毕业设计论文外语系从关联理论角度分析商务信函模糊语

从关联理论角度分析商务信函模糊语
摘要
模糊是语言的基本属性之一，它广泛存在于人类的语言交际中。

关联理论认为，语言交际是个明示推理过程，发话人应该提供尽可能关联的信息，使听话人能够以最小的努力去理解发话人的含义，达到最佳的语境效果。

本文从关联理论角度探析外贸英文信函中的模糊语现象，运用关联理论首先解释了商务英语信函中的语言模糊现象，然后以真实的商务信函为例子，探讨了写信人如何使用模糊语言明示话语信息，实现最佳关联，以准确表达交际意图，达到交际目的，使贸易双方之间达成互明，实现成功交际的目的。

第一章为文献综述，主要介绍了有关模糊语言的理论研究和商务信函特征，包括什么是商务信函以及商务信函的特征有哪些，第二章为探讨关联理论以及关联理论有哪些原则，第三章为从关联理论角度分析商务信函中的模糊语言。

利用关联理论分析了商务信函模糊语言的功能。

第四章主要总结了本篇论文的局限性以及意义。

此篇论文旨在使商务交际中的贸易双更好的交际与理解对方，使得交际双方更好的使用模糊与建立良好的商务关系。

关键词：商务英语信函；模糊语；关联理论
Analysis of Vagueness in Business Correspondence Language from the Perspective of Relevance-theoretic
Approach
Abstract
Vagueness is one of the basic attributes of language, it widely exists in human language communication. Relevance Theory proposes that communication is an ostensive-inferential process and the communicator should provide the most relevant information so that the audience can understand the communicator’s intention with the least effort. Using a relevance-theoretical framework，the paper first elaborates the application of vagueness in business correspondences and then explores how vague expressions allow a writer to convey the communicative intentions precisely by processing correctly the optimal relevance in the real business correspondences. Thus we can achieve successful communication. The first chapter is literature review which reviews previous studies on vagueness and determines the definition and the features of business correspondence. The second chapter is about relevance theory and principles of relevance theory. The third chapter is analysis of vague language of business correspondence in relevant approach, explaining the function of vague language from the perspective of relevant theory. The fourth chapter is the significances and limitations, In this chapter, the author pointed out the limitations of the study and suggested further research possibilities. The aim of the paper is to achieve better communication with each other in business communication.
Key words: business correspondence; vagueness; relevant theory
Contents
Introduction (1)
Chapter One Literature Review (2)
1.1 English business correspondence (2)
1.2 Vagueness (3)
Chapter Two Introduction of Relevance Theory (6)
2.1 Overview of relevance theory (6)
2.2 Principles of relevance theory (7)
Chapter Three Analysis of Vagueness in Business Correspondence Language from the Perspective of Relevance-theoretic Approach (6)
3.1 The interpretation of relevance theory to the vague language in English business correspondence (8)
3.2 The ways for sender using vague language to express explicit information to recipient in English business correspondence (10)
Chapter Four The Significances and Limitations (14)
4.1 Significances (14)
4.2 Limitations (15)
Conclusion (15)
Bibliography (16)
Introduction
Domestic and foreign scholars have had profound discussions about the vagueness in language. In foreign countries, the English famous phonetician D. Jones realized the vague attribute of language early in 1957. In 1965, professor Zadeh in the University of California most early proposed the vague theory in his essay called “Fuzzy Set” published in the magazine named Information and Control and started the new discipline of vagueness language. In China, professor Wu in Beijing Normal University first researched the vague attribute of language using vague theories in his thesis called “The Primary Research of Vague Language in 1979 and wrote the book of Vague Linguistics, thus he started the fuzzy linguistics of China, which symbolize the birth of vague linguistics in China.
Nowadays, vagueness is widely used in all areas such as law, economy, and teaching. Business correspondence characterized by the correctness of language, the clearness and orderliness of logic of thinking, the preciseness of structure are no exception. Vague language transmits information using vagueness in itself, the uncertainty of which is often expressed by the way of implicitness, objectivity, preciseness, and politeness, these features can improve the communicative effect. To some extent, vagueness plays an irreplaceable role in English business correspondence. The appropriate use of the language policy tools or skills can help us to achieve the optimal relevance. Using the framework of relevant theory, this paper tres to discuss the phenomenon of vagueness in English business correspondence. Based on the real correspondence, the paper also analyzes how the senders select and use vague language to achieve optimal relevance, in order to achieve successful communication purpose.
