a study on the translation of business administrative management texts between english and vietnamese = nghiên cứu việc dịch văn bản quản lý hành chính giữa tiếng anh và tiếng việt

VIETNAM NATIONAL UNIVERSITY, HANOI
UNIVERSITY OF LANGUAGES AND INTERNATIONAL STUDIES
FACULTY OF POST-GRADUATE STUDIES

______________________________

NGUYỄN THỊ HỒNG NHUNG

A STUDY ON THE TRANSLATION OF BUSINESS ADMINISTRATIVE
MANAGEMENT TEXTS BETWEEN ENGLISH AND VIETNAMESE
Nghiên cứu việc dịch văn bản quản lý hành chính giữa tiếng Anh và tiếng Việt

M.A. Minor Thesis

Field: English Linguistics
Code: 602215

HA NOI, 2010


VIETNAM NATIONAL UNIVERSITY, HANOI
UNIVERSITY OF LANGUAGES AND INTERNATIONAL STUDIES
FACULTY OF POST-GRADUATE STUDIES

______________________________

NGUYỄN THỊ HỒNG NHUNG

A STUDY ON THE TRANSLATION OF BUSINESS ADMINISTRATIVE
MANAGEMENT TEXTS BETWEEN ENGLISH AND VIETNAMESE
Nghiên cứu việc dịch văn bản quản lý hành chính giữa tiếng Anh và tiếng Việt

M.A. Minor Thesis

Field: English Linguistics
Code: 602215
Supervisor: Assoc. Prof. Dr. Lê Hùng Tiến (PhD)

HA NOI, 2010


iv

TABLE OF CONTENTS
DECLARATION
ACKNOWLEDGEMENT
PART A: INTRODUCTION
1. Rationale .............................................................................................. 1
2. Aim of the study .................................................................................. 2
3. Scope of the study ............................................................................... 2
4. Method of the study ............................................................................. 2
5. Design of the study .............................................................................. 3
PART B: DEVELOPMENT
CHAPTER I: THEORETICAL BACKGROUND
1. Translation theories ............................................................................. 4
2. Equivalence in Translation .................................................................. 5
3. Translation methods ............................................................................ 7
4. What is a good translation ................................................................... 9
5. Administrative management texts review ........................................... 11
CHAPTER II: GENERAL FEATURES AND REQUIREMENTS IN
VIETNAMESE ADMINISTRATIVE TEXTS

1. Reason for Guiding Official Letters .................................................... 13
2. Features of formal-legal text style ....................................................... 14
3. General features of language and structure ......................................... 15
CHAPTER III: A STUDY ON TRANSLATION OF GENERAL LEXICAL AND
STRUCTURAL FEATURES IN GUIDING OFFICIAL LETTERS BETWEEN
VIETNAMESE AND ENGLISH
1. General content layout and lexical features ........................................ 17
1.1 Translation of lexical features in Beginning part ................................ 17
1.2 Translation of lexical features in Developing part .............................. 20
1.3 Translation of lexical features in Ending part ..................................... 23
2. Translation of typical structural features ............................................. 24


v

2.1 Nominalization and extended nominal groups ................................... 24
2.2 The use of Passive voice ..................................................................... 27
2.3 Parallel structures ................................................................................ 28
2.4 Run-together sentences and Stringy Sentences .................................. 30
PART C: CONCLUSION
1. Conclusion ........................................................................................... 33
2. Recommendation ................................................................................. 34
REFERENCES ............................................................................................. 36
APPENDICES


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PART A: INTRODUCTION
1.

Rationale

The development of translation study goes hand in hand with the rapid growth of
globalization, international business, cross cultural communication, science and
technology. The need of translation for multi-purposes such as business, tourist, official
documents (contracts, treaties, correspondence, textbooks…), the exponential increase in
technology - patents, specifications, documentation -, the attempt to bring and transfer new
technology to developing countries… require written translation rather than oral
translation, in other words, interpretation. Obviously, translation has made great
contributions in International communication and played a vital role in human society.
In current economic background when Vietnam enters WTO with chances and challenges,
with opening mechanism and preferential policies, our country is a potential and healthy
investment environment attracting more and more foreign groups, multinational companies
and organizations. In coordination with foreign investors, we would make full use of their
advance in technology and strong finance, our young generations would have chance to
gain experience and work in high challenging environment. Their business activities would
create more jobs to our Labor resource with high earnings for better life. The most
importance, their investment is a great contribution to our development, our national
economic growth. However, foreign investors must understand thoroughly and obey our
laws and regulations, mechanism and policies to operate business effectively and legally.
In this case, Administrative management text is an indispensable tool in guiding foreign
investors doing business legally. In order to meet the demand of the globalization trend,
there require skilled, professional translators. Translators are intermediates between
foreign companies and our Governmental agencies and authorities.
If there is available translation of administrative management texts, the promulgation of
laws and regulations is much easier; however, if there is no available translation, the
translator role would be of great importance. In many cases, when foreign companies need
express their opinions, proposals and suggestions to high levels but they do not have their
separate administrative department, the translator has to do two tasks at the same time composing and translating administrative texts. In order to have an effective and

persuasive administrative text to address administrative procedures conveniently and
quickly, the translator must use their administrative text composing skill and professional


