A study on some difficulties of translating business corespondence Contents Page Acknowledgements Abstract Statement of Authorship Abstract 4 Statement of Authorship 5 Chapter I Introduction 6 1.1. Background to the Study 6 1.2. Organization of the study 7 Chapter II Literature Review 8 2.1. Introduction 8 2.2. Basic theory about business letters 8 2.2.1. The importance of business letters in doing business 9 2.2.2. Definition of a business letter 10 2.2.3. Kinds of business letters 10 2.2.3.1. Social business letters 10 2.2.3.2. Inquiries 13 2.2.3.3. Quotations and offers 13 2.2.3.4. Orders 13 2.2.3.5. Claims 13 2.2.3.6. Letters of Application 14 2.3. Features of a good business letters 14 2.3.1. Giving the letters a professional look 15 2.3.1.1. Paper 16 2.3.1.2. Envelope 16 2.3.1.3. Margins 16 2.3.1.4. Spacing 16 2.3.2. Parts of a business letter 16 2.3.2.1. Letterhead 16 2.3.2.2. Dateline 17 2.3.2.3. Inside address 17 2.3.2.4. Order of inside address 18 2.3.2.5. Punctuation of address 18 2.3.2.6. Salutation 19 2.3.2.7. Content 19 2.3.2.8. Complimentary close 20 2.3.2.9. Signature block 20 2.3.3. Other parts 20 2.3.3.1. Attention line 20 2.3.3.2. References 20 2.3.3.3. P.p 21 2.3.3.4. Enclosures 21 2.3.4. Styles of business letter 21 2.3.4.1. Indented style 21 2.3.4.2. Common expression 21 2.3.5. Useful hints for business letter writing 22 2.3.5.1. Outlining a business letter 22 2.3.5.2. Composing the content 23 2.4. Summary 23 Chapter III Methods and Procedures 24 3.1. Introduction 24 3.2. Subjects 24 3.3. Instrumentation 24 3.4. Procedures 25 NguyÔn Thuý V©n - FA10_99 - HUFS iii A study on some difficulties of translating business corespondence 3.4.1. Using correct grammar 26 3.4.2. Power of Lexis 26 3.4.3. Terminology in business correspondence 27 3.4.4. Conveying the writing style 27 Chapter IV Results and Discussion 28 4.1. Introduction 28 4.2. The Findings 28 4.3. Discussion 29 4.3.1. Some difficulties and common mistakes in using correct grammar 29 4.3.2. Power of lexis and Terminology, set expression and using words in translating business correspondence 33 4.3.2.1. Lexis and Terminology 33 4.3.2.2. Mistakes and difficulties in set expression and using words 39 4.3.2.3. Mistakes and difficulties in using words 42 4.3.3. Difficulties in conveying the original writing styles 48 4.3.3.1. Problems in tone 49 Dear Mr. Jutaporn, 49 Dear Mrs. Jutaporn, 50 4.3.3.2. Using inflated language 50 4.3.3.3. Using negative ideas 51 4.3.3.4. Using impersonal style 52 4.4. Summary 53 Chapter V: Implications, Suggestions 54 and Conclusion 54 5.1. Implications 54 5.1.1. Using correct language 54 5.1.2. Solution to conveying the original writing styles 56 5.2. Suggestions for future research 60 5.3. Conclusion 60 Appendices 63 Letter 1 65 Letter 2 65 Letter 3 66 Letter 4 66 Letter 5 66 Letter 6 67 Letter 7 67 Letter 8 68 Letter 9 69 Letter 10 69 Letter 11 70 Letter 12 71 Letter 13 72 Letter 14 72 Letter 15 73 Letter 16 73 Sample Translation 73 NguyÔn Thuý V©n - FA10_99 - HUFS iii A study on some difficulties of translating business corespondence Acknowledgements The graduation paper named ”A study on some difficulties in translating business correspondence” is the biggest scientific research for me during the last four years. In order to finish it, besides my own efforts, I have a lot of help, guidance and encouragement from my teachers, my family and my friends. First, I would like to express all of my in-depth gratitude to my supervisor, Mr. Hoang Van Hoat, M.A, Lecturer at the English Department for his valuable instructions and suggestions, careful corrections during the development of my graduation paper. Second, I also would like to thank all the teachers of the translation and intepreting devision, who have taught me during the past time. I would like to express my thanks to Mr. Nguyen Viet Thang, his lectures have great impact on me and help me so much in finishing this dissertation. Last but not least, we would also like to give my thank to friends for their constructive opinions so that I could finish this paper in time. Nguyen Thuy Van - FA10_99 - HUFS NguyÔn Thuý V©n - FA10_99 - HUFS iii A study on some difficulties of translating business corespondence Abstract This dissertation is divided into 5 chapters. The first part – Introduction refers to the background to the study, organisation of the study. Chapter two –Literature review refers to basic theory about business letters: The importance of business letters in business communication, definition of a business letter; kinds of business letters and some features of a good business letter and definition which some then be adapted to translate Business correspondence mentioned in this dissertation. Also, this chapter is hoped to bring about an overview of Business correspondence. What is a Business correspondence and its characteristics are mentioned here so that you will have concrete understanding about a business correspondence. This makes you to find easier when reading the chapter three. As the main purpose of this dissertation is to point out some difficulties in