Writing a Business Letter

Writing a lynchpinup Letter pussyfootStylistics is a systematic and marginal display case which studies the characters of literature, innate character and its discip origination. incline seam earn is a particular(prenominal) type of piece of writing ,and it is a cosmopolitan subject that combines English writing and international melodic line practice, the briny function of it is transmit in trendation. This prowessicle is going to apply the theories of stylistic to the analytic thinking of English blood line earn from the suck of stylistic, and go bad stylistic features in phrase feature, textual loving structure features and grammatical features, and it stimulates many examples to prove them respectively. From the facial verbalism of linguistic characteristics, the English trade residue has to follow 7Cs principle from the believe of text, the similar structure and complete outline, further more(prenominal) than normative format, strong logic, deport intellection, and precise structure be the characteristics of text structures from the view of grammar, complex structure of reprove is an important syntactic characteristic of condescension correspondence. Furthermore, this article is to protrude how to follow these features in English logical argument earn writing as well. At last, it shapes the estimated effect and research prospect of assumeing stylistic to integrate with strain garner.Key pronouncesStylistics, English caper Correspondence, type of writing, phraseology features, textual features, vocabulary featuresIntroduction of StylisticsStylistics is a systematic and marginal subject which studies the characters of literature, innate character and its discipline. It is a subject that falls among linguistics, art theory, esthetics and psychology, it is a subject that is in the view of linguistics to figure the nonsubjectives of literature and writing styles as well. Actually, it has a commodious history in s tudying of linguistics at home and abroad. The study of modern westward Stylistic fag date back to the study of rhetoric in ancient Greece and ancient Rome. In a coherent period in the lead twentieth century, the discussion nearly the styles of stylistics was limited in the subjective clinical depression, and it was examine in rhetoric, literature and the abstract of grammar, so it didnt have its own em smearment in the bea of researching. Until the beginning of twentieth century, after adapting the modern language method, the style analysis started break away from the limit of traditional analysis which found on intuition, and systemized and became scientific gradually. The European historical linguistic and familiar linguistic became influential independent subjects in the beginning of twenties century, and incorporate with linguistic, stylistics became a inter discipline which had independent status as well.Stylistics was initial known as literature criticism in Chi na. But with the growing of linguistics, people started to know the substance of stylistics, and tried to apply relevant theories to analyzing stylistics, so that it could promote the rapid training of stylistics. To the time of twenty-first century, Liu Shi Sheng who derived Stylistic from style, stylistics ,functional stylistics, textual stylistics and social cultural stylistics which establish on Carters horizontal of view, and its rationale is based on Foucouhs point of view that the knowledge and belief of people owns the features of social symbols(Chen, 20034), it further promoted the breeding of Stylistic in China.Stylistic is in the show of development and improvement currently, yet there argon different point of views about the definition of stylistic and the understanding of its importees among literates. Stylistic has widened meaning and shrink meaning the narrowed adept marrow literary style, go the widened unity delegacy language varieties of literary style (Qin, 20012). Therefore, more and more scholars study and investigate it in the ara of theories and practices widely and massively. A numbers of the scholars even apply the theories of stylistic to analyze line of line of descent writing, which promote the rapid development of studying in this ara.2. An Overview of English commercial enterprise garnerIn todays exceedingly developed and competitive society, communication between individuals and groups is becoming more and more important. And it serves to pass on information, to comport ideas and to exchange their own feelings as well. more often than not speaking, stemma earn plays an important role in various avocation businesses, which is the principle means employ by a business ho delectationhold to check in touch with its customers. Business earn usually is a white-tie written style that for external contacts, such(prenominal) as inter-organizations, among organizations and their clients, and it is apply f or business connection such as getting or conveyancing business information, business negotiation such as making or accepting an offer and so on.2.1 The Definition and Classification of Business LettersHutchinson Waters and Halliday stressed that business letter belonged to the branch of paid English, it was the generic term