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translation skill. However, most translators face with serious problem that they have no
comparison between Vietnamese Administrative management texts and English original
administrative management texts. They manage to translate Administrative management
texts by themselves according to previous translated ones. This means more thorough
studies on this matter are necessary. Such studies would find out similarities, differences
and typical features in translation of those kinds of texts and would improve translation
quality.

2.

Aim of the study

The study aims at presenting some typical features of Administrative management texts in
terms of lexical, structures and requirements of composing content. These findings would
be helpful in translation of those kinds of texts from Vietnamese to English and vice versa.
Hopefully, this study then would be used as a ground for further suggestions, if any, to
improve translation quality.

3.

Scope of the Study

Administrative management texts involve in all activities in human lives from politics,
education, economy, culture… These texts, therefore, vary in forms, functions and

purposes. One common feature of these texts is to help our Government manage and
control human activities to work and live in freedom but under the legal-frame, current
standard and Vietnamese Laws and regulations.
The study would focus on Guiding Official Letters which normally used in Business
activity as part of administrative management texts. The data are collected randomly to
increase the objectivity and accuracy of those findings.

4.

Method of the study

The main research method of this study is Comparative Analysis with the following
activities:
-

Collecting Vietnamese Administrative Management texts in which Guiding Official
Letters account for a large proportion, supporting data and its available translations
issued and translated by reliable sources such as Governmental Ministries,


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agencies, local authorities… which have similar features to form the database for
analysis with high accuracy and clarity in content and structure.
-

Analyzing Vietnamese Administrative Management texts to find out difficulties
and typical features in translation process between English and Vietnamese and
vice verse.

-

Analyzing available translated texts to find out relevant features.

-

Consulting linguistic theories, professional opinions and applying relevant theories
for analysis and comparison

-

Basing on analysis and comparison of such data to point out similarities,
differences and typical findings between the two languages

-

Basing on appropriate findings to conclude and make suggestions for further
research on translation quality

5. Design of the Study
The study takes the following arrangement as its framework.
Part A: Introduction
Part B: Development
Chapter 1: Theoretical Background
Chapter 2: General features and requirements in Vietnamese Administrative
management texts
Chapter 3: A Study on Translation of general lexical and structural features in
Guiding Official Letters between Vietnamese and English
Part C: Conclusion
References

Appendices


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PART B: DEVELOPMENT
CHAPTER 1: THEORETICAL BACKGROUND
1. Translation theories
What is translation? There has not been a comprehensive definition for the term of
translation so far. Translation theories have been put on hot debates over a long period of
time. Translation is a complex process combining knowledge in linguistics, socio-culture,
philosophy… Hence, translation is considered as both a science and an art. Major concepts
on translation has been variously defined and developed by different perspectives from
famous linguists and scholars. In the book titled Translation and translating published in
1989, Bell states the notion of Translation as ‘the expression in another language (or target
language) of what has been expressed in another, source language, preserving semantic and
stylistic equivalences (1989:5). Other definition of translation also presented in his book is
‘the replacement of a representation of a text in one language by a representation of an
equivalent text in a second language’ (1989:6). The common feature of the two definitions
is in terms of equivalence.
From a famous linguist’s viewpoint, Newmark defines that “translation is rendering the
meaning of a text into another language in the way that the author intended the text.”
(1995: 5) By ‘the author intended the text’ he means by using another language, translator
is pretending to be someone he or she is not.
In addition, Newmark points out matters of concern in translation theory are ‘first, to
identify and define a translation problem (no problem – no translation theory); second, to
indicate all the factors that have to be taken into account in solving the problem; third, to
list all the possible translation procedures; finally, to recommend the most suitable
translation procedure, plus the appropriate translation.’ (1995: 9)
Despite different perspectives, Bell points out common features shared by translation

definitions: the notion of movement of some sort between languages, content of some kind
and the obligation to find ‘equivalents’ which ‘preserve’ features of the original. (1989:6)
The question need to be uncovered is to what extent the requirement of preserving
‘equivalence’ can be reached in translation process.


