A Stylistic Analysis of Business English Writings
Liu Biao
A Thesis Submitted in
Partial Fulfillment of the Requirements for the Degree of
B.A. in English
Supervisor
Yu Qiu
SCHOOL OF FOREIGN LANGUAGES
SOUTHWEST UNIVERSITY
May 10, 2012
Acknowledgements
My deepest gratitude goes first and foremost to Professor Yu Qiu, my supervisor, for her constant encouragement and guidance. She has helped me walk through all the stages of the writing of this thesis. Without her consistent and illuminating instruction, this thesis could not have reached its present form.
Special thanks should also be granted to all the professors and teachers who taught me and enlightened me in the past years of my second major study, including prof.Huang Xue-jun, Huang Min, Li Xing-yin, Li Yu-hua, Lin Wen-zhi, Liu Qi, Wang Hui-jing, Xiao Dan, Zhang Yong, Zhao Xin, Zhao Xuan, Zhu Xiao-feng.
Last but not least, my heartfelt thanks also go to my classmates and roommates for their friendship, constant comfort and encouragement.
Contents
Abstract 5
内容摘要 6
1. Introduction 7
2. Literature review 7
2.1 Business English 7
2.2 Stylistics 9
2.2.1 The definition of stylistics 9
2.2.2 The features of stylistics 9
2.2.3 The functions of stylistics 10
2.3 Stylistics of business English 11
3. The characteristics of English business writings 11
3.1 Discourse feature 11
3.1.1 Courtesy 11
3.1.2 Completeness 12
3.1.3 Clarity 12
3.1.4 Conciseness 14
3.1.5 Concreteness 15
3.1.6 Correctness 16
3.2 Vocabulary feature 16
3.2.1 Formal and serious 16
3.2.2 Terse and clear 17
3.2.3 Accurate and strict 17
3.2.4 Common words with commercial meaning 17
3.2.5 Breviative words 18
3.2.6 Positive words 18
3.3 Syntactic feature 18
3.3.1 Fixed expressions of sentence and formulistic expressions of sentence 19
3.3.2 Sentences with strict structure 19
3.3.3 Passive sentences 20
3.3.4 Other features 20
4. Conclusion 21
References 22
A Stylistic Analysis of Business English Writings
Abstract: With the development of economy globalization, China has played a more and more important role in the world economy. Not only many companies but also persons have been doing business with foreign countries’ corporations and people. However, one of the main problems they have met is that they do not know how to convey information properly, particularly in the business English writings. Getting to know the stylistic feature of business English writings will help to understand the meanings exactly. In addition, it will help express things briefly and correctly. This essay is supposed to analyze characteristics of business English writings based on the discourse feature, vocabulary feature, syntactic feature. It is hoped that the article will help the businesses achieve successful communication in the writings of Business English.
Keywords: Business English Writings, Discourse Feature, Vocabulary Feature
Syntactic Feature
商务英语写作的文体分析
内容摘要
随着经济全球化，中国在世界经济中起着越来越大的角色。很多公司和人们都和外国的公司和人们有了贸易往来。但是，当前他们面临的主要问题之一是不知道如何有效的传递信息，特别是在商务英语写作上。掌握商务写作的文体就有助于准确的理解文本的意思。而且，有助于更加简洁准确地阐述事情。这篇文章将分析商务写作的语篇特征、词汇特征和句法特征。希望这篇文章能帮助商务人士用商务信函与外国人士成功交流。
关键词：商务英语写作 语篇特征 词汇特征 句法特征
A Stylistic Analysis of Business English Writings
1. Introduction
Since China joins in the WTO, the business English writings have become more and more important. The communication with outside world increases more and more, including that of government, companies, persons and so on. But in many occasions, two sides can not understand each other very well.
In fact, there are many efforts we need do to avoid such embarrassments. One of the ways is to analyze the stylistic feature of business English writings. Such a study can help people know the rules of business English writings and avoid embarrassments, make them understand the ways of western people in writing business English letters, comprehend the exact meaning of papers, promote the communication and cooperation between China and western countries. In addition, it will be beneficial to our country’s economy and improve the employment.
