Unit 9 Translation of official documents - peculiarities of the text

Starting up

Y ou are going to listen to a short BBC report on the issue of ageing population in the world downloaded from the BBC site at http://www.bbc.co.uk/worldservice/learningenglish/language/wordsinthenews/2012/04/1 20405_witn_ageing_population.shtml/. Before you listen, discuss the following questions in pairs:

• What does the word “ageing” mean? What part of speech does it belong to?

• What is the retirement age in your country?

• What is the general old-age pension granted to retired people in your native country?

• Do you consider this sum of money enough or not enough to satisfy common old-people's needs and wants?

Summary

Read the summary to the BBC report taken from the BBC site and translate it using the lexical and grammatical substitutions suggested in brackets. Then listen to the report and fill in the gaps. After you check the gaps with the whole class, present the sight translation of the report.

BBC Words in the News, Last updated at 20:15 BST, Thursday, 05 April 2012

Ageing populations (gr. Categories)

Population ageing (parts of speech) is happening fastest in poorer countries. But some health systems around the globe may struggle (omission) to cope with the increased burden of an older population. Reporter: Mike Wooldridge

While _______ and _______ were among the first places __ _______their population ageing, the _____________ is now occurring fastest in ____ and _______ - _______ nations and __ ___ ___ says the most ________ __________ are taking place in countries such as ______, Iran and ______________.

This means that where in the past ___________ were considered the greatest __________, now even in ____ ________ countries the biggest _______ ________ for older people come from conditions such as heart disease, ________, cancer, diabetes, _________ and sight and hearing _________.

__ __ __ says present heath systems are ________ designed for the __________ ________ needs arising from this __________ of disease. The campaigning organization ________ ___________ welcomed the new focus on the _________ of ageing but said the global ____________ was still worryingly slow to act.

_____________ cited _________ where it said nearly ____% of older people suffer from high ______ ______ often leading to ______ and heart _______ but only _____ % are able to control it through ___________.

Reading 1

The style and language of official documents

Read the following text on the issue of making up and translating various official documents and fill in the gaps with necessary words and expressions from the box below:

Sub-styles / binding / authority / enterprises / / matter-of-fact / agreement / communicative / interrelated

Introduction: Official documents are written in a formal, “cold” or 1)___________ style of speech. The style of official texts, or ‘officialese’ as it is sometimes called, is not homogeneous and is represented by the following 2) ____________, or varieties:

1. the language of business documents

2. the language of business letters

3. the language of legal documents

4. the language of diplomacy

5. the language of military documents etc.

Like other styles of language, this style has a definite 3) _____________ aim and accordingly has its own system of 4) _________ language and stylistic means. The main aim of this type of communication is to state the conditions 5)______ 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 6)_________ or bodies (business correspondence or contracts);

d) two or more governments (pacts, treaties);

e)a person in 7) ________ 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 8)___________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.

Reading 2

You are going to read a text of a typical official document – Progress report. Work in a group of three or four and scan the given text (a type of an official business document, Progress report) and analyse it by answering the following questions:

1. What is the genre/ type/ category or style/ sub-style of the text?

2. What are the text functions?

3. What is the motive of the text?

4. What are the addressees?

5. What is the text medium (linguistic and non - linguistics aspects)?

Reading 3

Work individually. Read the text once again and then analyse the stylistic, grammatical and lexical peculiarities of the text by answering the questions below:

6. What is the text content (meaning, main subject)?

7. What is the sentences structure mostly used (simple, complex)?

8. Is active or passive voice basically used?

9. Are there any imperative language forms used? Give examples.

10. What is the level of the text personalization?

11. What is the style of the language? (natural language style, formal or matter-of-fact language style, semi-formal, informal style, old-fashioned or archaic style etc.)

12. What is the tone? (abusive tone, apologetic, arrogant tone, businesslike tone, patronizing tone, emphatic tone, firm tone, friendly tone, solemn tone, threatening tone etc.)

13. Are there any specific lexis or terms used? Give examples.

Progress Report

DATE: September 28, 1992 FROM: Jersey Manu TO: Dr. Jensen SUBJECT: Progress on faculty workshop plans Work Completed Plans for the faculty workshop on October 12 are nearly complete. The committee met on September 19. We discussed what kind of subject we wanted and came up with several names of possible speakers. Since then, Greg Stephens has contacted Stan Brannan, president of Genesis Technology Center in Wichita. He has agreed to come. Since then we have sent him a letter confirming the speaking engagement, and Greg Stephens has talked to him personally. He will be flying in on October 12. I contacted John Campbell at Boeing. He got in touch with Al Andrews in their CAD-CAM division. Mr. Andrews has confirmed that either he or Tom McDabitt from his department will come to speak. A letter has been sent to him as well confirming the speaking engagement. Both letters were mailed Tuesday, September 27. I have enclosed a copy of the letter sent to both Andrews and Brannan. We also included a schedule for the workshop and directions to the campus, copies of which are also attached to this memo. Work Scheduled There are a few things that remain to be done. I need to call Al Andrews, make sure he got his letter, and work out any remaining details about his arrival. We need to find out when Mr. Brannan will be arriving and have someone meet him at the airport. We would like to send announcements to various business leaders, the news media, the chamber of commerce, and the other post-secondary schools in town by the middle of next week. I have a few questions for you. Will your office be responsible for sending out announcements, or do you want us to do that? We do have some papers from Genesis that could be sent with the announcements. These would help people know what Genesis is. I've enclosed one. Will someone from your office meet Mr. Brannan or should one of us? You'll notice that my letter suggests that Mr. Andrews go directly to your office if he arrives at noon. Will you or Tim make the opening comments and introductions? Please see the enclosed schedule. How do we make arrangements to have coffee and rolls available in G.T. 103? I think this will be an interesting workshop and am confident that everything is working out nicely. I don't foresee any problems that would throw off our plans.

