TABLE OF CONTENTS INTRODUCTION ii LIST OF TABLES AND DIAGRAMS iii List of abbreviations iv CHAPTER I AN OVERVIEW ABOUT VIET TOWEL COMPANY LIMITED AND IMPORT EXPORT DEPARTMENT 1 1 1 General introductio[.]
TABLE OF CONTENTS Currently, in the context that many large, medium, and small investors from developed countries are gradually turning to invest in Vietnam This is not only a great opportunity but also a difficult challenge for Vietnam when reaching out to the world A number of foreign enterprises in Vietnam have stepped up to fulfill the demand for high-quality human resources Therefore, knowing English is an indispensable requirement of highly skilled workers in order to meet the constantly renewed technological processes, and knowing foreign languages is also a necessary ability for modern Vietnamese Being recommended and allowed by English Department – Thuongmai University, I have gratefully experienced as an intern in the import-export department of Towel Viet Company Limited Under the dedicated support and guidance of managers and colleagues in the company, I enabled to apply the knowledge obtained at university into practice, meanwhile collecting basic information to complete the internship report I would like to express my gratitude toward teachers at the Faculty of English – Thuongmai University as well as the managers and colleagues in Viet Towel Company Limited for guiding me to complete the internship report and through their valuable lectures, through which I have gained a lot of knowledge, methodology, and techniques Because of the limited practice time, also limited skills, the report is certain to have some mistakes I look forward to receiving comments and suggestions in order to perfect my internship report Hanoi, October 15, 2021 Student Nguyen Thi Thuy Hang 1 LIST OF TABLES AND DIAGRAMS No List Image 1.1 Diagram 1.1 Content Page Logo of Viet Towel Company Limited Organizational structure chart of Viet Towel Company Limited LIST Table 1.1 Diagram 1.2 Revenues of producing pesticides in Viet Towel Company Limited Organizational structure chart of import-export department ABBREVIATIONS - Co., LTD VND No CEO Limited Company Viet Nam dong Number Chief Executive Officer OF 3 CHAPTER I AN OVERVIEW ABOUT VIET TOWEL COMPANY LIMITED AND IMPORT-EXPORT DEPARTMENT 1.1 General introduction about company 1.1.1 General introduction - Name: VIET TOWEL COMPANY LIMITED - Head office: No 4, Alley 101, Nghia Tan Street., Nghia Tan Ward, Cau Giay District., Ha Noi, Vietnam - Tax code: 0101829594 - Legal representative: Dinh Van Quang - Licensing day: 30/11/2005 - Operating day: 30/11/2005 - Authorized capital: 10 000 000 000 VND 1.1.2 History of formation and development Established in 2005, Viet Towel Co., Ltd (KHAVICO) is a fashion, and garment company specializing in manufacturing and trading textile, fashion and handicraft products… exported to fastidious markets such as Japan, America Built on the core value of Equity - Respect - Creativity, KHAVICO increasingly asserts its prestige and brand in the international market Image 1.1 Logo of Viet Towel Company Limited With the orientation of export development, accompanying the development of the domestic market In 2013, KHAVICO developed traditional towel product lines under the PANSY brand, woven from natural cotton fibers (100% cotton, bamboo) Up to now, the "PANSY" brand has owned more than 15 products and is widely sold throughout the country 4 The company has been operating for 16 years and has reached many achievements More and more partners put their trust in KHAVICO and look forward to continuing co-operate in the future 1.1.3 Organizational structure CEO Deputy technical director Vice president of sales Marketing Department Planning Department Administrative Department Accounting department Diagram 1: Viet Towel Company Limited organizational structure Chief Executive Officer (CEO): The CEO has full authority to lead and manage the company on behalf of the board of directors and usually represents the company legally The General Director is responsible for the strategic direction of the company's operations and development of product lines in the market, setting up the management apparatus, building the company's culture, and performing financial activities Vice President of Sales The Vice President of Sales is the person who runs and manages all activities related to product consumption and customer care services Therefore, they are the effective arm of the Director, supporting the development of the business Technical Deputy Director 5 ImportExport Department The Deputy Technical Director is the person who helps the Director manage and administer the technical activities of the company or enterprise as assigned by the Director The Deputy Technical Director sets the goals and policies for the management of related departments Import and Export Department Import-Export Department is the department responsible for managing and controlling all activities of the supply chain at enterprises conducting international trade Advising customers on insurance, taxes and obligations, monitoring shipment performance to ensure regulatory compliance, maintaining customer relationships, assessing new sales and marketing opportunities Marketing department The marketing department is responsible for performing campaign management of marketing initiatives, services and ideas to meet the needs of the target market Furthermore, they create content that provides search engine optimization on the website, monitor and manage social media, perform