VIETNAM NATIONAL UNIVERSITY, HANOI
UNIVERSITY OF LANGUAGES AND INTERNATIONAL STUDIES
FACULTY OF POST-GRADUATE STUDIES
______________________________ NGUYỄN THỊ HỒNG NHUNG
A STUDY ON THE TRANSLATION OF BUSINESS ADMINISTRATIVE
MANAGEMENT TEXTS BETWEEN ENGLISH AND VIETNAMESE

Nghiên cứu việc dịch văn bản quản lý hành chính giữa tiếng Anh và tiếng Việt M.A. Minor Thesis Field: English Linguistics
Code: 602215 HA NOI, 2010


iv
TABLE OF CONTENTS
DECLARATION
ACKNOWLEDGEMENT
PART A: INTRODUCTION
1. Rationale 1
2. Aim of the study 2
3. Scope of the study 2
4. Method of the study 2
5. Design of the study 3
PART B: DEVELOPMENT
CHAPTER I: THEORETICAL BACKGROUND
1. Translation theories 4
2. Equivalence in Translation 5
3. Translation methods 7
4. What is a good translation 9
5. Administrative management texts review 11
CHAPTER II: GENERAL FEATURES AND REQUIREMENTS IN
VIETNAMESE ADMINISTRATIVE TEXTS
1. Reason for Guiding Official Letters 13
2. Features of formal-legal text style 14
3. General features of language and structure 15
CHAPTER III: A STUDY ON TRANSLATION OF GENERAL LEXICAL AND
STRUCTURAL FEATURES IN GUIDING OFFICIAL LETTERS BETWEEN
VIETNAMESE AND ENGLISH
1. General content layout and lexical features 17
1.1 Translation of lexical features in Beginning part 17
1.2 Translation of lexical features in Developing part 20
1.3 Translation of lexical features in Ending part 23
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PART A: INTRODUCTION
1. Rationale
The development of translation study goes hand in hand with the rapid growth of
globalization, international business, cross cultural communication, science and
technology. The need of translation for multi-purposes such as business, tourist, official
documents (contracts, treaties, correspondence, textbooks…), the exponential increase in
technology - patents, specifications, documentation -, the attempt to bring and transfer new
technology to developing countries… require written translation rather than oral
translation, in other words, interpretation. Obviously, translation has made great
contributions in International communication and played a vital role in human society.
In current economic background when Vietnam enters WTO with chances and challenges,
with opening mechanism and preferential policies, our country is a potential and healthy
investment environment attracting more and more foreign groups, multinational companies
and organizations. In coordination with foreign investors, we would make full use of their
advance in technology and strong finance, our young generations would have chance to
gain experience and work in high challenging environment. Their business activities would
create more jobs to our Labor resource with high earnings for better life. The most
importance, their investment is a great contribution to our development, our national
economic growth. However, foreign investors must understand thoroughly and obey our
laws and regulations, mechanism and policies to operate business effectively and legally.
In this case, Administrative management text is an indispensable tool in guiding foreign
investors doing business legally. In order to meet the demand of the globalization trend,
there require skilled, professional translators. Translators are intermediates between
foreign companies and our Governmental agencies and authorities.
If there is available translation of administrative management texts, the promulgation of
laws and regulations is much easier; however, if there is no available translation, the
translator role would be of great importance. In many cases, when foreign companies need


4. Method of the study
The main research method of this study is Comparative Analysis with the following
activities:
- Collecting Vietnamese Administrative Management texts in which Guiding Official
Letters account for a large proportion, supporting data and its available translations
issued and translated by reliable sources such as Governmental Ministries,
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agencies, local authorities… which have similar features to form the database for
analysis with high accuracy and clarity in content and structure.
- Analyzing Vietnamese Administrative Management texts to find out difficulties
and typical features in translation process between English and Vietnamese and
vice verse.
- Analyzing available translated texts to find out relevant features.
- Consulting linguistic theories, professional opinions and applying relevant theories
for analysis and comparison
- Basing on analysis and comparison of such data to point out similarities,
differences and typical findings between the two languages
- Basing on appropriate findings to conclude and make suggestions for further
research on translation quality

