商务英语信函的词汇特征分析毕业论文.doc

漳州师范学院毕业论文An Analysis of Lexical Features of English Business Correspondence商务英语信函的词汇特征分析姓 名： 学 号： 系 别： 专 业： 年 级： 指导教师： 2012年 12月20日 IIAbstractChinas foreign trade and other relevant economic activities develop fast. As one of the most effective tools of business communication, business correspondence is used in every field of business activities. While lots of problems result from improper diction, meaning vague in business correspondence. It is therefore very significant for people to have a good command of writing skill of business correspondence. The present study takes business correspondence as a research object. This paper analyzes the writing principles of business letters-7C principle and on the theory basis, it summarizes the business letters vocabulary characteristics. Then it is proposed that the business letters writing must be under the guide of 7C principles, emphasizing the writer of the business English correspondence must be familiar with the relevant professional knowledge, follow the characteristics of its wording, correctly grasp the particularity of its language. Key words:business correspondence; lexical features; communication摘 要 我国对外经济贸易及其他相关活动日益频繁。商务沟通的最有效的工具之一就是商务信函，其使用己经遍及商务活动的各个领域。作为进出口业务进展情况的专业性书面记录，商务信函十分重要。在对外经济贸易日益频繁的同时，公司间产生了不少经济纠纷，并且在很大程度上是由商务英语信函等文件的措词不当、词义含糊不清等原因造成的。因此，掌握商务信函的写作技巧非常重要。本文以商业信函作为研究对象，分析了商务信函写作的7 C原则，并以它为理论基础,总结了商务信函的词汇特点,提出了商务信函写作必须遵循7C原则, 强调了必须熟悉国际商务英语信函的相关专业知识，遵循其措词的特征，正确把握其语言的特殊性，准确使用国际商务英语信函。关键词:商务信函；词汇特点；交流Contents AbstractI1. Introduction12. An overview of business English correspondence22.1 Definition of business English correspondence22.2 The classification of business correspondence22.3 The functions of business correspondence3 3. Theoretical foundation - 7C principle 33.1 Completeness4 3.2 Clarity43.3 Conciseness43.4 Courtesy53.5 Consideration5 3.6 Correctness53.7 Concreteness54. The lexical features of business English correspondences64.1 Using polite expressions64.2 Using the jargons7 4.3 Using the acronym84.4 Using formal words94.5 Using archaic words115. Conclusion11References13Acknowledgements141. IntroductionNowadays, not only many Chinese go abroad to do business, but also many foreigners come to China to invest in China. The opportunities that we make direct or indirect contact with foreigners have become more and more, and the amount of foreign trade in our country has also increased rapidly. We have been doing business all over the world and English is used as the common language to communicate between business people from different countries.English has been used in letter-writing, telephone conversations, telexes, telegraphs, faxes, e-mails and other forms of communication ever since the very beginning of our foreign trade. And now English is increasingly acceptable as a medium for international business transactions. Since the 1960s, as a special branch of English, Business English has been separated by its unique technical terms from general English. Gradually, it is regarded as an independent language course and many universities have set it up. More than 400 colleges and universities in our country have the business English major. (Liu Baiyu, 2007:34)It can be said that we use business correspondence to exchange ideas, to get information, to express feelings, to deal with business, and to keep in touch with our partners. It is taken as a bridge between the writer and the reader( Huang, Yao, 2011:1)Without business correspondence, all foreign trade and international business may not go on. With the development of the global economy, international business communications play an important role in foreign trade. If you can write a good business letter, you will find a ready market as soon as possible. A business letter does not call for elegant language, but it does require us to express ourselves appropriately in plain language that is clear and readily understood. However, poor writing reflects badly on us and it limits the influence we can have on others.Business activities and information exchange has been rapidly increasing in 21st century. Today almost all the business communities recognize the significance of essential communicating skills, for all business activities relay on effective exchange of information. Communication is one of the most important aspects of a business life. Effective communication may take various forms-oral or written. But in comparison with oral communication, written communication has its own advantages of providing records, references, and legal defense. Also the written message can be carefully prepared and structured, and it can be well delivered to the recipient, thus promoting a better understanding and communication. No doubt, the ability to write effective is a valuable business asset.Business correspondence as a topic has been researched by many scholars in recent years. Business correspondence is unfamiliar to most people .It is necessary for us to explore the features which make business correspondence different from face-to-face interactions and everyday letters. The lexicon plays a role in business English correspondence. Therefore, it is worthwhile to study the lexical features of business English correspondence. 