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1.Introduction
1.1 literature review
This study focuses on the morphological and syntactic features of English business correspondences. In order to finish this study effectively, I read some related literatures and this helps me a lot. Now I shall do a detailed analysis about the literatures.
In the article “the features and application of English business correspondences in e-time”, the writer explained his main idea in accordance with the traditional principle “seven Cs”, that is Completeness, Clearness, Concreteness, Conciseness, Correctness, Courtesy and Consideration. This article can be divided into two parts. The writer firstly makes an analysis of the business correspondences and makes sure that the readers are clear about the layout of business correspondences. And then the writer states the unique features of business correspondences in e-time. “This part is divided into two sub-parts to analyze the features, one from the aspect of the form of business correspondences and the other from the aspect of contents”[1]. At last the writer states the meaning of his study.
The article “the grammatical features of English business correspondences” by Gao Jiayong “talks about the features from five aspects”[2], but he viewed the features just from the syntax. Articles written by other people also account for the features, such as “the lingual features of business correspondences and several important principles” by Wang Yuanyuan, “lingual features of English in business correspondences” by Tian Lan and so forth. All those articles analyze the features from their own points of view.
1.2 purpose of this study
My study aims to seek out the morphological and syntactic features of English business correspondences. Before my study, there have been many researches about this topic, but through my reading those articles, I find that they are more or less incomplete. So I intend to make an analysis as comprehensive as possible.
Besides, as time goes by, everything is changing. The business nowadays can be somewhat different from that of before, and so are the English business correspondences. And they must have possessed some new features as they develop. This study also tries to find out these new features.
To sum up the morphological and syntactic features of English business correspondences, the writer hopes that this paper will do some help to business men. And this study shall be a useful instruction to guide people to write business letters. An expert business letter will surely lead to success and unquestionably will also spur the development of economy.
This article is divided into five parts. The first part is instruction. The second part shall explain two basic related concept, morphology and syntax. The third part is about the morphological features of English business correspondences and the fourth part is about the syntactic features. The fifth part shall make a conclusion.
2.some basic related concepts
2.1clarification of morphology
This kind of complex words is difficult if one tries to understand them just from their Chinese translation. But it will make easier to understand their meanings after mastering the relation between their forms and meanings. In this kind of words, “here” is supposed to refer to “this”, “there” referring to “that” and “where” referring to “which”. And according to this assumption, “hereafter” should be understood as “after this”. It is the same with “there” and “where”, for “thereafter” can be interpreted as “after that” and “whereby” means “by which”. In the sentence “the said L/C has just come to hand, but regretfully we find that some of the clauses therein are not in agreement with what is stipulated in the contract”, the word “therein” means “in the said L/C”. Take another example: further to our last discussion in Melbourne and the faxes exchanged thereafter on a joint venture in Australia, we were very pleased to receive your letter of December 12 with detailed proposals on the subject. In this sentence, the word “thereafter” means “after that”, exactly “after the discussion and the faxes”.
Sometimes, there is more than one preposition following “here”, “there” and “where”, such as the word hereinafter”. For example, in the sentence “in this agreement words and expressions shall have the same meaning as are respectively assigned to them in the condition of contract hereinafter referred to”, “hereinafter” means “in the following text”.
The adoption of old English words can not only present the serious attitude of the writer, but also avoid some unnecessary repetition. And therefore the business letter becomes more conscious and clearer. Generally speaking, the proper adoption of old English words can make the whole letter looked formal, but the excessive adoption shall make the business letter hard to read.
3.3 words of politeness
Courtesy is the most important principle of writing an English business correspondence. Not only does this principle refer to the adoption of words of politeness, but also it is shown in the respect and consideration of the opposite party. A wise writer shall respect his trading company and view everything from the opposite party’s perspective to know his company’s misgiving. And by the way of respecting the opposite party, the writer will also get the respect from his company and then accelerate the trade to go on smoothly. “Even if some issues rise during their deal, the writer should also pay much attention to courtesy. And even when making a claim, the writer had better use polite words to provide a good basis for further cooperation”.
When others helped you, in normal situation, you can just use “thank you” or “thanks” in your graceful letter. But in business letters, there are many forms that you can choose to show your thanks and different forms present different degrees of thanks. For example, if you want to the other party to ship the goods as early as possible, you can say in your letter: “we will appreciate your effecting immediate shipment.” And when asking for a low price, one may write the sentence “we will be obliged if you could quote us a favorable price”. “In the furious competition of business, the adoption of words of politeness often plays an important part”. So the writers of business correspondences should think a third time to use a word, and try to transform the harsh sentences into polite and periphrastic ones.
Not only when asking for something shall a writer adopt polite words, but when refusing the request that is made by the other party, polite words are also available. And when facing a hard situation, a writer is supposed to pay more attention on the choice of words to tackle the problem.
