OVERVIEW OF THE STUDY
Rationale
Language serves as the fundamental means of communication, allowing individuals to express their ideas and thoughts It is often regarded as a defining characteristic that distinguishes humans from animals Across the globe, there are thousands of languages, with each country having its own national languages alongside numerous local dialects Some languages, such as English, are spoken by billions, highlighting the diversity and richness of linguistic expression worldwide.
In today's globalized world, English has emerged as the predominant language in international trade and commerce, serving as a vital tool that connects individuals to opportunities and fosters innovative thinking Consequently, possessing strong English language skills for business has become essential for career success for employees across various industries.
As a senior at Thuongmai University, I had the valuable opportunity to intern at Tien Vinh Company, recommended by the English Faculty During my two-month internship from January 6 to March 5, 2018, I was able to apply my academic knowledge in a practical setting, thanks to the support and guidance of dedicated team leaders and staff, which greatly aided me in completing my internship report.
Writing effective business reports is crucial for the Sales Department, as it facilitates clear communication of ideas within the business environment Such reports can identify problems and propose solutions by analyzing a company's history, operations, competition, and goals, while also weighing the advantages and disadvantages of various options Inefficient report writing can lead to wasted time and decreased productivity Therefore, the study titled “A Study on Difficulties in Writing Reports in the Sales Department of Tien Vinh Trading Investment Limited Liability Company” is both relevant and beneficial for the staff in this department It is hoped that the findings will serve as a valuable resource to enhance writing skills for company employees and students interested in careers involving commercial documentation.
Overview of previous studies
Research on effective business report writing, particularly in Vietnam, is limited, with few studies addressing common errors and challenges faced during the process This thesis draws on insights and valuable ideas from existing literature to enhance the understanding of these difficulties and improve report writing practices.
The handbook "How to Write a Business Report" by Orauariki (April 2017, Victoria Business School, p.4-p.9) offers valuable insights into crafting effective reports It highlights the essential characteristics of a good report, focusing on its purpose and structure The author emphasizes the importance of clarity and coherence, ensuring that reports are easily understandable for readers.
The study: “Business writing skill” (By students of Charle Sturt University,
In their 2008 review, the authors examine the specific styles and standards of various common correspondence types, including emails, reports, and memos, while highlighting the essential requirements and skills needed for formal business writing They provide readers with guidance on crafting each correspondence type and offer quick writing tips to help create professional documents effectively.
These two studies are much valuable reference for me to do this study.
Aims of the study
The primary objective of this study is to enhance the Sales Department staff at Tien Vinh Trading Investment CO., LTD's understanding of business reports It aims to identify common issues encountered in report writing, explore the underlying causes of these errors, and propose effective solutions to improve report quality.
Therefore, in this thesis, I would like to focus on:
Finding out the outstanding problems dealt by all staff of Sales Department at Tien Vinh company
Interpreting possible causes as well as effective solutions for these frequently - made errors.
Research Subject
This thesis focuses on the challenges faced by the Sale Department staff at Tien Vinh Trading Investment Co., Ltd in writing business reports The company specializes in importing a diverse range of industrial and pure chemicals from countries such as the United States, Singapore, the Philippines, Malaysia, Indonesia, China, Taiwan, Korea, and Japan.
Scope of the study
Creating reports is a crucial aspect of business operations and communication This study focuses on identifying the common challenges faced by the Sales Department staff at Tien Vinh Company in writing daily, monthly, and annual business reports The research is conducted during my internship, which spans from January to the present.
From March 6 to March 5 this year, my goal is to identify the key challenges employees face in report writing and provide effective solutions to enhance their productivity.
Research methodology
In this study, I employed experimental and quantitative research methodologies to achieve my primary objectives To enhance the research, I consulted various insights from my supervisor, manager, and colleagues, ensuring a comprehensive approach The theories utilized were meticulously selected from reference books and online documents, providing a solid foundation for the study.
A survey was conducted among all Sales Department staff to gather insights on their assignments, evaluate their experiences, and identify the challenges they face while writing business reports.
