Rationale
A business letter is a crucial communication tool used for various commercial purposes, including business deals, complaints, and invitations Common types of business letters include Application Letters, Acceptance Letters, Demand Letters, and Resignation Letters While resignation letters may often be overlooked, they play a vital role in maintaining positive relationships with former employers and securing future references Understanding how to write an effective resignation letter is essential, yet there is a lack of research on this topic in both English and Vietnamese This study aims to explore the similarities and differences in the discourse structure of resignation letters in these two languages.
The aims of the study are:
To review the background knowledge of discourse analysis and resignation letters
To point out the similarities and differences between discourse structures of English and Vietnamese resignation letters
To give some suggestions for writing resignation letters in English and Vietnamese
This study focuses on the discourse structures of resignation letters in English and Vietnamese, rather than attempting to cover all aspects of discourse analysis.
What are the similarities and differences between discourse structures of English and Vietnamese resignation letters?
This research utilizes the "move analysis" approach to examine the discourse structure of resignation letters in both English and Vietnamese To identify the similarities and differences in the discourse structures of these letters, the author employs a comparative and contrasting methodology.
6 Organization of the Thesis: the study is divided into five main parts as follows:
This part consists of rationale for choosing the topic, aims and scope of the study, research question, research methodology, and organization of the study
Part B – Development Chapter 1 – Literature Review and Theoretical Background
This chapter includes general description of discourse analysis, discourse structure,
„Move analysis‟, and general information about English and Vietnamese resignation letters
This chapter describes the participants and methods which are applied to collect and analyze the data
Chapter 3 – Analysis of Discourse Structure in English and Vietnamese Resignation Letters
In this chapter, the author analyzes discourse structures in English and Vietnamese resignation letters in detail
Chapter 4 – Comparing and Contrasting Discourse Structure of English and Vietnamese Resignation Letters
The similarities and differences between English and Vietnamese resignation letters in terms of discourse structures are pointed out in this chapter
In this part, the author gives some recommendations for writing a good resignation letters, points out some limitations of the study, and gives suggestions for further study
Chapter 1 – Literature Review and Theoretical Background
Discourse analysis is usually known as the study of the relationship between language and the contexts in which it is utilized Harris (1952), Austin (1962), Hymes
Prominent linguists such as Searle (1969), Grice (1975), Halliday and Hasan (1976), Widdowson (1979), and Brown and Yule (1983) have significantly contributed to the field of discourse analysis, establishing foundational theories In Vietnam, Tran Ngoc Them is recognized as a pioneer in this emerging area of study Research on genre analysis has explored various academic genres, including research articles (Swales, 1990), sales promotion letters, job applications (Bhatia, 1993), sociology articles (Brett, 1994), and dissertations (Hyland, 2003) Notable works include Ding's (2007) analysis of personal statements for medical and dental schools and Brown's (2004) examination of rhetoric in psychology personal statements However, there remains a gap in research concerning resignation letters.
This study aims to explore the discourse structure of resignation letters in both English and Vietnamese, contributing to the theoretical understanding and practical implications for teaching and learning writing skills By examining these letters, the research seeks to enhance the effectiveness of writing resignation letters in both languages.
2 Theoretical Background 2.1 General Description of Discourse and Discourse Analysis:
Discourse is defined as a continuous stretch of language that exceeds a single sentence, often forming coherent units such as sermons, arguments, jokes, or narratives (Crystal, 1992) It encompasses meaningful, unified, and purposeful stretches of language (Cook, 1989) According to Nunan (1993), discourse must be understood in terms of meaning, with pieces of discourse creating a meaningful whole Widdowson (1979) emphasizes that discourse involves using sentences to perform communicative acts that cohere into larger units, establishing a rhetorical pattern that characterizes the overall communication.
Discourse is often defined as language that transcends individual sentences, emphasizing its role in meaning-making during interactions It encompasses the use of language within specific situational and cultural contexts, highlighting the importance of understanding communication beyond mere words.
