A study on some difficulties of translating business corespondence
Contents
Page
Acknowledgements
Abstract
Statement of Authorship
Abstract 4
Statement of Authorship 5
Chapter I Introduction 6
1.1. Background to the Study 6
1.2. Organization of the study 7
Chapter II Literature Review 8
2.1. Introduction 8
2.2. Basic theory about business letters 8
2.2.1. The importance of business letters in doing business 9
2.2.2. Definition of a business letter 10
2.2.3. Kinds of business letters 10
2.2.3.1. Social business letters 10
2.2.3.2. Inquiries 13
2.2.3.3. Quotations and offers 13
2.2.3.4. Orders 13
2.2.3.5. Claims 13
2.2.3.6. Letters of Application 14
2.3. Features of a good business letters 14
2.3.1. Giving the letters a professional look 15
2.3.1.1. Paper 16
2.3.1.2. Envelope 16
2.3.1.3. Margins 16
2.3.1.4. Spacing 16
2.3.2. Parts of a business letter 16
2.3.2.1. Letterhead 16

3.4.4. Conveying the writing style 27
Chapter IV Results and Discussion 28
4.1. Introduction 28
4.2. The Findings 28
4.3. Discussion 29
4.3.1. Some difficulties and common mistakes in using correct grammar 29
4.3.2. Power of lexis and Terminology, set expression and using words in
translating business correspondence 33
4.3.2.1. Lexis and Terminology 33
4.3.2.2. Mistakes and difficulties in set expression and using words 39
4.3.2.3. Mistakes and difficulties in using words 42
4.3.3. Difficulties in conveying the original writing styles 48
4.3.3.1. Problems in tone 49
Dear Mr. Jutaporn, 49
Dear Mrs. Jutaporn, 50
4.3.3.2. Using inflated language 50
4.3.3.3. Using negative ideas 51
4.3.3.4. Using impersonal style 52
4.4. Summary 53
Chapter V: Implications, Suggestions 54
and Conclusion 54
5.1. Implications 54
5.1.1. Using correct language 54
5.1.2. Solution to conveying the original writing styles 56
5.2. Suggestions for future research 60
5.3. Conclusion 60
Appendices 63
Letter 1 65
Letter 2 65
Letter 3 66

Last but not least, we would also like to give my thank to friends for their
constructive opinions so that I could finish this paper in time.
Nguyen Thuy Van - FA10_99 - HUFS

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A study on some difficulties of translating business corespondence
Abstract
This dissertation is divided into 5 chapters. The first part – Introduction refers
to the background to the study, organisation of the study. Chapter two –Literature
review refers to basic theory about business letters: The importance of business letters
in business communication, definition of a business letter; kinds of business letters
and some features of a good business letter and definition which some then be adapted
to translate Business correspondence mentioned in this dissertation. Also, this chapter
is hoped to bring about an overview of Business correspondence. What is a Business
correspondence and its characteristics are mentioned here so that you will have
concrete understanding about a business correspondence. This makes you to find
easier when reading the chapter three.
As the main purpose of this dissertation is to point out some difficulties in
translating Business correspondence, some regular concrete difficulties and their
samples are specially mentioned here. Moreover, popular expressions equivalent
translations, economic terms and international abbreviations are also referred to so
that it is hoped to find out the way to overcome such metioned difficulties.
Chapter Five – Implications, suggestions, and conclusion are some help for
anyone who are interested in this field. The Conclusion will summarize all the
dissertation and some of my personal experience drawn from this dissertation.
It is desired that further research is necessary to find out best methods of
translating of Business correspondence. Yet, it is hoped that this dissertation could
only provide basic ideas of a Business correspondence and difficulties to avoid.
During the dissertation, shortcomings and mistakes are unavoidable. Any correction
and suggestion for further understanding from my teachers, my friends and my

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

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.