Direct interview: Three employees who achieve the best results at this department are directly interviewed to explore their recognition, attitudes,evaluations of the matter and the difficulties.
Organization of the thesis
Besides introduction, table of contents, list of abbreviations, list of tables and charts, the main content of the study is divided into three chapters below:
Chapter 1 : “Overview of the study” shows the reasons to choose the study, the aims, scope, methods and design of the study.
Chapter 2 : “Literature reviews” aims to answer all general questions related to business report writing as well as theoretical background of difficulties in writing business report.
Chapter 3 : “Findings” This chapter refers to the analysis and the findings obtained from survey questionnaire and direct interviews made to staff of Sales Department at Tien Vinh Trading Investment CO.,LTD This results examine the real situation of writing reports at the company
Chapter 4 : “Recommendations and suggestions” The research proposed solutions to enhance reports writing skills of Sales Department’s staff at Tien Vinh
Trading Investment CO.,LTD” deals with techniques and lesions that can be applicable to improve business writing report skills of all staff at the company.
LITERATURE REVIEW
Definition of a business report
A report is an impersonal presentation of facts A report is a document that presents information in an organized format for a specific audience and purpose.
Report is very much important in the field of business, trade and commerce.
Reports serve four key purposes: they act as controls to monitor departmental performance, provide essential information, deliver analytical insights, and persuade stakeholders to take action.
A business report is a structured document that presents facts, events, or situations related to business interests, typically prepared after thorough investigation It serves as a vital tool for evaluating progress and aiding decision-making processes within an organization Generally, business reports represent upward communication, where employees compile and submit reports to higher management for their review and action.
Different famous authors have defined business report in the following way:
Lesikar and Petit defined as "A business report is an orderly, objective communication of factual information that serves some business purposes."
Bettly and Kay stated as "A business report is a written message presenting information that will help a decision maker to solve a business problem."
Louise E Boone quoted as "A business report is a document organizes information on a specific topic for a specific business purpose."
Kuiper and Clippinger defined business reports as "organized, objective presentations of observations, experiences, or facts used in the decision-making process"
A business report systematically presents findings from investigations into business or commercial matters, aiming to facilitate decision-making and address various business challenges.
Classification of a business report
Reports serve as a vital upward communication tool, varying in size and type based on their essential purpose, often outlined in a thesis or purpose statement The report's function directly influences the choice of visual aids and content representation, making complex information more accessible to readers Additionally, the function can dictate parameters such as report length and readability, emphasizing the importance of clarity and completeness in business documentation (Bovee & Thill, 2010).
Reports differ in function, style, and tradition, and it's essential to align with employer-specific expectations to effectively meet audience needs A skilled report writer possesses in-depth knowledge of their field, while business professionals should also be well-versed in various report types to enhance communication and decision-making.
As a whole, all types of reports have been discussed on the following way:
On the basis of mode of presentation:
An oral report is a verbal presentation of findings on a specific matter, typically delivered to top management after thorough investigation This method is straightforward and eliminates the need for writing, allowing for flexibility in presentation timing However, the lack of written documentation can lead to confusion, making oral reports less commonly utilized due to their limited advantages.
A written report is a document that presents information in a structured format, serving as a reliable piece of evidence for incidents and a valuable resource for future reference.
On the basis of degree of formality:
Business reports can be prepared either by following specific formats and formalities or it can be drafted informally without maintaining much formalities.
Thus, on the basis of degree of formality business reports can be of two types:
Formal reports are comprehensive documents that thoroughly analyze complex issues and offer well-founded recommendations They adhere to specific formatting guidelines and can be categorized into two distinct types.
Informational: This type of report presents information on particular topic but does not provide any explanation and recommendations
Analytical: Analytical reports not only present and analyze data but also interpret the data and make recommendation Usually critical problems are analyzed through analytical repots
These types of reports are prepared to assists routine managerial functions.
These reports are usually written by subordinates Informal reports are short in length and written in letter or memo, format These reports are less planned.
