商务英语信函的翻译

商务英语信函的翻译
摘要
商务英语信函在国际贸易中起着重要的作用。

本文首先通过介绍商务英语信函的特点，然后遵循商务英语的翻译准则，从商务英语信函的用词，中长句的处理以及语气特点三方面着手探讨商务英语信函的翻译技巧。

为了提高商务英语信函的翻译质量，翻译者必须了解商务英语信函的特点及商务英语信函的翻译准则及技巧。

通过举例和比较，本文详细地分析了商务英语信函的特点并总结出翻译商务英语信函的标准和方法及商务英语信函翻译中应注意的问题。

关键词：商务英语信函；翻译；特点；翻译技巧
ABSTRACT
Business English letter plays an important role in international trade.This thesis first introduces the features of business English letter with 7Cs. Then following the translation principles of business English letter, from the words, long sentences and manner of speaking aspects, it discusses the translation skills. In order to obtain good quality translation of business English letter, translators must understand the features of business English letter and the translation principles and skills. By analying the examples and making the contrastive study, this thesis gives a detailed analysis of the features of business English letter and figures out the basic principles and methods applicable to the translation of this specific genre and some problems a translator should pay attention to during the translation of business English letter.
Keywords：business English letter; translation; feature; translation skills
Contents
1. Introduction (1)
2. The features of business English letter (3)
2.1 Courtesy (3)
2.2 Correctness (3)
2.3 Clearness (4)
2.4 Completeness (4)
2.5 Conciseness (5)
2.6 Concreteness (5)
2.7 Consideration (6)
3. The translation of business English letter (7)
3.1 The theory of translation (7)
3.2 The principle of business English translation (7)
3.3 The requirement of business English letter translation (8)
4. The skills of business English letter translation (9)
4.1The skills of the words translation (9)
4.1.1 Preference of the concrete words to abstract words (9) 4.1.2 Using the precise words (10)
4.1.3 Using the concise words (11)
4.1.4 Using the correct and accurate words (12)
4.2 The translation skills of long sentences (12)
4.2.1 Division (13)
4.2.2 Sequential-order translation of long sentences (13) 4.2.3 Reverse-order translation of long sentences (14)
4.3 Manner of speaking and translation skills (15)
4.3.1 Manner of speaking (15)
4.3.2 Translation skills (16)
5. Conclusion (17)
Acknowledgements (18)
References (18)
1．Introduction
Trading---the exchange of goods and services---is one of the
most basic activities of the human. It has existed in every society, every part of the world, and in fact, and every day since a primitive man swapped an animal skin for a stone chisel. In the history, China was among the first to trade with other countries. With the economic globalization and China's successful entry into WTO, business activities and information exchanges between different countries have been increasing rapidly. Today almost all the business companies recognize the significance of essential communicating skills, for all business activities rely on satisfactory exchange of information. Among the several communication tools, business English letter is an indispensable part of business communication.
The business English letter refers to the letter used in the international business trade. Communication in business is important for the smooth development of the international trade. And business English letter is the most frequently used means in today's business communication by business companies to keep in touch with their customers. Therefore, it is important for us to learn to translate business English letters precisely so that to present ideas interestingly and clearly to enable readers to understand with the least possible effort.
The business English letter plays an important role in today's international trade. Without it, much of the ordinary activities of business would be impossible. It is used to sell products or services, request material or information, answer customers' inquiries, maintain good public relations, and serve a variety of other business functions.
Business English letter is one of the best ways to ensure that your message is accurately received, particularly if you are discussing technical or highly detailed information. Business
English letter also serves as a part of a company's permanent record. It can be used to verify bookkeeping and inventory entries. If you have a question about a customer's order, whether someone's query was answered, or about the details in an agreement, you can check your file copy of the letter.
The business English letter functions as written contracts, fully recognized by the courts. It can act as formal or informal public relations material. It can help to build good will between you and your clients, creditors, suppliers, and other public groups. Your letter represents you and your firm to people you may never meet personally or
call on the phone. How do you express yourself and the appearance of your letter form an impression in the reader's mind of you and your business?
Every letter that leaves our office fulfills several purposes. The business English letter plays an ever-increasing role in the international trade, and the same is true to the translation of business English letter. Many people have made tremendous contribution to the business English letter translation, such as professional translators, college teachers or postgraduates, etc, while business English letter translation is not such an easy thing that almost everyone who knows English can do it well. Many scholars at home and abroad have contributed a lot to the theories of translation for business English, however, this thesis will focus on the translation skills basing on the features of business English letter.
2. The features of business English letter
Business English letter writing is not different compared with any other form of creative writing. Good English is one of the most important bases of good business letter. The most effective