Therefore, some samples, like contract, e-mail, business letter, are collected from many companies, libraries and on-line. To work as good examples for this analysis study, with which classification writings and conclusions have also been made as essential parts of the research.
2. Literature review
2.1 Business English
During the past over twenty years, business English has gained more and more attention．Owing to business transaction among countries increase very fast, many language schools through the world provide Business English courses. According to invetigations，there are over 100 schools in the UK alone；there are more than 150 Business English titles on UK publishers’lists; examining centers offer examinations of Business English; the Business English special Interest Group(part of IATEFL, the International Association for Teachers of English as a Foreign Language) has over 1500 members from around the world. Yet despite this enormous interest, Business English is an area often neglected by linguistic researchers.(Li, 2005:1)
Business English is English language especially related to international trade. It is a part of English for Specific Purposes and can be considered a specialism within English language learning and teaching; for example, the teachers’ organization IATEFL has a special interest group called BESIG. Many non-native English speakers study the subject with the goal of doing business with English-speaking countries, or with companies located outside the Anglosphere but which nonetheless use English as a shared language or lingua franca. Much of the English communication that takes place within business circles all over the world occurs between non-native speakers. In cases such as these, the object of the exercise is efficient and effective communication. The strict rules of grammar are in such cases sometimes ignored, when, for example, a stressed negotiator’s only goal is to reach an agreement as quickly as possible.
Business English means different things to different people. For some, it focuses on vocabulary and topics used in the worlds of business, trade, finance, and international relations. For others it refers to the communication skills used in the workplace, and focuses on the language and skills needed for typical business communication such as presentations, negotiations, meetings, small talk, socializing, correspondence, report writing, and so on. In both of these cases it can be taught to native speakers of English, for example, high school students preparing to enter the job market. It can also be a form of international English. It is possible to study Business English at college and university; institutes around the world have on offer courses (modules) in BE, which can even lead to a degree in the subject.( http://en.wikipedia.org/wiki/Business_English)
Business means buying and selling, and English is the name of England people’s mother tongue. Therefore, Business English is obviously such English as is used in mercantile transactions. These words are used in the business field, having special meaning accepted by common people. Furthermore, there are some firm sentence expressions just used in the business area. In brief, business English is words, phrases, sentences, and even some acronym words used in the business transactions.
2.2 Stylistics
2.2.1 The definition of stylistics
Stylistics can be largely described as the study of a specific style of language usage in different contexts, either linguistic, or situational. Yet, it seems that due to the complex history and variety of investigations about this topic, it is difficult to state precisely what stylistics is, and to mark clear boundaries between it and other branches of linguistics which deal with text analysis.
From a linguistic perspective, stylistics is the study and interpretation of texts. As a discipline it links literary criticism and linguistics, but has no autonomous domain of its own.( Widdowson, 1975; Simpson, 2004:2) The preferred object of stylistic studies is literature, but not exclusively “high literature” but also other forms of written texts such as text from the domains of advertising, pop culture, politics or religion.( Simpson, 2004:3)
2.2.2 The features of stylistics
Stylistics attempts to establish principles capable of explaining the particular choices made by individuals and social groups in their use of language, such as socialisation, the production and reception of meaning, critical discourse analysis and literary criticism.
Other features of stylistics include the use of dialogue, including regional accents and people’s dialects, descriptive language, the use of grammar, such as the active voice or passive voice, the distribution of sentence lengths, the use of particular language registers, etc. In addition, stylistics is a distinctive term that may be used to describe the connections between the form and effects within a particular variety of language.