Reading 4

Read the summary of peculiar features of business and official documents and perform the tasks after the text:

Business texts as they are

To sum up

Readers of business texts (documents, letters etc) do not want to know what is going on inside a writer's mind. Instead, they want writers to propose plans or recommend actions that will benefit the company, and to do so as concisely as possible.

Common peculiarities of an official style and business text sub-style in particular:

1) The use of simpler sentence structures and shorter sentences. Ex: "U.S. Research, Inc. conducted the interviews."

"The product name must meet the following tests:" (Not, "If we want the product to sell well in the Northwest and eventually in select, international markets as well as to compete with distributors of similar name brands, the name must meet the following tests:)

2) The use of active voice instead of passive where possible.

Ex: "The term, ‘Cascade’ conjures images of nature." (Not, "Images of nature are associated with the term, ‘Cascade.'")

3) No personalization – text composition from the point of view of the company.

Ex: "The company must change the name of its bottled water product." (Not, I recommend that the company change the name of its product.")

4) Writing style is more univocal. (The voice of the company is always already a social voice with minimum ambiguity).

Ex: "The company must change the name of its bottled water product." (Not, "Even though Jerry in the Advertising Department and Sue in Public Relations disagree, the company must…etc.")

5) The clear identification in the text of the agents of actions unless there is a good reason for hiding agency.

Ex: "The sales representatives adopted a new approach." (Not, "A new approach was adopted.")

6) Avoidance of nominalizing verbs. (changing verbs into nouns, i.e. "decide" into "decision.")

Ex: "The managers decided to change the name of our project." (Not, "The managers made a decision.")

7) Recommendation of action rather than reference to individual mental states.

Ex: "We recommend names that parallel the age-old and pure qualities of the product." (Not, "We believe you should use…," or "We think," "We imagine," "We presume," etc.)

8) Extensive usage of imperative forms that begin with a verb and assume the subject, "you."

Explanation: The imperative voice is concise and eliminates the moral tone of "should" and the overly emphatic tone of "must."

Ex: "Balance work with the lives of employees." "Recognize the value of middle management." "Create self-managed work-teams."

9) Avoidance of qualifiers that weaken recommendations or express doubt.

Ex: "We recommend that your company avoid ‘earth surface’ words." (Not, "We tentatively recommend that your company, if at all possible, avoid,‘earth surface’ words.")

10) Avoidance of self reference and references to individual states of mind. Ex.: Change "You need to"… to "Lincoln Electric needs to…"

11) Extensive use of parallel structures: Phrases that repeat the same grammatical structure.

Explanation: Parallelism enables readers to read documents more efficiently. Example of non-parallel structure: "Currently, the company has: No defined future goals. Shortsighted without budget and long term mission. Merit system. Do not appear prepared to meet rapid changes." Example converted to parallel structure: "Currently the company:

• Lacks a plan for the future.

• Needs a mission statement.

• Rewards merit only for individual production.

• Adjusts too slowly to market forces."

12) The use of cliches, terms and set expressions by which each sub-style of business texts can easily be recognized.

Ex: 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.

13) The choice of lofty (bookish) words and phrases. Ex: 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).

14) The use of abbreviations, conventional symbols, acronyms and contractions.

Ex: M.P. (Member of Parliament); Gvt. (government); H.M.S. (Her Majesty’s Steamship); $ (dollar); Ltd (Limited).

Caution: These peculiarities may change depending upon the sub-style, the company and rhetorical situation, but they offer a starting point to form general business writing style.

Note: Many of the above sentences came from an actual business document-- a Northwest marketing company’s proposal that their client company change the name of its bottled water product from "Sweetwater" to "Earth2O."

Reading and comprehension

Answer the questions according to the text:

1. What sub-styles 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. Give the most important peculiarities of grammar and syntax of an official text?

5. Think of some usual parts of an ordinary business document?

Translation 1

Work individually. Translate the following text of a contract in a written form paying particular attention to the peculiarities of the text style and specific grammar and lexis.

Contract

Contract is an agreement between the parties that creates obligations. Contracts may be either oral or written. Certain kinds of contracts must be written and signed. Usually these are contracts of the sale and transfer of real estate, and contracts in export trade. A contract is the basis of a transaction between the Buyers and the Sellers.