Chapter One Literature Review
In this chapter, the author firstly have a brief introduction of business English correspondence. And then an overview of vagueness as well as its pragmatic analysis. 1.1 English business correspondence
1.1.1 Definition of English business correspondence
Correspondence is the act of exchanging letters or the letters which pass between correspondents. Business correspondents can be defined as the correspondence used in business transaction, in which the participants are commonly regard as the addresser and the addressee. In business communication, business correspondence is used to sell products or services, request material or information, answer customer inquiries, maintain good public relations, and serve a variety of other business functions(Channel 1994: 20).
1.1.2 Features of English business correspondence
English business correspondence is an effective way to express and keep information in business contacts, which can be roughly divided into the following parts: Letter to establish business relations, Information advisory letter, Valuation and quotation letter, Letter fot order, Processing business letter, Claims and complaints letter after business transactions. Business letters ate more formal official documents with correct words and succinct writing style. Business correspondence generally follows the writing principles of business English, that is, “7cs” principle: Correctness, Conciseness, Clearness, Completeness, Concreteness, Courtesy, Consideration(Sperber&Wilson1986:40). Business English must be expressed accurately and clearly to convey information and be careful of using metaphor, hyperbole and so on. It should try to avoid using uncertain words, in order to avoid unnecessary disputes ,because business letters are usually used to be the basis of determining the rights and obligations of the parties.
1.2 Vagueness
1.2.1 Overview of vagueness
The study on vagueness has been a long time. But there isn’t an uniform definition up to now. As the famous philosopher Pierce first pointed out in 1902, “ A proposition is vague where there are possible states of things concerning which it is intrinsically uncertain whether, had they been contemplated by the speaker, he would have regarded them as excluded or allowed by the proposition”(Pierce, 1902:749). Crystal and Davy from the perspective of Applied Linguistic, pointed out four reasons that language users use vague language. The reasons are the lack of memory, lack of accurate and appropriate words, inaccurate topic, intent expression for specific meaning or avoiding statementing accurate information. Channell(1994:20)proposed three kinds of vagueness: (1) additional vague words, refers to the words which are added before or after the words, in order to make statements become blurred. Like, around, some, kind of, nearly and so on. (2) vague words, refers to the meaning of words that are vague in itself. Like, thingummy, whatsit, loads, heaps of and so on. (3) vague implication, refers to accurate expression that contains fuzzy implication. Like, Odessa has a population of one million. The one million is an accurate number which doesn’t mean the population of the city is really one million.
With the further study of vagueness, people gradually realize the important and unique pragmatic features in language communication. Such as, it can make language more persuasive and polite, or the speaker for self-protection deliberately uses vague language to cover specific information. Therefore, vagueness is not only a linguistic phenomenon, but also a language strategy. Nowadays, international trade is increasingly frequent, business English letters have become an important means of communication in the economic field.
1.2.2 Pragmatic analysis of vagueness in business correspondence
Being polite. Language communication is a necessary means to exchange feelings. In front of the feelings of things, vagueness can harmonize the relationship. The primary
basis of English business correspondence is appropriate and polite language, the use of vague words can make words euphemistic and gentle. Especially for some sensitive topics, such as, the interests of both sides, the focus of conflict. Vagueness can avoid conflicts and make diversionary effect. Sometimes for the moderate and courtesy consideration, the use of vagueness is good for both parties of trade.
Example1: If possible, please also send me samples of the goods you are interested in selling(Li Li, 2008:231-233).
The writer really hopes that the reader can send him the samples he is interested in as soon as possible. But the direct expression will make words crude, leaving an uncomfortable feeling for the reader. Using “if possible” here can make words more euphemistic and gentle.
Being persuasive. One of the basic requirements of business letter is true and correct. Based on this situation, using vagueness can be more likely to arouse the reader’s interest or persuade them to accept his views.
Example2: We are very well connected with all the major dealers here of industrial products(Yu Guixia, 2007:12).
Additional vague language” very well ” makes the relationship between the writer and the reader closer, this relationship has made a good foundation for bilateral cooperation. The vagueness here makes the whole statement more persuasive.
Lack of specific information. American philosopher H.P. Grice pointed out in a series of lectures in Harvard University in 1976, in the process of communication, in order to guarantee the smooth progress of the session, both sides must abide by some basic principles, namely the Cooperative Principle. And he put forward four criteria or implementations of cooperative of principle: the maxim of quantity, the maxim of quality, applicable standards and manner maxim. Among them, the maxim of quality requires to make the information provided true and not to speak false words, or the words lack of evidence. Because of the objective things themselves with uncertainty, when writer lacks enough information, the use of vagueness can make statement more objective, accurate and can make the statement kind.