The terms "Text" and "Discourse" have been subject to various interpretations within linguistics, with some scholars using them interchangeably while others draw a distinct line between them Widdowson (1984) defines discourse as a communicative process involving interaction that results in a change of state, where information is conveyed and intentions clarified, with its linguistic product being text In contrast, Brown & Yule (1983) describe text as the representation of discourse, serving as a verbal record of a communicative act David Nunan (1993) further clarifies that text refers to any written record of a communicative event, whereas discourse pertains to the interpretation of that event within its context.
In this thesis, the terms are used interchangeably to denote any segment of language in use, typically extending beyond a single sentence.
Discourse analysis, emerging as a key field of language study since the early 20th century, has established itself as a crucial component of applied linguistics Prominent scholars like Halliday and Hasan (1976) and Brown and Yule have significantly contributed to its development over the years.
Since the pioneering work of Tran Ngoc Them on discourse in Vietnam, researchers such as Diep Quang Ban (1999) and Nguyen Hoa (2003) have significantly contributed to the study of language in use Influential works by Widdowson (1984) and Cook (1998) further enhance our understanding of this field.
In their introduction to The Handbook of Discourse Analysis, Schiffrin et al (2001) categorize discourse analysis into three main areas: the examination of language use, the exploration of linguistic structures that extend beyond individual sentences, and the investigation of social practices and ideological beliefs linked to language and communication.
The first type of linguistic analysis emphasizes traditional constructs like phrases and clauses, while the second type explores the organization of extended sequences of utterances or sentences to create coherent texts The third type focuses on the actions of participants in specific communication events and examines the broader characteristics of speech or discourse communities, particularly regarding power dynamics and gender issues.
Discourse analysis offers valuable insights into the complexities of language use, highlighting cultural variations in discourse norms and their expressions It reveals the consistent patterns of conversation across diverse contexts and examines the structural organization of texts beyond mere sentence construction.
Discourse analysis has seen extensive exploration of discourse structure by various researchers Hatim and Mason (1990) focus on the elements and sequences of discourse, highlighting their rhetorical functions that contribute to a stable organizational framework Ross (1975) approaches text structure from a pragmatic perspective, describing it as "expectation structures." In contrast, Halliday and Hasan (1976) define discourse structure as the organization of language beyond the sentence level, encompassing paragraphs, episodes, and topic units.
Scope of the Study
This study focuses on the discourse structures of resignation letters in both English and Vietnamese, without aiming to provide a comprehensive overview of discourse analysis in general.
Research Question
What are the similarities and differences between discourse structures of English and Vietnamese resignation letters?
Methodology of the Study
This research employs the "move analysis" approach to examine the discourse structure of resignation letters in both English and Vietnamese Additionally, the author utilizes a comparison and contrast method to identify the similarities and differences in the discourse structures of resignation letters across these two languages.
Organization of the Thesis
This part consists of rationale for choosing the topic, aims and scope of the study, research question, research methodology, and organization of the study
Part B – Development Chapter 1 – Literature Review and Theoretical Background
This chapter includes general description of discourse analysis, discourse structure,
„Move analysis‟, and general information about English and Vietnamese resignation letters
This chapter describes the participants and methods which are applied to collect and analyze the data
Chapter 3 – Analysis of Discourse Structure in English and Vietnamese Resignation Letters
In this chapter, the author analyzes discourse structures in English and Vietnamese resignation letters in detail
Chapter 4 – Comparing and Contrasting Discourse Structure of English and Vietnamese Resignation Letters
The similarities and differences between English and Vietnamese resignation letters in terms of discourse structures are pointed out in this chapter
In this part, the author gives some recommendations for writing a good resignation letters, points out some limitations of the study, and gives suggestions for further study
Literature Review and Theoretical Background
Literature Review
Discourse analysis is usually known as the study of the relationship between language and the contexts in which it is utilized Harris (1952), Austin (1962), Hymes
Prominent linguists such as Searle (1969), Grice (1975), and Halliday and Hasan (1976) have significantly shaped the field of discourse analysis, providing essential theoretical frameworks In Vietnam, Tran Ngoc Them is recognized as a pioneer in this area Research on genre analysis has explored various academic genres, including research articles (Swales, 1990), sales promotion letters, and job applications (Bhatia, 1993) Notable studies also include sociology articles (Brett, 1994) and dissertations (Hyland, 2003), along with analyses of personal statements for medical and dental schools (Ding, 2007) and psychology (Brown, 2004) However, there remains a gap in research concerning resignation letters.
