a study on some difficulties of translating business corespondence

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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
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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.
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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.
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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
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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
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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.
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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 engraved or printed, or they can
be handwritten on note-size stationery.
A general invitation should be cordial and sincere; a formal invitation should be less
personal, written in the third person. Either kind of invitation, however, must do three
things:
1) Invite the reader to the gathering
2) Give the date, time, and place of the gathering
3) Offer a reason for the gathering
Invitations are sometimes issued in the indirect form. The writer and the
person invited are both referred to in the third person throughout.
(See sample letter 1 in Appendices)
b. Letter of congratulations
A letter of congratulations builds goodwill by stroking the reader’s ego:
everyone likes to have accomplishments acknowledged.
The occasions for congratulatory messages are numerous: promotions,
appointments, and elections; achievements, awards, and honors; 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 the 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)
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c. Letter of thanks
In business, as in the rest of life, it is important to say “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.
A thank-you note may be brief, but it must be prompt, for it must, like all social
business letters, sound sincere.
A proper letter of appreciation will contain three key elements: it will:
1) Begin by saying “thank you”
2) Make a sincere personal comment
3) End with a positive and genuine statement
(See sample letter 3 in Appendices)
d. Letter of sympathy
When an acquaintance experiences the death of a loved one, it is proper,
although difficult, to send a message of condolence.
Many people in Western countries opt for commercially printed sympathy cards,
but a specially written note is more personal and genuine.
A message of condolence lets your reader know that you are aware of his personal
grief and wish to lend sympathy and support. The message, therefore, should be
simple, honest, and direct, and it should express sorrow with dignity and respect.
The message of condolence should begin by referring to the situation and the people
involved. This should be bland statement that avoids unpleasant reminders. The note
may use the word death but should not describe the death.
The rest of the note should be brief: an encouraging reference to the future or,
if appropriate, a gesture of goodwill.
Write your letter immediately when you learn the news. Say that you sincerely
feel and express your sympathy in simple words that are warm and convincing.(See
sample letter 4 in Appendices)
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2.2.3.2. Inquiries
If your job is a businessperson, request letters are always necessary because of
your need for information or special favors, services or products. You write an inquiry
since you need to get information of prices or technical data; to receive printed matter
(such as booklets, catalogues etc.) or sample products; to order merchandise; to make
reservations at hotel, restaurants, theaters and so on.
Your inquiries should be specific, brief and reasonable and provide complete,
accurate information so that your requests can be acted promptly. (See sample letter 5
in Appendices)
2.2.3.3. Quotations and offers
a. Quotations
After receiving enquiries for prices, you usually send quotations in which there
is an expression of thank for the enquiry; details of prices, discounts and terms of
payment; a statement of clear indication of what the prices cover (e.g. packing, F.O.B.
etc.); an undertaking as to date of delivery; the period for which the quotation is valid;
an expression of hope that the quotation will be accepted.(See sample letter 6 in
Appendices)
b. Offers
An offer tells your customer whether you can provide the goods or services he
has asked about. It should convey the name of the goods, quality and specification,
quality, price, packing and marking, delivery time, items of payment.(See sample
letter 7 in Appendices)
2.2.3.4. Orders
When you accept a quotation or an order, you need to make orders. The orders
must be complete and accurate in information as incomplete orders can lead to
delayed deliveries, and inaccurate facts can result in the wrong delivery from the
seller. Every order should full details of description, quantities, prices and catalogue
number; your requirement as to delivery place and date, mode of transport; the terms
of payment agreed in preliminary negotiations.(See sample letter 8 in Appendices)
2.2.3.5. Claims
Sometimes the exchange of money, merchandise, or service will not occur as
expected. In that case, the customer needs to inform the company or the organization
of the problem by letter, which is called a complaint. The letter should be as follows:
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+ Begin by regretting the need to complain.
+ Mention the number, the date of the order, the date of the delivery and the
goods complained about.
+ State your reasons for being dissatisfied and ask for an explanation.
+ Refer to the inconvenience caused.
+ Suggest how the matter should be put right.
+ Complaint of inferior quality
(See sample letter 9 in Appendices).
2.2.3.6. Letters of Application
A letter of application is a sales letter in which you are both salesperson and
product. Your purpose is to attract an employer’s attention and convince him/ her to
give you an interview. Therefore, in the letter you should show what you could offer
the employer instead of presenting what you want from the job. Your skills,
personality, qualifications, experience; ambition and enthusiasm should be mentioned.
An application for the post of junior clerk (See sample letter 10 in Appendices).
2.3. Features of a good business letters
Business letter play an important part in commercial activities, and a good
business letter is always necessary. However, many people raise a question what a
good business letter is. “A good business letter is one that obtains the results the letter
hoped for”. (Poe, 1994, p.4). The definition of a good business letter seems simple
and easy to do. Please be careful! You can find it difficult to write a good business
letter because that letter must gain the following standards:
- Using the correct layout.
- Containing necessary information.
- Having no repetition or wordiness.
- Using a formal and polite language.
- Using correctly grammar, punctuation and spelling.(See sample letter 11 in
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
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