market and customer research Accounting and Finance Department This is the department responsible for managing, controlling and accounting for the cash flow, income and expenses of the business, handling tax issues, and ensuring compliance with current regulations Administration Department: The administrative department aims to improve the capacity of office staff to manage and organize the office effectively and professionally, devise and develop appropriate office management strategies, improve management strategies appropriate assets and control the administrative budget Planning Department The planning department is responsible for advising, proposing, and developing programs and plans for the annual operation of the enterprise Manage and supervise the implementation of operational plans, signed contracts and check and accept completed results 6 1.1.4 Business results in the period of 2019 – 2020 No Criteria 2019 2020 Gross revenue 141,551,825,057 114,364,335,979 Revenue deductions 6,274,888,358 7,516,567,238 Net revenue 135,276,936,699 106,847,768,741 Cost of goods sold 118,407,022,724 87,807,919,853 Gross profit 16,869,913,975 19,039,848,888 Revenue from financial 180,462,134 activities Expenses for financial 2,450,496,377 activities - Interest expenses 2,124,528,711 126,588,140 Sales expenses 11,736,074,057 Business administration 3,447,275,255 expenses 3,761,595,268 10 Profit before tax 716,348,599 1,006,259,688 11 Tax expenses 143269720 140876357 12 Profit after tax 573,078,879 865,383,331 10,328,214,562 2,655,498,254 2,567,076,979 The company's revenue in 2020 is 114,364,335,979 compared to 2019 is 141,551,825,057, down 27,187,489,078 equivalent to a decrease of 19.21% This is a significant reduction in the revenue of the business The reason for the decrease in revenue of the business is due to the impact of the covid 19 epidemic It has caused the market's consumption to decrease, and the company's exports to foreign markets as well-encountered many difficulties However, the company's profits increased Through the above data, it can be seen that the company has applied many measures to reduce costs, increase profits, and stabilize the development of the company in difficult epidemic conditions 7 1.2 Import-export Department 1.2.1 Organizational structure of the department Purchaser Import- Export Manager Docs Staff f Diagram 1.2: Organizational structure chart of import-export department 1.2.2 Functions and responsibilities of the department Import-Export Manager: In the import and export department, the head of the import and export department supervises the activities and the import and export staff, directly gives the department's plan or direction, implements the strategy of the head of the department and distributes to the other employers Purchaser: This is the department in charge of input for the importing company The purchaser has the following duties: • Make plans to import goods, search for goods and suppliers at home and abroad, • propose to the Board of Directors to choose suppliers and partners Search, evaluate and propose to the Board of Directors to choose the most suitable domestic and foreign suppliers and partners to import goods • Supervisise, implement of closing orders, signing purchase contracts of both parties • Manage and track orders and contracts, coordinate with related departments to • ensure timely delivery and collection of money Solve problems arising in the import-export process Update information on legal documents related to Import-Export goods Documentation - Docs staff: 8 • Check the shipment import documents Make tax payment plan and coordinate with forwarders to clear the shipment; • Working with forwarders to arrange the release of goods, transfer of domestic goods to the warehouse • Monitor the progress of imported goods and support domestic sales in debt, domestic invoices, and payment plans CHAPTER II GENERAL INTRODUCTION ABOUT THE INTERNSHIP IN VIET TOWEL COMPANY LIMITED 2.1 Assigned task during the internship Viet Towel Company Limited is a fashion and garment company specializing in manufacturing and trading textiles, fashion and handicrafts, etc., which are exported to fastidious markets such as Japan, the US Therefore, KHAVICO's target customers include foreigners Therefore, as an employee working in the import-export department, I have to regularly interact with foreign customers, including partners and customers In the department, I receive help and guidance With the dedication of the managers and junior colleges in the company, I was able to apply the knowledge learned at the university into practice This is one of the important experiences that help me to improve myself and be able to apply for the job later 2.1.1 Support document translation management I assist the management in translating some financial statements, new goods lists, contracts, and other documents related to import and export activities I have translated documents from English to Vietnamese and vice versa Translating documents requires high accuracy of information of businesses and partners The length of each document is usually about two to three pages, so it requires high concentration and care 2.1.2 Assist in drafting commercial correspondence 9 In addition, during the internship period, I also had the opportunity to assist in writing various types of business correspondence This is the major that we studied at the University of Commerce It helps me a lot in completing my assigned tasks 2.1.3 Support order tracking I support tracking