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2. Equivalence in Translation
In comparison of original texts and its translated texts, the central problem of most
attentions is equivalence in terms of content and style.
In The Pragmatics of Translation, Hickey cited Wilson & Sperber’s statement as “The
translator will design her translation in such a way that it resembles (the original) closely
enough in relevant respect.” (1998: 46). Closely enough in this case is similar to Bassnett’s
view point ‘so as to ensure that 1) the surface meaning of the two will be approximately
similar, and 2) the structure of the SL will be preserved as closely as possible but not so
closely that the TL structures will be seriously distorted’ (2002:11). As for Jakobson, the
central problem in translation is ‘while messages may serve as adequate interpretations of
code units or messages, there is ordinarily no full equivalence through translation.’
(Bassnett 2002: 22). By ‘no full equivalence’ he means each unit contains within itself a
set of non-transferable associations and connotations. Bell finds out that “Texts in different
languages can be equivalent in different degrees (fully or partially equivalent), in respect of
different levels of presentation (equivalent in respect of context, of semantics, of grammar,
of lexis …) and at different ranks (word-for-word, phrase-for-phrase, sentence-forsentence) (1989: 6)
Koller, in his study on Equivalence in translation theory, points out several types of
equivalence such as content equivalence (content invariance), stylistic equivalence, formal
equivalence, functional equivalence, textual equivalence, communication equivalence,
pragmatic equivalence, equivalence of effect… (Chesterman 1989: 100)
Also, in Readings in translation theory, the author introduces Koller’s five factors which
can be argued to play a relevant role in the specification of equivalence types:

-

The extralinguistic content: denotative equivalence

-

The connotations: means of the word choice (especially between synonymous
expressions), with respect to level of style (register), the social and geographical
dimension, frequency… this is the connotative equivalence (stylistic equivalence)

-

The text and language norms (usage norms): deals with text-type specific features –
text-normative equivalence (stylistic equivalence)

-

The pragmatic equivalence: the receiver of the text and the person to whom the
translation is “tuned” in order to e.g. to achieve a given effect (communicative
equivalence)


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-

Formal equivalence: certain formal-aesthetic features of the source language text
including word play, metalinguistic aspects, individual stylistic features – kind of
equivalence that relates to textual characteristics (1989: 100)

From the view point of a famous translation theorist and practitioner whose translation of
Bible is well-known worldwide, Nida distinguishes two types of equivalence: Formal and
dynamic. (Hatim & Mason 1990:7)
-

“Formal equivalence ‘focuses attention on closet possible match of form and content
between source text and target text. Formal equivalence is, in other words, a means of
providing some degree of insight into the lexical, grammatical or structural form of a
source text. Nida calls ‘a gloss translation’ which aims to allow reader to understand as
much of the source language context as possible

-

Dynamic equivalence: based on the principle of equivalence of effect on reader of
translated text. Newmark prefers the terms semantic and communicative translation.
Semantic translation – attempting to render, as closely as the semantic and syntactic
structures of the second language allow, the exact contextual meaning of the original.

Another important issue in ‘no full equivalence’ is untranslatability. Catford distinguishes
two types of untranslatability: linguistic and cultural untranslatability. (Bassnet 2002: 37)
-

Linguistic level: untranslatability occurs when there is no lexical or syntactical
substitute in the target language for a source language item.

-

Cultural untranslatability: the absence in the TL culture of a relevant situational feature
for the SL text

However, Catford’s cultural untranslatability is considered as problematic. Because of the
“dynamic nature of language and culture, if culture is perceived as dynamic, then the
terminology of social structuring must be dynamic also.” (Bassnett 2002: 39)
On the contrary, Popovic also defines untranslatability without making a separation
between the linguistic and the cultural:
-

A situation in which the linguistic elements of the original cannot be replaced
adequately in structural, linear, functional or semantic terms in consequence of a
lack of denotation or connotation.


-7-

-

A situation where the relation of expressing the meaning, i.e. the relation between
the creative subject and its linguistic expression in the original does not find an
adequate linguistic expression in the translation.

Obviously, there is no identical culture, habits, customs, historical background…;
therefore, there exist no sameness between two versions in different language of the same
text. However, there exist equivalence between an original text and a translated text if the
original text’s content, style, function… are preserved as much as possible.

