3-Р ДОЛОО ХОНОГИЙН ХИЧЭЭЛИЙН МАТЕРИАЛ

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The Style of Official Documents

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:

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.

In other words, 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.

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 clichйs, 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).

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

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.

There are so many abbreviations and acronyms in official documents that there are special addenda in
dictionaries to decode them. These abbreviations are particularly abundant 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); A/T (anti-tank); ATAS (Air Transport Auxiliary
Service).

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 ‘Gentleman’), 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.
Consider the structure of a business letter below:

Mansfield and Co.

59 High Street
Swanage (=the address of the sender)
14 August, 2006 (=the date)

22 Fleet Street
London (= the address of the party addressed)

Dear Sir, (=salutation)

We beg to inform you that by order and for account of Mr. Jones
of Manchester, we have taken the liberty of drawing upon you for
$45 at three months’ date to the order of Mr. Sharp. We gladly
take this opportunity of placing our services at your disposal, and
shall be pleased if you frequently make use of them. (=body)

Truly yours,
Mansfield and Co. (=closing)
by Mary Smith

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.

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.

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”.

Depending on the type of document, the composition and content of its individual parts may slightly
vary as, for example, in business contracts setting the conditions binding two parties. A business
contract consists of a standard text and changeable elements. In modern linguistics, standard text
structures intended for information presentation are called frames. A frame is understood as asset
language structure with changeable elements. The changeable elements within a text are called slots.

Consider a preamble to a commercial agreement as an example of a frame.

This Agreement is made this ____ day of ______, 2007, by and between _________, (a ________
corporation with its principle office at ________) or (an individual with an office and mailing address
at_______) (“Agent”), and (company name), a corporation organized and existing under the laws
of_________, with its principle place of business at __________.

Here, in the above frame of an agreement the blank spaces represent the slots to be filled with slot
fillers (by the date, company names, addresses, etc.).

But a text frame seldom has the form of a text with blank spaces. More often than not a frame is a
standard text with stable and changeable parts, for example:

________ by this Agreement does not grant to Agent any rights in or license to _______’s
trademarks, trade names or service marks. _______ reserves all such rights to itself. Agent shall
not utilize, without _______’s express, prior and written consent, any ________ trade or service
marks on trade names, and will promptly report to _______ any apparent unauthorized use by third
parties in the Territory of _______’s trade or service marks or trade names.

In the above text frame the non-italicized text fragments are presumed to be changeable depending on
the subject and conditions of the Agreement, e.g. “prior and written consent” may be replaced by
“oral consent”, etc.

The task of a translator translating official documents is to find target language equivalents of the
source text frames and use them in translation as standard substitutes, filling the slots with frame
fillers in compliance with the document content.

The 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…)

In this respect, consider the Preamble of the Charter of the United Nations which clearly illustrates
the most peculiar form of the arrangement and syntax of an official document.

CHARTER OF THE UNITED NATIONS

We the People 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 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 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 neighbours, 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.

As is seen, all the reasons which led to the decision of setting up an international organization are
expressed in one sentence with parallel infinitive object clauses. Each infinitive object clause is
framed as a separate paragraph, with the infinitive being capitalized, thus enabling the reader to attach
equal importance to each of the items mentioned. The separate sentences shaped as clauses are
naturally divided not by full stops but either by commas or by semicolons. It is also an established
custom to divide separate utterances by numbers, maintaining, however the principle of dependence
of all statements on the main part of the utterance.

As is seen from the different samples above, the over-all code of the official style falls into a system
of subcodes, each characterized by its own terminological nomenclature, its own compositional form,
its own variety of syntactical arrangements. But the integrating features of all these subcodes
emanating from the general aim of agreement between parties, remain the following:

1) conventionality of expression;
2) absence of any emotiveness;
3) the encoded character of language; symbols (including abbreviations);
4) a general syntactical mode of combining several utterances into one sentence.

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1. What substyles represent the style of official documents?

2. What is the main aim of communication in the language of official documents?
3. Describe the essential features of the vocabulary of official documents.
4. What language means are used in the style of ‘officialese’ for the utterances to sound laconic? Give
examples of acronyms which have appeared recently.
5. What is the aim of metaphors used in military documents? Do they have any aesthetic value?
6. Describe the most characteristic features of the syntax of official and business documents.
7. What is the most noticeable of all syntactic features in the style of “officialese”?
8. What parts does an official document usually consist of? What is a frame? a slot? a slot filler?
9. Describe the peculiarities of official papers design.
10. List the integrating features of the official style emanating from the general aim of agreement
between the parties.