On the basis of length:
In the professional world, decision makers rely on two broad types of report:
Many reports not only present essential information about current activities and past performance but also include critical analysis that interprets this data They explore the implications of the information, suggest potential courses of action, and provide recommendations based on the findings.
Short reports play a crucial role in decision-making, offering concise information on various topics, from selecting the best office chairs to identifying top candidates for management training Unlike formal reports, these informal documents are quickly prepared without extensive planning or background details, omitting elements like title pages or tables of contents Despite their brevity, short reports effectively deliver essential information and analysis to readers, enabling informed choices.
(John M Lannon, Technical Communication Pearson, 2006)Based on length of report, there are two types: Short report and long report
Short reports, such as interim progress reports and personal activity reports, typically range from one page to several pages in length These routine reports are concise and require less time for preparation, making them efficient tools for conveying essential information.
A long report can exceed one hundred pages, depending on the significance and complexity of the topic Preparing such a report involves thorough analysis and is both time-consuming and formal in nature.
A business report is a crucial document that provides detailed insights into an organization's performance and objectives Its primary aim is to attract potential investors while also keeping employees informed about the company’s goals and accomplishments.
Provide the overview about the enterprise
Corporations are legally required to produce annual reports for their stockholders and regulatory agencies, which can also offer significant benefits By creating a summary of the previous year's activities, businesses can leverage these advantages Typically, annual reports feature a polished design with images and contact details, serving as both a marketing tool and a means to foster connections with potential clients while enhancing brand recognition in the community Ultimately, an annual report effectively communicates a comprehensive overview of the business to employees, investors, and clients.
Aligning reporting objectives with an organization's overall strategy is essential for effective decision-making Key performance indicators (KPIs) should guide reporting activities to ensure accuracy and relevance When reporting aligns with KPIs, it significantly contributes to achieving organizational goals and supports corporate strategies.
Highlight the standing of a business
Business reports often address specific issues within a company, providing effective solutions to resolve them For instance, when a company is considering downsizing, the report will outline the current state of the business and the reasons behind the decision It will also propose strategies to minimize the impact on employees during the downsizing process.
Help use right marketing strategy
A business report is essential for companies developing marketing strategies, especially when targeting specific consumer segments or entering new markets By providing this report to an advertising agency, businesses can enable the agency to create effective and successful marketing strategies tailored to their goals.
Help making business decisions easily
An annual report is essential for providing employees, investors, and clients with a comprehensive overview of your business, significantly aiding in decision-making processes A well-crafted and precise report allows companies to monitor revenues and expenses, which are vital for enhancing operations and establishing new objectives By analyzing the annual report, organizations can identify bottlenecks and develop effective strategies to address them.
Structure of a business report
Writing a report requires a specific language, concise length, and a focus on main points without unnecessary elaboration Many employees face challenges in report writing, particularly with grammar, vocabulary, punctuation, and spelling Adhering to academic standards is crucial, yet it can be daunting for staff to produce high-quality English writing By identifying these challenges, employees can enhance their skills, avoid common mistakes, and ultimately achieve greater recognition for their work.
During my internship at Tien Vinh Trading Investment CO., LTD, I gained valuable insights into export-import activities, particularly in business reporting and client acquisition The Sales Department staff are proficient in English and possess strong business knowledge, yet they still encounter challenges in report writing This thesis focuses on analyzing common writing mistakes, highlighting linguistic difficulties and stylistic issues that arise in report preparation.
Grammar serves as the foundational element of language, encompassing the rules and guidelines for correct usage Many individuals encounter challenges with grammar, which can hinder their ability to effectively articulate their thoughts in writing This struggle often leads to difficulties in conveying ideas clearly through written communication.
RESEARCH FINDINGS
Linguistic challenges
Grammar serves as the foundational element of language, encompassing the rules and conventions that guide correct usage Many writers encounter challenges with grammar, which can hinder their ability to effectively articulate thoughts and ideas in written form.
