英语论文An Analytical Study of the Language Features of Business English Correspondence.docx
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英语论文An Analytical Study of the Language Features of Business English Correspondence.docx
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英语论文AnAnalyticalStudyoftheLanguageFeaturesofBusinessEnglishCorrespondence
AnAnalyticalStudyoftheLanguageFeaturesof
BusinessEnglishCorrespondence
1.Introduction1
2.AgeneralAnalysisofBusinessEnglishCorrespondence3
3.ThelanguagefeaturesofbusinessEnglishcorrespondence4
3.1Completeness4
3.1.1TheoryofCompleteness4
3.1.2StrategiesAdoptedtoShowCompleteness6
3.2Clearness7
3.2.1TheoryofClearness7
3.2.2StrategiesAdoptedtoShowClearness7
3.3Conciseness13
3.3.1TheoryofConciseness13
3.3.2StrategiesAdoptedtoShowConciseness13
3.4Courtesy19
3.4.1TheoryofCourtesy19
3.4.2StrategiesAdoptedtoShowCourtesy19
3.5Consideration24
3.5.1TheoryofConsideration24
3.5.2StrategiesAdoptedtoShowConsideration24
3.6Correctness25
3.6.1TheoryofCorrectness25
3.6.2StrategiesAdoptedtoShowCorrectness25
3.7Concreteness28
3.7.1TheoryofConcreteness28
3.7.2StrategiesAdoptedtoShowConcreteness28
4.Conclusion29
Reference30
1.Introduction
Peaceanddevelopmenthavebeenontheleadingedgeoftrends.Intoday’shighlydevelopedandtoughlycompetitivesociety,communicationbetweenindividualsandgroupsisbecomingincreasingfrequentandimportant.Itservestopassoninformation,expressideasorexchangefeelings.TherearemanycommunicatingwaysinwhichbusinessEnglishcorrespondenceisthecommonlyusedformindailydiplomacy.Generallyspeaking,businessEnglishcorrespondenceundertakesthesocialfunctionslikeestablishingbusinessrelation,gettingorconveyingbusinessinformation,makingbrandimageandsoon.Therefore,wecansaythatithasturnedtobeanintegralpartoftheinternationaltrade.
WiththedevelopmentofcommodityeconomyinChinaandmarket’sopeninguptotheworld,businessEnglishcorrespondencehasearnedthewidespreadrespect.However,actually,itcannotbefullyunderstood.Itisnolongernewtoseethatinsteadoftheessentiallanguagefeatures,writersjustfocusonthecontactitself.Unavoidably,toomanybusinesslettersseemtobeimpersonal,difficultortediousforpeopletoread.OneoftheseresultsisthatthepotentialfunctionofbusinessEnglishcorrespondencecouldnotbemaximized.Inviewofthis,itisnecessarytomakesomeresearchaboutthelanguagefeaturesbothinordertogiveasummaryinacademicandpromotesmoothdevelopmentofChina-foreignbusinessrelations.
BusinessEnglishcorrespondenceisthemodelofpracticalwritingwhichhasitsownspecificlanguagefeatures.ThisthesiswiththeframeworkofbusinessEnglishcorrespondence’principles,aimsatdealingwiththelanguagefeaturescalledtheseven“Cs”:
completeness,clearness,conciseness,courtesy,consideration,correctnessandconcreteness.These7Csarestudiedindetailonthebaseofcollecteddatawithinstructivesuggestionsunderthetheoreticalguidelineofprincipleofeconomyandutilizablestrategy.
2.AgeneralAnalysisofBusinessEnglishCorrespondence
“Letters,asakindofstyle,areusedtoconveyinformationandexchangepeople’semotions”,saidDaleCarnegie.Belongingtoletters,businessEnglishcorrespondencenotonlyhasitsownepistolarygeneralcharacteristicsbutalsotheuniqueness.Sinceitisthewrittenstatementofcommercialdocumentsandactivities,itswritingstyleshouldbebothcorrectandnormative.Comparingwithotherkindsofletters,peoplecaneasilyfindthatbusinessEnglishcorrespondenceappearstobemoreprofessionalandpractical.Atthelinguisticlevels,itsstyleisrequiredtobebrief,thephraseologytobeeuphemisticandthemoodtobegentleandgrave.Therearelotsofgenerictermsorjargonregardingselectingwords,whichmeansthatingeneral,noglozeexists.Astoitssyntax,asetofstrictandstandardphrasinghasalreadybeenbuiltupandgradually,isbeingformedtoacomparativelyfixedlanguageprogram.
Accordingtothedegreesofformalityandcontentofimportance,businessEnglishcorrespondencecanbedividedintoformallettersandmemorandums.Ofthesetwo,theformerismainlyusedtohandlecommercialaffairswithsubstance,whilethelattertocommonissues,suchaspassingnoteorreleasingnotice.ThereismanyawaytodeliverbusinessEnglishcorrespondence,likeemail,faxormail.
Accordingtothebusinessoperatinginstruction,itcanbedividedintotoseveralkinds:
onesaboutestablishmentofbusinessrelation,inquiry,offerandcounter-offer,othersaboutpromotion,shippingadviceandclaimsandadjustmentsetc..AllthedifferentrolesplayedbybusinessEnglishcorrespondenceitselfrunthroughthecommercialactivities,whichinfact,arethemeansusedinbusinesswrittencommunication.Besides,businessEnglishcorrespondencecouldbecharacterizedastherequest,advice,refuseandcomplaintetc.byitsownfunction.
