The article is devoted to the problem of specific features of documentary communication. The paper examines the fundamental works devoted to documentary discourse. Conclusions are drawn about the importance of a formalized style, structuring and standardization, which contributes to the effectiveness and clarity of documents. Clarity and accuracy of wording are considered as key factors to minimize the risks of misunderstanding. In conclusion, it is emphasized that understanding the specifics of documentary communication contributes to achieving communication goals.
Keywords: document, text, documentary discourse, documentary communication.
The documentary forms of language expression appear together with the emergence of statehood and develop as the sphere of administrative relations becomes established. Gradually, the language of business communication acquires specific features necessary for the most efficient interaction between business entities. A complete system of standards for document registration is being formed, and business document language itself is becoming increasingly distant from spoken language, subordinating to a separate set of principles.
At the present stage of studying documentary communication, researchers are determining the transition from an applied nature of documentary linguistics to a theoretical one. This transition was indicated by S. Kushneruk in his work «On the axiomatics of documentary communication (linguistic coordinates)». Special attention is paid to the understanding of the theory of business texts, the problem of treating documents as linguistic objects rather than objects of office work. Despite differences in the definition of «document», researchers unanimously recognize the presence of a mandatory linguistic component — the document's text — and emphasize its importance in fulfilling communicative functions.
Turning to the consideration of the communicative aspect of documentary text functioning, let us consider the constituent factors of R. Jacobson's communication model. In his work, Linguistics and Poetics, R. Jacobson presents a model that distinguishes the author (addressor), recipient, message (information), context associated with the message content, code, and concept of contact related to the regulatory aspect of communication. Within this model, these factors play the following roles: emotive, conative, phatic, metalanguage, poetic and denotative. Therefore, it is necessary to consider business document texts from the perspective of communication theory.
When considering the language of business documents, it is necessary to refer to the term «communication». F. Sharkov gives the following interpretation: «Communication in a broad sense is understood as a system in which interaction is carried out, as well as a process of interaction and methods of communication that allow for creating, transmitting and receiving information». [5, p. 8]. S. Kushneruk defines communication as a «purposeful and organized process of information exchange between people using a common sign system or a group of sign systems». [3, pp. 12–13]. A communicative act, according to this researcher, is a purposeful action during which information is exchanged between subjects using a specific sign system.
E. Bogatova argues that «the pragmatic orientation of the content sets the stage for a reliable, objective reflection of facts of reality and an accurate, concrete representation of them» [1, p.42], and that the formality of communication determines the correct manner of presentation. Documentary communication should be based on direct interpretation of context, avoiding ambiguity and not interfering with the correct interpretation of other contexts, while ensuring effective communication.
The main purpose of documentary communication is to convey meaning to the recipient in an extremely unambiguous way. This goal is achieved most successfully if the conditions known to all parties involved in communication are met.
S. Kushneruk notes that the implementation of documentary communication requires limited means and conditions, as well as rules for how this communication should be carried out. He defines a document text as a functionally, semantically, structurally, and normatively complete speech unit that is the main communicative element of a document, supported by modalities derived from functional and normative conditions for documentary communication and following unifying or standardizing rules.
E. Rashevskaya's work «Business Russian Language» emphasizes the following key features of documents that contribute to their success in communication:
- Formality, objectivity, restraint.
- Completeness of information and accuracy and compactness of presentation.
- Dispassion, lack of subjectivity.
- Stereotype.
The researcher notes the importance of observing both textual and linguistic norms in documentary communication. O. Sologub article, «Formality as the Organizing Principle of Documentary Communication», provides an analysis of the concept of 'formality' as one of the organizing principles of official business communication and describes a system of means to express the category of formality in documentary communication, focusing on the central role of this category.
The pragmatic orientation of documentary communication determines specific features of documentary texts that affect the success of communication between the addresser and the addressee. When studying specific features of documentation communication, it is important to understand key features of its environment. Document communication is related to relationships between citizens and government agencies, meaning it has social orientation, and its audiences can be representatives of different strata of society. Layering of the audience forms the basis for adaptation of linguistic and stylistic means, which affects formation of content and structure of documents. Due to diversity of audiences, document communication needs to ensure information is accessible and understandable to facilitate effective interaction between state and society.
Studying the formal aspects of documentary discourse provides an opportunity to identify how basic principles of documentary communication influence communicative success. The formal structure of documents, including their design, use of standardized language units, conciseness and compactness of text, as well as adherence to norms and standards at different language levels, play a key role in ensuring clarity and unambiguousness of communication.
Principles of document communication such as clarity, coherence and consistency contribute to the efficient perception of information, minimizing the risk of misunderstanding between business communication participants. Formal aspects of the documentary process not only determine the style and professionalism of information presented, but also directly affect the success of communication, facilitating the achievement of goals and objectives in interaction.
References:
- Bogatova E. B. Documentary discourse — the «unloved child» of Russian linguistics. Tambov: Gramota, 2013. No. 6 (24): in 2 parts of Part 1. — p. 42.
- Kushneruk S. P. Documentary linguistics. Moscow: Flinta, 2016. p. 25.
- Kushneruk S. P. Linguistics of documentary communication (theoretical aspects) — Volgograd: Volgograd, Scientific Publishing House, 2007. p. 12.
- Rashchevskaya E. P. Business Russian: a textbook. Kostroma, 2012. pp.
- Sharkov, F. I. Fundamentals of the theory of communication. — Moscow, Publishing house «Social Relations», 2004, p. 8.