This study aims to explore the discourse structure of resignation letters in both English and Vietnamese By examining these structures, we hope to contribute valuable insights to the theory of writing and enhance the teaching and learning of writing skills, particularly in crafting resignation letters in both languages.
Theoretical Background
Discourse is defined as a continuous stretch of spoken or written language that is larger than a sentence and often forms a coherent unit, such as a sermon, argument, joke, or narrative (Crystal, 1992) It consists of meaningful and unified stretches of language that serve a purpose (Cook, 1989) Meaning is central to discourse, as it comprises pieces that create a meaningful whole (Nunan, 1993) Additionally, discourse utilizes sentences to perform communicative acts that cohere into larger units, establishing a rhetorical pattern that characterizes the overall communication (Widdowson, 1979).
Discourse is commonly defined as language that extends beyond individual sentences, emphasizing the significance of language in interaction and its contextual use within specific cultural and situational frameworks.
The terms "Text" and "Discourse" have generated various interpretations among linguists, with some using them interchangeably while others emphasize their distinctions Widdowson (1984) defines discourse as a communicative process involving interaction that results in a change of state, where information is exchanged and intentions clarified, while the linguistic output of this process is termed text Conversely, Brown & Yule (1983) describe text as the representation of discourse and the verbal record of a communicative act Nunan (1993) further differentiates the two by stating that text refers to any written record of a communicative event, whereas discourse pertains to the contextual interpretation of that event.
In this thesis, the terms are used interchangeably to denote any segment of language in use, typically extending beyond a single sentence for clarity and simplicity.
Discourse analysis, emerging as a vital field of study in the early 20th century, has established itself as a cornerstone of applied linguistics Prominent scholars, including Halliday and Hasan (1976) as well as Brown and Yule, have significantly contributed to its development over the years.
Since the pioneering work of Tran Ngoc Them on discourse in Vietnam, numerous researchers, including Diep Quang Ban (1999) and Nguyen Hoa (2003), have contributed to the study of language in use, building on insights from scholars like Widdowson (1984) and Cook (1998).
In The Handbook of Discourse Analysis, Schiffrin et al (2001) categorize discourse analysis into three main areas: the examination of language use, the analysis of linguistic structures beyond the sentence level, and the exploration of social practices and ideological assumptions related to language and communication.
The first type of linguistic analysis emphasizes traditional constructs like phrases and clauses The second type examines the organization of extended sequences of utterances and sentences to create coherent texts The third type focuses on the actions of participants in specific communication events and explores the characteristics of speech communities, particularly regarding power dynamics and gender issues.
Discourse analysis provides valuable insights into the nuances of language in use, revealing how discourse norms vary across cultures, the consistent patterns of conversation in diverse contexts, and the structural organization of texts beyond individual sentences.
Discourse structure has been extensively studied by various researchers, including Hatim and Mason (1990), who analyze its constituents in terms of elements and sequences, which serve specific rhetorical functions to establish a coherent discourse organization Ross (1975) views text structure through a pragmatic lens, describing it as "expectation structures." Additionally, Halliday and Hasan (1976) define discourse structure as the organization of language beyond the sentence level, encompassing units such as paragraphs, episodes, and topics.
Researchers generally agree that discourse structures, while viewed differently by each individual, possess distinct organizations that vary in flexibility across different genres They aim to explore the connection between discourse structure and the communicative intentions of speakers or writers, seeking methods to analyze discourse by examining the interplay of various discourse factors.
2.2 Genre Analysis and Approach to Genre 2.2.1 Genre
A genre is a distinct form of discourse defined by its cultural and linguistic characteristics, encompassing narrative, exposition, and procedural discourse The primary criterion for identifying a genre is the shared communicative purposes among its events Bazerman (1988) describes a genre as a socially recognized strategy for achieving similar goals in comparable situations, while Swales (1990) notes that exemplars of a genre exhibit similarities in structure, style, content, and audience Bhatia (1993) further emphasizes that a genre is a recognizable communicative event characterized by mutually understood purposes within a professional or academic community He highlights that, although factors like content, form, and medium play a role, the essence of a genre lies in its communicative purposes.