2.An overview of business English correspondence2.1 Definition of business English correspondenceBusiness English is defined as specialized English used in purchase agreement, sales confirmation, letter of credit, bill of lading and insurance policy in international trade.Business English refers to the English used in business correspondence and activities. To give it a more detailed definition, business English includes Ordinary Business English and Specialized Business English. The former covers various English books, magazines, newspapers and so on. Specialized Business English only includes documents, laws, regulations, letters, specialized theories and practice in business activities. Business English correspondence is the application of business English. People use business English correspondence to exchange ideas, to get information, to express feelings, to deal with business, and to keep in touch with our partners. Business English has its distinctiveness compared to common English. Business English is English especially related to international trade. Generally speaking, BE is the language that develops in a business setting. Grammar and lexis are deliberately presented in a workplace setting. And the situational context puts BE in a different category from GE.2.2. The classification of business correspondenceBusiness correspondence may be classified from various perspectives. The most common ways of classification are as follows:The content of the letterrequest letters, letters answering requests, claim and adjustment letters, credit and collection letters, sales letters, employment letters and social business letters, etc.The different functions of the letterquotation letters, negotiating letters, ordering letters confirming-order letters, payment letters, shipment and insurance letters, acknowledging goods receipt letters, claim letters and adjustment letters, etc.The nature of the information givengood-news letters, neutral-news letters, bad-news letters and persuasive letters. Good news letters and neutral news letters together are called everyday letters.(Huang, Yao, 2011:7)There are so many kinds of business letters that it is difficult to make a complete and precise classification in this thesis. It is obvious that there is an overlap between some types of letters mentioned above, so sometimes it is difficult to distinguish one kind of letters from another. In addition, from the perspective of writing, there are few differences among letters, faxes and e-mails; the only difference is that the transmitting methods are different. Therefore, in this thesis, we call all the letters, faxes and e-mails correspondence. (Huang, Yao, 2011:7)Different kinds of letters have different style and different choice in using vocabulary, which should not be mixed.2.3. The functions of business correspondence According to the definition and the classification, people can easily gain a common sense that business correspondence is used to sell products or services, request information or service, answer customers enquires, maintain good public relations, and serve a large range of other business functions.As for business correspondence, they can serve as a king of a companys permanent record. They can be used to verify bookkeeping and inventory entries. If you have a question about a customers order, or whether someones query was answered, or about the details in an agreement, you can check you file copy of the letter. You can not do the same with a phone conversation unless you record every outgoing and incoming call.Business correspondence also functions as written contracts, fully recognized by the courts. Letters of agreement often drawn up between companies and independent suppliers or consultants are binding. Job offers made through the mail are regard as legally binding on the sender. If you accept in writing, you letter is a binding contract of employment.Business correspondence can act as formal or informal public relations material. It can help to build good relationship between you and you clients, creditors, suppliers and other public groups. It also represents you and you firm to people that you may never meet personally or contact just by phone. How you express yourself forms an impression in the mind of your clients. As a result, business writing deserves considerable care and attention.3. Theoretical foundation-7C principleWe should keep in mind the point that business correspondence is crucial to the development of friendly trade relationship and the success of business. Business correspondence aims to arouse readers interest and receives their responses as expected. The most effective business correspondence should be easy to read and understand. It must be friendly and courteous. Generally speaking, the 7C principles are: completeness, clarity, conciseness, courtesy, consideration, correctness and concreteness.The development of principles of business English writing experienced a process of changes and improvements from 3Cs(clarity, conciseness and courtesy)( Kansi & Malmiranta,1983;Gao Jiayong, 2001; Gao Hong,1996), 4Cs (clear, concise, complete, courteous)(Houp, W., Pearsall, T.E., & Tebeaux, E., 1995) to 5Cs(courtesy, clarity, conciseness, correctness and completeness)(Wang Xiaoying, 2001; Xu Yun & Li Junfang, 2004), 6Cs ( courtesy, correctness, conciseness, clarity, correctness and completeness)(Hu &Chen,2004) and 7Cs (completeness, clarity, conciseness, courtesy, consideration, correctness and concreteness)(Jones, Leo &Alexander,Richard J., 1996;Kankaanranta, A.&Nordlund, J., 1998; Ober,S., 1998)(Mo，Zaishu, 2006:9).We can see that the 7C principle develops from simple to complex. This shows that people pay more and more attention to writing business letters, the demand toward business English correspondence is higher and higher. 