3. Translation methods
In translating process, before deciding which method of translation would be applied,
translator has to take a number of questions into consideration such as text types, the
subject/content of the text, the addressees or the target readers of the text, the purpose of
the text, the tone of the text - formal or informal, literal or free translation… Basing on

these questions, translators then decide and apply the most appropriate translation methods.
In A textbook of translation, Newmark provides various and popular translation methods as
the following flattered V diagrams: (1995:45)

SL emphasis

TL emphasis

Word for word translation
Literal translation
Faithful translation
Semantic translation

Adaptation
Free translation
Idiomatic translation
Communicative translation

The general translation method is:
Source language text – analysis – transfer – restructuring – translation.
Word for word translation
This is often demonstrated as interlinear translation, with the TL immediately below the SL
words. The SL word-order is preserved and the words translated singly by their most
common meanings, out of context. The main use of word-for-word translation is either to
understand the mechanics of the source language or to construe a difficult text as a pretranslation process.


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Literal translation

The source language grammatical constructions are converted to their nearest target
language equivalents but the lexical words are again translated singly, out of context. As a
translation process, this indicates the problems to be solved.
Faithful translation
A faithful translation attempts to reproduce the precise contextual meaning of the original
within the constraints of the target language grammatical structures. It ‘transfer’ cultural
words and preserves the degree of grammatical and lexical ‘abnormality’ (deviation from
source language norms) in the translation. It attempts to be completely faithful to the
intentions and the text-realization of the source language writer.
Semantic translation
Semantic translation differs from ‘faithful translation’ only in as far as it must take more
account of the aesthetic value (that is, the beautiful and natural sound) of the source
language text, compromising on meaning where appropriate so that no assonance, wordplay or repetition jars in the finished version. The distinction between semantic translation
and faithful translation is that the first is uncompromising and dogmatic while the second is
more flexible, admits the creative exception to 100% fidelity and allows for the translator’s
intuitive empathy with the original.
Adaptation
This is the freest form of translation. It is used mainly for plays (comedies) and poetry; the
themes, characters, plots are usually preserved, the source language culture converted to
the target language culture and the text rewritten. The deplorable practice of having a play
or poem literally translated and then rewritten by an established dramatist or poet has
produced many poor adaptations, but other adaptations have ‘rescued’ period plays.
Free translation
Free translation reproduces the matter without the manner, or the content without the form
of the original. Usually it is a paraphrase much longer than ….
Idiomatic translation
Idiomatic translation reproduces the ‘message’ of the original but tends to distort nuances
of meaning by preferring colloquialism and idioms where these do not exist in the original.

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Communicative translation
Communicative translation attempts to render the exact contextual meaning of the original
in such a way that both content and language are readily acceptable and comprehensible to
the readership.

Other different types of translation provided by Catford (Hoang Van 2005: 17):
-

Full and partial translation: full translation refers to the translation of the whole text
while partial translation refers to the translation of only part of the text.

-

Total and restricted translation: total translation refers to the translation at all levels
of language while restricted translation refers to the translation in which only one
linguistic level is translated.

-

Unbounded and rank-bounded translation: unbounded translation means the
translation which involves translation shift of the source language and target
language equivalence shunt up and down the rank scale whereas rank-bounded
translation consists of a deliberate selection of translation equivalents as
corresponding levels.

4. What is a good translation?
Evaluation of a good translation bases on various factors. Newmark states that ‘a
satisfactory translation is always possible, but a good translator is never satisfied with it. It

can usually be improved. There is no such thing as a perfect, ideal or ‘correct’ translation.’
(1995: 6).
In Discourse and the translator, Hatim and Mason provide Tytler’s contribution to
Translation with three general laws and basic requirements of translation by Nida as
follows:
Three general ‘laws’ or ‘rules’ of translation pointed out by Tytler:
-

That the translation should give a complete transcript of the ideas of the original work.

-

That the style and manner of writing should be of the same character with that of the
original.

-

That the translation should have all the ease of the original composition

Basic requirements found by Nida:
-

Making sense;


- 10 -

-

Conveying the spirit and manner of the original;

-

Having a natural and easy form of expression;

-

Producing a similar response.
(1990: 16)

In another book titled Approaches to Translation, Newmark provide the principles on
translation set up by Savory:
-

a translation must give the words of the original

-

a translation must give the ideas of the original

-

a translation should read like an original work

-

a translation should read like a translation

-

a translation should reflect the style of the original

-

a translation should possess the style of the translation

-

a translation should read as a contemporary of the original

-

a translation should read as a contemporary of the translation

-

a translation may add to or omit from the original

-

a translation may never add to or omit from the original

-

a translation of verse should be in prose

-

a translation of verse should be in verse
(1988: 38)

Other judgment on well written text and badly written text is also made by Newmark
if the text is well written, i.e., the manner is as important as the matter, the right
words are in the right places, with a minimum of redundancy, you have to regard
every nuance of the author’s meaning. If a text is well written, the syntax will reflect
the writer’s personality – complex syntax will reflect subtlety (Proust, Mann) – plain
syntax, simplicity. Words will be freshly used with unusual connotations. A badly
written text will be cluttered with stereotyped phrases; recently fashionable general
words and probably poorly structured.
(1995: 16)
Bassnett introduces five principles for the translator published by one of the first writers to
formulate a theory of translation - the French humanist Dolet:
-

The translator must fully understand the sense and meaning of the original author,
although he is at liberty to clarify obscurities.