business letter should be easy to read and understand. It must be friendly and courteous. We should put in mind the point that business English letter plays an important role in development of goodwill and friendly trade relationship. They are certain essential qualities of business letter, which can be summed up in the seven Cs, i.e. courtesy, correctness, clearness, completeness, conciseness, concreteness and consideration.[6]3
2.1 Courtesy
Courtesy plays an important role in business letter writing, as in all business activities. It is a favourable introduction card, helping to strengthen the business relations and establish new ones. By expressing our enthusiasm, consideration and friendliness, courtesy not only means politeness, but also means thinking about the reader's interest. We should answer the letter immediately for punctuality will please our recipient who hates waiting for days before he or she obtains a reply to the letter. And we must also adopt the right tone.
Let's compare the following sentences.
(1) We are sorry that you misunderstood us.
(2) We are sorry that we did not make ourselves clear.
In sentence (1), the party of the author is to put the blame on the customer for something, but in sentence (2), the party of the author takes the initiative to bear the responsibility.
2.2 Correctness
Correctness means to express properly with correct grammar, punctuation and spelling, and use appropriate tone which is a help to achieve the purpose. In business letter no excuse can make any errors acceptable, because it concerns the rights, benefits, responsibilities of both sides. Incorrectness causes inconvenience, disputes, and may
destroy the relationship between both sides.
(1) All offers by fax are open for 5 days.
This sentence does not clearly explain or account for specific 5 days, and it should be changed in to: All offers by fax are open for 5 days inclusive of the date of dispatch.
(2)We assure you that this error will never occur.
This sentence is the overstatement of the fact, and it should be changed into: “we will do all we can so that we may not repeat such an error.”
2.3 Clearness
We must express ourselves clearly to make sure that the letter conveys exactly what we wish to say and is not liable to misunderstanding. Avoid vague and ambiguous expressions. To achieve this, we must have a clear idea of what we wish to convey in the letter, such as the purpose, the attitude, and the matter concerned. Only a clear mind can express clearly. We also should study the reader's interest and the level of the reader's understanding, and try to imagine how he will feel about the letter.
Contrast the following sentences:
(1)It is obligatory that you confirm this outstanding indebtedness and, if no discrepancies exist, that you expedite remittance.
(2)Please let us know if your records and ours do not agree. If you find that they agree, won't you send us your check right away?
From the above sentences, we know that they express the same meaning, but the sentence (2) uses the plain, simple words, and short sentences rather than long, complicated ones, so we can knew its meaning better.
2.4 Completeness
The business letter is successful and functions well only when it contains all the necessary information. Incomplete letters can be costly, for they lead to errors, often cause delays in filling orders, and call for other letters of clarification to be written.[8]3 Answers to some fundamental questions help to see the audience and ensure that the letter is complete. There is a way to verify the completeness of what we write, that is five "Ws" (who, what, where, when and why) and one "H" (how).
For example: the following is a letter of order.
Gentlemen:
Re:computers
With reference to your letter of May 8, we are pleased to accept your offer of 200 sets of ICM-4 Computers as per your Quotation Sheet No.9/04/2000.
Please go ahead and apply for your Export License.
As soon as we are informed of the number of the Export License, we will open the L/C by fax.
Yours Truly After having written the business letter, you can check the completeness of the letter against the questions: who wants to order, what he wants, when he needs the goods, where the goods to be sent and how payment will be made. If there are some special requirements should be presented, you could explain why you would do so.
2.5 Conciseness
To be efficient, business writing should be direct and get to the point quickly and cogently. Conciseness is often the most important writing principle. A concise letter is not always a short one. Sometimes a letter dealing perhaps with a multiplicity of matters cannot avoid being long. If conciseness conflicts with
courtesy, then make a little sacrifice of conciseness. Generally speaking, we will gain in clearness and conciseness by writing short sentences rather than long ones.
We would like to know whether you would allow us to extend the time of shipment for twenty days and if you would be so kind as to allow us to do so, kindly give us your reply by fax without delay.
This sentence is too long and courteous in expression, which sounds unclear in meaning. To express the meaning better, the sentence should be write as follows: Please reply by fax immediately if you will allow us to delay the shipment until July 20.
2.6 Concreteness
What the business letter comes to should be specific, definite rather than vague, abstract and general.[8]4Especially when the writer is requiring a response, solving problems, making an offer or acceptance, etc. Look at the following sentences:
(1). We wish to confirm our fax dispatched yesterday.
In the sentence (1), the word "yesterday" is a vague and general concept, which
allows possibility for misunderstanding. Like today and tomorrow, the word "yesterday" is not suitable here. It should be changed into: We confirm our telex of June 1st, 2008.
