INTERNSHIP REPORT Vnlogs export and import joint stock company

THUONG MAI UNIVERSITY FACULTY OF ENGLISH  INTERNSHIP REPORT Company VNLOGS EXPORT AND IMPORT JOINT STOCK COMPANY Supervisor Ha Thi Vu Ha Student Tran Thi Thao Class K54N6 Student Code 18D170286 H[.]

THUONG MAI UNIVERSITY FACULTY OF ENGLISH - - INTERNSHIP REPORT Company: VNLOGS EXPORT AND IMPORT JOINT STOCK COMPANY Supervisor : Ha Thi Vu Ha Student : Tran Thi Thao Class : K54N6 Student Code : 18D170286 Ha Noi, 2021 ACKNOWLEDGEMENTS We cannot deny the truth that every success is associated with support or assistance, whether it is more or less, directly or indirectly from the others First of all, with the introduction of Thuong Mai University and the approval of the board of directors of VNLOGS Import and Export Joint Stock Company, I was able to be an intern at the company After one month, I received manifold knowledge to enhance my practical skills and my knowledge Especially, it brought to me a few valuable experiences about applying business English when working in such a real business environment Besides, I wish to express my appreciation to VNLOGS JSC, my boss and colleagues for the knowledge imparted during my academic tenure as well as for his advice and encouragement Finally, I would like to express my gratitude toward teachers at the Faculty of English – Thuong Mai University in general and Ms Ha Thi Vu Ha, my supervisor in particular who instructed and supported me a lot to fulfill the report Many thanks for all your help and best regards Ha Noi, 15th January, 2022 Student Tran Thi Thao i TABLE OF CONTENTS ACKNOWLEDGEMENTS i TABLE OF CONTENTS ii LIST OF TABLES, DIAGRAMS AND IMAGES iii LIST OF ABBREVIATIONS iv INTRODUCTION v CHAPTER 1: OVERVIEW OF VNLOGS EXPORT AND IMPORT JOINT STOCK COMPANY 1.1 General introduction of VNLOGS 1.1.1 General introduction of VNLOGS 1.1.2 Formation and development 1.1.3 Fundamental business Activities 1.1.4 Organizational structure 1.1.5 Some business results in the period of 2019-2021 1.2 Information of intern department- Docs Dept CHAPTER 2: PROCESS INTERNSHIP 2.1 Detail information about the internship process 2.2 Challenges and lessons learned 2.2.1 Difficulties 2.2.2 Personal experiences acquired 11 CHAPTER 3: REALITY OF ENGLISH USAGE 12 3.1 English usage at the company 12 3.2 Proposing solutions to problems using English 13 CHAPTER 4: SUGGESTED THESIS TOPICS 15 CONCLUSION vi REFERENCES vii ii LIST OF TABLES, DIAGRAMS AND IMAGES No Name Content Image Logo of VNLOGS Export and Import Joint Stock Company Diagram 1.1.3 Organizational chart of VNLOGS Table 1.1.5 Business results in the period of 2019-2021 iii LIST OF ABBREVIATIONS No Abbr word Lengthen word VNLOGS VNLOGS Import and Export Joint Stock Company WTO World Trade Organization Dept Department HR Human resources Docs Documentations Ops Operations CO Certificate of origin A/N Arrival Notice D/O Delivery Order 10 Etc Et cetera 11 PL Packing List 12 CI Commercial Invoice 13 BL Bill of Lading 14 TT Telegraphic Transfer 15 LC Letter of credit iv INTRODUCTION To the extent that increased incomes will increase the range of choices and capabilities enjoyed by households and governments, economic growth will enhance human development In the other words, the economic growth is more increasing, the human needs are higher Therefore, the appearance of logistics meets the needs of transnational transportation, storage, supply of goods and helps people make the best use of resources If logistics were only used within a small range in the past, now it can be said that logistics is the blood circulation of the world economy when it represents the integration of communications, transportation, inventory, warehousing, delivery of raw materials, and packaging In 2007, Vietnam marked a major turning point when it became the 150th member of WTO It created conditions for stimulating the exchange and trade exchange between Vietnam's economy and the world day by day The logistics industry has also grown since then Many logistics companies were born, taking on many roles in transportation, freight forwarding at home and abroad With that advantage, in 2015, VNLOGS Import-Export Joint Stock Company was officially established Following the development of many other logistics companies, operating in the field of transportation as well as customs clearance On the other hand, one of the important characteristics of logistics is the implementation of international transportation transactions, between these countries with other countries, so it is necessary to have a tool to exchange and carry out commercial transactions business, that's Business English Therefore, it is possible to confirm more about the great role and importance of Business English in today's integrated economy Acknowledging that importance, I have decided to choose VNLOGS Import and Export Joint Stock Company as a place where I have conditions to learn, experience a practical working environment, enhance my knowledge and skills of English Therefore, all of the experience and meaningful lessons at VNLOGS will be shared through this internship report