I have observed that there are certain grammar mistakes that frequently occur in writing report The most frequently noted mistakes involve problems with:
Parts of speech Subject/verb agreement Articles
Figure 3.3.1 Grammar errors in writing business reports
Parts of speech Subject/verb agreement Articles
The pie chart highlights the most common grammar mistakes made by the Sales Department staff in their business reports Notably, Parts of speech errors constitute the largest share at 42.6%, nearly double that of Subject/verb agreement and Articles errors In contrast, Tenses and Independent/dependent errors are significantly lower, at 9.6% and 4%, respectively These statistics indicate a lack of mastery in grammar, particularly concerning Parts of speech, among the sales staff.
In the English language, words are the fundamental units that convey distinct meanings and are classified into various parts of speech, including verbs, nouns, adjectives, adverbs, pronouns, articles, and prepositions Non-native English speakers often struggle to choose the correct part of speech, especially if their native language does not alter word forms based on grammatical roles.
A common mistake in English business reports is the misuse of parts of speech, as evidenced by my analysis of 14 reports, which revealed that 57% contained such errors Specifically, there were 92 out of 228 total errors, accounting for 42.6% of the mistakes found.
5 Confusion with different forms of same root noun
Table 1 Parts of speech errors
The data indicates that noun/verb confusion is the most prevalent issue, with 27 out of 70 errors, while the incorrect use of adjective forms ranks second and third, comprising 15.7% and 18.6% of the errors, respectively These statistics reveal a knowledge gap among some department staff regarding the proper usage of parts of speech.
Affect is a verb, for example “Sometimes, the marketing strategy affects my sales.”
Effect is a noun, for example “The effect of marketing strategy on our company’s sales is reasonable.”
By using “the effect” you need to determine whether to use “affect” or
“effect” since “the” will not work in front of a verb
It's important to note that the term "effect" can also function as a verb, as seen in phrases like "Contractors seek to effect a settlement with strikers." However, this usage is somewhat outdated and primarily found in legal contexts.
An article is a word used with a noun to indicate its grammatical definiteness, as well as its volume or numerical scope in some languages In English grammar, the primary articles are "the" and "a/an," with "some" also appearing in specific contexts The forms "an" and "a" evolved from the Old English word "an," which represented the number "one" in Anglian dialects and has persisted in Modern Scots.
The words "on" and "an" have evolved from the Norman language into Modern English, where "one" denotes the number and "an" serves as an indefinite article before nouns starting with a vowel sound, while "a" is used before consonant sounds.
Articles are a unique part of speech in many languages, distinct from the broader category of determiners that includes demonstratives, possessive determiners, and quantifiers While articles serve to specify nouns, they are also occasionally classified as a type of adjective due to their descriptive role preceding the nouns they modify.
After carefully reading all my reports, I found 29 mistakes in using wrong articles, mainly in using “a-the”, this – these”, “that-those”.
“Divide my group into the small groups of 4 or 5 people and develop marketing plan for the new product.”
“Divide my group into small groups of 4 or 5 people and develop marketing plan for a new product.”
In English, singular countable nouns must always be accompanied by an article When referring to these nouns in a general sense, the indefinite articles ‘a’ or ‘an’ should be utilized Conversely, when dealing with plural nouns in a general context, no article is necessary.
Selecting the correct tense for a given context can be challenging A frequent writing error involves confusing tenses, particularly the near future tense with the present progressive used for future meanings, as well as the past perfect with the present perfect tense.
The significance of English tenses cannot be overstated, as they form the foundation of effective communication in the language Despite encountering only 22 errors, the impact of tense mistakes can be particularly detrimental in professional settings, especially for individuals working in international environments Consequently, most English courses prioritize tense lessons at the outset, emphasizing their critical role in achieving fluency and precision in communication.
“In this report, we will introduce the features of our new product and offer our selling strategy.”
“In this report, we introduce the features of our new product and offer our selling strategy.”
The introduction of a report typically includes a sentence that clearly identifies its subject, which should be written in the simple present tense Using the future tense or present perfect in this context is incorrect and can detract from the professionalism of the report, even if the overall meaning remains intact.
