The Style of Official Documents
The style of official documents is not homogeneous and is represented by four major substyles:
- the language of business documents;
- the language of legal documents;
- the language of diplomacy;
- the language of military documents.
This style has a definite communicative aim and, accordingly, has its own system of interrelated language and stylistic means. The main aim of this type of communication is to state the condition binding two parties in an undertaking.
Put otherwise, the aim of communication in this style of language is to reach agreement between two contracting parties. Even protest against violations of statutes, contracts, regulations, etc., can also be regarded as a form by which normal cooperation is sought on the basis of previously attained concordance.
While each variety of the style has its own special characteristics, there are features that are common to all varieties. Among these features are the following:
- the prevalent use of words in their logical dictionary meaning (in military documents metaphorical names are sometimes given to mountains, rivers, hills or villages);
- avoidance of words with emotive meanings except those which are used in business letters as conventional phrases of greeting, close, thanks, gratitude, etc. (Dear Sir; Sincerely yours; We appreciate your participation);
- the use of abbreviations (M.P.), conventional symbols ($), contractions (info);
- the use of a special system of clichés (We hereby confirm), terms (revenue) and terminological expressions (liability to profit tax);
- the use of established and non-flexible compositional design;
- restricted choice of syntactic patterns;
- fixed paragraphing;
- the use of genre-specific morphological forms and function words.
All the distinctive properties of the style of official documents appear as a system. This means that the style is recognizable not only through its vocabulary and/or lexical characteristics of particular words and expressions. Syntactic patterns and methods of text structuring characterizing the style are equally significant, though in some cases not always immediately apparent.
Exercises
Exercise 1.
The following two letters are written in two different styles: letter 1 (to a friend) - in an informal style, letter 2 (to insurance company) – in a formal style. Match the italicized colloquial expressions in letter 1 with their literary (including bookish) equivalents given after the letter and fill in the gaps in letter 2 using these equivalents in the appropriate grammatical form.
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Letter 1
(An extract from letter to a friend)
A week ago, I parked my car in the street, which I don’t normally do, instead of in the car park where I work. On that day I wanted to make a quick start to my journey home. At 5 o’clock, when I got to my car, I couldn’t believe it – someone had smashed into it. Actually, the damage wasn’t too bad – it wasn’t a write-off – and the car would still go. Then I spotted an envelope tucked under the wipers. At first, I thought it would contain the name and address of the driver who had done the damage but I was mistaken. There was a note saying sorry and two tickets for the best seats at that musical that’s been sold out for months. The tickets are like gold dust so I wasn’t complaining! Mary and I went the next night and we had a great time.
When we got back home, we found that burglars had robbed us of thousands of pounds worth of valuables and left a note saying, ‘Hope you enjoyed the show.’ Clearly, they knew we would be out and had made the most of the situation!
Equivalent expressions in a formal style: (a) was fairly minor; (b) took advantage of; (c) without delay; (d) apology; (e) usually; (f) my assumption was incorrect; (g) the company car park; (h) returned; (i) to my surprise / disbelief; (j) unobtainable / impossible to obtain; (k) could still be driven; (l) very good / excellent; (m) it had been involved in a collision; (n) my initial assumption was […].
Letter 2
(An extract from letter to insurance company)
On 12 December, contrary to my (0) … usual … practice, which is to park my car in (1) …………………………, I left it in the street next to the car park. On that particular day I wished to commence my homeward journey (2) …………………... At 5 p.m. I left my office and walked to the car. To (3)………………………… it had, while parked, been (4) …………………………… with another vehicle. There was some damage, fairly (5) …………… to the front of the car, but it (6) …………………………………………...
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I observed, under the windscreen wipers, a white envelope. My (7) ………………
assumption that it would contain the name and address of the driver who had damaged my car proved to be (8).......................... There was no name and address but there was a note of (9) ……………………. And, as compensation, two (10)…………………………………… to a popular musical – for which tickets are almost (11)…………………………. These tickets seemed a suitable recompense for the damage to the car. The next evening I attended the theatre, accompanied by my wife, and enjoyed the show very much.
