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The language of official documents
Official documents are written in a formal, or matter-of-fact style of speech. The style of official documents, as it is sometimes called, is not homogeneous and is represented by the following sub-styles, or varieties:
1. the language of business documents,
2. the language of legal documents,
3. the language of diplomacy,
4. the language of military documents.
Like other styles of language, 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 conditions binding two parties in an undertaking. These parties may be:
a) the state and the citizen, or citizen and citizen (jurisdiction);
b) a society and its members (statute or ordinance);
c) two or more enterprises or bodies (business correspondence or contracts);
d) two or more governments (pacts, treaties);
e) a person in authority and a subordinate (orders, regulations, authoritative directions);
f) the board or presidium and the assembly or general meeting (procedures acts, minutes), etc.
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(согласие).
The most general function of official documents predetermines the peculiarities of the style. The most striking, though not the most essential feature, is a special system of terms and set expressions by which each sub-style can easily be recognized, for example: I beg to inform you; I beg to move; I second the motion; provisional agenda; the above-mentioned; hereinafter named; on behalf of; private advisory; Dear sir; We remain, your obedient servants.
In fact, each of the subdivisions of this style has its own peculiar terms, phrases and expressions which differ from the corresponding terms, phrases and expressions of other variants of this style. Thus, in finance we find terms like extra revenue; taxable capacities; liability to profit tax. Terms and phrases like high contracting parties; to ratify an agreement; memorandum; pact; protectorate; extra-territorial status; plenipotentiary will immediately brand the utterance as diplomatic. In legal language, examples are: to deal with a case; summary procedure; a body of judges; as laid down in; the succeeding clauses of agreement; to reaffirm faith in fundamental principles; to establish the required conditions; the obligations arising from treaties and other sources of international law.
The vocabulary is characterized not only by the use of special terminology but the choice of lofty (bookish) words and phrases: plausible (=possible); to inform (=to tell); to assist (=to help); to cooperate (=to work together); to promote (=to help something develop);
to secure (=to make certain) social progress; with the following objectives/ends (=for these purposes); to be determined/resolved (=to wish); to endeavour (=to try); to proceed (=to go); inquire (to ask).
Besides the special nomenclature characteristic of each variety of the style, there is a feature common to all these varieties – the use of abbreviations, conventional symbols and contractions. There are so many abbreviations and acronyms in official documents that there are special rich in dictionaries to decode them. These abbreviations are particularly rich in military documents. Here they are used not only as conventional symbols but as signs of the military code, which is supposed to be known only to the initiated. Examples are: DAO (Divisional Ammunition Officer); adv. (advance); atk. (attack); obj. (object); Another feature of the style is the use of words in their logical dictionary meaning. There is no room for words with contextual meaning or for any kind of simultaneous realization of two meanings, as in the other matter-of-fact styles. In military documents sometimes metaphorical names are given to mountains, rivers, hills, or villages, but these metaphors are perceived as code signs and have no aesthetic value, as in:
“2.102 d. Inf. Div. continues atk. 26 Feb. 45 to captive objs Spruce Peach and Cherry and prepares to take over objs Plum and Apple after capture by CCB, 5th armd Div.”
Words with emotive meaning are also not to be found in official documents.
Even in the style of scientific prose some words may be found which reveal the attitude of the writer, his individual evaluation of the fact and events of the issue. But no such words are to be found in official style, except those which are used in business letters as conventional phrases of greeting or close, as Dear Sir; yours faithfully.
As in all other functional styles, the distinctive properties appear as a system. It is impossible to single out a style by its vocabulary only, recognizable though it always is. The syntactical pattern of the style is as significant as the vocabulary though not perhaps so immediately apparent. Perhaps the most noticeable of all syntactical features are the compositional patterns of the variants of this style. Thus, business letters have a definite compositional pattern, namely, the heading giving the address of the writer and the date, the name of the addressee and his address. The usual parts of the business paper are:
1. Heading. The heading, which includes the sender’s name, postal and telegraphic addresses, telephone number as well as reference titles of the sender and recipient, is printed at the top of the notepaper. Note: in the United Kingdom all companies registered after 23rd November, 1916, must give the names of the directors, and if any of them are not British by origin, their nationality must be also printed.