translating Business correspondence, some regular concrete difficulties and their samples are specially mentioned here. Moreover, popular expressions equivalent translations, economic terms and international abbreviations are also referred to so that it is hoped to find out the way to overcome such metioned difficulties. Chapter Five – Implications, suggestions, and conclusion are some help for anyone who are interested in this field. The Conclusion will summarize all the dissertation and some of my personal experience drawn from this dissertation. It is desired that further research is necessary to find out best methods of translating of Business correspondence. Yet, it is hoped that this dissertation could only provide basic ideas of a Business correspondence and difficulties to avoid. During the dissertation, shortcomings and mistakes are unavoidable. Any correction and suggestion for further understanding from my teachers, my friends and my readers, therefore, will be highly appreciated. NguyÔn Thuý V©n - FA10_99 - HUFS iii A study on some difficulties of translating business corespondence Statement of Authorship I hereby certify my authority of the thesis sunmitted today entitled: A study on difficulties in translating of business correspondence In terms of the statement of requirements for the degree of Bachelor of Arts. Signed………………………… Nguyen Thuy Van June, 2003 NguyÔn Thuý V©n - FA10_99 - HUFS iii A study on some difficulties of translating business corespondence Chapter I Introduction 1.1. Background to the Study If you know English, you can travel everywhere in the world. In fact, that is completely reasonable because there are over 300 million people speaking English as their first language, and the same people speak it as a second language. However, no one can know for sure how many people speak it as a foreign language. English is the language taught at lots of universities all over the world, the language of international communication, science, aviation. In particular, it is used as the language of international business. Nowadays, due to the internationalization trend of the world economy, companies not only trade in their countries but also expand their commerce to other countries. In order to keep in touch with their partners, the best way is to write business letters. Actually, each country has its language, and English is the mother tongue in many countries. Therefore, they usually use English in their letters. During the previous four years, my friends and I have had chances to study English thoroughly in terms of language practice (i.e. listening, speaking, etc.) as well as language theory (i.e. grammar, lexicology, discourse analysis and so on). I would say that English for Business is the subject we are interested in most since it teaches us some essential jobs such as writing memos, lists, reports, especially letters that are very helpful if we work for an import - export company in the future. Nevertheless, writing a business letter in English well is not easy. Realizing the importance of business letters and the difficulties writers usually meet, I have decided to choose business letters for graduation paper whose title is some difficulties in translating business correspondence. When doing my research, I would try my best suggestions for the fourth-year students and younger students in order that they would be able to write an effective business letter at work. NguyÔn Thuý V©n - FA10_99 - HUFS iii A study on some difficulties of translating business corespondence 1.2. Organization of the study The basic structural format of the research study is organized into five chapters, a list of references, and appendices. Chapter I includes the background to the study and the organization of the study. Chapter II presents a review of the related literature. Chapter III details the methods and procedures used to conduct the study and to collect the data. Results and discussion appeared in chapter IV. Chapter V includes implications resulting from the study, suggestion for further research, and conclusion. NguyÔn Thuý V©n - FA10_99 - HUFS iii A study on some difficulties of translating business corespondence Chapter II Literature Review 2.1. Introduction People must work to exist and develop. Each person is only able to produce one or some certain products. However, because of their demand for living, they need many kinds of products. That is the reason why producers have to exchange their products with each other. Manufacturing products for sale is called commodity economy. The commodity economy has promoted the development of labor force and pushed social labor capacity. In addition, it helps form economy relations, mutual dependence between producers and establishes domestic and international market. Certainly, to serve commercial activities, producers as well as traders need to keep in touch with each other. There are some ways to do that such as making a phone call, sending a telegram or telex, and meeting face to face, writing business letters. In face, many people find it difficult to meet or talk with customers, clients, suppliers or even their employee’s just three floors or one building away. They cannot express their opinion directly, especially tactful matters. Sometimes their bad behavior can cause troubles. Meanwhile, a business letter is a well - laid out document including every necessary information with a formal, polite language, which has been edited carefully before being sent. Moreover, although we use telephone, telex or have personal visits, they must be confirmed with a permanent record of what was said, to whom, by whom, and on what date. All of this can make the letter a powerful medium of communication. 