letter should be specific, definite rather than vague, abstract. For instance, qualities or characters of goods should be shown with exact figures while avoiding words like short, long or good. Avoid using the expressions such as yesterday, next month, immediately, etc. Give specific time (with date, month, year and even offer hour, and minute if necessary). Business correspondence refers to time, and money, therefore use the clearest expressions when writing the business letters. Example:Poor: We have drawn on you as usual under your L/C.Better: We have drawn on you our sight draft No.345 for the Invoice amount, US$5600.00, under your L/C No. 246 of the China Bank.Poor: We wish to confirm our telex dispatched yesterday.Better: We confirm our telex from July 2nd, 2005.1.2.7 CorrectnessCorrectness not only means proper expressions with correct grammar, punctuation and spelling, but also means appropriate tone, specific language, and numerical precision. Double check the correctness of the content before signing a business letter. Make sure all the contents you are talking about in the letter are right and use the trade terms correctly. Business letters must be the factual information, accurate figures and exact terms in particular, for they involve the rights, the duties of both sides. Therefore we should not understate nor overstate the truth. Example:Poor: It is the lowest price available to you.Better: It is the lowest piece we can offer you now.Poor: The goods supplied are exactly equal to the samples.Better: The goods supplied are similar in quality to the sample.Poor: The offer is open for five days.Better: The offer is open for five days inclusive of the date of dispatch.In conclusion, no one can ignore the important role that played by a business letter in business communication, therefore, it is necessary for us to take our business English writing to a higher level. We need to grasp the seven “C” principles which are the key points to write the business letters well. Finally, we need to understand that the seven “C” principles are complementary to each other, and in actual use we need to take all principles into consideration.2. How to Distinguish the Formal and Informal Business CorrespondencesBusiness correspondences language has a special style. At the same time, its content and expression are different from personal correspondence. As Martin Joos (1962) said there are five classifications of English style. Business correspondences intervene in the frozen style and consultative style. It is formal style. Personal corr