Example3: We would be interested in receiving your inquires for all kinds of chemicals(Yu Guixia, 2007:12).
Using” all kinds of “ the additional vague word reflects that the writer doesn’t know what kind of information the reader are interested in, at the same time, he hopes to establish a good business relationship with the opposite party.
Self-protection. One of the most important purposes of the use of vague language in business correspondence is to strengthen self-protection. In business activities, because things are unpredictable and changeable and so on, the writer often can’t give accurate answ er in terms of customer’s requirements. In such circumstances, the writer had better use vague language to avoid wrong answer and the impact of their own interests. In addition, if the clients themselves require to bear some responsibility, or the information provided by them will make negative effects to other customers to some extent or will produce direct economic loss, this time using vagueness is a very good means for self-protection.
Example4: This product may be of magic in the temporary relief of the symptoms commonly associated with frozen shoulder(Yu Guixia, 2007:12).
The writer promotes the magic power to the reader, but the use of “may” makes the good commitment to this product vague. Therefore, even though the product is invalid, the writer doesn’t need to assume any responsibility. This way avoids the writer being in a legal disputes and indirectly strengthening the self-protection.
Providing perfect information. The quantity of maxim in Grice” cooperative principle ” requests the amount is neither more nor less and meet the need for language communication. One of the requirements of business letter writing is conciseness. Vagueness sometimes expresses a kind of uncertainty which will improve the expression efficiency and make the statement concise. Especially for business people, time is precious, more information that accurate language conveys will lower efficiency of their reading.
Example5: We have made selections and have the pleasure of giving you the following order on usual terms for shipment to Sydney(Zadeh,1965:338-353).
“Usual terms” is a vague implication. Here doesn’t involve any of the shipping terms, because cooperation between the two sides has been a long time, both sides have reached a consensus for terms related t o shipping, so they don’t need to repeat the detail clauses. “Usual terms” makes the statement clear and concise and saves time of both sides.
Not wanting to provide details. In business letters writing, one of purposes of intentional use of vagueness by writer is not to want to provide details. They may be for the consideration of the need for the protection of commercial secrets or for giving the other a space for imagination to arouse his interests. Thus their business relations can be steady and the purpose of one step back today for the two steps forward tomorrow can be reached.
Example6: We are very well connected with all the major dealers here of industrial products(Li Li, 2008:231-233).
Additional vague word “major” covers the information of suppliers with which the writer has established good relationships. To the reader, no matter how large his scale is, the other may include himself into the main supplier of the column. This offers a good start for cooperation of both sides.
Chapter Two Introduction of Relevance Theory
In this chapter, the author will introduce relevance theory from the perspective of overview and its principles.
2.1 Overview of relevance theory
Sperber&Wilson put forward two important concepts in Relevance: Communication and Cognition(Sperber&Wilson, 1986:40): Cognitive Relevance and Communicative Association, they are collectively called Relevance Theory, which brings new research points of view to Pragmatics. According to Relevance Theory, human cognition coincides with maximal relevance, which is Cognition Relevance. And each overt communicative behavior should be conceived that this communicative act itself has the optimal relevance, which is Communicative Association. In other words, human cognition is based on
maximal relevance, language communication is based on optimal relevance. The maximal relevance refers to the hearers pay as little as possible to get the greatest contextual effect, while the optimal relevance refers to the discourse users obtain adequate contextual effects after paying effective efforts. The hearers are not to find the maximal relevance in language communication, but the optimal relevance.
2.2 Principles of relevance theory
2.2.1 The cognitive principle of relevance
Human cognition tends to gear to the maximization of relevance. Human beings automatically turn their attention to what seems most relevant to them. Human cognition is not only relevance-oriented, but also oriented towards the highest possible relevance when processing inputs. In other words, human beings have a natural tendency towards greater efficiency-obtaining the best possible reward in exchange for the cognitive expenditure(Jia Yongqing, 2006:32-40).
2.2.2 The Communicative Principle of Relevance
The communicative principle of relevance is a generalization about ostensive-inferential communication. When the communicator ostensively attracts the addressee’s attention, he creates a presumption that the ostensive stimulus is optimally relevant. To be optimally relevant, the stimulus he produces must be the most economical one he could have chosen to achieve the intended effects. That is, the utterance, on a given interpretation, must help the addressee achieve adequate effects with on unjustifiable effort.
A communicator who intends to produce a relevant utterance has two related aims: creating some contextual effects in the hearer and minimizing the processing effort for the hearer. But communicators should not always be expected to give the most relevant possible information, or to present it in the least effort-demanding way. What can be only expected is that ostensive communicators try to be optimally relevant. The principle of relevance makes it possible to derive rich and precise non-demonstrative inferences about
the communicator’s informative intention. With the principle, what is required is that the properties of the ostensive stimulus should se the inferential process on the right track(Jia Yongqing, 2006:32-40).