You can imagine our horror when, on (12) ……………………. home late at night, we found that our house had been burgled and thousands of pounds’ worth of valuables had been stolen. There was also another note, obviously from the burglars which said, ‘Hope you enjoyed the show.’ Clearly, they had taken (13) ……………………. of the certain knowledge that we would be out of the house in order to perpetrate this crime.
Exercise 2.
The following texts represent different kinds of official papers. However, in each text the level of formality has been disrupted at various points by the insertion of inappropriate vocabulary. Pinpoint the places where it happens, and suggest some other vocabulary items which would be more in keeping with the style of the passage.
Text 1
(Letter from a bank manager to a customer)
Dear Ms Allen,
Thank you for your letter of 1st September, requesting overdraft facilities of $500. In order that this overdraft facility can be granted we would first need sight of your contract of employment. Would you therefore kindly inform us of the School at which you will now be earning your daily crust.
Yours sincerely,
A. Curtis
Text 2
(Teacher’s report)
James needs to realize that success is the result of hard work and consistent effort. At present, he is being a real pain because he is so bone idle in class. If he wishes to do well in the examination, and achieve a grade which will do justice to his considerable ability, he must pull his socks up – and sharpish.
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Text 3
(Memo from a university professor to his staff)
Can I remind you that travel claims must be submitted promptly. Other departments, I learn, are not paying claims which are more than two months late. In particular, please remember that the financial year end is now 31st July. Claims not submitted by 15th August will be substantially delayed by year-end procedures, and screw up our budgeting. Please get your claims in on time.
Text 4
(Extract from a hotel brochure)
Reception of Guests
The Hotel endeavors to have rooms ready to receive guests by noon, and it is hoped that departing guests will courteously assist in making this possible by getting a move on and not hanging about in bedrooms on the day of departure.
Exercise 3.
The texts below represent samples of business communication. Identify the topic of each letter as concerning one the following issues: (a) request for information about a product; (b) packing and transport issues; (c) terms of payment; (d) claims about a product; (e) vacancy application. Find out which expressions from the letters have the Russian equivalents given in italics. Comment on stylistic aspects of similarities and differences involved in the suggested translation.
Text 1
We are pleased to confirm that the following arrangements have been made for payment. The National Bank of Argentina has been instructed to open a credit for ARP 10, 000 in your favor, valid until 30 November. This credit will be confirmed by The Paris branch of the bank which will accept your draft at 180 days after date for the amount of your invoice, plus interest at 9 % p.a.
Please attach the following documents to your draft: 2 signed bills of lading, 2 commercial invoices, insurance policy for ARP 10, 000.
Our forwarding agents will inform you of their charges separately. Your invoice should include FOB Marseille.
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Please advise us when the goods have been dispatched.
Expressions: были сделаны следующие шаги; со сроком действия до; акцептует Вашу тратту; два подписанных экземпляра коносамента; информируют Вас о своей комиссии; сообщить о дате отправки груза.
Text 2
Thank you for your application for the post of Sales Manager (Europe). Your curriculum vitae and references show that you may well have the qualities we are looking for. I would be grateful if you would come to our Head Office for an interview on the … at … a.m. The interviewing procedure will take several hours and will include the introduction to our Sales Department. Candidates will be reimbursed for all reasonable travelling and hotel expenses.
Expressions: резюме и рекомендации; обладаете теми качествами, которые нам необходимы; будут возмещены затраты на проезд и проживание в гостинице.
Text 3
As you requested in your mail of 20th July, we are sending the 200 boxes by rail to Boulogne where our agent will personally supervise loading on board the Boulogne-Folkestone ferry.
We would remind you that these new boxes must not under any circumstances be stored in an enclosed space or near a heat source.
Please confirm receipt of goods immediately by fax.