2.2. Basic theory about business letters Business letter is a new field to me, but it is important for my future job. Therefore, I need to study it carefully in an attempt to master some points. These include basic theory about business letters, features of business letters including layout, content, language, grammar. Besides, I also want to point out some difficulties and common mistakes which writers usually cope with and then give suggestions to overcome difficulties and mistakes. In general, my aim of study is to provide some NguyÔn Thuý V©n - FA10_99 - HUFS iii A study on some difficulties of translating business corespondence recommendations to avoid common mistakes and overcome some difficulties in translating business correspondence. I have read books on business such as The McGraw-Hill handbook of Business Letters by Poe (1993, p.54), How to Write Effective Business Letters by Coles (1993, p.69); grammar books like A University Grammar of English by Quirk & Green Baum (1996, p.110) and many other books relating to what I have mentioned in my paper. I have also collected a lot of business letters written by my friends and business letters in Vietnamese. All are the precious documents for my study. In commercial activities, people can communicate by meeting face-to-face, making phone calls or writing business letters. Of the three ways, the last seems to be the most effective because it is a record of what was said, to whom, by whom and on what date. There are two kinds of letters including informal and formal letters. Informal style is for personal letters; formal style is for business letters. Accordingly, within the restriction of my graduation paper, I choose business letters with formal style as the subject. 2.2.1. The importance of business letters in doing business Mill (1993, p.1) states that business letters are little ambassadors that go through every conner of the present day commercial world. They constitute the biggest source of active liaison that is necessary for producing business. In the very strict commercial world that often called “battle field” businesspersons must use many remedies to win the results while dealing. The remedies may vary due to the fields, the situations, and even the persons who apply them. They may be difficult or easy, take long or short time, require training process or not, and be expensive or cheap. There is a very effective way used by most companies and firms and can never be replaced, that is writing letter. Realistically, the dollars spent to compose and put a letter in the mail is fewer than any others are, so does the time. On the contrary, it brings bigger consideration fruits. So what a business letter can do is to sell the goods, create new customers, bring back the lost ones, bring good sales-representatives, give an incentive to the dealers, bring back confidence among suppliers, instill confidence of buyers, collect bad debts, settle disputes, bring more finance, open new markets, save NguyÔn Thuý V©n - FA10_99 - HUFS iii A study on some difficulties of translating business corespondence time, dates with a VIP, build a favorable image for companies, and build the nation. It is right to say that the success of any modern business, largely, depends on the proper use of business letters. 2.2.2. Definition of a business letter. No one can deny the fact that business letters are becoming more and more important in commercial world. Therefore, many economists, specialists in trade field have studied hard so that they can provide readers all over the world with the background of business letters as well as the ways to write them best. In The Language of Business Correspondence in English, Nguyen Trong Dan (1997, p.9) said: “The business letter is the principal means used by a business firm to keep in touch with customers; very often it is the only one and customers form their impression of the firm from the tone and quality of the letters it sends out”. Business letters may be addressed to a specific individual, but it is likely that many people within the company and possibly outside the company will read the letter. Business letters are written on standard - size paper with a matching envelope, they are typed or printed, and formatted and folded in a convenient way. Most importantly, the content of a business letter is not about personal matters. It conveys an important, necessary exchange of information between people in business. (Notes, 1997) 2.2.3. Kinds of business letters 2.2.3.1. Social business letters This kind of business letter is used at festival time and on such an occasion as the award of any honour, a promotion, a wedding or a death etc. The aim of the businesspersons is to send their invitations, good wishes, congratulations, sympathy, condolences or thanks. Social business letters do not push up their business immediately but they are able to build goodwill, which is regarded as an intangible asset in computing the worth of a business. That goodwill will clients’ belief as well as promote commercial activities of a firm. There are four kinds of social business letters. NguyÔn Thuý V©n - FA10_99 - HUFS iii [...]