5. Design of the Study
The study takes the following arrangement as its framework.
Part A: Introduction
Part B: Development
Chapter 1: Theoretical Background
Chapter 2: General features and requirements in Vietnamese Administrative
management texts
Chapter 3: A Study on Translation of general lexical and structural features in
Guiding Official Letters between Vietnamese and English

In addition, Newmark points out matters of concern in translation theory are ‘first, to
identify and define a translation problem (no problem – no translation theory); second, to
indicate all the factors that have to be taken into account in solving the problem; third, to
list all the possible translation procedures; finally, to recommend the most suitable
translation procedure, plus the appropriate translation.’ (1995: 9)
Despite different perspectives, Bell points out common features shared by translation
definitions: the notion of movement of some sort between languages, content of some kind
and the obligation to find ‘equivalents’ which ‘preserve’ features of the original. (1989:6)
The question need to be uncovered is to what extent the requirement of preserving
‘equivalence’ can be reached in translation process.
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2. Equivalence in Translation
In comparison of original texts and its translated texts, the central problem of most
attentions is equivalence in terms of content and style.
In The Pragmatics of Translation, Hickey cited Wilson & Sperber’s statement as “The
translator will design her translation in such a way that it resembles (the original) closely
enough in relevant respect.” (1998: 46). Closely enough in this case is similar to Bassnett’s
view point ‘so as to ensure that 1) the surface meaning of the two will be approximately
similar, and 2) the structure of the SL will be preserved as closely as possible but not so
closely that the TL structures will be seriously distorted’ (2002:11). As for Jakobson, the
central problem in translation is ‘while messages may serve as adequate interpretations of
code units or messages, there is ordinarily no full equivalence through translation.’
(Bassnett 2002: 22). By ‘no full equivalence’ he means each unit contains within itself a
set of non-transferable associations and connotations. Bell finds out that “Texts in different
languages can be equivalent in different degrees (fully or partially equivalent), in respect of
different levels of presentation (equivalent in respect of context, of semantics, of grammar,
of lexis …) and at different ranks (word-for-word, phrase-for-phrase, sentence-for-

translated text. Newmark prefers the terms semantic and communicative translation.
Semantic translation – attempting to render, as closely as the semantic and syntactic
structures of the second language allow, the exact contextual meaning of the original.

Another important issue in ‘no full equivalence’ is untranslatability. Catford distinguishes
two types of untranslatability: linguistic and cultural untranslatability. (Bassnet 2002: 37)
- Linguistic level: untranslatability occurs when there is no lexical or syntactical
substitute in the target language for a source language item.
- Cultural untranslatability: the absence in the TL culture of a relevant situational feature
for the SL text
However, Catford’s cultural untranslatability is considered as problematic. Because of the
“dynamic nature of language and culture, if culture is perceived as dynamic, then the
terminology of social structuring must be dynamic also.” (Bassnett 2002: 39)
On the contrary, Popovic also defines untranslatability without making a separation
between the linguistic and the cultural:
- A situation in which the linguistic elements of the original cannot be replaced
adequately in structural, linear, functional or semantic terms in consequence of a
lack of denotation or connotation.
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- A situation where the relation of expressing the meaning, i.e. the relation between
the creative subject and its linguistic expression in the original does not find an
adequate linguistic expression in the translation.
Obviously, there is no identical culture, habits, customs, historical background…;
therefore, there exist no sameness between two versions in different language of the same
text. However, there exist equivalence between an original text and a translated text if the
original text’s content, style, function… are preserved as much as possible.