(2). The Red Trading Company is one of our big buyers.
The phrase "one of our big buyers" of the sentence (2) is too general and vague and it cannot express degrees of "big". If we want to give a clear concept, we should change it into: The Red Trading Company placed over US﹩10,000,000 worth of business with us each year.
The aim of business letter is communication for the trade, so
we should use some objective things, data and specific words.
2.7 Consideration
Consideration means thoughtfulness. So before we go on to the detailed structure of the business letter we should remember this general principle, on which the American writers lay great emphasis, that is, the "you" attitude. In our letters we should always keep in mind the person we are writing to, see things from his point of view, visualize him in his surroundings, see his problems and difficulties and express our ideas in terms of his experience. For example:
"We" attitude "You" attitude
We shipped your order today.
No exceptions to this rule can be allowed. Your order will arrive on Monday.(look at the things from the reader's point of view) This rule must apply equally in all situations. (Focus on the positive and say "no" positively.)
3. The translation of business English letter
3.1 The theory of translation
What’s translation?A great number of scholars both at home and abroad have contributed a lot to the theory of translation. About it, they have put forward their different propositions, such as linguistic, communicative, and relevant and so on. But there is no generally accepted translation theory and it seems to be a subject on which hot debates never cease since its appearance, yet there are quite a few influential “theories” in the broad sense of “a set of principles which are helpful in understanding the nature of translating or in establishing criteria for evaluating a translated text.” In general, however, these principles are stated in terms of how to produce an acceptable translation.
Among them, the most famous translation principles are Chinese translator Yan Fu’s triple pri nciple of translation, namely, faithfulness, expressiveness, and elegance which should be understood as additive factors, not competitive factors, and American translator Eugene A.Nida's functional equivalence and British translator Peter Newmark's semantic translation and communicative translation. According to American translator Eugene A.Nida, " translating consists in reproducing in the receptor language the closest natural equivalent of the source—language, first in terms of meaning and secondly in terms of style".[9]37
Though Chinese and foreign translators have given different definitions of translation, they share the common nature of translation. "Generally speaking, translation implies rendering from one language into another of something written or spoken. It is essentially the faithful representation in one language of what is written or spoken in another. It is the replacement of the information of the source language by its counterpart of the target language. However, translation, in a narrow sense, is the practice of finding the equivalent both in form and essence between two cultures ".
3.2 The principle of business English translation
As early as in 1792, Alexander Fraser Thatler, a famous Britain scholar put forward 3 principles for translation in his work, On The Principle For Translation the version should rewrite the whole idea of the original; the version's style, and the style of writing should be the same as the nature of the original; the version should be as easy and
smooth as the original.[7]58
Business English covers widely and relates to many different
areas, so the principle of business English translation has its own particularity, that is, the multiplicity of principles. The multiplicity, here refers to the translation of different styles, the differences of the translation principles. When translates, it is necessary to use flexibility.
Because of business English involves different language, style and profession, I think the principles of the business English translation should be considered as dynamic message equivalence, which can be called the four "Es": (1) Equivalence of semantic message of source language and target language. (2) Equivalence of stylistic message of source language and target language. (3) Equivalence of cultural message of source language and target language. (4) Equivalence of response of source language readers and target language readers.[11]147
3.3 The requirement of business English letter translation
By the business English letter, the companies introduce their goods, services or even reputation to the outer world. After China's successful entering into WTO, and with the increasing chances to cooperate with foreign traders, business English letter will be used more frequently. English plays an ever increasing role in the international trade. Although English now is a world used language, English translation in international trade cannot be ignored, especially business English letter translation.
As the business English letter involves economic interest of both sides, its translation is very important. Specifically, the translation of business English letter should meet the following three requirements: transmit the information of the original letter correctly; reappear the expression of the original letter appropriately; fit the characteristic of official letter.
4. The skills of business English letter translation
4.1 The skills of the words translation