Chapter Three Analysis of Vagueness in Business
Correspondence Language from the Perspective of
Relevance-theoretic Approach
There are two parts in this chapter, this chapter is the complexity of vagueness, relevance theory and business correspondence. The author will analyze the pragmatic use of vague language based on relevance theory. This is the most important part in the whole paper.
3.1 The interpretation of relevance theory to the vague language in
English business correspondence
As a written formal style, the purpose of business English correspondence is clear, exact and specific. But sometimes for some specific pragmatic functions, vagueness of language is also needed in writing in order to make it more appropriate and complete. As Zhuge Lin(1981:25)pointed, not all foreign trade letters are correct, in some certain circumstances, foreign trade letters are allowed not only to be general, but also to be more general. The author will explore why and how the two sides of trade choose fuzzy language to complete the expected communicative purpose.
According to the communicative principle of relevance proposed by Sperber&Wilson(1985:153-171), communicative activity is a dynamic process with purpose and with the expression of speaker and the inference of hearer. “expression” and “inference” are two aspects of communication process. Expression means that speaker encodes and expresses intention by some way that makes hearer “manifest” in terms of speaker; while in terms of hearer, “inference” refers to “an act that speaker explicitly
express es intention to hearer”(Sperber&Wilson, 1985:153-171). In the process of communication, the speaker not only expresses some literal information to the listener, but also conveys the meaning behind the words to the listener, which we call the communicative intention. In foreign business letters, sender uses vagueness because it can provide recipient an optimal relevance, according to which recipient can make proper inference so as to realize the communication intention of sender. This kind of communicative effect which vagueness makes is what precise language can not reach.
For example:
I regret to say that we cannot agree to your request for technical information regarding our software security systems. The fact is, that most of our competitors also keep such information private and confidential(Wu Ling, 2008:166).
First we can find out that the sender wants the recipient to extract from the utterance the information that we refuse your request for technical information. But in order to maintain the trade relationship between the two parties and not to break it for the other side’s requirement is not met, the sender uses “most of our competitors also keep such information private and confidential”to make information vague for the implicitness of discourse. This kind of expression neither points out specifically which competitors are in it, nor directly show that he rejects the other party’s request, and the recipient doesn’t have to pay extra effort to come to a conclusion that the sender refuses to provide technical information.
Sperber&Wilson(1985:153-171)pointed out, in order to reduce the efforts the process of discourse comprehension, the speaker must let the hearer to obtain enough association, so as to achieve the optimal relevance. The use of euphemism expression of vagueness in certain occasions in the course of language communication must make hearer understand the communicative intention thus to complete the whole communicative purpose.
For example:
At present, we are interested in extending our range and would appreciate your catalogues and quotations. If your prices are competitive we would expect to transact a
significant volume of business(Sperber&Wilson, 1985:153-171).
In this sample, the sender wants the recipient to extract from the utterance the information that, if the prices are competitive, we would expect to settle business relationship with you, not wanting the recipient know his range and volume of business, the sender use “extending our range, volume of business” to make words vague, but he expresses his intention which makes the other party obtain the result of the expected establishment of business relationship with effective efforts.
Vague language is a part of natural language, it itself is not good or bad, the key is how to use it to complete the language communication and to achieve the desired results. We can say, that the relevance theory provides a theoretical basis for this language phenomenon, and makes a convincing explanation.
3.2 The ways for sender using vague language to express explicit
information to recipient in English business correspondence
Letter communication is indirect, unlike commercial negotiations that have specific contextual effect, so the use of vagueness should be careful, and not bring extra burden to the addressee. The use should avoid the confusion of understanding.Now the author will divide the ways for sender using vagueness to express explicit information to receiver into the following three aspects:
3.2.1 Sender expressing his points of view to recipient
In the foreign trade letters, both sides in the process of exchange of information, will inevitably have some differences, in order to make the cooperation between the two sides continue, both sides should stand in the position of the other side for his consideration and respect his views. At the same time, both parties also have to use right words to express their views and positions to meet their communication intention. Through many model samples, the author have found that the sender, in order to avoid the arbitrariness and absolution of language, often uses the first person pronouns as subject to state, so that the recipient can understand the other side’s communicative intention through inference.
For example:
To solve the problem, I propose that on receipt of an order, our sales staff contact you to verify it(Zadeh, 1965:338-353).