orders, contacting the carrier, and ensuring the delivery schedule according to the requirements, on time At the same time, monitor problems arising in the import and export process to report to management 2.2 Difficulties and experiences learned from the internship 2.2.1 Difficulty from the practice process During my time as an intern working at KHAVICO, I received valuable support and guidance from managers and colleagues But I can not avoid some difficulties in work due to a lack of experience The first and biggest difficulty that I encountered was that I had to practice online instead of going to an internship company Due to the complicated epidemic situation in Hanoi, I had to stay in my hometown and register for an online internship at KHAVICO Although it is the best way for the time being, it has many limitations I feel regretful that I not have the opportunity to work directly in a professional environment at KHAVICO Besides, an online internship is an obstacle for us in communication Mostly we still have to work through me to change the message I also have less opportunity to talk directly with foreign customers Because of that, the ability to communicate at work and work efficiency is not as expected The second difficulty was that I was quite stressed in the first days of my internship, so my work was not effective Although I am a student of the Faculty of English and have had access to a wide variety of documents and texts, I still have difficulty understanding the terminology of the main business areas Some terms used in the field of production, transportation, tax policy They make me confused when translating It is difficult for us to understand the meaning of economic terms If we are not careful, we can misinterpret that meaning and provide inappropriate information to managers and customers After a while of trying, I got used to it and completed the assigned task quite well 10 10 Next, writing or replying to partners’ emails and letters and organizing a working schedule is not easy for me It requires knowing the rules in responding to emails or letters from partners and customers Using the right words, sentences and structures are relatively difficult When responding to an email or letter of complaint, they require tact and intelligence to go both ways So it requires a lot of behavioral skills 2.2.2 Experience learned from internship: As an intern at KHVICO for weeks, I have applied a lot of English-related knowledge learned at school to work I have accumulated valuable work experience and soft skills At the same time, I have many opportunities to improve my knowledge and experience in the field of import and export These valuable experiences will be a solid foundation for me to continue moving up the career ladder in the future Here are some of the experiences and skills I gained during this internship: Firstly, the online internship has helped me develop my ability to adapt to working situations Instead of working offline as traditional, I have experienced a new type It has helped me practice other skills such as remote working, computer skills, self-study skills, etc Next, I had the opportunity to support the import-export department in dealing with foreign customers, which helped me improve a lot of my English skills, such as reading and writing skills I became familiar with the structure, grammar in the article, and how to effectively enrich my vocabulary It has made it easier for me to translate documents, books, or write business correspondence afterward Besides, when supported in translating documents related to import and export, I also know how to handle certain types of documents, contracts, reports and have some understanding of national laws and regulations for goods before exportimport I also learn common English phrases and specialized words in official documents I believe that the experience I gain from the accounting support job will be an advantage for me to improve my qualifications with future employers 11 11 CHAPTER III THE REALITY OF ENGLISH USAGE IN VIET TOWEL COMPANY LIMITED 3.1 The use of English in reality Today, English is considered a global language Currently, 50 countries are using English as the main language, and nearly 80 countries using English as a second language In the past few years, Vietnam's economy has strongly integrated into the global economy, resulting in an increasing demand for high-quality human resources who are not only knowledgeable in the field but also have good foreign skills, language, and soft skills English plays an extremely important role in every business It is a key that brings many opportunities to expand business scale, find more investors, partners and find new markets of enterprises… thereby improving profits and production efficiency With the development towards foreign markets of Towel Viet Co., Ltd., the development of human resources capable of using English is increasingly focused Especially required to write business correspondence, transactions, and interactions in English Employees of the ImportExport Department at KHAVICO are required to be fluent in English such as communicating, writing commercial letters, drafting contracts, and negotiating in a business environment in English Although I only spent weeks working at KHAVICO, I noticed that the company has many colleagues who are very good at English Especially when the company organizes events related to English, I have seen many brothers and sisters speak English like a native In addition, KHAVICO also develops a policy to increase wages and