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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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

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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qualifications of the candidate, which are suitable for the position of Regional
Manager. Finally, no grammar or punctuation errors can be found.
People learn to write just as they learn how to read, to type and to use computers.
However, just like learning to type, learning to write takes work and practice, Gerfner,
(1991, p.11) confirms:
“One gets better at it the more one write. In addition, at the
progress you get business results that save money, make
money, and help you build your organization to peak
performance. These results may range from the very simple as
a letter that wins as appointment with an important person,
instructions on a major project, which are clearly understood.
They can also collect bad debts, or win back a lost customer,
all the way up to writing a winning proposal for a contract, or
getting the financing you want”.
A letter may be thought of as a substitute for a personal visit. Just about
everybody finds it impossible to meet and talk with every person with whom he/ she
wants to communicate, other friends or relatives in a distant town, fellow employees

enclosures make normal folding difficult, it is better to use a large one that
accommodate the paper without folding.
2.3.1.3. Margins
There should be at least a one-inch margin at both left and right sides of the
letter. If the content message is short, you can increase the side’s margin to 2 inches or
more. The margins at the top and bottom of the paper are usually at least one and one
half times that so the side margins.
2.3.1.4. Spacing
Most spaces in business letters are single. However, there is one blank line
between the sender’s address and the date line, between the date line and the
recipient’s address, between the recipient’s address and the salutation, between the
salutation and the message, between the paragraphs of the message. The
complimentary close is two spaces below the last lint of the message. Four spaces are
left for the signature.
2.3.2. Parts of a business letter
2.3.2.1. Letterhead
Most large firms have a custom-printed letterhead on the paper. The letterhead
includes name, address, telephone number, and the logo of the company sending the
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letter. An attractive letterhead makes a considerable contribution to the effectiveness
of the letter for its attractiveness that wins the goodwill of the reader.
2.3.2.2. Dateline
The dateline is written below the letterhead or the sender’s address and
separated by a space. The month in the date should not be written in numbers because
they can cause a confusal; for example 11. 6. 2002 means 11
th
June 2002 in the UK
but 6
th

- Miss (with or without a full stop, pronounced/ miss/) is used for an unmarried
woman.
- Ms (with or without a full stop, pronounced/ miss/ or /m s/) is used for both
married and unmarried woman. Many women prefer to be addressed by this
title, and it is a useful form of address when you are not sure of the recipient’s
marital status.
There are also other titles that occasionally used:
- Messrs for two or more men.
- Dr and Prof are academic or medical titles.
- Cap, Maj, Col, or Gen is military titles.
The second line is for his/ her position in the company.
If you do not know the person, you are writing to, you may address it to his/
her position only in the company.
If you do not know the name or the position, your letter may be addressed to a
particular department of the company.
In case you know nothing about the company and do not want to make any
assumption about the person or department your letter should go to, you can address it
to the company itself.
2.3.2.4. Order of inside address
The addresses require a fix order in writing so they do not make the reader
confused. The recipient’s address begins with the recipient’s name on the first line and
his/ her position on the second line.
After these, the order is the same foot both sender and recipient’s addresses
and it are recommended as follows:
- Name of the house or building
- Number of building and name of the street, road, avenue, etc.
- Name of town, city, and postcode.
- Name of country.
2.3.2.5. Punctuation of address
There are two types of punctuation, close punctuation and open punctuation. If