For example, if a writer wants to reject the offer give by the opposite party, he can write a sentence like “we regret that we are not in a position to accept your offer”. And if he wants to reject an order, he can write: “we regret to inform you that we are not in a position to supply you with such large demands”. In these two sentences, it is not advisable to use “can not” or “unable” instead of “not in a position”. The phrases “not in a position” can show the sincere attitude of the writer and the respect to his partner.
The adoption of words of politeness refers to not only the polite expressions, but also the way of expression.
We can make a comparison between the two following groups:
A.(1) We are sorry that you misunderstood us.
(2) You must give us your reply during two weeks.
B.(1) We are sorry that we did not make ourselves clear.
(2) Would you please give us your reply during two weeks?
Through the comparison of the two groups, we can see that the first group possibly makes its reader have the feeling of complaint and the way of writing seems an order. And of course, the first group of sentences is not polite at all. While the second group finishes the sentences with the accent of discussion and consultation, and undoubtedly it can be easier taken by the reader. When communicating with his partner, one should hold such an attitude that “even if this deal can not be made, he shall give his partner a good impression for his adoption of polite words in business correspondences which can provide a good environment for further cooperation”.
“Politeness makes people pleased, and then it becomes easy to build a cooperative relationship with them”. Before writing a business letter, a writer should think about his accent and tries to be friendly. And the adoption of words of politeness will help him achieve this effect.
4.conclusion
This paper focuses on the morphological and syntactic features of English business correspondences. And through the analysis, the paper makes a summary of the features of English business correspondences from the view of morphology and syntax.
There have been articles about the features of English business correspondences. But through reading these articles, the writer found that some of the articles are out of time, and some of the articles are not comprehensive. So this paper tries to summarize the（下轉第101页）（上接第５６页）features as comprehensive as possible and tries to find the new features that modern English business correspondences possess.
As the development of business, it is certain that some new features of English business correspondences will appear. And at that time this paper will be out of time and new papers will be called for.■
【参考文献】
［１］聂仁海. E时代中商务英语函电的特点及应用[J].集团经济研究，2006,(13)：231-232．
［２］高嘉勇.商务函电英语的语法特点[J].天津外国语学院学报.2001,(9):21-23．
［３］陈媛主编.Modern Linguistics[M].天津：天津大学出版社，2003．
［４］李芦生，沈惠娟.解析商务英语函电的语体特征及其翻译[J].商场现代化，2007,(22)：6-7．
［５］张景丰.国际商务英语信函的文体特点及翻译[J]．河南机电高等专科学校学报，2004,(15)：106-107．
1.1 literature review
This study focuses on the morphological and syntactic features of English business correspondences. In order to finish this study effectively, I read some related literatures and this helps me a lot. Now I shall do a detailed analysis about the literatures.
In the article “the features and application of English business correspondences in e-time”, the writer explained his main idea in accordance with the traditional principle “seven Cs”, that is Completeness, Clearness, Concreteness, Conciseness, Correctness, Courtesy and Consideration. This article can be divided into two parts. The writer firstly makes an analysis of the business correspondences and makes sure that the readers are clear about the layout of business correspondences. And then the writer states the unique features of business correspondences in e-time. “This part is divided into two sub-parts to analyze the features, one from the aspect of the form of business correspondences and the other from the aspect of contents”[1]. At last the writer states the meaning of his study.
The article “the grammatical features of English business correspondences” by Gao Jiayong “talks about the features from five aspects”[2], but he viewed the features just from the syntax. Articles written by other people also account for the features, such as “the lingual features of business correspondences and several important principles” by Wang Yuanyuan, “lingual features of English in business correspondences” by Tian Lan and so forth. All those articles analyze the features from their own points of view.
1.2 purpose of this study
My study aims to seek out the morphological and syntactic features of English business correspondences. Before my study, there have been many researches about this topic, but through my reading those articles, I find that they are more or less incomplete. So I intend to make an analysis as comprehensive as possible.
Besides, as time goes by, everything is changing. The business nowadays can be somewhat different from that of before, and so are the English business correspondences. And they must have possessed some new features as they develop. This study also tries to find out these new features.
To sum up the morphological and syntactic features of English business correspondences, the writer hopes that this paper will do some help to business men. And this study shall be a useful instruction to guide people to write business letters. An expert business letter will surely lead to success and unquestionably will also spur the development of economy.
This article is divided into five parts. The first part is instruction. The second part shall explain two basic related concept, morphology and syntax. The third part is about the morphological features of English business correspondences and the fourth part is about the syntactic features. The fifth part shall make a conclusion.