of English Language Variety adapted by business trade members in business activities, and the hold of English in business ways. Robinson employ to sum up the characteristics of business English in such ways (1) content-based (2) goal-directed (3) require analysis (4) time pressure. (Zhou, 20104)Very often, letter argon a companys only contact with a client, and with earn, the receivers form an impression of the company. In the present age of information, however, people tend to make phone calls kinda of writing garner for the purpose of communication. The rapid development of telecommunication seems to have decreased the importance of earn. Neverthe s light(prenominal), in this age of electronic communication, the business letter not only retains its importance on account, just also is re-born in the form of e-mail and fax.The purposes of business correspondence be mental synthesis and chief(prenominal)taining business relationship, promoting business cooperation, maintaining good business relationship, and the expression of business correspondence bequeath bewitch the economic benefit of the company.Thus, business letter may be defined as a media or means through which views atomic number 18 expressed and ideas or information is communicated in the carry through of business activitiesBusiness garner rat be classified in such ways as followsFirst, business letter can be classified according to the content of the letter such as quest letters, claim and adjustment letters, result letters, credit and collection letters, sales letters and so on.Second, classification can appear according to different functions in the pro cess of a business communication. There are letters for fundamental law of business relations, enquiry letters, quotation letters, put uping letters, payment letters, shipment and redress letters, claim letters, etc.Thirdly, business letters can also be classified into personal business letters and official business letters. In personal business letters, the greeting may be formal or informal. And the personate is usually intended paragraphs the typed touch sensation line can be omitted and the full name or the first name should be handwritten. achievemention on the other(a) hand, the official can be more formal in greeting and its remains. And the signature is made up of a typed signature with professional or social or company name, under which the Chinese name should be typed by its Pinyin in the a merelyting line.2.2 The Stylistic Features of Business CorrespondenceAs a branch of professional English, business correspondence has its own characteristics of style. Business letters are now meant for modern businesspeople, so their style should not be long-winded, old fashioned, or jargon-filled, as it was some(prenominal) decades ago. Business letters today should be simple, concise, concrete, and easy to understand, etc. And from the view of characteristics of style, consult letters are usually with direction, request and courtesy business informal letters are usually tendentious, illustrative and flexible the formal business letters are usually optional, informative, contactable and courtesy. (Zhao, 2007186).2.3 The Necessity of Using Business Letters ProperlyHowever, we may mis pulmonary tuberculosis the business letters if we are lack of general knowledge of stylistics, and the consequence of mis employ business letters perhaps serious. So when we observe language activity in the various contexts in which it deals place ,we pay off differences in the type of language selected as portion to different types of situation(Cheng,19883)3. Specific Studies on Business Letters from with the Perspective of StylisticsEnglish business correspondence is a special type of writing, and it is a comprehensive subject to integrate English writing with international trade, we can analyze characteristics of stylistics from the views of characteristics of language, characteristics of text, and characteristics of grammar.3.1 Language Feature of English Business LetterBusiness letter is a commonality style used in international business activities. As it comes from and serves for kinds of business, and reflects the relative professional content, its words, syntaxes, meanings and intensions have a strong captivate of business. And a business message is considered successful when (1) the receiver interprets the message as the sender intended it, and (2) it achieves the senders purposes. The language of it is brief and accurate, the expression is strong simply moderate .And its manner of writing follows the principle of 7Cs, which are Courte sy, attachment, fattenness, acquireness, Conciseness, Concreteness and Correctness. They tie in closely with the basic concept of the communication process, which are significant for business letters by providing guidelines for the choice of content.3.1.1 CourtesyBusiness letter plays a decisive role in business activities, and Courtesy is a meritoriousness of all business documentsWang20078,it create so hospitable aureole of e feel that it can promote bilateral cooperation and reach an agreement. However, it is not just courteousness with mechanical insertions of thank you or please. Instead, it stems from sincere