Expressions: в соответствии с Вашей просьбой; лично наблюдать за погрузкой на паром; храниться в закрытом помещении; подтвердить получение товара.
Text 4
We have studied your brochure and are particularly attracted by the B5T on page 24.
The qualities of this item seem to correspond to the needs of our clients.
As you advise, we have contacted MODAZ, whom you mention as the exclusive distributor in the area. We were told that this firm no longer distributes your products.
We wondered whether you would be able to give us the address of another supplier or, failing this, could you please let us know if you are in a position to deliver directly.
In the latter case, we would be grateful if you would give us details of your terms of sale.
Expressions: нас, в частности, заинтересовал; качественные характеристики этого товара; по Вашему совету; больше не занимается продажей Ваших товаров; проинформировать о возможности поставлять напрямую; назвать условия продажи.
Text 5
When your last shipment was unpacked we were surprised to discover that 8 coffee pots were damaged, despite the fact that the good quality packing did not seem to have suffered in transport and although the boxes were marked “fragile”.
Some of the coffee pots are so dented or scratched as to be unsaleable even at a reduced price.
It would seem that they have been damaged before packing and that our carrier cannot therefore be held responsible. We are keeping the items for the inspection of your insurer.
Expressions: последняя партия отгруженного Вами товара; упаковка не пострадала, по-видимому, при перевозке; на ящиках была нанесена маркировка «стекло»; невозможно продать по более низким ценам; перевозчик не может нести за это ответственность; для осмотра страховщиком.
Exercise 4.
It is generally required that official papers be devoid of any markers of emotiveness. However, there is a number of set expressions that are accepted in official correspondence as a way of expressing emotional stances and as a means of attaching greater emphasis to particular parts of the conveyed message. Expressions of this kind include adverb collocations (a) – (i) given before the two memos below. Complete the memos with the given collocations.
Adverb collocations: (a) bitterly disappointed; (b) virtually impossible; (c) highly unlikely; (d) perfectly clear; (e) distinctly remember; (f) eagerly await; (g) accurately predict; (h) sorely tempted; (i) sincerely hope.
Memo 1
To: Mike Walters
From: Julie Gough
Date: 17 September
Subject: Letter from Imsyst Inc.
Thank you for forwarding the letter from Imsyst Inc. It is very unfortunate that they can’t deliver the imaging machines on time. I (1) ….. fully understand ….. that it is difficult to guarantee delivery dates in the current economic climate but I (2) …………………………….. their saying that it would not be at all difficult to meet the deadline we set. In fact, I have a written record of it.
What should we do now? It will be (3) …………………………….. for us to meet our customer’s deadline if we do not get those machines before the New Year. I (4) …………………………….. that Imsyst can deliver by January and I (5) …………………………….. the outcome of your meeting with Geoff Lee. If Imsyst can’t guarantee new delivery dates, I am (6) …………………………….. to cancel the contract and find another supplier for the machines.
With best regards,
Julie Gough
Memo 2
To: Julie Gough
From: Mike Walters
Date: 18 September
Subject: Letter from Imsyst Inc.
Thank you for your memo of 17th September. Like you, I am (7) …………………………….. that Imsyst have missed the deadline. To be fair to Imsyst, I know they cannot always (8) …………………………….. the consequences of economic developments when they plan their deliveries.
Be that as it may, I met Geoff Lee at Imsyst, and it was (9) …………………………….. from what he said that they can and will guarantee delivery by January. I am going to draw up a new contract, this time with a stiff penalty clause for late delivery, even though this would appear to be (10) ……………………………...
With best wishes
Mike Walters
Exercise 5.
Read the given articles from the Charter of the United Nations and comment on the use of the italicized modal predicates in the document. Compare these predicates with their present-tense functional equivalents in Russian. Comment on stylistic and pragmatic aspects of the correlative syntactic and morphological structures in English and in Russian.