I hope the report will be a testament to the achievement that I have gained in the internship program, to help me complete an intern course best and lead to the right path for my future career v CHAPTER 1: OVERVIEW OF VNLOGS EXPORT AND IMPORT JOINT STOCK COMPANY 1.1 General introduction of VNLOGS 1.1.1 General introduction of VNLOGS VNLOGS was officially established on September 21, 2015 and put into operation by a team of professional and experienced founders • Name: VNLOGS Export and Import Joint Stock Company • Transaction name: VNLOGS., JSC • Type of business: Joint stock company • Tax Code: 0107001486 • Address of Headquarter: No 8B Phu Minh, Co Nhue Ward, Bac Tu Liem District, Hanoi City • Legal representative: Mac Huu Toan • Website: vnlogs.com • Email: toanvnlogs@gmail.com • Tel: 0987287988 Image Logo of VNLOGS Export and Import Joint Stock Company 1.1.2 Formation and development Through the initial difficult time of building the organizational structure system, VNLOGS has been constantly growing and developing rapidly and highly appreciated by importers and exporters for the company's variety of logistic transportation services thanks to practical experience for many years With the main function of forwarding and transporting goods by sea and by air, VNLOGS operates as a forwarder, not directly transporting goods In its early days, the company provided import and export entrustment services, document management, and logistics for domestic and international business At this time, the company mainly developed the logistics service route Korea - Vietnam Two years later, the company decided to move its new headquarters to Le Duc Tho street, Nam Tu Liem district with more modern equipment and space In 2016, the year of rapid market demand, VNLOGS continued to open more specialized inspection and licensing services Next year, the company deployed more export logistics services In 2018, a growing VNLOGS with the capital contribution of one shareholder The company continues to set up logistics services to import goods from China by sea, expand its scale and develop many new services such as customs and warehousing services, and adds more import entrustment services by sea At the present, VNLOGS not only builds a large customer network but also offers more high-quality services to meet the needs of many customer groups The company strengthens export and import operations in many markets such as Indonesia, India, Korea, Japan, the United States, and establishes a purchasing department to carry out activities of sourcing, ordering, and purchasing goods from China at the request of customers in Vietnam Along with the staff's constant efforts under the leadership of the Board of Directors, the company has gradually affirmed its position in the logistics market It is a prestigious partner of many businesses and representatives such as Woongjin, Viglacera, Taewoong Food, Babyhop, Cerato, KidsPlaza At the same time, the company also established a network of agents and shipping lines such as Smooth International Logistics Limited, Yang Ming, etc 1.1.3 Fundamental business Activities Functions and duties of the business Functions: VNLOGS is a company that performs the functions of transportation, forwarding, importing and exporting goods, consulting, agents etc for domestic and foreign businesses operating in the field of transportation, forwarding and exports of goods Some main functions: • Perform work related to the process of transportation and delivery of goods: loading and unloading goods, carrying out customs procedures, delivering goods to the carrier for transport to the specified place, receiving import and export entrustment, coordinating • Cooperate with domestic and foreign organizations to carry out transportation, delivery of import and export goods, diplomatic goods, goods in transit, goods at trade fairs and exhibitions, documents • Trading in other types of goods The main task: • Building a plan and organizing the implementation of the Company's business services according to current regulations Focusing on preserving and developing the company's capital, bringing the highest profit; To properly and fully comply with all taxes for the State • Carrying out the delivery and transportation of goods by advanced, reasonable and safe methods on channels and routes, ensuring safe goods within the scope of their responsibilities • Together with businesses in the same field, complete the supply chain to meet the increasingly diverse business needs of customers, domestic and foreign partners • Focusing on training and improving the professional qualifications of staff, in order to always have enough capacity to serve the development process of the company now and in the future, it requires all employees together with the management board The company's leaders must strive to work hard, promote creativity and dynamism at work Continuously improving service quality to bring the best satisfaction to customers Goods and services of the company According to the announcement of establishment registration of VNLOGS ImportExport Joint Stock Company, the