- 11 -

-

The translator should have a perfect knowledge of both source language and target
language

-

The translator should avoid word-for-word renderings

-

The translator should use forms of speech in common use

-

The translator should choose and order words appropriately to produce the correct
tone.
(2002:58)

Hatim and Mason state that
Translation is a useful test case for examining the whole issue of the role of
language in social life… translators are inevitably acting under the pressure of their
own social conditioning while at the same time trying to assist in the negotiation of
meaning between the producer of the source-language texts and the reader of the
target-language text, both of whom exist within their own, different social
frameworks.
(1990: 1)
To conclude, I shall present Tytle’s opinions on good translation as
I would therefore describe a good translation to be, that in which the merit of the
original work is so completely transfused into another language, as to be as
distinctly apprehended, and as strongly felt, by a native of the country to which that
language belongs, as it is by those who speak the language of the original work.
(Munday 2001: 26)
Translation is an intelligent activity requiring creative problem-solving in novel, textual,
social, and cultural conditions. Evaluation of translation should base on the source text and
its culture and also base on target texts and its culture.

5. Administrative management text review
Administrative management text is an indispensable tool of governmental agencies and
state authorities in propagating information, laws and regulations, in managing activities of

all business scopes. To produce effective and persuasive administrative management texts
with high enforcement or legality, the composer must thoroughly understand types of
administrative text together with its features of language and structures. The book titled
“Soạn thảo và xử lý văn bản trong công tác của cán bộ lãnh đạo và quản lý” by Nguyen


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Van Tham and the book titled “Hướng dẫn soạn thảo văn bản quản lý hành chính nhà
nước” by Luu Kiem Thanh written in Vietnamese language are very useful sources for
administrative officials. The two books point out the core role of administrative
management texts in management function of governmental bodies, define and distinguish
various types of administrative texts and its specific functions, concerns with language and
structures used in administrative management style, provide available text forms for
convenient composing. State management texts defined as ‘các văn bản quản lý do cơ
quan, công chức nhà nước có thẩm quyền ban hành nhằm chuyển đạt các thông tin, các
quyết định trong quản lý nhà nước theo thẩm quyền, hình thức, trình tự, hình thức nhất
định, mang tính quyền lực đơn phương làm phát sinh các hệ quả pháp lý cụ thể trong quan
hệ nội bộ nhà nước, hoặc trong quan hệ nhà nước với các tổ chức và công dân.’ (Luu Kiem
Thanh 2003: 14) is considered to be the correct definition and agreed by most authors.
One main problem in present economic background in which we create favourable
conditions and healthy investment environment for foreign groups, companies, individual
investors… is the promulgation of such regulations, policies conveyed in administrative
management texts to foreign companies. There are translations of such texts provided by
official agencies or prepared by company’s own translator. However, research on
translation quality of administrative management texts between the two languages English and Vietnamese - has taken less concern. An unpublished research by Le Hung
Tien from Hanoi National University, Post Graduated Dept. on Vietnamese Law language
and its application in Translation should be taken into consideration as his research
concerns with general lexical, structural and textual features in Vietnamese legal texts
which share some common features with administrative management texts. Another

unpublished research by Nguyen The Trang as his M.A thesis on comparison of discourse
features between the US and Vietnamese executive decisions as part of public
administrative register is also helpful in translation. Such researches would be very helpful
for translators in both composing and translating process as they have to analyze, compare
typical features and finally to re-produce a good translation of administrative management
texts between the two languages.


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CHAPTER 2: GENERAL FEATURES AND REQUIREMENTS IN VIETNAMESE
ADMINISTRATIVE MANAGEMENT TEXTS
1. Reason for Guiding Official Letters
This sub-section first intends to give explanation of the title of the study: Business and
Management Administrative Texts. There are many types of Administrative management
texts from high levels to lower levels and vice versa. High levels such as Decision,
Ordinance, Decree, Circular… are mostly or related to Laws and regulations appointed to
lower authorities for promulgation nationwide. Texts or Documents from lower levels to
high levels are mostly proposals, opinions or suggestions for administrative procedures and
for amendments of some laws and regulations… Decisive factor in giving effective
proposals from lower levels is not the translator. It is the content and composer’s skills that
would produce effective and persuasive proposals. Other types of Business and
Administrative management texts between organizations and companies are Business
Letters which has draw most attention and researches so far. In Business activities, foreign
companies must operate their Business under Vietnamese Laws and regulations. It is
Administrative management texts that are instruments for promulgation of such policies
and regulations. Foreigners must know and study Vietnamese policies, mechanism
carefully; otherwise, they could not have the right to invest and do business in Vietnam.
To those kinds of texts, key factor helping Government in managing Business activities of
foreign companies, promulgating information, and also helping foreign organizations and