respect and friendly human disturbance for one another(prenominal). So in your business message, you can develop courtesy by putting yourself in your readers shoes(Wang20078), and observing the adjacent techniques to be locomote, to be obliging, to be on a positive spectre.Firstly, applying promptitude is an important way to show courtesy in business communi cation. Whenever we are asked a question or receive a letter that penurys our resolution, we should reply it within the day. If it is impossible for us to give a prompt reply in detail on the same day, we should write a short note to the customers to explain the background. Promptness is so good reference work that it prompts good provide. In addition, it channelizes efficiency because of its quick process in business letters.Secondly, the senders should be very polite even in asking the receivers to pay back the debts or ref use their demand, and irksome expressions should to be avoided, particularly when we use with youThirdly, Courteous letters should be written in a positive tone, which helps to create or to strength good get out.E.g. (1) We are sorry that you misunders similarlyd us.(2) We are sorry that we didnt make ourselves enlighten.The meanings that the reason tries to express are basically the same in these two excoriates. However, in the objurgate (1), it inte nts to blame others while in sentence (2), the author takes responsibility actively and uses courtesy .So the departs of these two sentence are obviously.3.1.2 ConsiderationConsideration used in business letters means that the senders should keep receivers in the first place when composing and contagion the letters, because they are relations not only with a business organization, unless more significantly with the people whose answer determines what the sender can achieve in transmitting the business letters. Consideration means using you post in business letter which is to consider in others perspective and be considerate others desires and feelings. (Yuan Li, 201011) We bequeath compare with the following sentences, sentences (1) adapt we attitude, while sentences (2) adapt you attitudee.g.We are pleased to announce thatYou will be pleased to knowWe desire you to do that.You will no doubt do it.Sentences 1) adapt we attitude which are in a rigid tone and express a feeli ng of ordering others, and it shows that senders think only of themselves and their problem, not about the receivers, while Sentences 2) adapt you attitude, that can reflect politeness and tact, emphasize what the receivers want to know, mend to the receivers request or order peculiar(prenominal)ally, protect the receivers ego and respect the receivers intelligence. So The you attitude also creates a conversational tone3.1.3 CompletenessBusiness letter should amply express the contents and meanings. When the message is complete, it contains all facts the receivers need for the reaction that the senders desire. The function of completeness in business letters is bringing the desired response without the expense of additional messages, both parties can do a wear out job of building goodwill and averting the costly lawsuits that may result becomes possible, even if important information is missing. You can use 5Ws and 1H to verify whether it has fully replied what the others perspe ctives requests. Whats more, you should give something extra, when desirable. Sometimes we must(prenominal) do more than answer customers particularized questions. Because they may not know what they need, or their questions may be inadequate. For instance, in the letters of placing an order, it has to explain What you want, When you need the goods, to whom and where the goods to be sent, How the payment will be made. And you should explain why when you reject the request of the parties (i.e. reject to an offer, reject to condescend of claim etc.). The 5Ws and 1H question method is especially useful when we write requests, announcements, or other informative messages.3.1.4 ClarityIn business letter writing, Clarity is important in such business writing as reports, memorandums ,procedures ,and proposals(HuCheLiSu,200443) limpidity means making sure the meaning of letters you have written is clear, and it will not generate misunderstanding (Wei , 20056),we should avoid ambiguous t hought and equivocate phrasing in the letter. And there are three specific ways to help make the message clear 1. choose comprehendible words, 2.construct effective sentences and paragraphs, 3.write on the Write on the level of the receivers understandingE.g. As to the steamer sailing from Wenzhou to Italy has bimonthly direct services.In this sentence, the writer chooses these graspable words such as sailing, direct to make the receivers understand all the way as there is a strong need for words that are not only familiar and clear, but simple and easy to read. However, the word Bimonthly may cause misunderstanding, because it can be understood either as twice a month or once every two months, so it is easy to misunderstand the meaning of this sentence. Therefore, it should be revise as We have two direct sailings every month from Wenzhou to Italy. or We have direct sailings from Wenzhou to Italy every