2.2.3 The functions of stylistics
Stylistics examines oral and written texts in order to determine crucial characteristic linguistic properties, structures and patterns influencing perception of the texts. Thus, it can be said that this branch of linguistics is related to discourse analysis, in particular critical discourse analysis, and pragmatics. Owing to the fact that at the beginning of the development of this study the major part of the stylistics investigation was concerned with the analysis of literary texts it is sometimes called literary linguistics, or literary stylistics. Nowadays, however, linguists study various kinds of texts, such as manuals, recipes, as well as novels and advertisements. It is vital to add here that none of the text types is discriminated and thought to be more important than others. In addition to that, in the recent years so called ‘media-discourses’ such as films, news reports, song lyrics and political speeches have all been within the scope of interest of stylistics.( Nikolas, 2007)
Each text scrutinized by stylistics can be viewed from different angles and as fulfilling at least a few functions, such as interpersonal function, ideational function and textual function. Interpersonal function is all about the relationship that the text is establishing with its recipients, the use of either personal or impersonal pronouns is analyzed, as well as the use of speech acts, together with the tone and mood of the statement. When describing the ideational function, linguists are concerned with the means of representing the reality by the text, the way the participants are represented, as well as the arrangement of information in clauses and sentences. The textual function is the reference of sentences forwards and backwards which makes the text cohesive and coherent, but also other discursive devices such as ellipsis, repetition, anaphora, are studied. In addition to that, the effectiveness of the chosen stylistic properties of the texts is analyzed in order to determine their suitability to the perceived function, or contribution to overall interpretation.(Brown, 2005:2nd; Finch, 1998)
2.3 Stylistics of business English
Along with development of economy, business English has become more and more important in our country. It includes some large varieties, such as business meetings, business negotiations, business letters, business reports, memos and other kind of business documents, both spoken and written. Its main purpose is concerned with sales promotion, inquiry of price，business discussion, trading correspondence, insurance policy, marketing, packing and shipment and so on.
The skill how to use stylistics correctly influences the success of business activities directly. In order to promote sales, market and raise fund successfully, precision and clarity in language are very necessary in the persuasion of the consumers. Using appropriate language or not is the key to the achievement of the business activities.
As we know, the medium for communication in business English is both through oral and written medium．In the following part, I shall concentrate on communication through the written forms. Although business English does not ask for aesthetic values of language, stresses logical clarity and precise reasoning, and avoid ambiguity and vague expressions.
3. The characteristics of English business writings
3.1 Discourse feature
3.1.1 Courtesy
The purpose of the business writing is establishing business relationship, expanding commercial trade, claiming, complaining or urging money. No matter what purpose is, writing must not only state the position, viewpoint, but also show the courtesy. Thus, it is important to write business wrings with polite words so that a good impression can be made on the partner. Furthermore, the other side will be pleased to make deal with you. Although, there is a need to write briefly and go straightly to the topic, there is also a need of courtesy. No matter what content is written, politeness is needed.(Zhang, 2006:76-79) There are five aspects can be used to improve the politeness of business writings:
1) Friendly words should be more used, such as “please”, “thank you”, “we are sorry to…”, “I’d like to…”, etc.
2) When writing letters, we ought to take consideration from the reader side. For example, writer emphasis: We are shipping your order on Friday. But for reader, it emphasizes that you will receive your order by Friday.
3) Words are used appropriately. First, negative word, phrase and sentence should be avoided to use in the wrings. For instance, negative wording: You did not read my recent letter; positive wording might be: Please refer to my recent letter. Second, the word which is impolite should not be used, such as “we do not believe…”, “we deny your claim…”, “you failed to…”, “you must…”, etc.
4) The sex discrimination word should be avoided to use. “Person” or “who” can take place the third person when it comes to meet the situation.
3.1.2 Completeness
A writing includes “who”, “what”, “when”, “where”, “why”, “how”. The six aspects are essential elements of a business writing. If it lacks any aspects, it is not complete. Inspecting the writing’s completion can be done from the six aspects. Only the six sides have been contained could the business writings can conveys information completely and correctly, and writing can have significance of establishing relationship, expressing complaint, informing message or any other things
3.1.3 Clarity
It is very important to narrate a matter clearly. It requires order clear and idea narration accurate. To do this, six ways could be taken into consideration:
1) Logical organization
The methods of logical organization have Cause & Effect, Chronological Development, Sequential Development, Comparison, From General to Specific, From Specific to General, etc. The writing can be laid out according to the content of writing, choosing one way. Therefore, the writing will give a clear clue to the reader. In addition, the reader will get an image of the writer’s capacity of thinking or doing things.
2) Well-written sentences & paragraphs
Example:
Pre-altering: Marashall Corporation was founded forty years ago, and it now has branch offices in four states, and it employs nearly 400 individuals.