The words, which is used in the language freely, is the combination of sound and meaning, the basic unit of the sentence.[1]2 So the meaning of the words can influence the reader to understand the sentence, or even the whole article directly. Although, we take the sentence as a basic translation unit in the process of translation. If we cannot translate the meaning of the words correctly, it will surely affect the meaning of the sentence, or even the whole article. The words are one of the most important parts in the process of translation. When we translate the business letter, we must pay enough attention to the words. In today's international trade, there are some useful skills of the words translation.
4.1.1 Preference of the concrete words to abstract words
The purpose of business English letter is to convey a message. According to the features of business English letter, preference of the concrete words to abstract words falls within the scope of "concreteness", that is "Any kind of practical English writing should be specific, definite and persuasive instead of being vague, general and abstract". In business English translation，if the reader cannot grasp the meaning until the letter is read more than once, the letter is not concrete or clear.
For example:
Chinese: 我们会在七月付货款.
English: (1) The payment of the goods will be effected on July 1st.
(2) The goods will be paid on July 1st.
In the sentence (1), "payment" is from "pay" plus "-ment". "Payment" which is a noun, cannot serve independently as a predicate. It has to be collocated with "effect" to express the
meaning of "to pay". It is rather a roundabout way of expression. And sentence (2) is more easily understood because concrete words are used instead of abstract words.
For business people, time is money. They want to know what has been said in the letter as quickly as possible. So in today's business field, we had better preference of the concrete words to abstract words and make our business letter easy to understand in
communication.
4.1.2 Using the precise words
According to the feature of 7 Cs, business English letter should be precise, especially in words choosing. When translating business English letter, the content should be clear, so that it can't be misunderstood. To do so, much attention should be paid to the precise and accessible expressions. Sometimes, when we first read some sentences, we do not know the exact meaning of the sentence. We have to read them for many times and take their context into consideration.
For example:
Chinese: 我们公司在河边上.
English: (1) Our company is near the bank.
(2) Our company is near the river.
When we want to introduce the beautiful environment and the location of our company. We couldn't say like sentence (1). Because the word "bank" can refer to the side of the river or to a financial institution where one deposits money. The reader may have a question: Does the writer want to emphasize the beautiful geography of the company or to stress the convenient economic environment? So the precise way of translation is the sentence (2). This is an example of ambiguous. An ambiguous word is one
that has more than one meaning in the same context. We should avoid ambiguity.
While translating, we should not only avoid ambiguity, but also cliché. Cliché is a French word used in English to denote a phrase that has become stereotyped and hackneyed.[13]14 It indicates poverty of language and unwillingness to think for oneself. Here are some clichés commonly used:
at your (earliest) convenience
be in receipt of
be that as it may
bound to admit
by and large
conspicuous by its absence
cut out the dead wood
due to the fact that
herewith
up to the writing
over and above
It is not always wrong to use a cliché in business letter translating. If the phrase is used properly, there can be no objection to it. Just think it over before using a cliché. Use precise words instead of the cli ché may let the business English letter seem more clearness.
4.1.3 Using the concise words
To use more words than are necessary will cause unclearly expressions most of which are merely padding. Unnecessary words not only waste time, but also add nothing to meaning and contribute nothing to the reader's perception of what is written.
Choice of concise words mainly embodies one of the principles of practical business writing conciseness, which is
considered one of the essential features of business letters. By conciseness we mean that we should try to express clearly our meaning in as few words as possible, but without damaging completion and courtesy of letters. In the field of language use, when other things being equal, the smaller the cognitive efforts the reader should make to understand the writer's meaning, the better the expressions are.
Let us have a look at the following examples:
Chinese:对于我们的疏忽，我们深表歉意.
English: (1) We regret to inform you that we are in error.
(2) We are sorry for our mistake.
Chinese:随函俯上我们的商品目录.
English: (1) Enclosed please find our catalogue.
(2) Enclosed is our catalogue.
We can learn from the above sentences that the unnecessary jargons make the sentences (1) wordy, and sentences (2) are better though fewer words are used. From above, take hackneyed commercial jargons as an example, when unnecessary words do not contributed to the meaning, inclusive adjectives, adverbs, prepositions and pronouns, they should be avoided.
Conciseness is an important feature of business English letter. Readers do not have to spend time reading the superfluous words, which do not contribute much to the meaning. Therefore, it is necessary to use concise words when translation.
4.1.4 Using the correct and accurate words
Correct use of words means to use the standard language of accepted authority. Misuse of words, the use of obsolete words and slang are improper and unsafe in business English letter.[1]2This can be explained by the "correctness" of the feature business English letter. Mistakes in words may distract the
reader's attention, result in lack of clearness, and cause an impression unfavorable to the success of the letter. It is essential to use the correct words in the business English letter.
An example:
(1) Chinese:我们可以提供各种电器。