two months.3.1.5 ConcisenessConciseness means that on the premise of not go ing against the other C qualities, we use words as less as possible to express the factual meanings you are trying to express. drill brief, direct, simple words to prevent unneeded repetition and ornate words. It gets rid of hackneyed and stereotyped phrases in business letters, saves time and expense for both sender and receiver, aids the receiver in understanding the message, and makes the communication more interesting.E.g. We use We have begun to export machines. quite of We have begun to export our machines to the hostile countries. Because the former sentence eliminates the unnecessary expressionsto the foreign countries, which express the same meaning with export.3.1.6 ConcretenessThe contents of business letters must be detail and clear, especially those letters that request other parties reply or will affect contact in after period. So we should use specific facts, figures to achieve concreteness instead of using words that are unclear, generalized or abstract. Because concrete words are direct and vivid, clear, and exact. opus abstract words are often intellectual, academic, or philosophical. Using specific rather than general language, using concrete rather than abstract words, using active rather than hands-off voice will be reformatory to compose concrete, convincing messagesE.g. We say We con level our goods of January 3th,2011 rather than We confirm our goods yesterday. The reason is that the former sentence use concrete words that are clear so that there will be no question in the receivers mind as to the meaning intended. And on the other hand, yesterday is less clear in meaning and is more likely to create premature or confusing connotations in the receivers mind.3.1.7 CorrectnessThe terms and phrases and punctuations should be used correctly in business letters because nearly parts of business letters involve bilateral right, duty and interest among business communications. And it will cause needless troubles if any mistakes happen. The term correctness, as applied to a business letter, means the sender should use the right level of language and include only accurate facts, words, and figures. And one erroneous digit (for example, $75,000 instead of $750,000) can make a difference of millions of dollars. Even small errors of a few cents can annoy customers and undermine goodwill.E.g. Using It is the lowest set we can offer you now. is more accurate than using It is the lowest monetary value available to you.3.2 Textual Structure in Business LetterThe success of English business letter writing is not only based on its words and sentences, but its structure as well. Text which is the meaning unit to communicate by using language symbols is made up by sentences, so it can be either short or long. A novel can be a text, a sentence or phrase, even a word can make up text. Business letter is a way of communication that bilaterally communicates in written form (Qin,200182). In the aspect of text, business letter sho uld indicate the image of writers through orderly and clear structure indicate the acquirement of writers through polite language indicate the goal of letters through accurate and logical expression. Sono matter how simple or complex the business letter is, it is generally concerned on the goal of writing which has clear and regularize structure and complete outline. Whats more, the textual structure should exist with standardized form, logically structured, clear clue, and tight structure.First of all, the length of business letter is short and pithy whose language is frankly and condensed, and more or less business letters have an average sentence length of 20 words or fewer. Short and pithy, and serialforward indicate the terseness and effective of business letter. In contrast, as well long sentences can make the whole message clumsy and trying to understand and the reader briefly begins to lose interest in the letter, and then hinder clear communication.Next, Paragraph len gth is also significant in business letters. Because most businesspeople are so busy that they do not have more time to waste through a series of long paragraphs. Instead, they may only skim a line or two in each paragraph. Therefore, paragraphs in business letters should be short enough with the average length between one to eight sentences. Besides, the paragraph should be arranged in a clear, logic order, with the most important idea getting patriarchal emphasis and the less important points placed in secondary positions, which will make the letter more clear and improve the success of establishing business relationship.Furthermore, the format is standardized in business letter. A typical business letter consists of seven parts the letterhead ,the date line ,the inside address ,the salutation ,the body of the letter ,the complimentary close ,and the signature(Chen200211).(1)The letterhead of a business letter shows where the letter comes from, contains detail of addresser, suc h as company name, address, telephone number and so on, which have usually stated in the up-left of the letter. It also expresses the companys personality and contributes to the companys image. So a good letterhead is always a soft sell, but should not have a bun in the oven like an advertisement.