main business areas include: - Other service activities related to transportation (main business lines) - Commodity import and export entrustment - Some other fields VNLOGS provides customers with the following main services: - Customs services: the company provides services such as declaration and customs clearance for the shipment, representing the business in carrying out the goods inspection procedures, applying for specialized licenses (if any), etc - International shipping services: with a network of agents in foreign countries, VNLOGS provides sea freight services for full containers, retail containers, doorto-door delivery services, etc - Energy labeling service: the company provides the service of certifying that the goods are not subject to testing Energy efficiency and energy labeling, the service of taking samples for testing Energy efficiency and the service of applying for declaration of stickers fast energy label - Import and export entrustment service: is to receive import and export entrustment, to represent these businesses and individuals to carry out import and export activities - Acting as an agent for foreign shipping lines and carriers and serving foreign ships entering Vietnamese ports 1.1.4 Organizational structure There are four main departments in the company, namely Purchasing, Sales & Marketing, Logistics, Finance- Accounting- HR Dept Each dept has its duties which always support others with the same aim to help the company develop and increasingly reinforce its position in the market Board of Directors Board of Managers Sales & Purchasing Marketing Logistics Finance– Accounting– HR Docs Ops Diagram 1.1.3 Organizational chart of VNLOGS Specific tasks of each department - Board of Directors: They will be the management agency of the company, having full authority to decide on all issues related to the rights and obligations of the company, as well as the right to decide on development strategies, organizational structure model, the establishment of subsidiaries, branches of the company - Board of Managers: In general, the director has to run the company's day-to-day operations and be responsible to the board of directors for the performance of assigned rights and obligations, is also a source of customers for the company And the deputy director is mainly responsible for logistics, purchasing and sales dept - Purchasing Dept: is accountable for sourcing and placing orders according to customer requirements It is also in charge of negotiating, selecting and managing suppliers; managing, tracking and reporting related to purchasing activities - Sales & Marketing Dept: finding new customers through the main channel: Facebook, taking care of customers by making an appointment at the company Offering rates and services of the company and coordinating with other depts to bring goods back, handle problems if any, and notify customers about the status of the shipment Besides that, they are running advertising programs to find potential customers, managing a large group on Facebook "Import-Export-Logistics Community" and the company’s website - Logistics Dept: + Docs dept: managing and storing documents and official documents, making customs dossiers and necessary official documents to help the forwarding department successfully complete the assigned work; is responsible for booking ships, freight, issuing bills, delivery orders, making documents, making notices of incoming goods, contacting customers, shipping agents + Ops dept: • Transmit customs declaration • Do C/O and other specialized licenses • Support to pay taxes, clear export goods or pick up goods at Customs SubDepartments outside the border gat, airport, port - Finance-Accounting-HR Dept: • Financial officer - accountant: supervise the financial revenue and expenditure according to the provisions of current law, make financial balance plan, calculate business performance; strictly comply with the state's policies on finance, insurance, tax, depreciation, and salaries for the office, settle debt collection, organize accounting, finalization and periodical reports • HR officer: Organize and manage human resources in the company, in charge of labor recruitment, timekeeping, health care, insurance, building working regulations, informing employees' rights and obligations 1.1.5 Some business results in the period of 2019-2021 Year Revenue (VND) Increase compared Profit (VND) to last year (%) 2019 63,184,390,000 9,477,658,500 Increase compared to last year (%) 2020 88,992,756,000 40.84611 12,903,949,620 36,15124 2021 93,399,709,000 4.95204 14,943,953,440 15,80914 Table 1.1.5: Business results in the period of 2019-2021 (Source: Accounting Department of VNLOGS) In the context of the Covid-19 pandemic with complicated happenings, looking at the business results table, it is clear to see that the business activities of VNLOGS in particular and the import-export and logistics service companies, in general, are heavily affected In 2020, the company's revenue increased by 40,84611% compared to 2019, while the growth percentage in revenue in 2021 only increased by 4,95204% However, in