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2021-01-20 10:57
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2021年1月20日发(作者:floppy)

On Language Features of English Business Letters

Abstract:
Business English letters is a kind of practical writing from which is used through the
whole
business
activity,
and
its
main
function
is
to
transfer
information.
The
paper
aims
at
analyzing business English
letter’ features
from business terms, tone and vocabulary. In general,
the use of language features helps to write a business letter courteously, briefly, precisely clarify
and
formally.
But
there
is
no
absolute
standard
for
English
business
letter
writing,
because
it
depends on the actual purpose of language use.
Keywords:
Business Letter


language


feature



1 Introduction
With
the
advent
of
globalization,
especially
after
China’
entry

to
WTO.
In
today

s
international
trade,
English
is
widely
accepted
and
used
in
business
communication,
whatever
about invoice, orders or shipment and so on. Business English letter is a practical and economical
way to gather information and exchange messages. Otherwise, business English letter cannot be as
arbitrary as personal letters; it has its own language feathers.


2 General Introduction to English Business Letters
2.1 Definition of English Business Letter
A business English letter is a formal written communication from one or more persons to
another person or persons about a specific business matter, expressed simply and economically.
Letters are ambassadors for you and for your organization; you cannot put across your message in
person,
so
your
letter
acts
on
your
behalf.
Ensure
that
your
letter
portray
you
as
approachable,
caring, efficient, effective and professional. An effective business letter will say what you want it
to say clearly and simply. It will show respect for the readers. It will point the way ahead. It will
be precise and straightforward. It will be relevant and action- centered.
2.2 Functions of English Business Letters
Despite
the
popularity
of
faxes
and
e-mails,
letters
are
still
a
very
important
method
of
written
communication.
Letters
develop
relationships
between
friends,
colleagues,
important
business contracts, even strangers. The nature of the relationship is reflected in the tone and style
of
the
letter.
Many
organizations
adopt
a
house- styled,
with
all
correspondence
presented

1
accordingly
to
the
guidelines
laid
down.
This
does
a
lot
to
enhance
the
company

s
corporate
identity and prestige. However it is only successful if it is followed strictly by everyone, including
the boss who prepares his/her own communication.
Every
business
message
is
designed
to
achieve
a
specific
business
objective.
Its
success
depends on what it says and to what extend it induces a favorable response from the reader, thus,
business writing has three functions: to inform, to persuade and to entertain.
Messages to inform are used to convey the vast amount of information needed to complete
the
day-to-day
operations
of
business
writing

explain
instructions
to
employees,
announce
meetings and procedures, acknowledge orders, accept contracts for service, etc. the major purpose
of
the
most
of
these
messages
is
to
have
the
receiver
understand
a
body
of
information
and
concentrate on the logical presentation of the content.
In
addition
to
providing
information,
some
business
messages
must
also
influence
the
readers

attitudes and actions. These messages might include letters promoting a product or service
and seeking support for ideas and woolly causes presented to supervisor, stockholders, clients, and
others.
To secure the desired response, it is necessary to have an adequate knowledge of English
language and an understanding of human nature. The writer should have an acquaintance with
the
particular
interest
and,
if
possible,
the
emotion
of
the
reader.
It
seems
easy
enough,
for
example, to ask payment of a bill, but it is quite difficult to secure payment without offending the
reader and loosing his or her future patronage. No communication is wholly successful unless it
retains the reader

s goodwill.

3 Language Features
The ability to write effectively is valuable business asset. One reason is that a great deal of
business is transacted in writing. With the wide use of fax and recent development of EDP, even
more
writing
is
involved
in
every
part
of
business.
More
than
at
any
previous
time
businesses
people feel need to put ideas and information into written form. Another reason is that effective
business writer can use their skills to help increase their company

s sales and profits by promoting
good
relations
with
customs,
employees,
and
the
general
public.
Still
another
reason
is
that
proficiency in writing gives the man or woman in business a personal advantage over less capable
writers and contributes substantially to his/her self-confidence

a necessary quality for business

2
success.