3. Translation methods
In translating process, before deciding which method of translation would be applied,
translator has to take a number of questions into consideration such as text types, the

translation process, this indicates the problems to be solved.
Faithful translation
A faithful translation attempts to reproduce the precise contextual meaning of the original
within the constraints of the target language grammatical structures. It ‘transfer’ cultural
words and preserves the degree of grammatical and lexical ‘abnormality’ (deviation from
source language norms) in the translation. It attempts to be completely faithful to the
intentions and the text-realization of the source language writer.
Semantic translation
Semantic translation differs from ‘faithful translation’ only in as far as it must take more
account of the aesthetic value (that is, the beautiful and natural sound) of the source
language text, compromising on meaning where appropriate so that no assonance, word-
play or repetition jars in the finished version. The distinction between semantic translation
and faithful translation is that the first is uncompromising and dogmatic while the second is
more flexible, admits the creative exception to 100% fidelity and allows for the translator’s
intuitive empathy with the original.
Adaptation
This is the freest form of translation. It is used mainly for plays (comedies) and poetry; the
themes, characters, plots are usually preserved, the source language culture converted to
the target language culture and the text rewritten. The deplorable practice of having a play
or poem literally translated and then rewritten by an established dramatist or poet has
produced many poor adaptations, but other adaptations have ‘rescued’ period plays.
Free translation
Free translation reproduces the matter without the manner, or the content without the form
of the original. Usually it is a paraphrase much longer than ….
Idiomatic translation
Idiomatic translation reproduces the ‘message’ of the original but tends to distort nuances
of meaning by preferring colloquialism and idioms where these do not exist in the original. - 9 -

Basic requirements found by Nida:
- Making sense;
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- Conveying the spirit and manner of the original;
- Having a natural and easy form of expression;
- Producing a similar response.
(1990: 16)
In another book titled Approaches to Translation, Newmark provide the principles on
translation set up by Savory:
- a translation must give the words of the original
- a translation must give the ideas of the original
- a translation should read like an original work
- a translation should read like a translation
- a translation should reflect the style of the original
- a translation should possess the style of the translation
- a translation should read as a contemporary of the original
- a translation should read as a contemporary of the translation
- a translation may add to or omit from the original
- a translation may never add to or omit from the original
- a translation of verse should be in prose
- a translation of verse should be in verse
(1988: 38)
Other judgment on well written text and badly written text is also made by Newmark
if the text is well written, i.e., the manner is as important as the matter, the right
words are in the right places, with a minimum of redundancy, you have to regard
every nuance of the author’s meaning. If a text is well written, the syntax will reflect
the writer’s personality – complex syntax will reflect subtlety (Proust, Mann) – plain
syntax, simplicity. Words will be freshly used with unusual connotations. A badly
written text will be cluttered with stereotyped phrases; recently fashionable general
words and probably poorly structured.


5. Administrative management text review
Administrative management text is an indispensable tool of governmental agencies and
state authorities in propagating information, laws and regulations, in managing activities of
all business scopes. To produce effective and persuasive administrative management texts
with high enforcement or legality, the composer must thoroughly understand types of
administrative text together with its features of language and structures. The book titled
“Soạn thảo và xử lý văn bản trong công tác của cán bộ lãnh đạo và quản lý” by Nguyen
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Van Tham and the book titled “Hướng dẫn soạn thảo văn bản quản lý hành chính nhà
nước” by Luu Kiem Thanh written in Vietnamese language are very useful sources for
administrative officials. The two books point out the core role of administrative
management texts in management function of governmental bodies, define and distinguish
various types of administrative texts and its specific functions, concerns with language and
structures used in administrative management style, provide available text forms for
convenient composing. State management texts defined as ‘các văn bản quản lý do cơ
quan, công chức nhà nước có thẩm quyền ban hành nhằm chuyển đạt các thông tin, các
quyết định trong quản lý nhà nước theo thẩm quyền, hình thức, trình tự, hình thức nhất
định, mang tính quyền lực đơn phương làm phát sinh các hệ quả pháp lý cụ thể trong quan
hệ nội bộ nhà nước, hoặc trong quan hệ nhà nước với các tổ chức và công dân.’ (Luu Kiem
Thanh 2003: 14) is considered to be the correct definition and agreed by most authors.
One main problem in present economic background in which we create favourable
conditions and healthy investment environment for foreign groups, companies, individual
investors… is the promulgation of such regulations, policies conveyed in administrative
management texts to foreign companies. There are translations of such texts provided by
official agencies or prepared by company’s own translator. However, research on
translation quality of administrative management texts between the two languages -
English and Vietnamese - has taken less concern. An unpublished research by Le Hung
Tien from Hanoi National University, Post Graduated Dept. on Vietnamese Law language
and its application in Translation should be taken into consideration as his research