the context of the decline in global production and export, the business still continued an increase in revenue and profit, increasing by 15,80914% compared to 2020 It proves that to get such results, the enterprise had to try a lot in cutting business costs in parallel with expanding its field of activity with the aim of maintaining such growth This is the result of the shift when the additional payment from a few hundred to thousands of dollars per container has pushed up export costs suddenly, these amounts are not anticipated and the increase is so high that enterprises are at a high risk of loss In a situation of record-high freight rates, enterprises have shifted the structure of goods that usually go by sea from China to by land Expand and find many road agents in China This shift in demand is a big step forward in the company's operations in the future, reducing costs and reducing delivery time Although the organization and management apparatus of enterprises is still weak, so in general, cannot have enough strength to compete with large domestic companies, in that difficult situation, with the best efforts of the company's staff, with the brand recognized by partners and customers for many years, VNLOGS has come up with its own strategy to hit the niche market in order to exceed the target revenue target In brief, the business and financial production situation of the company in recent years is quite good 1.2 Information of intern department- Docs Dept When I joined the internship program at VNLOGS, I had the opportunity to work in the Logistics Dept as a documentation intern and Mr Dao Quang Anh guided me throughout my internship program Docs is an important dept in the logistics industry, the job is to make import-export documents such as bill, arrival notice, invoice, packing list for the company's customers The job requires us to have experience and good relationships in case there may be problems with shipments that are difficult to clear customs and work with state agencies We will also work with customers, consulting customer care about administrative procedures, especially related to tax exemption and reduction, applying for quota permits, bills of exchange Finally, it is particularly necessary to check carefully with the procedures and documents before being delivered to customers and related parties CHAPTER 2: PROCESS INTERNSHIP 2.1 Detail information about the internship process - Internship time: From December 27th, 2021 to January 21st, 2022 - Internship schedule: Time of working: Monday to Friday; 8.30 am to 5.30 pm No Time Main Activities Week From December - Contact with the company, start participating in 27th, 2021 to the internship at VNLOGS and Docs Dept January 2nd, 2022 - Work with the supervisor in setting up a schedule of activities for the internship process - Learn company history and establishment, the achievements and activities occurring on the daily, basic rules and research about departments, functions of each department, business lines - Assigned to work in Docs Dept at the company - Research on logistics, import and export procedures, customs procedures to make declarations for commodities - Copy and print documents Enter the data Week From January 3rd - Began with the necessary documents used during to January 9th the process such as sales contract, BL, CI, CO, … - Check documents - Study the international methods of payment such as LC and TT - Write an email to send customers Week From January 10th to January 16th - Check the validity of documents - Customs clearance via using ECUS5VNACCS digital software - Make customs declarations for some current consignments of the company - Complete the set of documents as required in the LC Print and get the sign of the company leader - Observe the vessel booking process and complete port procedures - Enter the data and make report (cargo report and CO report) Week From January 17th to January 21st - Work related to documents, records, and currency transactions - Update the notice of shipment and get DO from the shipping line - Contact via email with some customers and support them to make necessary documents and declare their consignments - Submitting my weekly reports to my supervisor on Saturday of each week by email or social network - Participate in tasks related to the coordination between depts - I wrote and accomplished my internship report 2.2 Challenges and lessons learned When I interned at VNLOGS, I faced a lot of challenges in terms of both knowledge and skill, but it also provided me with invaluable experience and lessons for my future career 2.2.1 Difficulties There were quite a lot of different things to do, and because of the workload, for the first weeks, it was very difficult for me to adapt to the work About knowledge difficulties There is a little anxiety and confusion about my knowledge My major is Business English, so my knowledge of the logistics field is limited There is much knowledge which I need to study and practice more often As a result, I needed to be trained, which took time-consuming and required me more effort than ever to be