3.1 Completeness A piece of business writing is successful and functions well only when it contains all facts the reader needs for the reaction you desire.Completeness is necessary for several reasons. First, complete message are more likely to bring the desired results without the expense of additional messages. Second, they can do a better job of building goodwill. Third, complete message can help avert costly lawsuits which may result if important information is missing. Finally, papers that seem inconsequential can be surprising important if the information they contains is complete and effective. In high-level conferences, in courtrooms, and in governmental hearings, the battle often centers around an ordinary-looking message that becomes important because of the complete information it contains. Thus, do as what Mo Zaishu says in his book: answering all questions asked; giving something extra when desirable; checking for the five Ws (who, what, where, when and why) and other essentials(2006:19). Incomplete is not only impolite, but also leads to the recipients unfavorable impression towards your firm. He may give up the deal if other firms can provide him with all the information needed, or if he would not take the trouble of inquiring once again. 3.2 ClarityClarity means getting message across so the reader will not misunderstand what you are trying to convey. When you are certain about what to say, express it in plain, simple words, or present it in well-constructed sentences and paragraphs, and include necessary transitional words or expressions to link them up. Good, straight-forward, and simple English is what needed for business correspondence (Teng, Meirong, 2007:9).3.3 ConcisenessConciseness means omitting unnecessary words and expressions so that your writing gets to the point, avoiding unnecessary repetitions and wordy expressions, including only relevant facts(with courtesy),and organizing effectively.( Mo Zaishu,2006:12)Many business executives believe that conciseness is the most important writing principle, because a wordy message requires more time(and money) to type and to read. Conciseness is saying what you have to say in the fewest possible words without sacrificing completeness and courtesy.To achieve conciseness the opposite of wordiness, we must stick to the following suggestions.(a) Omit trite expressions.(b) Avoid unnecessary repetition and wordy statements.(c) Include only relevant facts with courtesy.(d) Organize effectively. Albert Einstein once told the same thing to the editors of Time magazine: Everything should be as simple as possible but not one bit simpler.3.4 Courtesy Courtesy plays a considerate role in business writing, as in all business activities. It is a favorable introduction card, helping to strengthen your business relations and establish new ones. Courtesy means to show tactfully the honest friendship, thoughtful appreciation, sincerely politeness, considerately understanding and heartfelt respecting in your writing.Avoid irritating, offensive or belittling statements. Answer letters promptly, for punctuality will please your recipient who hates waiting for days before he or she obtains a reply to his or her letter. Sometimes, discrepancy may occur in business, but with diplomacy and tact it can be overcome and settle without hurting either side. Never show your anger in a business writing.3.5 Consideration Consideration is an important role of good business writing. The writing you present to your readers must create a good impression. Try to put yourself in the readers place to give the consideration to his or her varied wishes, demand, interest and difficulties. Take the “You” attitude rather than the “I” or “We” attitude. Find the best way to express your understanding and present the message. That enables a request to be refused without killing all hope of business or make a refusal to do a favor without harming friendship. You attitude writing is the key to successful business. Effective writers make the audience believe that the most important person in their correspondencein their business relationshipis “you” the reader.3.6 Correctness Correctness means not only proper expression with correct grammar, punctuation and spelling, but also appropriate tone which help to achieve the purpose. Correctness is achieved by using formal language for scholarly works, top level government documents and legal documents and by using informal language for letters, reports, and other business communication. Remember that “informal” does not mean slang. The idea is to use everyday, natural speech. Avoid using words that you feel will impress the reader. The key is to communicate clearly, not to make the reader think you are clever. If the goal of your communication is to get a result you desire, make sure the reader first understands you.3.7 Concreteness Being concrete means being specific, definite and vivid rather than vague and general. (Mo Zaishu,2006:20). Especially for letters calling for offer, inquiring trade terms, specific reply ect. ,Concreteness is always stressed. Take, for example, some qualities or characters of goods that should be shown with exact figures and avoid words like “short”, “long” or “good”. Give specific time with date, month, year and even offer hour, minute if necessary, but avoid expression such as “yesterday”, “next month”, “immediately”, ect. (Teng, Meirong, 2007:8). Although they are just seven small words beginning with a letter “C” but their importance for effective business communication is equivalent as the importance of seven seas for the world.The 7Cs is very important to everyone engaged in foreign trade. Now if a team leader cannot communicate effectively his message to his teammates then it is most probable the team members are not going to easily comprehend what is desired of them and we can doubt that the team would not win.4. The lexical features of business English correspondences under 7C principle The 7C principle effects the writing of business English correspondences, not only in grammar, punctuation, spelling and syntactic structure, but also lexical. Some lexical features of business English correspondences have been discovered.4.1 Using polite expressionsUsing polite expressions conforms to the courtesy principl