Essential clauses of a contract

As a rule a contract contains a number of clauses, such as: Subject of the Contract. Price of goods. Quality of goods. Terms of Payment. Delivery. Force-majeure. Guarantee. Packing and Marking. Arbitration. Transport. Insurance and other conditions.

Example of a contract on equipment supply

CONTRACT No. Moscow, May 12, 2002 (Name of the firm)______hereinafter referred to as the «Sellers», on the one part, and _____(Name of the firm) hereinafter referred to as the «Buyers», on the other part, have concluded the present Contract for the following:

1. Subject of the Contract The Sellers have sold and the Buyers have bought on conditions f.o.b the following equipment: __________

2. Prices and Total Value 2.1. The total value of the equipment, spare parts, tools, technical documentation. and services in the volume of the present amounts to ___________ 2.2. The prices are firm and subject to no alteration.

3. Terms of Payment Payments are to be effected within 30 days of the date of receipt by the Buyers of the following documents for collection: Seller's invoice and Complete set of «clean-on-board» Bills of Lading.

4. Delivery Dates 4.1. The equipment specified in Clause I of the present Contract is to be delivered complete as follows: 4.2. The delivery date is understood to be the date of the «clean-on-board» Bill of Lading issued in the name of the Buyers.

5. Packing and Marking 5.1. The equipment is to be shipped in export packing. 5.2. The packing is to secure the full safety of the goods from any kind of damage and corrosion during its transportation. 5.3. The cases in which the equipment is packed are to be marked on three sides — on two opposite sides and on the top of the case. 5.4. The marking shall be clearly made with indelible paint both in English and in Russian languages, stating as follows: Contract No. - Trans No. - Case No. - Net weight ... kg - Gross weight ... kg - Do not turn over! - Handle with care!

6. Guarantee The Sellers guarantee: 6.1.That the equipment to be supplied has been manufactured in full conformity with the description, technical specification and with the conditions of the Contract. 6.2. That the completion of the equipment to be delivered and of the technical documentation supplied is in accordance with the requirements specified in the Contract. 6.3. The guarantee period of the normal and trouble-free operation of the equipment is to be 12 months from the date of putting it into operation.

7. Force Majeure The Parties are released from responsibility for partial or complete non-fulfillment of their liabilities under the present Contract, if this non-fulfillment was caused by the circumstances of Force-Majeure, namely fire, flood, earthquake, provided the circumstances have directly affected the execution of the present Contract

8. Sanctions In the event of the Sellers' delay in the supply against the dates stipulated in the Contract the Sellers are to pay to the Buyers penalty at the rate of 0,5% of the value of goods not delivered in due time for every week of the delay within the first four weeks and 1% for every subsequent week but not more than 10% of the value of the equipment not delivered in due time.

9. Arbitration All disputes and differences, which may arise out of or in connection with the present Contract will be settled as far as possible by means of negotiations between the Parties. If the Parties do not come to an agreement, the matter is to be submitted for settlement to Arbitration.

10. Insurance The expenses for insurance are to be charged to the Sellers' account and deducted from the Sellers' invoices at the time payments are effected.

11. Other Conditions Neither Party has the right to assign its rights and obligations under the present Contract to any third Party without written consent thereto of the other Party.

12. Legal Addresses of the Parties Seller__________ Buyer__________ The present Contract is drawn up in English and Russian languages in one copy for each Party, both texts being equally valid. The Contract enters into force on the date of its signing.

Sellers: Signature__________ Buyers: Signature___________

Translation 2

Translate the following collocations and formal expressions taken from the Contract above from Russian into English:

1. именуемый в дальнейшем

2. заклчили контракт

3. общая стоимость

4. запасные части

5. техническая докуменация

6. цены не подлежат изменению

7. дата получения

8. платежи будут производиться

9. на инкассо

10. обеспечивать полную сохранность груза

11. несмываемая краска

12. поставляемое оборудование

13. полное соответствие

14. срок гарантии

15. бесперебойная работа

16. освобождаются от ответственности

17. обстоятельства

18. сроки, указанные в контракте

19. в срок

20. путем переговоров

21. вступать в силу

NB Pay attention to the following abbreviations and professional terms used in the text:

1. conditions FOB =Free on Board - свободно на борту, франко-борт, фоб (условие внешнеторгового контракта, означающее, что транспортные, страховые и погрузочные расходы вплоть до завершения погрузки товара несет экспортер (продавец), т. е. они включаются в цену; право собственности переходит к покупателю с момента завершения погрузки);

2. invoice - счет, фактура, счет-фактура, коммерческий (товарный) счет (счет на поставленный товар с указанием краткой спецификации, цены и других подробностей контракта);

3. bill of lading - накладная, коносамент (документ, выдаваемый перевозчиком грузоотправителю в подтверждение факта принятия груза к перевозке и обязательства передать его грузополучателю; содержит условия транспортировки товара, оговоренные перевозчиком и грузоотправителем).