A resignation letter serves as a distinct genre with the primary communicative purpose of formally stating an employee's intention to resign Its social function involves informing and persuading the employer to accept the resignation while maintaining a positive relationship between the employee and the company These elements are essential criteria for identifying relevant data in this study.
Genre analysis, as proposed by Swales (1990), serves as a method for examining both spoken and written discourse to understand the reasons behind the distinctive features of genre texts Bhatia (1991) further defines genre analysis as an analytical framework that uncovers the relationships between form and function, enhancing our comprehension of how information is cognitively structured in specific language contexts.
Up to now, Genre analysis, especially which concentrates on moves, has become a commonly applied approach to discourse analysis
2.2.3 Approach to Genre: Move Analysis
Corpus-based discourse analysis employs two primary approaches: top-down and bottom-up The top-down approach initiates the analysis by identifying the communicative purposes of a genre, a process facilitated by expert informants.
Methodology
Description of Samples & Method of Data Collection
Collecting resignation letters, particularly in Vietnamese, posed initial challenges due to the cultural norm of not providing such letters when leaving a job Over a two-month period, I gathered more than 100 resignation letters in both English and Vietnamese from various cities, including New York, Philadelphia, San Francisco, Hanoi, Ho Chi Minh City, Kien Giang, and Thai Nguyen Most letters were sourced online, while others were collected directly The English letters were authored by native English speakers, whereas the Vietnamese letters were written by locals These letters reflect a range of resignation reasons, including pursuing further education, health issues, career changes, and relocations, with some letters omitting specific reasons altogether.
This study analyzes a collection of 20 resignation letters, comprising ten in English and ten in Vietnamese, selected based on the resigners' status and the context of their letters The total word count for these letters is 4,294, with the English letters accounting for 1,786 words and the Vietnamese letters contributing the remainder.
The analysis of resignation letters reveals that English letters typically range from 107 to 304 words, while Vietnamese letters vary between 166 and 352 words On average, Vietnamese resignation letters are longer, with an average length of 250.8 words compared to 178.6 words for English letters.
The selected texts showcase various office positions, including editor, accounting clerk, secretary, receptionist, filing clerk, librarian, and production supervisor, reflecting diverse author styles A common theme among these resignation letters is that the individuals resigning are office staff members who are seeking to pursue new career opportunities.
Methods of Data Analysis
To analyze the corpus, the thesis follows seven major analytical steps which were developed by Biber et al (2007), as shown in this table:
Table 1: Seven analytical steps Requires step in the analysis Realization in this approach
Develop the analytical framework: determine set of possible functional types of discourse units, that is, the major communicative functions which discourse units can serve in corpus
2 Segmentation Segment each text into discourse units (apply the analytical framework from step 1)
3 Classification Identify the functional type of each discourse unit in each text of the corpus (apply the analytical framework from step 1)
4 Linguistic analysis of each unit
Analyze the lexical/ grammatical characteristics of each discourse unit in each text of the corpus
5 Linguistic description of discourse categories
Describe the typical linguistic characteristics of each functional category, based on analysis of all discourse units of a particular functional type in the corpus
6 Text structure analysis Analyze complete texts as sequences of discourse units shifting among the different functional types
7 Description of discourse organizational tendencies
Describe the general patterns of discourse organization across all texts in the corpus
Adapted from Biber et al (2007)
This study employs seven analytical steps to examine resignation letters in both English and Vietnamese, presenting the findings through percentage-based tables and graphs The frequency of each category is identified, and the results are thoroughly discussed and evaluated By synthesizing the analysis, the research aims to uncover key discourse features of resignation letters in both languages Ultimately, a comparative analysis highlights the similarities and differences in the discourse structures of resignation letters in English and Vietnamese.