able to serve the work However, I had opportunities to apply my studied knowledge on work including business correspondence, translation, English grammar, etc I realized that business correspondence had supported me a lot in work I was assigned to respond to our clients by email However, my English in this field was not enough, so I should study logistics and import-export English further A short course of import and export was necessary for the work to make a set of business documents, negotiated with foreign clients on the commercial terms of the business contract The documents that need to be translated include a lot of specialized vocabulary and phrases For the first week, it took a lot of time to complete the translation I had to look up vocabulary and consult many other employees About skill difficulties My office information skills are totally inadequate My knowledge of office computers and machines such as printers, copiers and fax machines, is not good, so I have to spend a lot of time on them In addition, I must be responsible for completing the assigned task within a predetermined period of time, I must also manage the time properly such as arriving on time, and be able to understand well the tasks given by the supervisor Besides, when I was in my university, the environment I interacted with was friends of the same age In contrast, while working, there are many older people than me I also encountered problems in communicating with them because of the generation gap as well as their habits and interests It also impacted my work performance because I lacked confidence Working with experienced people, I sometimes did not dare to express my opinions and felt embarrassed when I wanted to ask for their feedback 10 2.2.2 Personal experiences acquired I’ve got a lot of extremely valuable working experience and soft skills I deepen my understanding of known problems, expand, and absorb new things, develop the ability to link problems together to learn creatively They will expand a new insight or a golden opportunity for my real job in the future First of all, the lesson in terms of skills is to be proactive and confident In the real environment, the initiative will assist you with everything from greeting and getting to know people to actively researching work, looking for instructors, and asking questions and solving problems Furthermore, it supports you in quickly overcoming your limitations and obtaining more useful information This also boosts your self-confidence Because you have a basis to communicate with colleagues, it will create interaction and socialization with your colleagues as well as an opportunity to accumulate more for work Moreover, the internship also allowed me to improve the knowledge and skills For instance, I got a profound insight into international trade such as import and export procedures, logistics processes as well as customs procedures In particular, I can access documents that are necessary to declare every consignment, including BL, CI, Sales Contract, PL, CO… Skills that I receive from here are teamwork, problemsolving skills, email writing skills with the right language I know that what I learned was by no means profound, it would certainly be a good foundation for me to explore and expand myself in order to be a useful person to my employers in the future 11 CHAPTER 3: REALITY OF ENGLISH USAGE 3.1 English usage at the company In the past few years, Vietnam’s economy has strongly integrated into the global one, causing increasing demands of high-quality human resources that has not only a thorough understanding of specialized affairs but also good foreign languages and soft skills English has fast become the most widely used language in the world of trade and commerce It's called a key offering more opportunities to expand business scale, seek more investors, partners and exploit new markets to improve profitability and production efficiency To adapt as well as develop sustainably and long-lasting among the competitive market, many companies encourage their staff to use English in the workplace Performing mainly in the export-import logistics sector, like other companies, VNLOGS takes this language priority when working with foreign partners In each department, staff can use English at all different levels from basic to advanced However, only about 45% of the company's employees can communicate fluently in English Only employees in departments working with foreign partners (mainly Sales Dept and Docs) use English many times The Docs Division has included persons who use completely English in checking documentation, foreign transactions, negotiations, and customer services daily Other department staff can only read and understand basically because of their work content and not often use it This is one of the limitations of using English in VNLOGS The company does not focus on exploiting the potential of staff in using English in some depts such as accounting – finance, HR Most of the staff are limited in their ability to communicate They can only use English in writing transactions, via e-mail, but not in fluent