foreign companies, promulgating information, and also helping foreign organizations and
companies in running their Business legally is a translator. The translator is the
intermediate between Vietnamese Texts and foreigners. That is the meaning of the title a
study on the translation of Business Administrative Management texts; Business and
Administrative Management texts are closely related.
In more details, Business activities mostly and directly work with Guiding Official Letters
or Dispatch from State agencies; these texts are detail replies or directions, guidelines to
what foreign companies concern with. Guiding Official Letters, as one type of
administrative management texts, share some common features with other Administrative
management texts; they are only different from each other in terms of content, functions,
Place of issuance…; therefore, the study focus on Guiding Official Letters and its lexical,
structural features as part of Administrative management texts.

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2. Features of formal-legal text style
All business activities require big volume of administrative management texts in daily
communication and transactions. Administrative management texts are interrelated with
management quality.
In common sense, administrative management text demonstrate decisions, requirements,
orders… from state agencies to lower/ junior levels, concretize laws and regulations or
support government bodies in performing such Laws and regulations conveniently,
effectively and appropriately. In composing and translating administrative management
texts, these questions would be taken into consideration carefully: who have the right to
issue the document, who is the receiver or the performer, what is the purpose of the text…
The translator must keep in mind that in business activities, the receivers or the addresses
of administrative management texts are all well-educated with diverse backgrounds.
Therefore, composer and translator have to work with their product as carefully as
possible. There are many types of administrative management texts which are different
from each other in terms of content, function, place of issuance…; however, all
administrative management texts must ensure these following features, in other words,

legal-administrative language such as: pursuant to…, in consideration of… or by
use of available or conventionalized grammatical structures.

3. General features of language and structures
Despite the difference in contents and functions, all administrative management texts must
be composed in compliance with formal legal text-style with conventionalized factors of
language, expressions and forms. The study would not go in details the layout of each type
or the general layout of all types but provide typical features of language and sentential
structures to serve translation process. The following features must be taken into
consideration.
Language features:
- use of appropriate words or expressions with the content
- avoidance of polysemantic or ambiguity
- Language of legal-administrative style.
- Avoidance of spoken language, slang or jargon as it would result in informality,
devaluation.
- Use of appropriate and reasonable terminology/ technical terms: names of bodies,
agencies, institutions… and legal terms.
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- Correct spelling
Structural features:
- Structure must be constructed with two main parts: Subject and Predicate
- Complex or long sentence must be separated correctly with punctuation or linking
words or coordinators in right positions.
- Statements are in major use. In consequence, exclamation mark (!), question mark (?)
and etc mark (…) are hardly used.
- Sentences are connected also by repetition of words/ expressions and structures,
substitution and transitional words.
- Sentences must be in unity and coherence with theme, topic and must be well
structured.

- Beginning Part
- Developing Part
- Ending Part
Also, in analysis and comparison of Guiding Official Letters between the two languages,
due to the limited and unavailable translations of Guiding Official Letters in English, the
study take investigation into other types of Administrative management texts which share
same features for data and reference source.