companies in running their Business legally is a translator. The translator is the
intermediate between Vietnamese Texts and foreigners. That is the meaning of the title a
study on the translation of Business Administrative Management texts; Business and
Administrative Management texts are closely related.
In more details, Business activities mostly and directly work with Guiding Official Letters
or Dispatch from State agencies; these texts are detail replies or directions, guidelines to
what foreign companies concern with. Guiding Official Letters, as one type of
administrative management texts, share some common features with other Administrative
management texts; they are only different from each other in terms of content, functions,
Place of issuance…; therefore, the study focus on Guiding Official Letters and its lexical,
structural features as part of Administrative management texts.


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2. Features of formal-legal text style
All business activities require big volume of administrative management texts in daily
communication and transactions. Administrative management texts are interrelated with
management quality.
In common sense, administrative management text demonstrate decisions, requirements,
orders… from state agencies to lower/ junior levels, concretize laws and regulations or
support government bodies in performing such Laws and regulations... conveniently,
effectively and appropriately. In composing and translating administrative management
texts, these questions would be taken into consideration carefully: who have the right to
issue the document, who is the receiver or the performer, what is the purpose of the text…
The translator must keep in mind that in business activities, the receivers or the addresses
of administrative management texts are all well-educated with diverse backgrounds.
Therefore, composer and translator have to work with their product as carefully as
possible. There are many types of administrative management texts which are different
from each other in terms of content, function, place of issuance…; however, all

administrative management texts must ensure these following features, in other words,
requirements in composing administrative management texts:
-

The accuracy and clarity of information: information is the basic function of all
texts. In all activities, information is the decisive factor in policy making, special
administrative decision making which solves internal matters as well as matters
relating to legal rights and benefits of people… If the information is promulgated
inaccurately and ambiguously, it would lead to serious consequences in all aspects.
In order to gain accuracy and clarity, texts must be formed with coherence,
neatness and use of proper words/ language

-

The feasibility: all information must be suitable with reality, performers’ abilities
and must obey Laws and regulations; then, the receivers or performers of
administrative management texts would be able to perform such requirements,
decision… effectively.

-

Universality and popularity: administrative management texts must be written in
an easy language; it should not be written in an academic style with difficult or
rarely used words or overuse of terminology.


- 15 -

-

Objectivity and impersonality: the content shall be presented directly, impartially
due to its features as the power voice of Our Country, Our Party; therefore emotive
style, individual viewpoints or personal tone are unacceptable. Objectivity and
impersonality would create formality and high-principle; together with accurate
basis, these features shall create high persuasion and effectiveness in management
task.

-

Politeness and formality: administrative management text is the government’s
voice; therefore, it should be expressed with high formality and solemnity.
Formality shows respect to readers, performers… and consolidate credits of the
Place of issuance. Formality reflects communication skills - “administrative
civilization” of a modern democratic administration.

-

Conventionalization/ formalization: the texts shall be presented, arranged according
to conventionalized forms and stipulated style. Conventionalization ensures the
unity and scientific orientation. Conventionalization is also presented in use of
legal-administrative language such as: pursuant to…, in consideration of… or by
use of available or conventionalized grammatical structures.

3.

General features of language and structures

Despite the difference in contents and functions, all administrative management texts must
be composed in compliance with formal legal text-style with conventionalized factors of
language, expressions and forms. The study would not go in details the layout of each type

or the general layout of all types but provide typical features of language and sentential
structures to serve translation process. The following features must be taken into
consideration.
Language features:
-

use of appropriate words or expressions with the content

-

avoidance of polysemantic or ambiguity

-

Language of legal-administrative style.

-

Avoidance of spoken language, slang or jargon as it would result in informality,
devaluation.

-

Use of appropriate and reasonable terminology/ technical terms: names of bodies,
agencies, institutions… and legal terms.


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-

Correct spelling

Structural features:
-

Structure must be constructed with two main parts: Subject and Predicate

-

Complex or long sentence must be separated correctly with punctuation or linking
words or coordinators in right positions.

-

Statements are in major use. In consequence, exclamation mark (!), question mark (?)
and etc mark (…) are hardly used.

-

Sentences are connected also by repetition of words/ expressions and structures,
substitution and transitional words.