3.1 Use of business terms and abbreviations
For example

a. Please quote your lowest price CIF5% Seattle for each of following items.
In the above sentence, CIF5%= Cost, Insurance and Freight inclusive of 5% commission.
b.: In order to conclude the transaction, I hope you will meet me half way. What about 50% by
L/C and the balance by D/P?
L/C is the abbreviation of Letter of Credit
D/P is the abbreviation of Documents against Payment
There are modes of payment
D/A stands for Documents against Acceptance
CAD stands for Cash against Documents
D/D stands for Demand Draft
c. we insure the goods for RMB5,500 against WAP with PICC
In this sentence, WAP= With Particular Average, which is a kind insurance
PICC=People

s Insurance Company of China

(2)

Use of Capital letters
Business letter has its special capital letter writing regulations besides the ordinary rules.
<1> North, South, East, West



When they are used for districts or areas but not for orientation:



South-West Africa



North America



West Europe
<2>the name and brand of a commodity




Great Wall

Electric Fan

Three Stars

Calf Shoes
Chinese Cotton Piece Goods
<3> the name of the transportation tools
the S.S

Merry Captain


the S.S

Lucky Prince



3
the m.v.

East Wind


the m.v.

Silver River



4

Business English words are different from popular English
Millions
of
business
letters
are
written
every
day.
Considering
the
costs
of
stationery
postage, filing, not to mention the salaries of the writer or typist it is worth ensuring that every
communication meets its objectives and does its job effectively and efficiently. Writing style has
changed tremendously over the years. The aim in modern business communication is to write in a
friendly, formal style using plain language. Find the mode of expression that is appropriate to you.

If
you
want
your
business
communication
to
be
effective,
your
writing
must
be
precise,
straightforward, clear, relevant and action-centered. It must show respect for the reader and point
the
way
forward.
It
must
use
no
more
words
than
are
necessary
to
communicate
the
message
effectively and efficiently.
The main purpose of any communication is to be understood and effective. If we want to
achieve
these
objectives,
we
must
ensure
that
all
your
communication
follows
the
rules.
They
must be courtesy, conciseness, preciseness
(1) Brevity
Effective writing is brief

each word, sentence, and paragraph counts. Brevity means to write in a
fewest
possible
words
to
express
ideas
avoiding
long
and
tedious
sentences.
Because
a
wordy
message
requires
more
time
to
rewrite
and
read,
business
people
put
a
high
premium
on
conciseness
in
business
messages.
Conciseness
will
give
emphasis
to
the
messages.
Generally
speaking, short sentences are more brief than long ones. If much more information included in a
letter, it can be written in paragraphs.
Long
words
are
more
likely
to
confuse
your
readers.
Use
brief
language
that
your
reader
will
understand, with plain rather than long words. If your readers do not understand the words you use,
they will not look up a dictionary-they will simply stop reading. Busy businessmen and women do
not have time to read documents. They welcome communications that are direct and to the point
while retaining

The following are the methods of making a letter brief:
Avoid using word expression

4
Wordy: We wish to acknowledge receipt of your letter
Concise: We appreciate your letter
Avoid unnecessary repetition.
Will you ship us any time during the month of December, or even November if you are rushed, for
November would suit us just as well?
(Rewriting)
Please ship us by the end of November.
<1>Using short sentences, simple words and clear explanations:
Use a word to replace a phase:
Enclosed herewith















enclosed
At this time





















now
Due to the fact that














because
<2> Use phase to replace a sentence.
Please do not hesitate to call upon us.













Please write us.
Please see that an enquiry is conducted to determine the reason.
Please find out the reason.
(3) Use words to replace clauses.
We require full-automatic washing machine wgich is of the type.
We require new-type full-automatic washing machine.
Avoid padded expression.
It should be noted that this is the best we can do.
For your information we enclose a catalogue.
Please be advised that we have received your invoice.
Using subject line flexibly and properly.
Using subject line properly and flexibly can cancel the same content in the opening sentence of a
letter.
(2)Clarity

Clarity
requires
the
writers
to
be
simple
and
understood,
so
that
the
reader
will
get
their
main
intention at the first sight of the letter without any confusion or misunderstanding. Short familiar

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