Language Differences in Formal and Informal Business Correspondence 第4页Yours Truly
1.2.5 Conciseness
Conciseness is the first request of correspondence. It requires the writer to complete message by using the briefest expression without sacrificing clarity or courtesy. A good business letter should be precise and get the point. Single words are more efficient than phrases. Phrases are more efficient than sentences. Wordy language requires more time to type and to read, therefore less desirable in the business world.
Example:
Poor: We have begun to export our machines to the foreign countries.
Better: We have begun to export machines.
Poor: I wish to express my heartfelt gratitude to you for your kind cooperation.
Better: Thank you for your kind cooperation.
1.2.6 Concreteness
Business letter should be specific, definite rather than vague, abstract. For instance, qualities or characters of goods should be shown with exact figures while avoiding words like short, long or good. Avoid using the expressions such as yesterday, next month, immediately, etc. Give specific time (with date, month, year and even offer hour, and minute if necessary). Business correspondence refers to time, and money, therefore use the clearest expressions when writing the business letters.
Example:
Poor: We have drawn on you as usual under your L/C.
Better: We have drawn on you our sight draft No.345 for the Invoice amount, US$5600.00, under your L/C No. 246 of the China Bank.
Poor: We wish to confirm our telex dispatched yesterday.
Better: We confirm our telex from July 2nd, 2005.
1.2.7 Correctness
Correctness not only means proper expressions with correct grammar, punctuation and spelling, but also means appropriate tone, specific language, and numerical precision. Double check the correctness of the content before signing a business letter. Make sure all the contents you are talking about in the letter are right and use the trade terms correctly. Business letters must be the factual information, accurate figures and exact terms in particular, for they involve the rights, the duties of both sides. Therefore we should not understate nor overstate the truth.
Example:
Poor: It is the lowest price available to you.
Better: It is the lowest piece we can offer you now.
Poor: The goods supplied are exactly equal to the samples.
Better: The goods supplied are similar in quality to the sample.
Poor: The offer is open for five days.
Better: The offer is open for five days inclusive of the date of dispatch.
In conclusion, no one can ignore the important role that played by a business letter in business communication, therefore, it is necessary for us to take our business English writing to a higher level. We need to grasp the seven “C” principles which are the key points to write the business letters well. Finally, we need to understand that the seven “C” principles are complementary to each other, and in actual use we need to take all principles into consideration.
2. How to Distinguish the Formal and Informal Business Correspondences
Business correspondence’s language has a special style. At the same time, its content and expression are different from personal correspondence. As Martin Joos (1962) said there are five classifications of English style. Business correspondences intervene in the frozen style and consultative style. It is formal style. Personal correspondences intervene in casual style and intimate style. From all the above, we can draw a conclusion that compares with the personal correspondence, business correspondence is more formal. The relationships between companies, the familiarity between the reader and the writer, or even a difference in culture may have an affect in the actual operation of business activities. Because of the familiarity and closeness between the two companies, informal business correspondence is still widely use. The formal and informal correspondence has the common basic, but they still have the notable differences, which are found in language.
2.1 An Analysis of Modern Informal Business Correspondence (E-mail)
The closing years of the twentieth century saw the introduction and widespread adoption of e-mail as a means of corporate communication. It seems to have assumed tasks from the telephone. It is used primarily to spread information quickly, often to a large audience at one time. Generally, the primary use of e-mail is to 1) exchange information; 2) deliver documents for information and / or for comments; 3) inform employees about corporate issues. Compared to the telephone, e-mail creates flexibility in the workplace while reducing telephone interruptions. Another competitive advantage of the email over the telephone is e-mails can be printed to produce a paper trail. Paper trail can act as evidence in an event of a dispute.
2.1.1 Layout
The format of e-mail messages is memo-styled. The header, the body, and the signature constitute the main parts of an e-mail message. The specific layout of an e-mail message depends on the software used by companies.
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