2. Date. The date should always be printed in the top right-hand corner in the order: day, month, year, e.g. 21st May, 2004 (21/5/04). Another order is usually employed in the United States: May 21st, 2004 (5/21/04).
3. Name and address, i.e. the inside address or the direction. The inside address is typed in three, four or more lines whichever is necessary, either at the beginning of the letter, or at the end, e.g., Messrs. Adams and Wilkinson, / 4, Finsbury Square, / London, E.C.2., England.
4. Salutation. The salutation may be: Sir, Sirs, Gentlemen (never вЂGentleman’), Dear Sirs (never “Dear Gentlemen), Madam, Dear Madam (for both married and unmarried ladies), or Mesdames (plural). Dear Mr., or Dear Mister should never be used! Dear Mr. Jones, (Mrs. Brown / Miss Smith) may only be used when the sender is fairly intimate with the person receiving the letter.
5. Reference. Underlined heading should look as follows: Re: Your Order No 12345. Re is not an abbreviation of “regarding”, but a Latin word meaning “in the matter”.
6. Opening. If you are hesitating for a phrase with which to commence your letter, one of the following will suit your purpose: In reply / with reference / referring to your letter of…; in accordance with / compliance with / pursuance of your order No.; we greatly appreciate your letter of…
7. Body. The body is the subject matter that should be concise but not laconic. The sentences should not be too long, the whole matter should be broken into reasonably short paragraphs which should be properly spaced.
8. Closing or the complimentary close. It usually looks something like this: Yours faithfully / truly / sincerely / cordially (not respectfully as it is too servile). Your obedient servant is used by the British civil service, i.e. by all non-warlike branches of the British state administration. The most appropriate closing is: Awaiting your early reply with interest / Hoping there will be no further complaints of this nature / Thanking you in advance for any information you can offer.
9. Stamp (if any) and signatures. The closing, with the signature following it, is made to slope off gradually so that the end of the signature just reaches the right hand margin of the letter.
10. Enclosures. The Word Enclosure should be written either in full or in its abbreviated form “Enc.” Usually at the bottom left-hand corner of the letter.
An official document usually consists of a preamble, main text body and a finalizing (concluding) part.
The preamble is usually a statement at the beginning of the document explaining what it is about and stating the parties of the agreement, e.g. “The States concluding this Treaty (Treaty on the Non-proliferation of Nuclear Weapons), hereinafter referred to as the вЂParties to the Treaty’…have agreed as follows…”. The most important words and phrases are often capitalized as well as the beginnings of the paragraphs in very long sentences listing the crucial issues.
The main text body constitutes the central and most important part of the document. It consists of articles – individual parts of a document, usually numbered ones, which state the conditions on which the parties reach their agreement. For example, Article I of the above cited Treaty begins: “Each nuclear-weapon State Party to the Treaty undertakes not to transfer to any recipient whatsoever nuclear weapons or other nuclear explosive devices or control over such weapons or explosive devices directly, or indirectly…”
The finalizing part comprises the signatures of the duly authorized people that have signed the document; the amount of copies of the document; the date (more often than not, stated by words, not by figures); the place: “IN WITNESS WHEREOF the undersigned, duly authorized, have signed this Treaty. DONE in triplicate, at the cities of Washington, London and Moscow, this first day of July one thousand nine hundred sixty-eight”.
he syntax of official or business documents is characterized by the frequent use of non-finite forms – Gerund, Participle, Infinitive (Considering that…; in order to achieve cooperation in solving the problems…), and complex structures with them, such as the Complex Object ( We expect this to take place), Complex Subject (This is expected to take place), the Absolute Participial Construction (The conditions being violated, it appears necessary to state that…