After altering: Marashall Corporation was founded forty years ago. With branch offices in four states, it now employs nearly 400 individuals.
From the example, it obviously gets that the latter is simpler and clearer. The first is so losen that it can not be understood easily. The first uses “and” to connect the different parts of the sentence, which is too long to catch the key information. Apart from that, the former can be divided to two sections and state two things. Thus, the conclusion can be got that the related things should be put in one sentence or to see if it necessary to divide a long sentence into some different sentences at times.
3) Unity and coherence
The substance of business writings must be one unit from the start to the end. That means one paragraph just write one thing and the total writing should include some different but related matters. In term of the coherence, it demands that the content must be consistency in the whole writing, such as the time, the place of a matter. Having done this, it will not give confusion to the reader and help the reader comprehend the content.
4) Emphasis
When the business writings want to emphasize something, the emphasized thing could be put in the start or the end of the writing or a paragraph. It also can be independent paragraph which is placed in the front or the ending of the writing. The other skills contain repetition and quantity. Repetition means to repeat the emphasized parts with using the same or similar meaning words or phrases. Q uantity means that it makes the emphasized matter repeated a few times in the writing. Therefore it can remind the reader of the important parts.
5) Relevance
Example:
A: He was warned not to drink water even in a restaurant which had not been boiled.
B: He was warned not to drink water which had not been boiled even in a restaurant.
It is obviously that the B sentence is more compact, putting the “boiled” closed to the “water”. However, the A puts the restaurant next to the water. It is evident that the “water” and “boiled” is more related than the “water” and “restaurant”. Thus, it is necessary to analyze the relationship of the words and layout the words according to their relation.
6) Avoiding to using the same word with different meaning
Example:
A: We shall take a firm line with the firm.
B: We shall take a strong line with the firm.
The A use two “firm”, which will make the reader confused easily. The better way is using different words but having the same meaning to replace in the one sentence.
3.1.4 Conciseness
Conciseness refers to the absence of redundant words in the writing. A good sentence should avoid using such words. As long as the meaning of a sentence is clear, redundent words should be cut out as many as possible.(Yu, Zhang, Liu, 2005:36-37)
Example:
A: We have begun to export our machine to countries abroad.
B: We have begun to export our machines.
From the example, the following rules can be followed:
1) Use simple language
This rule requires to use single word as possible as it can, rather than use phrase or sentence to express the same meaning. For example, the words like “please”, “prefer” and “because” should be used more.
2) Omit trite expressions
For example, the “I wish to state” is too prolix. The “ I wish” is alright. Therefore, the expression should state as simple as possible.
3) Avoid wordy expressions & unnecessary repetition
This principle is like the first rule, but it emphasizes “expression simple” that means not just a single word. It also applies to phrases and sentences. In a word, it demands that expression should be as short as possible and avoid to repeating a same thing.
4) Remove unneeded facts
It means the insignificant parts should not appear in a sentence. For example, the “It should be noted that this is the best we can do” too long. It can be altered like that “This is the best we can do”. The “it should be noted that” is the insignificant part and could be deleted.
5) Use more active-voice sentence
This requires that the order of a sentence should put the human in the front and the matter in the latter. For example, Johnson will pay their accounts next week. The sentence uses active-voice, but the “Payment of their accounts will be made by Johnson next week” is passive-voice, which seems too long. The first sentence is obviously more simple.
3.1.5 Concreteness
(1) Offer information as specific as possible
Example:
A: These brakes can stop a car within a short distance.
B: These Goodson power brakes can stop a 2-ton car within 24 feet.
It is obvious that B is more concrete, for it offers the brakes’ name, the large of the car and the specific length of stopping the car. The more information is provided, the more persuasion it has.
(2) Use concrete words and phrases
It means that the word of using should be specific, not like “bad”, “around”, “majority”, “a great deal of time”, etc. It should use the words having definite meaning.
3.1.6 Correctness
The correctness has four meanings. First, the content of the business writing could be comprehended by the reader and the reader accepts the level of English and the stylistic feature of language. Second, it uses accurate words and conveys correct information. Third, it uses right grammar and punctuation. Four, the spelling of the writing is correct.