Article 9
1. The General Assembly shall consist of all the Members of the United Nations.
2. Each Member shall have not more than five representatives in the General Assembly.
Article 20
The General Assembly shall meet in regular annual sessions and in such special sessions as occasion may require. Special sessions shall be convoked by the Secretary General at the request of the Security Council or of a majority of the Members of the United Nations.
Article 21
The General Assembly shall adopt its own rules of procedure. It shall elect its President for each session.
Статья 9
1. Генеральная Ассамблея состоит из всех Членов Организации Объединенных Наций.
2. Каждый Член Организации имеет не более пяти представителей в Генеральной Ассамблее.
Статья 20
Генеральная Ассамблея собирается на очередные ежегодные сессии и на такие специальные сессии, которых могут потребовать обстоятельства. Специальные сессии созываются Генеральным Секретарем по требованию Совета Безопасности или большинства Членов Организации.
Статья 21
Генеральная Ассамблея устанавливает свои собственные правила процедуры. Она избирает своего Председателя на каждую сессию.
Exercise 6.
Read the opening part of the Charter of the United Nations. Comment on the following issues: (a) the structure of the text; (b) the addressee of the text; (c) the form of address (personal, impersonal) and linguistic means of its realization; (d) pragmatic context and communicative value of the text.
THE CHARTER OF THE UNITED NATIONS
We, the peoples of the United Nations, determined to save succeeding generations from the scourge of war, which twice in our lifetime has brought untold sorrow to mankind, and
to reaffirm faith in fundamental human rights, in the dignity and worth of the human person, in the equal rights of men and women and of nations large and small, and
to establish conditions under which justice and respect for the obligations arising from treaties and other sources of international law can be maintained, and
to promote social progress and better standards of life in larger freedom,
and for these ends
to practice tolerance and live together in peace with one another as good neighbors, and
to unite our strength to maintain international peace and security, and
to ensure, by the acceptance of principles and the institution of methods, that armed force shall not be used, save in the common interest, and
to employ international machinery for the promotion of the economic and social advancement of all peoples, have resolved to combine our efforts to accomplish these aims.
Accordingly, our respective Governments, through representatives assembled in the City of San Francisco, who have exhibited their full powers found to be in good and due form, have agreed to the present Charter of the United Nations and do hereby establish an international organization to be known as the United Nations.
Exercise 7.
Read the given abstract from the Constitution of the United States and answer the questions that follow.
THE CONSTITUTION OF THE UNITED STATES
We the People of the United States, in Order to form a more perfect Union, establish Justice, insure domestic Tranquility, provide for the common defense, promote the general Welfare, and secure the Blessings of Liberty to ourselves and our Posterity, do ordain and establish this Constitution for the United States of America.
Article I.
Section 1. All legislative Powers herein granted shall be vested in a Congress of the United States, which shall consist of a Senate and House of Representatives.
Section 2. The House of Representatives shall be composed of Members chosen every second Year by the People of the several States, and the Electors in each State shall have the Qualifications requisite for Electors of the most numerous Branch of the State Legislature.
No Person shall be a Representative who shall not attained to the Age of twenty five Years, and been seven Years a Citizen of the United States, and who shall not, when elected, be an Inhabitant of that State in which he shall be chosen. […]
Section 3. The Senate of the United States shall be composed of two Senators from each state, [chosen by the legislature thereof] for six Years and each Senator shall have one Vote.
Immediately after they shall be assembled in Consequence of the first Election, they shall be divided as equally as may be into three Classes. The Seats of the Senators of the first Class shall be vacated at the Expiration of the second Year, and of the second Class at the Expiration of the sixth Year, so that one third may be chosen every second Year. […]
Questions:
1. Bearing in mind that the communicative function of any official document is to define the conditions of the relations between two or more parties, establish which parties are implied in the above document.
2. Which substyle of official documents does this fragment from the US Constitution represent?
3. Which of the style-forming features (mentioned at the outset of this unit) can be found in the document? Substantiate your answer with examples from the text.
4. Scan the excerpts from the Constitution of Russian Federation and discuss the questions that follow.
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