The Characteristics of Business Correspondence商务书信的语言特点.doc

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1、辽宁师范大学继续教育本科毕 业 论 文题 目： The Characteristics of Business Correspondence 专 业： 英语 办学形式： 年 级：2009 级（专升本）姓 名： 学 号： 指导教师： 教师单位： 鞍山师范学院 教学单位： Contents摘要AbstractIntroduction1Part One. Linguistic features of Business Correspondence2. Clear2. Complete4. Concise6. Concrete8. Courteous9. Conversational9. Correc

2、t11Part Two. Textual structure of Business Correspondence12Part Three. Grammar of Business Correspondence13. Pronouns14. Pronouns and Antecedents14. Subject and Verb Agreement15. Parallel Structure16. Jargon16. Complex and Long Sentence17Part Four. Lexis of Business Correspondence18Conclusion19Notes

3、21Bibliography22Acknowledgement23商务书信的语言特点摘要在国际贸易中，一笔交易，除当面洽谈外，通常是采用书信、传真、电子邮件、电话等方式进行洽商，最终达成协议，签订合同，以确立合同当事人之间的经济关系。尽管随着科学技术的发展，诸多通讯手段正广泛应用于国际经济交往和贸易活动中，但是，商务书信仍然具有特殊的重要性。本文通过对商务书信中语言特征、语篇结构及词汇上的分析，总结出商务书信具有清晰、完整、简洁、具体、积极建设性、会话性、准确等语言特点。关键词：商务书信 英语 语言特点 语篇结构 The Characteristics of Business Correspo

4、ndenceAbstract In the international trade, a transaction, besides discusses in front, usually take the methods with the correspondence, fax, e-mail, telephone and so on to carry on discusses and makes arrangements, reaches the agreement finally, sign the contract, establishes business relations betw

5、een two parties. Although along with sciences and technologys development, many communication methods widely applies in the international economy contact and the trade activity, but, the commercial correspondence still have the special importance. This paper analyze the commercial correspondence in

6、the s, the textual structure, the lexis and come to the conclusion that the commercial correspondence have the 7Cs, that is Clear, Complete, Concise, Concrete, Courteous, Conversational, Correct language features and so on .Keywords: business correspondence English linguistic feature textual structu

7、reIntroductionThe early years of our new century have been a period of unprecedented technological advancement. From cell-phones to 3G online, from test massaging to PC faxing, our communications tools and techniques are becoming ever more sophisticated. Today we are able to organize, transmit, and

8、use information at speeds unimaginable only a few years ago and we anticipate future developments that are equally unimaginable today. Nevertheless, the “information superhighway” notwithstanding, communications technology has not supplanted communications know-how. We still require information and

9、ideas to be expressed in clear, completely, and the person who can compose such information is a part of business organization. Therefore, business correspondence language still continues to be a highly marketable skill in todays workplace.From the perspective of linguistic carrier, business corresp

10、ondence should be used in a business environment. It belongs to ESP (English for special purposes, the English need by a particular group of learners could be identified by analyzing the linguistic characteristics of their specialist of work or study.), and emphasizes the special communication in th

11、e specific circumstances. It is a comprehensive discipline which is combined with English writing and foreign trade practice with content, difficulty and practicability of nature. It has a very difference from the nature of ordinary English or other specialized English in content or formally. It inv

12、olves foreign trade practices each part. Mainly includes: Establishing business relations; Enquiries and Replies; Quotations, Sales Letters, Offers and Counter Offers; Orders, Acceptances; Sales confirmation and Purchase contract; Payment; Packing; Transport and Insurance; Complaint, Claim and Settl

13、ement etc. Thus it can be seen although the business correspondence is not the foreign trade practice lesson, but involves the operational method in the foreign trade. This paper will from the linguistic features, the textual structure, and the lexis three parts to analyze the characteristics of bus