-

Sentences must be in unity and coherence with theme, topic and must be well
structured.


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CHAPTER 3: A STUDY ON TRANSLATION OF GENERAL LEXICAL AND
STRUCTURAL FEATURES IN GUIDING OFFICIAL LETTER BETWEEN
VIETNAMESE AND ENGLISH.
1. General content layout and lexical features
Guiding Official Letters, as mentioned before, are of different contents and aim at different
business scope. In order to find out general lexical features in translation study of all the
Guiding Official Letters systematically, this sub-section focuses itself on translation of
general lexical features in respect of content layout. .
The general layout of Guiding Official Letter’s content comprises the three main parts
-

Beginning Part

-

Developing Part

-

Ending Part

Also, in analysis and comparison of Guiding Official Letters between the two languages,
due to the limited and unavailable translations of Guiding Official Letters in English, the
study take investigation into other types of Administrative management texts which share
same features for data and reference source.

1.1 Translation of lexical features in Beginning Part
The first part of Guiding Offcial Letters states the reason and the purpose of issuing that kind
of texts, generalizes matters of concern with name of the Document, number, date of issuance

and place of issuance. The first part normally comprise of two sentences.
Consider the following extracts:
-

Trả lời Công Văn số 19929/CT-KT1 ngày 17/11/2009 của Cục Thuế TP. Hà Nội về
việc áp dụng...

-

Bộ Xây Dựng nhận được Công văn số 2408/SXD-QLN ngày 05/11/2008 của Sở Xây
Dựng thành phố Hà Nội đề nghị hướng dẫn giải quyết...

(for futher reference of all extracts, please refer to Appendix)
In comparison of translation of all the beginning parts between Vietnamese and English,
most translations make full use of Preposition phrases such as ‘of’, ‘on’, ‘in’, ‘at’…
First consideration is the translation of date of issuance or date of submission - ‘ngày’.
Normally, ‘ngày’ would be translated as ‘dated’.


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e.g.
- Pursuant to Decree No.147-2004-ND-CP of the Government dated 23 July 2004
making detailed provisions…
- Pursuant to the Law on Amendment of and Addition to the Law… dated 17 June
2003…
However, ‘ngày’ is often also translated with the use of preposition ‘of’:
- In furtherance of the Prime Minister’s directing opinions in the Government
Office’s Official Letters No. 502/VPCP-KTTH of January 20, 2009, and No. 3045…
of June 11, 2009, guiding…

- Pursuant to the Government’s Decree No. 118/2008/ND-CP of November 27, 2008,
defining…
The two words could be changeably used.

The next consideration is the translation of place of issuance or the origin of the text. When
indicating the origin of the text, ‘ban hành’, ‘có’, ‘của’ are used mostly in Vietnamese version.
e.g.
- Trả lời Công văn số 3780/SQHKT-QHKV ngày 30/12/2009 của Sở Quy hoạch Kiến
trúc TP Hồ Chí Minh về việc…
- Ngày 30/9/2008, Bộ Tài chính đã ban hành Thơng tư số 84/2008/TT-BTC hướng dẫn
thi hành…
‘Có’, ‘của’, ‘ban hành’…means such official documents are made and issued to propagate
information or instruction by Governmental or State Department/ Office; therefore, it can
be translated with the use of preposition ‘of’.
e.g.:
- … Decision No. 238/2005/QD-TTg of Prime Minister…
- Pursuant to Decree 86/2002/ND-CP of the Government… regulating the functions,
tasks, powers…
Or the use of ‘s-genitive’:
- Pursuant to the Prime Minister’s opinions in the Government’s Official Dispatch…
Obviously, the use of preposition ‘of’ in the above extracts clearly show one of seven
functions, in other words, one of seven meanings of Genitive studied by Quirk &
Greenbaum, i.e. genitive of origin. (1973: 95)


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The third consideration in lexical features of the beginning part is to mention or generalize
matter of concern that need to be instructed. When generalizing matter of concern, ‘về
việc’ is used mostly.

e.g.:
- Bộ Tài chính nhận được Cơng văn số 1590/CT-ĐTNN … phản ánh vướng mắc về
việc…
- Triển khai Thông tư 81/2004/TT-BTC ngày 13/8/2004 về việc thực hiện khấu trừ
thuế…
In spoken English, ‘about’ would be normally used. Both prepositions ‘about’ and ‘on’
could be used with the meaning ‘on the subject of concerning’; however, in formal writing,
academic writing or ‘formal linguistic communication’ preposition ‘on’ would be the first
choice. (Quirk & Greenbaum 1973: 163)
e.g.:
- …the Agreements on avoidance of double taxation and prevention of fiscal evasion
with respect to taxes on income and property…
- …the Government’s Decree No. 100/2008/ND-CP of September 8, 2008, detailing a
number of articles of the Law on Personal Income Tax…
The fourth consideration in the beginning part of Vietnamese Administrative management
texts is the use of phrases which is the combination of preposition or verb and noun phrase
such as:
-