3.ThelanguagefeaturesofbusinessEnglishcorrespondence
Beingfamousforsimplicity,decency,eleganceetc.,thelanguagefeaturesofbusinessEnglishcorrespondenceoriginatesfromthelanguageusedinBritishoverseastradeof19thcentury.The“businesslikepoise”,whichisspeciallypossessedinthattime,doesnotdisappearastimemoveson.(刘咇庆,1998).
3.1Completeness
3.1.1TheoryofCompleteness
ApracticalbusinessEnglishcorrespondenceisverysuccessfulandhighlyeffectiveonlywhenitcontainsallthenecessaryinformationtoreaders(thecounterpartsorthepublic)andanswersallthequestionsandrequirementsputforward.Seetoitthatallthemattersarestatedordiscussed,andallthequestionsareansweredorexplained.Usually,whenthebuyerswritealettertoacceptanoffer,buyersmuststatetheirconditionsofacceptanceindetailorquotetheevidencesoftheoffer,suchasquotationsheets,letters,advertisementsetc.,becausesuchaletteractuallyworksasapieceofbusinesscontractandwillbebindingonbothpartiesafterreceiptbythesellers.Takealookatthefollowingexample:
Gentlemen:
Re:
Computers
WithreferencetoyourletterofMay8,wearepleasetoacceptyourofferof200setsofICM-4computersasperyourQuotationSheetNo.9/04/2008.PleasegoaheadandapplyforyourExportLicence.
AssoonasweareinformedofthenumberoftheExportLicence,wewillopentheL/Cbyfax.
Yourstruly
Completenessofthepracticalbusinesscorrespondwillleadtocounterparts’favorableimpressiontowardwriters’firm.That’stosay,counterpartsmaygiveupadealifotherfirmscanprovidethemwithallneededinformation,oriftheywouldnottakethetroubleofinquiringonceagain.SometimesabusinessEnglishletterwouldevencauseunnecessarydisputesandlawsuit.
3.1.2StrategiesAdoptedtoShowCompleteness
InordertoverifythecompletenessinbusinessEnglishcorrespondence,five“Ws”(who,what,where,whenandwhy)andone“h”(how)couldbeused.Forinstance,ifwritersplantosendaletteraboutorder,theyshouldmakeclearthatwhowantstoorder,whatiswanted,whenthegoodsisneeded,wherethegoodsistobedeliveredandhowpaymentwillbesettled.Ifotherspecialrequirementsshouldbepointedout,writerswouldexplainthereasons.
Supposedthatwritersaredrawingupapieceofnotice,theyshouldthinkaboutwhowillattend,whattheissueis,whentheconferencewillbehold,whyandhowtoholdit.e.g.
NOTICE
Dec.31,2007
AllthestaffsofAccountsDepartmentarerequestedtobereadytoattendthemeetingintheconferenceroomonTuesday,at3:
00pm,Jan6,2008,todiscussthefinancialstatementoflastyear.
AccountDept.
3.2Clearness
3.2.1TheoryofClearness
Thewealthofcountriesisjustlikethewaterkeepingflowingfromtheunworkabletapbeingwastedonthewideuseofineffectivewords.(A.P.Herbert).Therefore,DepartmentofHealth,EducationandWelfareoftheUShavesuggestthatbriefwordsaswellastheeconomiconesshouldbeusedinmillionsofclericalnotice.(胡曙中,2004:
263-264).Inthemodernsociety,thewritingstyleofoffcialeseincludingbusinessEnglishcorrespondencehasbeengreatlyimproved.What’smore,businessEnglishcorrespondenceshouldbeclearbecausemostprofessionalswhodealwithcommercialactivitiesaretoobusytoreadthelengthyones.Theso-call“clarity”istomakesurethatthecontentofbusinessEnglishcorrespondenceisclearenoughincaseofanyconfusion.Writersshouldhaveaconcreteideaofwhattheyaregoingtoachieveintheirmind.
3.2.2StrategiesAdoptedtoShowClearness
Itisadvisabletowriteon-notaboveorbelow-thelevelofreaders’understandingandtomakethemcatchthemainpointswithoutrackingtheirbrains.Forthispurpose,writersshould:
1)Payattentiontochoosingtheconciseandaccessibleexpressions,tryingtoavoidusingtheequivocalwordsandsentences.e.g.
1AstothestreamersailingformShanghaitoLosAngeles,wehavebimonthlydirectservices.
Thebasicmeaningoftheabovesentenceis“wehavedirectsailingsfromShanghaitoLosAngeles”,buttheword“bimonthly”hastwomeanings,oneofwhichis“twiceamonth”andtheotheris“onceeverytwomonths”.Insteadofthewordswithtwoormorethantwomeaningslikebimonthly,writerswouldbetterselectsomethatarebeneficialtoexpresstheideasclearlyasthefollowing:
a.WehaveadirectsailingfromShanghaitoLosAngeleseverytwomonths.
b.WehaveadirectsailingfromShanghaitoLosAngelessemimonthly.
2Fluctuationinthefreightafterthedateofsakewillbeforthebuyersaccount.
“Fluctuationinthefreight”means“theriseandfallofthefreight”.Ratherthantheincreasingordecreasingpartofthefreight,itisimpossibleforanybuyerstobearthelastingvariation.Sotheabovesentenceshouldberewrittenasthefollowing:
a.Anyincreaseinfreig
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