2.some basic related concepts
2.1clarification of morphology
This kind of complex words is difficult if one tries to understand them just from their Chinese translation. But it will make easier to understand their meanings after mastering the relation between their forms and meanings. In this kind of words, “here” is supposed to refer to “this”, “there” referring to “that” and “where” referring to “which”. And according to this assumption, “hereafter” should be understood as “after this”. It is the same with “there” and “where”, for “thereafter” can be interpreted as “after that” and “whereby” means “by which”. In the sentence “the said L/C has just come to hand, but regretfully we find that some of the clauses therein are not in agreement with what is stipulated in the contract”, the word “therein” means “in the said L/C”. Take another example: further to our last discussion in Melbourne and the faxes exchanged thereafter on a joint venture in Australia, we were very pleased to receive your letter of December 12 with detailed proposals on the subject. In this sentence, the word “thereafter” means “after that”, exactly “after the discussion and the faxes”.
Sometimes, there is more than one preposition following “here”, “there” and “where”, such as the word hereinafter”. For example, in the sentence “in this agreement words and expressions shall have the same meaning as are respectively assigned to them in the condition of contract hereinafter referred to”, “hereinafter” means “in the following text”.
The adoption of old English words can not only present the serious attitude of the writer, but also avoid some unnecessary repetition. And therefore the business letter becomes more conscious and clearer. Generally speaking, the proper adoption of old English words can make the whole letter looked formal, but the excessive adoption shall make the business letter hard to read.
3.3 words of politeness
Courtesy is the most important principle of writing an English business correspondence. Not only does this principle refer to the adoption of words of politeness, but also it is shown in the respect and consideration of the opposite party. A wise writer shall respect his trading company and view everything from the opposite party’s perspective to know his company’s misgiving. And by the way of respecting the opposite party, the writer will also get the respect from his company and then accelerate the trade to go on smoothly. “Even if some issues rise during their deal, the writer should also pay much attention to courtesy. And even when making a claim, the writer had better use polite words to provide a good basis for further cooperation”.
When others helped you, in normal situation, you can just use “thank you” or “thanks” in your graceful letter. But in business letters, there are many forms that you can choose to show your thanks and different forms present different degrees of thanks. For example, if you want to the other party to ship the goods as early as possible, you can say in your letter: “we will appreciate your effecting immediate shipment.” And when asking for a low price, one may write the sentence “we will be obliged if you could quote us a favorable price”. “In the furious competition of business, the adoption of words of politeness often plays an important part”. So the writers of business correspondences should think a third time to use a word, and try to transform the harsh sentences into polite and periphrastic ones.
Not only when asking for something shall a writer adopt polite words, but when refusing the request that is made by the other party, polite words are also available. And when facing a hard situation, a writer is supposed to pay more attention on the choice of words to tackle the problem.
For example, if a writer wants to reject the offer give by the opposite party, he can write a sentence like “we regret that we are not in a position to accept your offer”. And if he wants to reject an order, he can write: “we regret to inform you that we are not in a position to supply you with such large demands”. In these two sentences, it is not advisable to use “can not” or “unable” instead of “not in a position”. The phrases “not in a position” can show the sincere attitude of the writer and the respect to his partner.
The adoption of words of politeness refers to not only the polite expressions, but also the way of expression.
We can make a comparison between the two following groups:
A.(1) We are sorry that you misunderstood us.
(2) You must give us your reply during two weeks.
B.(1) We are sorry that we did not make ourselves clear.
(2) Would you please give us your reply during two weeks?
Through the comparison of the two groups, we can see that the first group possibly makes its reader have the feeling of complaint and the way of writing seems an order. And of course, the first group of sentences is not polite at all. While the second group finishes the sentences with the accent of discussion and consultation, and undoubtedly it can be easier taken by the reader. When communicating with his partner, one should hold such an attitude that “even if this deal can not be made, he shall give his partner a good impression for his adoption of polite words in business correspondences which can provide a good environment for further cooperation”.
“Politeness makes people pleased, and then it becomes easy to build a cooperative relationship with them”. Before writing a business letter, a writer should think about his accent and tries to be friendly. And the adoption of words of politeness will help him achieve this effect.
4.conclusion
This paper focuses on the morphological and syntactic features of English business correspondences. And through the analysis, the paper makes a summary of the features of English business correspondences from the view of morphology and syntax.
There have been articles about the features of English business correspondences. But through reading these articles, the writer found that some of the articles are out of time, and some of the articles are not comprehensive. So this paper tries to summarize the（下轉第101页）（上接第５６页）features as comprehensive as possible and tries to find the new features that modern English business correspondences possess.
As the development of business, it is certain that some new features of English business correspondences will appear. And at that time this paper will be out of time and new papers will be called for.■
【参考文献】
［１］聂仁海. E时代中商务英语函电的特点及应用[J].集团经济研究，2006,(13)：231-232．
［２］高嘉勇.商务函电英语的语法特点[J].天津外国语学院学报.2001,(9):21-23．
［３］陈媛主编.Modern Linguistics[M].天津：天津大学出版社，2003．
［４］李芦生，沈惠娟.解析商务英语函电的语体特征及其翻译[J].商场现代化，2007,(22)：6-7．
［５］张景丰.国际商务英语信函的文体特点及翻译[J]．河南机电高等专科学校学报，2004,(15)：106-107．