Language Differences in Formal and Informal Business Correspondence 第7页Example:
(a) All offers and sales are subject to the terms and conditions printed on the reverse side hereof.
(b) In such a case, seller is bound to reimburse buyer for any loss or damage sustained therefore.
2.2.5 Use of Periphrasis
(a)You have to replace the damaged records.
(b) We shall appreciate it if you replace the damaged records.
(a)Your letter is not clear at all. I can not understand it.
(b)If I understood your letter correctly, I would…
In every group above, the tone of first sentence is direct and abrupt. Therefore, it is lack of courtesy. The second sentence is using the periphrases, which embodies the courtesy. There are some common syntax ways to show periphrases.
1). Different expression of appreciation:
We shall appreciate it if
It will be appreciated if
We shall be obliged/ grateful if
We wish to express our most sincere thanks for…
Example:
We are now interested in purchasing substantial quantity of polyester cotton blended fabrics of the following specifications and shall appreciate it if you quote us your rock bottom prices.
2) Use “suggest, recommend, ought to, and had better” etc, let imperative become the advice or assertive sentence, which tone are more unobtrusive.
Example:
(1) We suggest you place an order as early as possible, as prices are rising.
(2) You had better prepare a price list before discussion.
3). Use the adverbial clause of unreal condition, in order to refuse others politely.
Example:
(1) If we were able to supply it, we would make you a firm offer.
(2) We missed the ship. If the relevant L/C had arrived earlier, we would have shipped the goods on time.
Those above are the basic characteristics of formal business English correspondence. In order to write the letters well, we should know them, moreover, we need to grasp the knowledge of international trade.
3. Language Differences in Formal and Informal Business Correspondence 第7页
There are two different forms of business English correspondence, which can be recognized from the salutation, use of language, linguistic familiarity, and many other characteristics. The following letters were chosen from the Introductory Level New Cambridge Business English which are divided by different forms of correspondence (e-mail and letter), and also by different forms of language (formal and informal).
Example 1 (e-mail):
Alan,
Thanks for your call yesterday. Here’s the quote you wanted for our Business Excellence program.
Date: 14 May
Time: 09. 30--16. 30
Place: Here in Watson& Raihon or in--company
No. of people : 6
Included: Training pack &lunch
Cost: $499(exc1. VAT) per person
If you have any questions, give me a cal1. I have attached a Word file with the course schedule.
Hope you can open it OK.
Best wishes
Dave
Example 2 (letter):
Dear Alan Pickering,
Re: Training Course Booking
Thank you for your enquiry of 16 April regarding Business Excellence training course. We are able to offer the following day seminars for the week commencing 14 May:
Training: Business Excellence Level 3
Duration: 1 day, 9: 30 a. m. -- 5 p. m.
Venue: Synergy Training Center
Delegates: Six
Included: Training pack and seminar notes
Cost per head: $549(Inc1. VAT)
Available Dates: 14, 15, 16, 17 or 18 May
P1ease find enclosed a copy of the seminar schedule. Should you have any further questions, please do not hesitate to contact me on 01254374973 ext. 204
Yours sincerely
Rebecca Brooks
(Signature)
Seminar Sales
Fig.2 An analysis table of two different business English correspondences
Form Informal Formal
Subject E- mail Letter
Salutation Alan Dear Alan Pickering
Language Regard Thanks for your call yesterday Thank you for your enquiry of
Contraction Here’s; I’ve /
Expression of time 9:30–16:00 16 April, am, pm
Choice of wording Informal(wanted; give me a call, place; etc) Formal (enquiry; venue; regarding; duration; delegates, etc)
Brevity hope you can open it OK; No. of people /
Sign & /
Number 6 Six
Signature Dave Rebecca Brooks
Title / Seminar Sales
Closing Best wishes Your sincerely
The table above compares and analyses the business English used in two different business correspondence forms, and the differences of those two are not difficult to tell.
3.1 The Salutation:
In the informal correspondences, usually, we use the person’s first name, which sounds very friendly and close. It is a very popular way used by intimate friends and partners. In formal correspondences, we generally use the person’s title, along with either their full name or surname. Of course, sometimes you can use their surname solely. In the formal letters, the salutation does not have any emotional connotations. Most of the time, the aim of using the titles is just to show your respect.
The majority of informal business English correspondences have an informal tone. When the message is addressed to several people, “Hello all/ folks” or “Hello everybody”, or “greetings” is common; “Sirs” is rarely used in e-mail. Do not use outdated or gender-specific forms, such as “Dear Sirs” or “Gentlemen”, from traditional business correspondence as carry-over in electronic correspondence. Cultural awareness in e-mail communication, however, deserves special attention. For example, greeting in Japan or China tend to be more formal and traditional whereas “(Hi/ Hello)/ (+) first name” is a typical way of e-mail greetings reminiscent of memo format actively used in America.
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