Xét đề nghị của Bộ Tài chính (cơng văn số 17520/BTC-QLCS ngày 26 tháng 12
năm 2007)

-

Trả lời công văn số…

-

Về vấn đề…

Most translations of such texts use prepositional phrases having its structure of Prep + N +
Prep. These prepositional phrases account for a large quantity in formal writing.
- In furtherance of the Prime Minister’s directing opinions in the…
- In consideration of Ministry of Finance’s proposal on…
- With regard to the goods under the List of Goods and Tariff Rates issued in
conjunction with the Decree No
- In accordance with…
- In comply with…


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1.2 Translation of lexical features in Developing Part
The Developing part is the most important part of Guiding Official Letter as it clearly state
the origin, the content of policy, decision… required to instruct, analyze policy’s purpose,
effectiveness and point out approaches or method for performance.
First sentence of most Developing part starts with reference or bases itself on other
Decision or official Documents.
Consider the following extracts:
-

Theo quy định của Luật Nhà ở và các Văn bản hướng dẫn thi hành nhà ở thuộc sở
hữa nhà nước là…

-

Theo quy định của Thông tư số 10/2006/TT-BTC ngày 14/2/2006 của Bộ Tài chính
hướng dẫn về cấp mã số…

-

Căn cứ Nghị định số 17/2006/NĐ-CP ngày 27/01/2006 của Chính phủ về sửa đổi,
bổ sung một số điều…

From the above extracts, the translation of ‘theo’ and ‘căn cứ’ must be distinguished from
each other in terms of their meaning.
With the use of ‘pursuant to’:
-

Pursuant to the Government’s Decree No. 12/2006/ND-CP of January 23, 2006,
detailing the implementation of…

-

Pursuant to the Prime Minister’s Decision No. 16/2009/QD-TTg of January 21,
2009, promulgating tax measures for…

With the use of ‘according to’:
-

According to the laws of Vietnam, the following persons are regarded as residents
of Vietnam:

-

… inspecting the quality of produced and processed petrol and oil according to
current standard and regulations specified in the Science and Technology …

The difference of ‘pursuant to’ and ‘according to’ is that ‘pursuant to’ has a nuance of
formality and applied for certain laws and orders basis; ‘according to’ is applied not only

for opinions and general guiding instructions but also for general regulations and standard
as a whole.
These phrases may have the meaning as in:
- Căn cứ các quy định nêu trên…
- Căn cứ theo hướng dẫn trên…


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- Căn cứ ý kiến chỉ đạo của Thủ tướng Chính Phủ…
- Theo tinh thần chỉ đạo…

When indicating the exact position of applied article or provision as in:
-

Theo quy định tại điểm 2, mục I, phần A, Thông tư số 05/2005/TT-BTC thì tổ chức
nước ngồi, cá nhân nước ngoài kinh doanh…

-

Doanh nghiệp phải nộp thuế TNDN với thuế suất là 28% như hướng dẫn tại Điểm
1, Mục VI, Phần B, Thông tư số 128/2003/TT-BTC…

‘tại’ is translated with the use of preposition ‘in’ or ‘at’
- To issue late payment notices and notices of fines for late payment as stipulated in
clauses 2 and 3 of article 17 of the Law on Special Sales Tax…
- Tax finalization dossiers comply with the guidance at Point 2.3, Section II, Part D of
the Finance Ministry’s Circular No 84/2008…

In Developing Content, due to the requirement of the accuracy of information, the

translation of such texts must ensure the use of accurate words. One typical feature in
word-using is the use of verbs. The decision in choosing accurate verbs is based on its
meaning and function.
Grammatically, according to Quirk and Greenbaum, verbs are divided into two main
classes:
-

Auxiliary verbs and

-

Lexical Verbs

Auxiliary verbs are divided into 2 groups: Primary auxiliaries (be, do, have) and modal
auxiliaries (can, may, must, shall, should…)
Studying Administrative Management texts shows that decision or order of Official
Documents from high levels is to regulate and assign lower levels to perform or implement
such decision; it is receivers’ responsibilities to fulfill that task.
Consider the following extracts:
-

Cơ quan thuế có trách nhiệm hướng dẫn và thực hiện cấp mã số thuế…

-

Khi nộp hồ sơ đề nghị hoàn thuế GTGT cho cơ quan thuế, các chủ dự án phải có
văn bản giải trình cụ thể…