Punctuation serves as a set of conventions that enhance readability and clarity in writing A complete sentence, representing a single thought or idea, is marked by a full stop (.) Commas (,) indicate a pause for additional information, while semicolons (;) denote a longer pause without concluding the sentence Colons (:) signal the start of a list Full stops are essential for segmenting text and establishing clear boundaries, ensuring that the subsequent letter is always capitalized.
• Remember, feedback from your lecturers that points out that there are too many commas in your writing may well mean that your commas are doing the wrong job.
After you have completed one sequence of thought, indicate this with a full stop.
Then move on to the next one
Punctuation and spelling are crucial elements in report writing, as they significantly impact readability Texts without punctuation can be overwhelming and difficult to understand, making clarity essential Proper use of commas and semicolons enhances comprehension, allowing readers to engage with the content more effectively Additionally, correct spelling is vital; even minor errors can lead to serious misunderstandings.
Ex1 “The employee’s requirements” (apostrophe before the 's = The requirements of one employee)
“The employees’ requirements” (apostrophe after the s’ = The requirements of many employees)
“Were going to welcome our partner, Mr Dat, Direct of Gia Linh Chemical Limited Company at the next Friday.”
“we’re going to welcome our partner, Mr Dat, Direct of Gia Linh Chemical Limited Company at the next Friday.”
Writing Style
Writing style reflects the unique way an individual or organization expresses thoughts through language It encompasses more than just spelling, grammar, and punctuation; it includes word choice, sentence structure, and paragraph organization to effectively convey meaning While the foundational elements are often termed rules or mechanics, writing style pertains to the creative choices a writer makes Adhering to established English usage allows for significant flexibility in expression, ultimately aiming for clarity and engagement in communication.
Express the message to the reader simply, clearly, and convincingly;
Keep the reader attentive, engaged, and interested;
Demonstrate the writer’s skills, knowledge, or abilities
A comprehensive report reflects thorough research and analysis, while a brief report suggests a lack of effort Writers must recognize that reports differ from essays or literary works, requiring the use of specialized terminology and clear language Additionally, the quality of a report can be compromised by disorganized information and insufficient data, making it essential to present well-structured and detailed content.
At Tien Vinh Trading Investment CO., LTD, the sales staff exhibit a diverse writing style that reflects their individual personalities Reports—whether daily, monthly, or quarterly—are meticulously prepared using standardized forms, tailored to the performance of each salesperson and the reasons behind their results Overall, the business reports compiled from collected data adhere to a standard format and are rich in content Unfortunately, due to my limited internship experience, I was unable to access the company’s annual reports, which I consider a regrettable shortcoming for enhancing my thesis.
RECOMMENDATIONS AND SUGGESTIONS
Suggestion on improving vocabulary
A recent analysis revealed that 57% of reports from the Sales Department contained vocabulary errors, highlighting a significant issue among staff Reading is identified as the most effective method for expanding vocabulary, as it allows individuals to encounter words in context, making it easier to infer meanings rather than relying solely on memorization To combat the challenge of forgetting new words, regular review is essential, and staff should actively incorporate newly learned vocabulary into their daily tasks With each employee having access to a computer, utilizing tools like sticky notes can facilitate frequent exposure to new words, enhancing retention By consistently practicing and expanding their vocabulary, staff can reduce the likelihood of misusing words in their writing.
To enhance vocabulary retention, writers should create numerous associations with new words by linking them to familiar ones Connecting new words to their related family words not only aids in memorization but also facilitates vocabulary expansion For instance, when encountering a new term, relating it to known words can significantly improve recall and understanding.
The term "gargantuan," meaning very large, is synonymous with words like "gigantic," "huge," and "large." This allows us to categorize sizes as small, medium, large, very large, and gargantuan, providing a rich vocabulary for addressing challenges related to new words in English writing.
Enhance your vocabulary through interactive methods such as online vocabulary tests and word games, like those found at www.oxfordonlineenglish.com Additionally, consider exploring the "English Vocabulary in Use – Elementary" series by Michael McCarthy and Felicity O'Dell for structured learning.