1) Proper stylistics of language
The business writing is rigorous, which should use formal word, such as approximately, inquire, ascertain, purchase, etc.
2) Accurate writing and information
This requires the words or phrases chosen should be accurate. For example, the choice of pronoun should be cautious. After all, it should use “their”, “there” or “these”, etc.
3.2 Vocabulary feature
3.2.1 Formal and serious
Because business English writings are official documents, they often use formal words to replace general words. What’s more, it demands to use words with its concise, simplicity, accuracy and concreteness.(Yuan, Li, 2009:100-102) Thus, it apparently shows its formal characteristic and rules of doing official business according to official principles. In the sentence of “We can’t grant you insurance coverage for cash 15％of the invoice value.”, the “grant” is more formal than the synonymy word of “give”. In the business writings, other common words replaced by formal words have begin—commence, make—manufacture, help—assist, buy—purchase, expect—anticipate, believe—trust, tell—inform, send—dispatch, etc.
3.2.2 Terse and clear
The written feature of business writing is clear, understandable, concise and comprehensive. When it conveys information, it rarely uses all kinds of rhetoric unless it is necessary to use professional words to deliver information. Using concise words and phrases makes the writing clearer and conveys information sufficiently and efficiently. Furthermore, it accords with the feature of modern commerce. Thus, in the business writings, it often uses the simple words to take place of the complicated and gorgeous expression. Generally speaking, it usually uses “about”, “it or when”, “soon”, “now” and “because”, not “with reference to” or “in reference to”, “in the event that”, “in the near future”, “at the present time”, “due to the fact that”, to express the same meaning.
3.2.3 Accurate and strict
Because the essential function of business writing is conveying information, the expression must be accurate and strict, not ambiguous, even appearing mistake. If the writing emerges error, it will make reader misunderstand, make obstacle for communication in the future, even cause economy losses and damage of reputation.
Example: We assembled them by the new machine.
In the example, the word, “by”, can be understood as “near” or “by means of”. As a result, the reader may be confused. To express the meaning accurate, it can be altered like “We assembled them near the new machine.” or “We assembled them by means of the new machine.”
3.2.4 Common words with commercial meaning
In the business writings, it exists enormous common words with commercial meaning. These vocabularies have different meanings in different occasions.(Xin, 2010:238-239)
Example: A. We strongly demand immediate full or partial payment with a statement of when you will pay the balance.
B. Their prices are always quoted in dollars.
In these two sentences, “balance” and “quoted” have special meaning in the business area. Balance means the remaining sum and quoted means to make offer. This kind of usual word also has offer, firm, cover, claim, document and draft, etc.
3.2.5 Breviative words
In the business writings, a large number of words, phrases, jargons exist in fixture and customary way, which make business conduct more convenient.
For example, in the “We have covered the goods against the risk of breakage, TPND, leakage, rust, etc.”, the “TPND” means “theft, pilferage and non delivery”. FOB: free from particular average, SS: steam ship; PS-post script, S/D: sight draft, D/D: demand draft, D/A: documents against acceptance, are usually used as breviary words in the business writings.
3.2.6 Positive words
The positive words can emphasize active aspects and give delighted feeling.(Wang, 2008:200-201) This means that the words, like “please”, “pleasure”, “glad”, “appreciate”, should be constantly used. What’s more, it usually makes the reader happy, make deal easily and even establish long cooperative relationship. In a word, it is very helpful to use positive words. For example, “We would be appreciated if you return back immediately.” is better than “You return back immediately after you have read it.”
3.3 Syntactic feature
From the point of syntactic, the business English sentences are comparatively long; the structure of sentences is relatively complicated; the format of sentence is standardized; literature form is formal. Because the business communication requires conciseness, clearness and time-saving, this sort of writing usually uses phrases and subordinate sentences to define the composition with forming a compared too long sentence, even a sentence constituting an alone paragraph.(Zhu, 2011:157-158) Especially, document for calling for bids, document for investment and contract emphasize more of these rules.
3.3.1 Fixed expressions of sentence and formulistic expressions of sentence
The fixed expressions of sentence and formulistic expressions of sentence means that it has been accepted as business expression in the long development of business activity, like using some courtesy sentences in the beginning and ending of the writings. Because an international deal involves negotiation and signing contracts, etc, it needs many writings to communicate and these writings function as bridge. This is business writing’s outstanding characteristic different from other language types.
