Презентация на тему "THE STYLE OF OFFICIAL DOCUMENTS"

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  THE STYLE OF OFFICIAL DOCUMENTS
  Authors: Manzhikhanova Alevtina
  

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  Official documents are written in a formal, “cold” or matter-of-fact style of speech. The style of official documents, or ‘officialese’ as it is sometimes called, is not homogeneous and is represented by the following sub-styles, or varieties:
  the language of business documents,
  the language of legal documents,
  the language of diplomacy,
  the language of military documents.
  

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  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:
  the state and the citizen, or citizen and citizen (jurisdiction);
  a society and its members (statute or ordinance);
  two or more enterprises or bodies (business correspondence or contracts);
  two or more governments (pacts, treaties);
  a person in authority and a subordinate (orders, regulations, authoritative directions);
  the board or presidium and the assembly or general meeting (procedures acts, minutes), etc.
  

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  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.
  

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  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).
  Likewise, other varieties of official languages have their special nomenclature, which is conspicuous in the text, and therefore easily discernible.
  

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  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. 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. Some of them are well-known, for example, M.P. (Member of Parliament); Gvt. (government); H.M.S. (Her Majesty’s Steamship); $ (dollar); Ltd (Limited).
  But there are a few that have recently sprung up. A very interesting group of acronyms comprises the names of the USA presidents: FDR – Franklin Delano Roosevelt, and accordingly FDR-drive in New York; JFK – John Fitzgerald Kennedy and JFK Airport in New York; LBJ – Lyndon Baines Johnson; W – for America’s President George Walker Bush, but his father is simply George Bush though his full name is George Herbert Walker Bush; POTUS, VPOTUS and FLOTUS – accordingly President/Vice President/First Lady of the United States.
  

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  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. 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.
  

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  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.
  

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  Business letters 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:
  
  

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  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.
  

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  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)
  

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  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.
  

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  4. Salutation. The salutation may be:
  Sir, Sirs, Gentlemen (never ‘Gentleman’), D
  ear 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.
  

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  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”.
  

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  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…
  

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  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.
  

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  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.
  

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  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.
  

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  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.
  

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  Official documents Almost every official document has its own compositional design. Pacts and statutes, orders and minutes, codes and memoranda – all have more or less definite form, and it will not be an exaggeration to state that the form of the document is itself informative, inasmuch as it tells something about the matter dealt with.
  An official document usually consists of a preamble, main text body and a finalizing (concluding) part.
  

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  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 ‘Parties 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.
  

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  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…”
  

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  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”.