writing. In the paragraph, the points must make clear and in a logical sequence.
Concluding paragraph
When closing the letter, you should thank the person for his/ her writing if
your letter is a reply and if you have not done so at the beginning. Encourage further
inquiries or correspondence and mention that you look forward to hearing from your
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correspondence soon. You also may wish to restate, very briefly, one or two of the
most important points that you have made in the main paragraph of your letter.
2.3.2.8. Complimentary close
This part ends the letter in a polite, formal way. The popular form is “Your
faithfully” for the letter begins with “Dear Sir; Dear Dies; Dear Madam; or Dear Sir
or Madam” and “Your Sincerely” for the letter begins with a personal name as “Dear
Mr. J. Smith; Dear Mrs. C. Turner; Mss. K. Bangor; or Ms. G. Crawford”.
2.3.2.9. Signature block
The signature includes three items:
The signature is hand-written just below the complimentary close. The writer’s
typed name and position in the company follow it. The name can be typed with the
initial(s) or the given name (D. Jenkins or David Jenkins) and accompanied with a
courtesy title (Ms, Mrs, Miss, and Ms). If you do not give the title, your
correspondence will not be able to identify your sex and may give you a wrong title
when replying. It is, therefore, safer to type your title. In fact, including the title in the
signature block is more common among women than among men. It is partly because
many women like to make it clear either they are married (Mrs.) or unmarried (Mss.),
or that their marital status is not relevant (Ms.); and because there is still a tendency to
believe that important positions in a company can only be held by men.
2.3.3. Other parts
A business letter may contain other parts. However, these parts optional, they
also contribute remarkably to the effectiveness of the letter and can be shown as
follow:

each paragraph from three to five spaces and the signature block is on the same side
with the recipient’s address and the dateline.
2.3.4.2. Common expression
For the special features of business letter, we often see similar expression in
the opening and concluding paragraphs in different letters. These expressions help the
writers open their letters smoothly so they can keep continuous the rest easier, and end
the letter in an impressive way.
Opening paragraph
- Thank you for your letter (Date) concerning about;
- As requested in your letter of (Date) we are sending you;
- We are happy to supply you with;
- We are very concerned to hear that;
- I would like to know more about;
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- I would be grateful if you could send me;
- We are writing to you concerning;
- Could you please give us a quotation for;
Concluding paragraph
- If there is any thing else we can do, please;
- If you are interested I suggest we could;
- Thank you for taking the time to write;
- Thank you for giving us the chance to explain;
- Thank you for your patience during the delay;
- We appreciate all the help you have given us;
- I look forward to hearing from you.
- I hope to hear from you soon.
- Thank you in advance for your cooperation.
- Assuring you of our best service at all time.
2.3.5. Useful hints for business letter writing

made by different author so far, the classification as well as the importance of
business letters in the developing world. The overview of literature and the essentials
in writing business letters in the next chapter will serve as a background to writing a
formal letter successfully.
This chapter gives the details of a business letter and the way to perform them
from the letterhead to the signature block as well as the most popular styles of
business letters. It also provides a number of common abbreviations, commercial
terms, and expressions in writing a good business letter.
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Chapter III Methods and Procedures
3.1. Introduction
In the last chapter, I have taken the very first theoretical background items into
account, which may serve as the most important things for any business
correspondence. However, it is impossible for a translator to perfect his/ her work
without practices. Under the light of this statement, the survey questionnaire is
designed in an effort to get information and viewpoints about the difficulties and
necessities of the items occurred in the translation process. Besides, the certain most
possible supposed solutions to each difficulty would be extracted as well. Lastly, this
survey questionnaire will directly help support my graduation paper, namely “A study
on the difficulties in translating business correspondence”.
3.2. Subjects
There are 48 respondents taking part in this study. They include 15
professional translators, 25 non-professionals, and the rest (8 people) fall to the
students who are studying in the field of Hanoi University of foreign studies, the
Division of the Translation and Interpreting.
With an aim of making the survey qualitative rather than quantitative, I have
mainly attributed the questionnaire to the first two groups, which accounts for 83.33%
of the total number of respondents. In which, 29 of them are males, and the females
who are mostly working full time in the translation companies, relevant foreign-

business letters and essential grammar books. After that, I paraphrase or summarize
what I have read about my subject.
Firstly, I collect business letters in English written by my friends and others to
search for mistakes in terms of layout, language, grammar and give corrections.
Secondly, I always ask my supervisor for advice and discuss what I find
difficult with my friends.
At last, after designing the survey, fifty-five people (55) were asked to fill my
given questions. Because this is a field-survey that needs careful scrutiny, a conferring
period was obviously given. This process lasted for 5 days, and I received 48 feedback
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