Chapter 3 – Analysis of discourse structure in English and Vietnamese Resignation Letters
1 Discourse Structure Analysis of English Resignation Letters:
1.1 The Surface Features of English Resignation Letters:
Resignation letters in English are typically concise, usually limited to a single page The ten resignation letters analyzed in this study collectively contain 1,786 words, with each letter varying in length.
Table 2: The number of words in the corpus of English resignation letters
The letter number The number of words
From the above table, we can see that letter no.3 has the fewest words, and letter no.9 has the most words The rest letters have over 100 words in average
An English resignation letter typically consists of five paragraphs; however, a survey of ten letters reveals that the actual number of paragraphs varies from three to six Specifically, letters no 3, 5, and 7 contain three paragraphs, while letters no 1, 2, 4, and 6 have four paragraphs Letters no 8 and 10 each feature five paragraphs, and letter no 9 is the longest, comprising six paragraphs The number of sentences per paragraph ranges from one to six, with 12 paragraphs containing a single sentence each, accounting for 29.3% of the total.
The analysis reveals that 46.3% of the content consists of paragraphs with 2 sentences each Additionally, 19.6% of the paragraphs contain 3 sentences, while none have 4 sentences Only a small fraction, 2.4%, features paragraphs with 5 or 6 sentences, indicating that the majority of the text is composed of shorter paragraphs with 1 to 2 sentences.
The body of ten English resignation letters contains a total of 85 sentences Among these, the longest sentence comprises 48 words, while the shortest consists of just 6 words Most sentences have an average length ranging from over 10 to over 20 words.
A study of ten English resignation letters reveals a prevalent trend of utilizing complex, compound, and extended simple sentences, resulting in a relatively low sentence count per paragraph.
Most sentences in these letters utilize active voice and start with the subject "I," reflecting a direct approach to addressing issues in English writing.
„who‟ or „what‟ in advance
When writing resignation letters, it is essential to incorporate ten key characteristics that ensure clarity and formality The language used should be straightforward and easy to understand, allowing the message to be conveyed effectively while minimizing any potential confusion.
Because the employees want their employers to accept their resignation letters without feeling unpleasant and uncomfortable, they often use some words such as „please‟,
„would like‟, or „regret‟ in the letters We can see the following examples:
Please accept this as my formal resignation letter from my position as accounting clerk to be effective from September
Please accept this as my formal resignation letter from my position as receptionist to be effective from February 6 th
I‟d like to help with the transition of my job and responsibilities to another employee (letter no.8)
It is with deep regret that I give you my formal notice of resignation as editor at the Wall Street Journal Publisher
With some regret, this letter is my resignation from my position as administrative assistant with Wallace Development Company Limited (letter no.9)
Please accept this letter as formal notice that I wish to resign from my position as a filing clerk, effective from the date above (letter no.10)
1.2 The ‘Move Analysis’ of English Resignation Letters 1.2.1 The Analytical Framework:
To analyze a corpus effectively, the initial step involves establishing an analytical framework that defines the communicative and functional categories present in the genre's texts Understanding the overall rhetorical purpose of the genre is crucial for identifying move types, while evaluating the function and specific purpose of each text segment is equally important This process of categorizing move types can be challenging, necessitating multiple readings and thoughtful reflections on the texts.
In analyzing English resignation letters, a new move type has emerged that focuses on expressing interest in the previous company, rather than the anticipated request for a letter of reference This observation was made after thoroughly reviewing and categorizing various resignation letters, leading to the development of an analytical framework This framework outlines the essential moves and steps that characterize effective English resignation letters, emphasizing their communicative purposes and structural formats.