English: We can supply various kinds of electrical equipment.
(2) Chinese:我们大量销售各种家具。

English: We deal in a large variety of furniture.
Here we use "equipment" and "furniture" instead of "equipments" and "furnitures" though the two words are modified by "various kinds of" and "a large variety of". This usage of words are concerned that whether the words are correct or accurate.
In business letter, some nouns of commodity always appear in singular forms, but some always appear in plural forms, and their meanings of plural forms are different from those of their singular forms. How to choose the accurate form depend on the meaning we are translate.
4.2 The translation skills of long sentences
Long sentence, which is frequent use of complicated clauses, participle phrases and parenthesis, is an essential part of the English article.[9]22 In today's international trade, in order to clearly explain some complicated terms and conditions, causes and effects in business English letter, long sentences are often used to meet the needs. The long sentence will surely take us some time and efforts to understand the whole sentence, needless to say the translation of it.
The translation of long English sentences is often "a hard nut to crack" for translators, since long English sentences are very complicated in structure, involving various logical and
grammatical relationships. Even if the translator can fully comprehend the English sentence, it is not easy to convey its meaning in fluent Chinese.
Though many difficulties, it is possible to translate long English sentences well because there are several commonly used skills mostly related to the stage of representing the original meaning in the translation process.
4.2.1 Division
Division means to divide the long sentence into some meaningful groups and identify the main clause and the subordinate clauses. Due to the differences between English and Chinese in terms of sentential order and structure, in most cases, it is necessary for translators to rearrange them. Division is one important method to deal with it. According to Chinese syntactical features and expression habits, sometimes we need to translate one word or phrase of an English sentence into Chinese clauses or sometimes divide the original sentence into two or more Chinese clauses.
For example:
English: We have forwarded the samples you sent us to some large manufactures and now have an affirmative answer from a factory in Hangzhou.
Chinese: 我们已将寄来的样品转交几家大厂。

现已接到杭州一家工厂愿承办的答复。

The original sentence consists of two parallel clauses. When translating, we need to translate the original sentence into two Chinese sentences in order to make the translation keep with Chinese thinking model and syntactical features.
Another example:
English: This is to introduce the S.A.C Corporation as
exporters of native produce having business relations with more than 100 countries in the world.
Chinese: 兹介绍S.A.C集团，它是土特产的出口商，与世界100多个国家有业务关系。

The objective complement as is shown in the underlined part is too long to be translated easily. If we divide it into two Chinese clauses, the Chinese version would be natural and smooth. When we are doing the translation, the same is true to the adverbial modifier, the prepositional phrases and so on.
4.2.2 Sequential-Order translation of long sentences
Sequential-Order Translation is to translate the English sentence sequentially, and arrange the Chinese version in accordance with the original sentence.[10]2When the statement of the English long sentence is made up by a series of actions that in timing
order or logical order. And such expression of English long sentence is more or less the same as the Chinese expression. So they can be translated by sequential-order.
An example:
English: In the event that the Company’s operations are reduced substantially from the scale of operation originally anticipated by the parties, or the Company experience substantial and continuing losses resulting in negative retained earnings not anticipated by the Parties in the agreed Business Plan, or in any other circumstance permitted under Applicable Laws or agreed by the Parties, the Parties may agree to reduce the registered capital of the Company on a pro rata basis.
The above sentence is clearly in logical order, that is: three assumptions, one conclusion and the expression order is the same as an equivalent Chinese sentence. So it can be translated。