reward employers when employees have high English skills (TOIEC, IELTS, TOEFL ) However, the use of English at KHAVICO still faces many limitations because the English proficiency of the employees has not been focused on, and the English level of the employees is not equal Now, the company only has about 50% of its employees who can speak English Especially, in recent years, the needs of businesses expand abroad, most departments in the company use English But the 12 12 level of English usage is different between the departments and only focuses on the Import-Export department with the task of receiving and processing business contracts, drafting contracts, and writing negotiation emails Perform commercial transactions with domestic and foreign partners But in other departments such as administrative or accounting department, where employees not need to communicate directly with foreign customers, the staff's English level is not really good There is an imbalance between the English level of employees working at KHAVICO People who work in the accounting department mostly deal with numbers They not have many opportunities to communicate with foreigners Therefore, not many accounting staff can use English well Candidates applying for the accounting position not have to take an English entrance exam or have a specialized English certificate Therefore, it is not difficult to understand why the level of English among the faculties is not equal 3.2 Recommended solutions to improve English skill for employees working at Viet Towel Company Limited Recognizing the importance of English and the limitations that still exist, Towel Viet Co., Ltd needs to implement several policies to improve the English proficiency of its staff After a month as an intern, I'd like to make some recommendations to improve my use of English, including: The first is the solution for the company: KHAVICO should regularly organize short-term English courses not only to strengthen professional knowledge and soft skills but also to improve the English background for employees The training courses will focus on communication skills, negotiation, email drafting, contract drafting in English In addition, the company needs to create more opportunities for employees to communicate directly with foreigners The company should offer attractive salaries and bonuses for those with higher English proficiency to motivate other employees The second is an individual solution Each worker needs to raise their awareness of training and improve their English ability so as not to be left behind in society Being active in everyday communication is also an effective way to improve your listening and speaking skills Improving and increasing the use of 13 13 English in business is a necessary step, a premise for the development of yourself and the company in today's integrated economy CHAPTER IV PROPOSING THE TOPIC OF GRADUATION THESIS After an internship at the Import-Export Department of Viet Towel Company Limited, I realized that most of the staff can speak and listen in basic English, which is enough to communicate with each other However, when working with the task of writing business correspondence, not only me but also my classmates, I encountered many difficulties and confusion Therefore, I propose the graduation thesis: "A study on difficulties of students of the Faculty of English, Thuong Mai University in the process of learning Business correspondence.” CONCLUSION During my internship and research on business activities at Viet Towel Company Limited, I have acquired knowledge about the company's history and business activities, also the factors which affect the company’s business activities, 14 14 working environment, especially experience for my future job During my internship at the company's departments, I grabbed the opportunity to apply the knowledge learned at university into practice, especially communication skills and writing, reading comprehension Many difficulties have to be faced, many problems need to be solved However, I have also gained a lot of experience: to improve my English ability and improve myself and my abilities With the experience gained during the internship and my background knowledge, I made this report to find out some existing problems at the company and propose research problems I hope that it will contribute to the development of the unit in the future I would like to express my sincerest thanks to our supervisors at the Faculty of English – Thuong Mai University, and all managers and colleagues at Viet Towel Company Limited for helping me complete this report Hanoi, October 15, 2021 Student Nguyen Thi Thuy Hang REFERENCES I would like to express my gratitude to the following researchers for providing very useful information sources so that I could complete this report http://khavico.com/gioi-thieu-chung-ve-khavico.htm https://www.yellowpages.vn/lgs/1187858937/cong-ty-tnhh-khan-viet.html 15 15 16 16 ... Page Logo of Viet Towel Company Limited Organizational structure chart of Viet Towel Company Limited LIST Table 1.1 Diagram 1.2 Revenues of producing pesticides in Viet Towel Company Limited Organizational... INTRODUCTION ABOUT THE INTERNSHIP IN VIET TOWEL COMPANY LIMITED 2.1 Assigned task during the internship Viet Towel Company Limited is a fashion and garment company specializing in manufacturing... No CEO Limited Company Viet Nam dong Number Chief Executive Officer OF 3 CHAPTER I AN OVERVIEW ABOUT VIET TOWEL COMPANY LIMITED AND IMPORT-EXPORT DEPARTMENT 1.1 General introduction about company