Move 1: Opening Step A: The date of writing resignation letter Step B: The employer‟s contact information Move 2: Addressing
Move 3: Stating resignation and informing the last day of work
Step A: Stating resignation Step B: Informing the last day of work Move 4: Giving the reason of resignation positively Step A: Stating the resignation reason
Step B: Expressing interest in the old job Move 5: Expressing the willingness to help with the transition Move 6: Requesting interest from the old company
Move 7: Showing gratitude & wishing success Step A: Appreciating the old job
Step B: Thanking Step C: Wishing success Move 8: Ending
Step A: Expressing sincerity Step B: Signing
1.2.2 General Analysis of Move Types in English Resignation Letters
The survey of 10 resignation letters shows the frequency of moves that appear in each letter as follows:
Table 3: The frequency of move types in the corpus of English resignation letters
Move number Letter number Move Percent
Move 1 no.1, no.2, no.3, no.4, no.5, no.6, no.7, no.8, no.9, no.10
Move 2 no.1, no.2, no.3, no.4, no.5, no.6, no.7, no.8, no.9, no.10
Move 3 no.1, no.2, no.3, no.4, no.5, no.6, no.7, no.8, no.9, no.10
Move 4 no.1, no.2, no.3, no.4, no.5, no.6, no.7, no.8, no.9, no.10
Move 5 no.4, no.6, no.8, no.9, no.10 50 %
Move 7 no.1, no.2, no.3, no.4, no.5, no.6, no.7, no.8, no.9, no.10
Move 8 no.1, no.2, no.3, no.4, no.5, no.6, no.7, no.8, no.9, no.10
The analysis reveals that moves 1, 2, 3, 4, 7, and 8 are present in all letters of the corpus, indicating their obligatory nature In contrast, move 5 is found in only five letters, while move 6 appears exclusively in letter number 10, categorizing it as optional Thus, this corpus consists of six mandatory move types and two optional ones.
The survey also shows that the order of moves is not necessarily similar to the move order in the analytical framework
Table 4: The order of moves in English resignation letters Letter number Order of the moves
No.4 1 – 2 – 3 – 4 – 7 – 5 – 8 No.5 1 – 2 – 3 – 4 – 7 – 8 No.6 1 – 2 – 3 – 4 – 5 – 7 – 8 No.7 1 – 2 – 3 – 4 – 7 – 8 No.8 1 – 2 – 3 – 7 – 4 – 5 – 7 – 8 No.9 1 – 2 – 3 – 4 – 7 – 4 – 3 – 5 – 4 – 5 – 8 No.10 1 – 2 – 3 – 4 – 3 – 6 – 7 – 5 – 8
The analysis reveals that moves 1, 2, and 3 consistently appear at the beginning of the letters, while move 8 is found at the end Other moves can interchange their positions, with move 4 frequently accompanying move 7 Notably, certain moves are repeated; for instance, move 4 occurs twice and move 7 three times in letter number 2, and in letter number 9, move 3 appears twice, move 4 three times, and move 5 twice This suggests that, aside from specific move types, the sequence and repetition of moves can vary according to the writer's style without compromising the letters' content.
Moves and steps may not align with paragraphs, as multiple moves or steps can be included within a single paragraph, and a single move or step can be referenced across different paragraphs.
Table 5: The list of moves and steps in English resignation letters
Letter number no.1 no.2 no.3 no.4 no.5 no.6 no.7 no.8 no.9 no.10
(Except for the first and the last parts appearing in the letters, other parts are equivalent to paragraphs)
1.2.3 Detail Analysis of Move Types in English Resignation Letters 1.2.3.1 Move 1 – Opening
This move can be realized by means of the following two steps
Step A: The date of writing resignation letter Step B: The employer‟s contact information
All ten resignation letters begin with a specific move, known as move 1, which is structured in two steps Step A indicates the date the employee writes the resignation letter, while Step B provides the employer's contact information, including their name, title, company name, and address Examples of this structure can be found in letter no 1 and letter no 2.
Mr John Brown Manager the Wall Street Journal Publisher
22 Cortland Street New York, NY 10007
Mr Ricardo Hession Hospital Administrator Einstein Medical Center
5501 Old York Rd, Philadelphia, PA (215) 456-7890
Move 2 also appears in the whole corpus of English resignation letters It follows move 1 and is utilized to address the employer This move always starts with the short and simple structure: Dear + Mr/ Mrs/ Miss + the employer‟s surname For instance: letter no 1 letter no 2 letter no 3
Dear Mr Brown, Dear Mr Hession, Dear Mr Branson,
1.2.3.3 Move 3 –Stating Resignation and Informing the Last Day of Work