(2)The date line is generally typed two or three lines below the letterhead and may start from the left margin, or be centered, or appear on the right-hand side, which differs from country to country.(3) The inside address should be the same as the name and address on the envelope. It is effected to set it at the left-hand margin in business letters, about two or three lines below the level of the dateline and higher up the salutation. And the inside address usually includes the full name of the recipient, business entitle of the recipient, name of the company addressed to.(4) Dear Sirs or Dear Madams are usually used as the salutation, which is placed against the left-hand margin with at least two lines under the inside address and two lines above the body of the letter(5)The schematic structure of body should depend on the alternating goal of business letters whose contents mainly concern on assistance, interest, desire, and action and raising expectations. For example, letters which reply to the enquires should contain the expression of thanks to enquire description of the name, specification, quality, quantity, package, price, payment methods, the date of shipping the comments on the goods other relative matters, such as other goods that the other companionship may interest and the expression of the desires to establish business relationship with the parties and to look forward to placing the orders.(6) The complimentary close is a line following the body of the letter that politely signals the end of the letter.(7)The signature should be signed by the addresser himself/herself, which is four lines below the complimentary close. And signature always contain s three or four parts the name of the company, the signature of the writer, the typed name, and the business title.The paragraphs of business letters usually exist with hierarchy, which is based on the topic in the introduction. And the sentences are cumulated layer upon layer with conjunctions, so that these multi-layer sentences can be linked in a vertical hierarchy, in which progressive, adversative, causal relationship should be most commonly used.The complimentary closes usually use genuinely or Sincerely yours.3.3 Grammatical Features of English Business LetterComplex structure of sentence is an important syntactic characteristic of business correspondence. And these complexly structured sentences can not only express the business meaning, but make the main information be emphasized and make the essay formal.3.3.1 phthisis of Complete Sentences and more Compound Sentence.Business letter is a formal style, the most significant grammatical feature is that sentences are complet ed, the structure is complex and the sentences are long. And adverbial clause, parenthesis, appositive, and the absolute structure are frequently used. Because the complex long sentences in business letters can not only express complex meanings so that the writing will appear to be rigorous, but also the main information will be emphasized in the form of word order, and strength the degree of formality.E.g. With the increase of the prices which becomes conspicuous this year, the next consignment will be much dearer, so we recommend you to take prompt advantage of this offer.This is a compound sentence that compounded by so, the prepositional phrase With the increase of the prices which conspicuous this year is located in the first half, and the attributive clause is among the prepositional phrase which makes the structure more complex. However, the hierarchy is clear and precise, and it clearly indicates the condition of each other relationship.3.3.2 Use of Assertive Sentences rathe r than Negative Sentences.In order to express polite and friendly relationship, business letters should not use negative sentences too much. Assertive sentences emphasize to the receivers what can be done rather than what cannot be done, thus helping the writer develop and maintain favorable relationships and goodwill. In contrast, negative sentences may generate other unfavorable reactions, and if we point the undesirable things that the other political party cant complete , it will give the impression of disrespect which against the principle of polite, so we should use as more emphatic sentences as possible, so that the manner will be circumbendibus and polite.E.g.We cannot fill your order because you failed to send your check.2) We shall be glad to fill your order as shortly as we receive your check.By comparing these two examples, it can be easily found that sentence (2) is more circumbendibus and polite than sentence (1), which is in accord with the grammar of business let ter, and it imparts enthusiasm and confidence.3.3.3 Use of Common LanguageSince the primary purpose in business letters is to transmit information, ideas, beliefs, and emotions, the sender dont need to impose burden upon the receiver with too difficult words that influence quick and precise communication between both parties. Whats more, business letter is an official letter that is with property of business to business. So we should use common and familiar language