14、iness correspondence.Part One. Linguistic features of Business CorrespondenceLanguage is a means of communication. This may seem like a foolishly simple observation to make, but remember that for communication to be completed successfully a sender must convey his or her message so that the receiver

15、not only receives, but also understands, the message. If language is not used clearly and accurately, the communication process cannot be successfully completed.A simple rule to remember is that the English you use in your everyday business should be the same good English used by people in all walks

16、 of life. Granted, there may be terms intrinsic to your industry, but there is not a special type of business English to be learned and used when writing business letters. Good English is good English.Business correspondence is one of the common styles in the international business activities. Becau

17、se of its production and service in various commercial business scopes, reflecting the professional and business-related content. Therefore, the wording, syntax, expression style, meaning and content has the style of the business. Cooperation and competition, rights and obligations, faith and claim,

18、 goods delivery and payment will always be topics for the business people. Each expression should be tried to be concise and accurate, strong and mild, firm but not tough, rigorous and without losing humorous. It is usually to be used strictly “7Cs” principles of writing, that is Clear, Complete, Co

19、ncise, Concrete, Constructive, Conversational and Correct. ClearThe goal of clarity is that the reader understands precisely what you are saying. The language of your correspondence should be adapted to the recipient. This means that you write in a matter-of-fact, conversational tone. Use specific e

20、xamples the reader can relate to. Dont assume that your reader understands the jargon of your trade. Remember, most letters will be read by people other than the recipient of the letter. These people may be unfamiliar with the technical language or jargon you use. Clarity also means organizing your

21、correspondence or letter so each paragraph deals with only one main idea and presenting your ideas in a logical order. Your letter should not be a collection of random ideas. It should be single-minded in its purpose.This is the cornerstone of effective communication and requires considerable effort

22、 on the writers part. It includes writing to the readers level of understanding, but not down to the reader. It means using language, words, and phrases that reader understands, while avoiding all jargon and unfamiliar words and phrases. It involves coherently and logically ordering thoughts and ide

23、as structuring paragraphs so that each idea has its own place in the correspondence. Good narratives are designed to make the desired impact. Remember, it is writers obligation to clearly communicate so that the reader can understand, not the other way around. Be clear and straightforward in corresp

24、ondences. Write what you mean. Dont write in circles, making reader guess what you mean. Take the following example of a writer who wants to tell a customer about an important organization:My correspondence was initiated to inform you of the high caliber of programs and activities of an organization

25、 in which I have enjoyed being involved over the past few years. The County Business Association has served to keep me informed of, and actively involved in, the current political and economic issues affecting small businesses through its monthly breakfast meetings with interesting and impressive sp

26、eakers, its newsletter on legislative activities in Washington, and several other programs outlined in the attached letter.There are many problems with this example. Lets start by examining the clarity and directness of the statement. Since the writer of the letter wants to inform the reader about a

27、n important organization, why didnt the writer come right out and do so by writing:I am writing to you about the high-caliber programs and activities offered by the County Business Association, an organization in which I have been involved for the past few years.In the writers version of the letter,

28、 it is not until the second sentence of the paragraph that we even learn the name of the important organization. If you are writing about a particular subject, and that subject happens to be an organization, why not get its name right up front so the reader might enjoy learning about it throughout t

29、he rest of the letter instead of being left in suspense?Instead of using many words (my correspondence was initiated to inform you of . . .), why not say simply, I am writing to you about . . .? If you come right out and say what you mean instead of beating around the bush, not only are you going to

30、 grab your readers attention right away, but you also stand a stronger chance of convincing your reader that he or she should go on reading and find out more about what you have to say. CompleteGood writing includes all the information necessary to make the point and promote whatever the corresponde

31、nce requests. The data must be designed with a purpose in mind. Random details and thoughts however colorful and interesting, only confuse and the reader if they are not relevant to the issues being raised. Stay on track and make sure you have provided the reader with enough information to encourage

32、 the action you seek.Make sure all the information what the reader needs to know. (Do not include details that are interesting but not relevant.) The biggest problem with leaving out information is that the reader has to make assumptions. For example, do not say, “When we last spoke about the situat