English to communicate with foreign customers or partners Poor listening and pronunciation: Many employees cannot understand any information when the foreign partner speaks and most of the staff have had a lot of errors in pronunciation Many English terms in the business of export-import logistics, transaction, negotiation is quite new with the staff who not study economics Hence, negotiating transactions or drafting economic documents is still difficult In Docs dept, these transactions which use English are mainly related to exchange, payment, logistics, and forwarding through business correspondence, email between 12 the company and foreign partners The job uses writing skills and business correspondence knowledge more than the rest of English skills However, over time, other skills that are rarely used and practiced will gradually weaken 3.2 Proposing solutions to problems using English Due to the fact that the staff of Docs Department in particular and all divisions in general use English regularly, it is very necessary to support them to improve English at all levels, all skills (listening, speaking, reading, writing) Here are some ideas that can be implemented to improve the current situation: For employees Firstly, you should be aware of the significance of learning English: It can assist them in their work and provide numerous opportunities for future development They should then define their goal and make their plan to achieve it For me, good English skills are demonstrated by the usage of the language correctly, well, and fluently The term "correct" refers to the use of correct grammar and pronunciation Let's learn from basic to advanced For instance, for pronunciation, first pronounce sounds, words, and sentences; then learn how to connect sounds and intonation up and down This criterion is easy to self-study because of the popularity of the Internet There are many good materials available; all you must is choose which ones are appropriate for you and learn from them "Good" is knowing when and where to use words The ability to use English as a second language and communicate with other English speakers is referred to as "fluency." The “correct” criterion is academically inclined, implying hard work and self-study to achieve results However, being "good and fluency" will necessitate a practical environment Here are some ideas I have for improving these two criteria: To begin, you can make friends and chat with foreigners on Facebook, WhatsApp, and other social media platforms This will help you to create an Englishspeaking environment Second, install both an English-Vietnamese and an EnglishEnglish dictionary to clearly understand the meaning and context of words Next, make it a habit to read and watch English newspapers or videos to be interested in the language After that, look for content that is relevant to your field For example, to improve my knowledge of import and export, I frequently read and comprehend 13 articles on the websites "internationaltradenew.com" and "theEconomist.com." In my spare time, I will watch the YouTube series "Learn English with TV." This helpful program is simple to keep track of because it explains the meaning of the words and provides examples of how to use them in different situations For the company The company needs to take measures to improve the English skill of their staff VNLOGS should organize classes which will focus on teaching English to communicate, negotiate, write emails and draft contracts to turn this language into an effective business tool Next, hold quarterly exams to know the qualifications of your employees so that you can make timely and appropriate adjustments Gifts will be given to those who have performed well Simultaneously, they will accumulate points to raise the employee level, creating opportunities for their career advancement Second, it is essential to encourage them to use English as much as possible in the workplace On exceptional occasions, the organization can construct a mini-exam for the entire team and award those who have shown significant progress in English communication This will help improve the staff's English proficiency and the efficiency with which they use English It also creates a playground for employees and stimulates a passion for foreign languages in each individual Next, improving recruitment standards in terms of English proficiency is also important For example, the company exclusively employs people with TOEIC 650 or IELTS 5.5 or higher and regularly tests employees' English proficiency to check their proficiency It is essential to evaluate realistically, objectively, prioritize candidates with good foreign language communication skills It also helps to enhance the company's working environment In general, VNLOGS should have plans to improve the whole company’s English level The most important thing is that directors should create an environment and favorable conditions for them to practice English By this way, the company’s performance would be advanced 14 ... representative: Mac Huu Toan • Website: vnlogs. com • Email: toanvnlogs@gmail.com • