stylistic structure, the whole document is one sentence. It looks like
separate, shaped clauses often divided by commas or semicolons, and
not by full stops, often numbered. Every predicate construction begins
with a capital letter in the form of a participial or an infinitive
construction.
e.g. 3. Claims
3.1. In case of non-confirmity of the quality of the goods
actually delivered by Sellers with the contract specification, any
claim concerning the quality of the goods may be presented within two
months of the date of delivery;
3.2. No claim to be considered by Sellers after expiration of the
above period;
3.3. No claim presented for one lot of the goods shall be regarded
by Buyers as a reason for rejecting any other lot or lots of the goods
to be delivered under the present contract;
3.4. ……… [6, P.202].
This structurally illogical way of combining definite ideas has its
sense. It serves to show the equality of the items and similar
dependence of participial and infinitive constructions or predicate
constructions.
One of the most striking features of this style is usage of words
in their logical dictionary meaning. There is no room for contextual
meanings or for any kind of simultaneous realisation of two meanings.
Words with emotive meanings are not to be found there either [3,
P.31].
Every type of business documents has its own set phrases and
clichйs which may sound strange in colloquial English, e.g. invoice,
book value, currency clause, promissory note, assets, etc. If a person
wants to avoid misunderstanding, he / she should use glossary of
commercial terms, and vice versa.
Indeed, there are many differences in the vocabulary of formal and
informal business correspondence. Much vocabulary of formal English is
of the French, Latin and Greek origin. They are often translated into
informal language by replacing them by words or phrases of the Anglo-
Saxon origin.
e.g. Formal style Informal style
commence begin, start
conclude end, finish, stop
prolong, continue go on
Let us compare examples where these words are used in different
styles.
e.g. I am informing you that the meeting will commence at 4 p.m.
(formal)
I’d like to remind you that the meeting will begin at 4p.m.
(informal)
The meeting concluded with signing the contract. (formal)
The meeting ended with signing the contract. (informal)
Phrasal and prepositional verbs are characteristic of informal
style, that is why they are not used in business correspondence. Their
formal equivalents are used in official texts instead.
Formal style Informal style
discover find out
explode blow up
encounter come across
invent make up
investigate look into
e.g. In case of discovering discrepancy of quality and quantity of
the product inform us immediately.
Spoken English is full of various vocabulary, both standard and
slangy. We also have here different connectors, such as well, you see,
a kind of which cannot be used in written business English, both
logically and stylistically. They are logically excluded because of a
little amount of information they convey. Business documents, on the
contrary, convey a lot of information in almost any word. Thus, a
person should be aware of these factors and not mix up colloquial and
business English, drawing up a document.
Informal terms have emotive qualities which are not present in
formal language. Formal language often insists on a greater deal of
preciseness. But the problem is that there are not always proper
equivalents in formal and informal English. The informal word job, for
instance, has no formal equivalent. Instead of it, we have to look for
a more restricted in usage and a more precise term, according to the
context, among possible variants: employment, post (esp. Br.E.),
position, appointment, vocation, etc. [16, P.12 – 13]
Business English is formal. We use it in business correspondence,
official reports and regulations. Actually, it is always written.
Exceptionally it is used in speech, for example, in formal public
speeches. There are various degrees of formality, like in the
examples:
e.g. After his father’s death, he had to change his job.
(informal)
On the disease of his father, he was obliged to seek for
alternative employment. (formal)
These sentences mean roughly the same idea, but would occur in
different situations. The first sentence is fairly neutral (common
core) style, while the second one is very formal, in fact stilted, and
would only occur in a written business report.
In general, grammar rules of spoken sentences are rather simple and
less constructed than grammar of written sentences, especially in
agreements. It is more difficult to divide a spoken conversation into
separate sentences, and connections between one clause and the other
are less clear because the speaker relies more on the hearer’s
understanding of the context and situation, as well as on his ability
to interrupt if he fails to understand. The speaker is able to rely on
features of intonation which tells us a great deal that cannot be
reflected in written punctuation.
The grammar use in business correspondence is also different about
the pronouns who and whom, and the place of prepositions:
e.g. She wanted a partner for her business in whom she could
confide. (formal)
She longed for a partner (who) she could confide in.
(informal)
In what country was he born? (formal)
What country was he born in? (informal)
Formal written language often goes impersonal style. That means
that one doesn’t refer directly to himself / herself or to his / her
readers, but avoids pronouns. Some of the common features of
impersonal language are passive sentences beginning with the
introductory word it and abstract nouns. The effect of the change into
a passive construction is to reverse the focus from the subject to the
object of speech.
Abstract nouns, especially amount words (majority, minority,
amount), specify more precisely the meaning of an utterance.
e.g. Announcement from the librarian
It has been noted with concern that the stock of books in the
library has been declining alarmingly. Students are asked to
remind themselves of the rules for the borrowing and return of
books, and to bear in mind the needs of other students. Penalties
for overdue books will in the future be strictly enforced. [16,
P.13]
It is a very formal and impersonal message which could have been
written in a more informal and less impersonal way, achieved by usage
of phrasal verbs, contractions, colloquial phrases and other
linguistic means:
Librarian’s message
The number of books in the library has been going down. Please
make sure you know the rules for borrowing, and don’t forget that
the library is for everyone’s convenience. So from now on, we’re
going to enforce the rules strictly. You have been warned! [16,
P.13]
To be tactful is to avoid causing offence or distress in
correspondence. Sometimes it means disguising or covering up the
truth. In such a case, the use of imperatives should be polite:
e.g. Would you like to stipulate details of the contract?
Let us compare some more examples:
e.g. I suggest that we postponed signing of the contract till
tomorrow. (tactful)
Could I suggest that we postponed signing of the contract till
tomorrow. (tentative and more tactful)
In other cases tentativeness is not connected with tact, but is
simply an indication of the speaker’s reluctance to commit himself /
herself on a given question. To use of might is characteristic of
business correspondence, because it is a more tentative way of
expressing possibility than may. Let us compare two sentences:
e.g. It may have been an error in a business deal.
It might have been an error in a business deal.
In the second sentence might presupposes a greater degree of
uncertainty and sounds more tactful than may.
Texts of business documents are specific and aimed at a definite
purpose. In order to make one’s business work and work effectively, a
person should possess knowledge of language standards in business
letters. Skilful application of this knowledge is somehow determined
by standards of documents’ writing. If a document is written in an
accepted way, it will be assessed by specialists. A unified business
text takes up less time and work to compile in comparison with private
letters.
Since a writer of a business letter has a unified form in front of
him / her, this person follows a set pattern while doing it. All the
writer’s attention is focused on major information and data which
represent the subject of the document. In this way, an addressee can
decode the subject-matter faster, because a document is written in the
standardised form.
Moreover, if business documents are drawn up in a unified and, to
some extent, simplified way, it takes less money spending and saves
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