Examples:
A. Thank you your letter of _
B. We have received your letter of _ with pleasure
C. We should be obliged if you would send us catalogue and price list of _
D. We would be appreciated if you reply early.
It comes to a conclusion that the positive words usually are used in the fixed and formulistic sentences, expressing praising feeling and showing courtesy.
3.3.2 Sentences with strict structure
Business English writing, as a formal communication tool in written form, uses complicated subordinate-sentence and long-sentence more frequently than informal type of writings.(Chen, 2011:122) Composite sentences apply to state logic relation with complicated administrative levels and convey a lot of information, which makes the content complete, accurate and concise. Furthermore, it can promote the efficiency for a given period time in the international business activity, emphasize the main information and enhance the formality of writing.(Luo, 2008:141-143) The sentences with strict structure are usually long sentences with a few clauses connected by connective words.
Example:
“Goods of a dangerous or damaging nature must not be tendered for shipment unless written notice of their nature and the name and address of the Sender have been previously given to the carrier，Master or Agent of vessel and the nature is distinctly marked on the outside of the packages as required by statute.”
The paragraph only has one long sentence which shows the strict feature. In the first clause, “unless” leads an adverbial clause of condition. This sentence is too long, but the gradation is distinct: the relation of paralleling and condition is very clear.
To make sentences strict, there is a need to use conjunctions according to logic relationship. What’s more, gradation of sentences must be clear.
3.3.3 Passive sentences
Using passive sentence seems formal and serious. In addition, using passive sentence can avoid censuring the executor of operation. Therefore, it seems more polite than using initiative sentence.(Tian, 2004:99-101)
Example:
A: You made a very careless mistake during the course of shipment.
B: A very careless mistake was made during the course of shipment.
The second sentence is more euphemistic than the first, which seems more courteous and is accepted easily. In return, the reader will easily agree to make deal and set up long relationship.
3.3.4 Other features
First of all, it often uses euphemism sentence to express complaint, dissatisfied and decline, like “We are afraid…..”, “We regret…..”, “I’d like to say……”, “As you may be aware…..”.
In addition, a large number of conditional sentences, question sentences, subjunctive sentences and imperative sentences with “please” are used to state polite request in the business writing, like the following examples:
A. We would be grateful if you would help us with your suggestion.
B. Could you quote us CIF5％New York?
C. We wish you would let us have your reply soon.
Last, refine expression is an outstanding stylistic feature of business writing. From the whole sentence of business writing looking, its word is simple and clear; its grammar must be correct; it must be used in one’s position or suited to the occasion. The length of a sentence usually is from 10 words to 20 words, not exceeding 30 words except contract in the business writings.
4. Conclusion
Stylistic analysis as discussed in this paper is very practical and powerful, because it offers a more penetrating description of functional written language from language, vocabulary and syntactic view of point. Following the approach of stylistic analysis, the paper tries to extend it to be a more comprehensive emphasizing the figure in business letters, and taking the communicative purposes into consideration. Such an approach is important to the professional writers in the construction and interpretation of professional or institutional business letters, especially important in this paper to the business writers because it helps explain not only the theories of stylistic but also the individual strategies and techniques employed by the members in the community to achieve these purposes. Findings in analyzing the business letters may prove to be useful to business practitioners in producing and interpreting business written discourse.
Although, the analysis of this paper achieves a certain goal in helping the business practitioners with construction of business letters, however, the approach to the analysis has its limitations as well as strengths. It might encourage prescription rather than creativity in application of the rulers and conventions summarized in the analysis which tend to be more prescriptive. Nevertheless, we should be aware of the fact that a professional writer can be more effectively creative in communication when he masters the rules and conventions of this particular style.
In a word, much work needs to be done to further improvement of the stylistic analysis approach in a professional way. In spite of the conventions and rules offered in the detailed analysis of business writings, further efforts should be made to summarize and systemize these rules in future studies.
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Retrieved April 6, 2012, from web site: http://en.wikipedia.org/wiki/Business_English