1.1 Translation of lexical features in Beginning Part
The first part of Guiding Offcial Letters states the reason and the purpose of issuing that kind
of texts, generalizes matters of concern with name of the Document, number, date of issuance
and place of issuance. The first part normally comprise of two sentences.
Consider the following extracts:
- Trả lời Công Văn số 19929/CT-KT1 ngày 17/11/2009 của Cục Thuế TP. Hà Nội về
việc áp dụng
- Bộ Xây Dựng nhận được Công văn số 2408/SXD-QLN ngày 05/11/2008 của Sở Xây
Dựng thành phố Hà Nội đề nghị hướng dẫn giải quyết
(for futher reference of all extracts, please refer to Appendix)
In comparison of translation of all the beginning parts between Vietnamese and English,
most translations make full use of Preposition phrases such as ‘of’, ‘on’, ‘in’, ‘at’…

First consideration is the translation of date of issuance or date of submission - ‘ngày’.
Normally, ‘ngày’ would be translated as ‘dated’.
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e.g.
- Pursuant to Decree No.147-2004-ND-CP of the Government dated 23 July 2004
making detailed provisions…
- Pursuant to the Law on Amendment of and Addition to the Law… dated 17 June
2003…
However, ‘ngày’ is often also translated with the use of preposition ‘of’:

e.g.:
- Bộ Tài chính nhận được Công văn số 1590/CT-ĐTNN … phản ánh vướng mắc về
việc…
- Triển khai Thông tư 81/2004/TT-BTC ngày 13/8/2004 về việc thực hiện khấu trừ
thuế…
In spoken English, ‘about’ would be normally used. Both prepositions ‘about’ and ‘on’
could be used with the meaning ‘on the subject of concerning’; however, in formal writing,
academic writing or ‘formal linguistic communication’ preposition ‘on’ would be the first
choice. (Quirk & Greenbaum 1973: 163)
e.g.:
- …the Agreements on avoidance of double taxation and prevention of fiscal evasion
with respect to taxes on income and property…
- …the Government’s Decree No. 100/2008/ND-CP of September 8, 2008, detailing a
number of articles of the Law on Personal Income Tax…
The fourth consideration in the beginning part of Vietnamese Administrative management
texts is the use of phrases which is the combination of preposition or verb and noun phrase
such as:
- Xét đề nghị của Bộ Tài chính (công văn số 17520/BTC-QLCS ngày 26 tháng 12
năm 2007)
- Trả lời công văn số…
- Về vấn đề…
Most translations of such texts use prepositional phrases having its structure of Prep + N +
Prep. These prepositional phrases account for a large quantity in formal writing.
- In furtherance of the Prime Minister’s directing opinions in the…
- In consideration of Ministry of Finance’s proposal on…
- With regard to the goods under the List of Goods and Tariff Rates issued in
conjunction with the Decree No
- In accordance with…
- In comply with…
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- Căn cứ các quy định nêu trên…
- Căn cứ theo hướng dẫn trên…
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- Căn cứ ý kiến chỉ đạo của Thủ tướng Chính Phủ…
- Theo tinh thần chỉ đạo…

When indicating the exact position of applied article or provision as in:
- Theo quy định tại điểm 2, mục I, phần A, Thông tư số 05/2005/TT-BTC thì tổ chức
nước ngoài, cá nhân nước ngoài kinh doanh…
- Doanh nghiệp phải nộp thuế TNDN với thuế suất là 28% như hướng dẫn tại Điểm
1, Mục VI, Phần B, Thông tư số 128/2003/TT-BTC…
‘tại’ is translated with the use of preposition ‘in’ or ‘at’
- To issue late payment notices and notices of fines for late payment as stipulated in
clauses 2 and 3 of article 17 of the Law on Special Sales Tax…
- Tax finalization dossiers comply with the guidance at Point 2.3, Section II, Part D of
the Finance Ministry’s Circular No 84/2008…

In Developing Content, due to the requirement of the accuracy of information, the
translation of such texts must ensure the use of accurate words. One typical feature in
word-using is the use of verbs. The decision in choosing accurate verbs is based on its
meaning and function.
Grammatically, according to Quirk and Greenbaum, verbs are divided into two main
classes:
- Auxiliary verbs and
- Lexical Verbs
Auxiliary verbs are divided into 2 groups: Primary auxiliaries (be, do, have) and modal
auxiliaries (can, may, must, shall, should…)
Studying Administrative Management texts shows that decision or order of Official
Documents from high levels is to regulate and assign lower levels to perform or implement
such decision; it is receivers’ responsibilities to fulfill that task.