... thank you We have already seen that letters of appreciation should be sent to new customers upon the opening of an account or the making of a first purchase But many other occasions call for a thank you as well; a note of appreciation should always be sent after receiving: 1) gift 2) 2) favors 3) courtesies 4) hospitality 5) donations A not of thanks should also sent in response to a letter of congratulations... Appendices) This letter of application is a good business letter First, it is laid out correctly Second, it has no repetition or wordiness, and its contents presents the good Nguyễn Thuý Vân - FA10_99 - HUFS iii A study on some difficulties of translating business corespondence qualifications of the candidate, which are suitable for the position of Regional Manager Finally, no grammar or punctuation... graduation paper, namely A study on the difficulties in translating business correspondence 3.2 Subjects There are 48 respondents taking part in this study They include 15 professional translators, 25 non-professionals, and the rest (8 people) fall to the students who are studying in the field of Hanoi University of foreign studies, the Division of the Translation and Interpreting With an aim of making.. .A study on some difficulties of translating business corespondence a Letter of invitations While such events as openings, previews, and demonstrations may be advertised in newspapers or on handbills, guests may be more carefully selected if invitations are sent by letter Formal events, such as a reception, open house, or formal social gathering, require formal invitations These invitations can be... production goals The grammatical forms following each of the correlatives are not equal After not only we have an infinitive phrase After but also we have a sentence The result is a very weak sentence that requires the reader to read it again, simply because the structure lacks balance, it is better: We hope to obtain not only production estimates but also a summary of production goals As far as many linguists... linguists and translators are concerned on of the first and foremost requirements for any translators when rendering a text of any fields into Nguyễn Thuý Vân - FA10_99 - HUFS iii A study on some difficulties of translating business corespondence another language is the ability to understand the text This matter could only be solved once the transmitter could manage to analyze and comprehend the grammar According... congratulation with a personal or informal tone; 3) End with an expression of goodwill (such as praise of confidence never say good luck, which implies chance rather than achievement) (See sample letter 2 in Appendices) Nguyễn Thuý Vân - FA10_99 - HUFS iii A study on some difficulties of translating business corespondence c Letter of thanks In business, as in the rest of life, it is important to say... acts as the mediation to bring the news or message to the reader, so that the more correctly translators can do, the more academic versions of business correspondent will be Nguyễn Thuý Vân - FA10_99 - HUFS iii A study on some difficulties of translating business corespondence Chapter IV Results and Discussion 4.1 Introduction This chapter is to obtain valid data and analysis of the present level of. .. marriages and births; anniversaries and retirements Whether written to a close friend or a distant business associate, any letter of congratulations must be sincere and enthusiastic It may be short, but it should contain personal remark or references A letter of congratulations should contain three essential ingredients; it should: 1) Begin with the expression of congratulation; 2) Mention the reason for... vast number of rules Working out all the grammatical errors is impossible, on this survey the author found the most popular one lies in using parallel structure Keeping ideas parallel causes many students a great deal of troubles because it also requires the grammar to be parallel By using parallelism you can say to your readers, Here are some ideas which have something in common and which I have arranged . A study on some difficulties of translating business corespondence Contents Page Acknowledgements Abstract Statement of Authorship Abstract 4 Statement. aviation. In particular, it is used as the language of international business. Nowadays, due to the internationalization trend of the world economy, companies