- Pre-intermediate & Intermediate (Lynda Edwards with Stuart Redman) and English Vocabulary in Use – Upper – intermediate and advanced (Michael
McCarthy, Felicity O’Dell) could be a good reference material for those who want to study and improve their vocabulary.
Suggestion on improving grammar structures
As I analyze in the previous chapter, grammar is the basic elements of language Using a wrong grammar can lead to regrettable misunderstandings, so we need to be careful in using grammar structures To be better at English grammar, we have to practice doing grammar exercises regularly At Sales Department of Tien Vinh Trading and Investment CO.,LTD, a few staff do not have gasp knowledge about English grammar leading frequently – made mistakes in writing report particularly and in communication generally In this case, it is necessary to take part in English course for grammar lessons
Learners can enhance their English grammar skills through various online exercises available on multiple websites, which offer a wide range of topics and include answer keys for self-assessment Notable resources include http://lopngoaingu.com and http://www.tienganh123.com, popular among learners at all proficiency levels Additionally, reliable grammar books such as “English Grammar in Use” by Raymond Murphy, “Oxford Practice Grammar with Answers” by Norman Coe, Mark Harrison, and Ken Paterson, as well as the Grammar Practice series for different levels by Elaine Walker and Steve Elsworth, provide clear explanations and answer keys, making them effective tools for rapid grammar improvement.
Suggestion on improving writing skills
In Chapter 2, we highlighted the essential characteristics of a business report, emphasizing its significance due to potential serious consequences that can influence decision-making Therefore, it is crucial for writers to exercise careful attention to detail in order to avoid regrettable mistakes when composing a report.
Below are some common techniques collected from my experiences and previous studies to enhance report writing skills of Sales’ Department at Tien Vinh Trading and Investment Co.,LTD:
Define purpose of the report
A report serves to convey specific information, making it essential for the writer to clearly identify its purpose before beginning the writing process This approach not only saves time by reducing the need for extensive revisions but also ensures that the report maintains a clear and focused direction To effectively initiate the writing, employ investigative strategies that address the fundamental questions of Who, What, Where, When, Why, and How.
A business report should be clear and concise, focusing directly on the main topic without unnecessary deviations Always ask yourself, "Does this report accurately reflect the essence of my business?" to ensure relevance and clarity throughout the document.
Use right format of a business report
Making an outline for the report can help you create a clear structure to follow.
When crafting a business report, it's essential to start with a clear introduction that sets the stage for the content to follow Each section of the report should be outlined with brief descriptions that help organize your thoughts and enhance clarity Chapter 2 (2.5) provides a detailed structure for the report, allowing for flexibility based on the specific requirements of your business or the nature of the report It's important to note that certain sections may be omitted if they are not relevant to your objectives Conclude with a summary that reinforces the key points discussed throughout the report.
This chapter offers practical tips to enhance English vocabulary, grammar structures, and writing skills, specifically designed to assist the Sales Department staff at Tien Vinh Trading and Investment in overcoming challenges related to business report writing.
Business writing serves essential purposes, particularly in the creation of reports and commercial documents that facilitate bilingual communication globally The significance of business reports for companies is undeniable; however, mastering the skills required for writing these reports poses a challenge for many individuals, even for those proficient in mainstream English.
This study addresses the challenge of employees facing difficulties in writing business reports and aims to enhance their business correspondence skills My thesis offers valuable suggestions and solutions designed to help them overcome these challenges and improve the quality of their business letters.
This research marks my first experience in conducting independent studies, which inevitably involves mistakes and limitations The constrained timeframe and my capabilities made it challenging to conduct interviews with well-formulated questions and gather comprehensive insights into employee expectations Additionally, it is difficult to meet everyone's needs, as the collected expectations may not fully represent the diverse concerns of all employees within the company Despite these challenges, I believe that my thesis, "Difficulties in Writing Reports in the Sales Department of Tien Vinh Trading Investment Limited Liability Company," will provide valuable insights for both internal and external staff, as well as for others in the foreign trade sector I hope this research will serve as a useful reference for enhancing the quality of English business report writing for all.