The sender using “I propose” gently expresses his point of view and emphasizes it’s just his own view, it may not be entirely correct, the opposite party has the right to decide whether to adopt. This way can avoid expressing words too absolutely and at the same time can respect the other side.
I believe can service your company better and help you operations run more smoothly with this safeguard(Sperber&Wilson,1985:153-171).
The sender using “I believe” clearly expresses his reality of statement to receiver, although it seems that it is the sender’s subjective analysis and judgment, but the words in the letter will not make the recipient feel too arbitrary. Also, it provides the message to the recipient and reduces the time and effort that infers an processes the information. Meanwhile, the sender shows his position in information communication. Both sides also reach consensus statement.
1. The Gaylord box will hold approximately 13,000 meters of wire. While this is more than you will need to make the sample. We think that it will be useful for A to get used to handing the wire in Gaylord boxes(since that is what we will use for production)(Zadeh, 1965:338-353).
2. We are planning to have the purchase order quantity of 750,000 meters(2,460,600feet)ready for shipment from Waynesboro by March 4,2006. The quantity may vary a little as we cannot produce to the exact number of feet but it will be close(Zadeh, 1965:338-353).
From the example 1 and 2 we can see, that the writer uses strategically approximately, may vary a little to make the exact number vague, because he can’t determine the exact number, the vague degree of approximately is very large, when it indicates number. Its maximum limit is 13000 meters, but the minimum limit can’t make precise definition. Because of this, the writer makes it clear that the minimum will be more than the actual demand, and explains clearly about the vagueness of number due to
the products’packaging. Similarly, in example2, the writer uses a little and close to make the number vague, due to the uncertainty of shipment quantity. But these two words convey the slight deviation caused by the production process so clearly that the reader can understand and accept it.
3. As I told you this is the best proposal B can make and would like to have your answer on these points as soon as possible, but no later than tomorrow afternoon(Zadeh, 1965:338-353).
4. I have asked the factory to send you the wire in the Gaylord box and we will send you the details of the shipment as soon as it is available(Zadeh, 1965:338-353).
Because of the complexity of international business links, the time involved is not what both sides of business can control, so this vague word”as soon as possible” is a frequently used word in business correspondence. The exact time should be determined based on specific circumstances. So the example3 limits the uncertain time to tell the the reader give him the answer as soon as possible but not later than tomorrow afternoon. When as soon as can’t limit the time, the writer should express the reason why he makes the fuzziness to make the reader feel his words sincere, appropriate and acceptable.
3.2.2 Sender conveying information to recipient
In foreign trade English correspondence, both sides of communication should convey the most accurate information, so as to avoid misunderstanding and contradiction. The sender using vague language is not to hide the information, but in a more flexible, vivid way to express his communicative intentions to the recipient, making the recipient pay efforts as little as possible to achieve the best effect of communication. Trade usually involves the vital interests of both sides, in fact, it does not always provide accurate information. In specific situations, it is necessary to make time, number, range, sites and methods that have to convey to the other side, and not to bing to the recipient the hindrance and inconvenience of understanding. For example:
We would be very grateful if you could take a few moments to send us the names of three or four organization that match our requirements(Zadeh, 1965:338-353).
The sender using” a few moments, three or four”, makes the time and the number vague. He uses the vague language to provide an expression of optimal relevance to the recipient, which expresses his own requirement. He also limits the time and the number, so that the receiver can obtain the information intention conveyed by the sender through proper inference, that is, “You don’t need to spend too much time, choosing three or four” or some other information like that.
The machine is the same size as most laptops but comes with some totally new features. The retail price will undercut its nearest competitor by at least 20%. If you would like to know more, just fax or telex me(Zadeh, 1965:338-353).
The sender using” at least 20%, fax or telex” makes the number and the contact way and some other information vague, but he clearly defines these information. This way doesn’t reduce words but transfers information to receiver, and allows the opposite party to accept and understand more easily his communicative intention. The vague language to a proper extent transfers information, but also helps to improve the communicative effect which precise language can not reach.
3.2.3 Sender proposing suggestions and requests to recipient
In the correspondence of each other, it is necessary to achieve the ostensive communicative intention and be completely polite when the other side puts forward some suggestions and requests. “If” conditional sentences, “please” imperative and interrogative sentences are often adopted to propose to the other side suggestions and requests in foreign trade English correspondence. This tactful and vague way can make both sides communicate more easily and flexibly.
If you would like to set up an appointment during non exhibit hall hour, please call me(Li Li, 2008:231-233).
Would you agree to our suggesting that future clients should call you(Li Li, 2008:231-233)?
Could we meet some time this month to discuss the hypermarket proposal(Li Li, 2008:231-233)?。