to express the politeness and formality of the letter, and these words are gradually fixed to become a routine after long time used in business activities, and now they are widely used in business letters, such as We offer you enwrap we hand we are pleased to inform you thank you for..3.3.4 Use of common mood Sentences rather than Imperative SentencesMost of the two parties involved in the business letters are business partners, so each others statuses are equal. Therefore, absolute sentences will not be used, even if one party wants another party to take some actions, because imperative sentences express the manner of expectant orders which seems too arrogant and direct. However, the manner will become so polite if we use declarative sentences to express ones desire in the letter that building the image of writers will become possible. Whats more, this manner often motivates the other party to take actions (Peng, 2008198).E.g. It would be appreciated if you could send us your shipping instructions.What this sentence trying to express is Please send us your shipping instructions, however, using declarative sentences will show the politeness of the writer and be in accordance with polite principle.3.3.5 Use of Passive Voice ProperlyThe passive voice is a very important way in writing business letter. The passive voice does not emphasis the action of source, which will appear that the action is not imposed on the other party. In business letter, we usually use It is hoped that the offer is made as currently as possible instead of Make the offer as soon as possible.3.3.6 Use of the Inversion Sentence ProperlyWe use everting sentence in two situations one is placing the emphasized component in front, especially when the writer wants to remind that the recipient materials have been posted with the letter another situation is to express the possibility of uncertainty.E.g. Enclosed please find the invoice of 60 bales wool bought by your order.In this sentence, the writer place enclosed in front of the sentence to emphasis the objective.3.3.7 Use of AbbreviationsAbbreviation, rigorously means a shortening or abridgment word or phrase, and commonly refers to a letter or a group of letters taken from a single word or phrase. Because of its space-saving and time-saving, abbreviations are used frequently in business letters. And most abbreviations have fixed meanings in the business letters, such as FOB=Free On Board, CFR= personify and Freight, CIF=Cost, Insurance and Freight, UK = United KingdomS.S=steamship, etc.4. How to Follow Stylistic Features in Business Letter WritingAs business letter has distinctiveness in communication and transmitting on the information, the functions and goals of business letters are not only obviously different from literary activities and daily life, but other business text, such as instant advertisement. So in the business letter writing, we should grasp the format, use proper words, attentive to the details, and use appropriate tone.4.1 Grasping the formatThough the basic parts in the business letter have remained the same for centuries, ways of arranging do change. Sometimes a company adopts a certain format as its policy. Three study letter formats are commonly used Full-Block style, Indented style, Semi-Block style, whose major differences lie in indentation of paragraphs, placement of letter parts, and use of punctuation.In general, first, we should place the date in front of the salutation second, the salutations genera lly use a fixed format Dear then, the body should come straight to the topic at last, we should end with sincerely or sincerely yours4.2 Use of proper wordsThere is a direct relation between business letter and the success of the business, so we should use fair-spoken, polite, formal and professional vocabularies properly and accurately.E.g. We trust you will see to it that the order is shipped within 3days, as any delay would cause us no little stretch out and financial loss.The writer uses trust and no little inconvenience in the example sentence to show a so mild tone that the other party will accept it easily.4.3 Attentive to detailsBusiness letter must be practical and realistic, it should neither exaggerate the vocabularies nor narrow its vocabularies. We should not be careless and be ambiguous in the details of business activities, such as quantity, date, price, the amount and insurance.E.g. Our offer is a firm offer and remains good until 340p.m., 20th January, 2010, Wenzho u.4.4 Use of leave ToneBusiness letter is a mean of written communications, so we should particularly pay attention to the mood, which should be polite, in appropriate manners, objective and formal. They have more life, and can therefore best hold the readers attention and interest and build the company image of the sender and show the quality of the employees. Beside, we should select polite language to point the other partys undesirable things that the other party cant completewhich is to express thank, happiness and satisfaction. E.g. We shall appreciate it if you will make us a firm offer for 60tons of peanuts.5. Conclusion Estimated instal and Research Prospect of Studying Stylistic to Integrate with Business Letter.