33、ion,” when you can say, “When we spoke on June 8 about hiring a new administrative assistant.”Remember that the reader cannot read the writers mind. The reader can only guess at what the writer left out.To write business correspondence should pay attention to the information of the other party neede

34、d, and whether you have completely answered the question. If the buyer accepts the offer, the seller should be quoted in the relevant content by buyer to write the correspondence of accepting the offerGenerally speaking, use 5Ws ( who, what, when, where, why) and “1h”( how) to check what you wrote l

35、etters is complete, who orders, and what the ordered goods, when the shipment should be effected, and goods be shipped to where, what terms of payment, if you have special request should also explain why. That can be list as follows:Dear Sirs:Re: SweatersWith reference to your letter of May 8, we ar

36、e pleased to accept your offer as per your Quotation Sheet No. 1/ 01/ 2005 for the follow:50 doz. Cashmere sweater, small, CIF Hamburg US150.00 per doz.70 doz. Cashmere sweaters, medium CIF Hamburg US180.00 per doz.50 doz. Cashmere sweaters, large CIF Hamburg US200.00 per doz.Packing: Each Sweater t

37、o 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.We trust you will give this enquiry your prompt and careful attention.Yours Truly. Concise A concise letter eliminates all

38、unnecessary words. Why use four words, “in as much as,” when you can use one word, “because”? This is not to say that you cant write long letters, but the longer the letter, the more ineffective it becomes. It is better to write a short letter with attachments than a long, detailed one. Short letter

39、s are read and remembered; long letters are skimmed and filed.“Brevity is the soul of wit.”William Shakespeare once wrote. Plainly put, keep letters short and to the point. Do not pad your communication if the padding does not address the main point or contribute to the correspondences goal. Readers

40、 will be annoyed, not impressed, by verbiage that obstructs rather than expedites the communication process.Be concise, direct, and unambiguous in your correspondence. Some- times when you think you are communicating clearly in a business letter, the reader receives a different message from the one

41、you intended. If such ambiguity is present in your letters, you can never be sure that the reader will understand your message. Ambiguous language is another problem with the example paragraph above. The writer wrote:The County Business Association has served to keep me informed of, and actively inv

42、olved in, the current political and economic issues affecting small businesses through its monthly breakfast meetings with interesting and impressive speakers, its newsletter on legislative activities in Washington, and several other programs outlined in the attached letter.The writer did not mean t

43、o suggest that the current political and economic issues were affecting small businesses as a result of the County Business Associations monthly breakfast meetings. Because of careless wording, however, the sentence could be read to mean exactly that. The writer may be defensive and quip, Well, you

44、knew what I meant, and in this case would be correct. But if we have to read something twice to make sure of its meaning, then the chances are that it was not written clearly in the first place. The writer could have written:Through monthly breakfast meetings with interesting speakers, a newsletter

45、on legislative activities in Washington, and several other programs, the County Business Association has kept me informed of and involved in the current political and economic issues affecting smaller businesses.This version leaves little doubt in the readers mind about the writers intended meaning.

46、 The meaning of an ambiguous passage often cannot be detected as easily as in the above example. A classic example is the following:The loan officer approved the loan for David Marshall because he was obviously of superior moral fiber.From what is written above we cannot tell who is of superior mora

47、l fiber, the loan officer or Mr. Marshall. The pronoun he can refer to either the loan officer or Mr. Marshall. To avoid ambiguity, the sentence could be written:Because David Marshall was obviously of superior moral fiber, the loan officer approved the loan.Or: Because the loan officer was of super

48、ior moral fiber, he approved the loan for David Marshall. ConcreteBusiness correspondences content should be used specifically, clearly and have cogency. Cannot use vague, general or abstract language and make use of the specific time and number of specific orders can be help. Use numbers, ratios, and fates whenever they are available rather than prose that attempts to paraphrase those particulars. If you are talkin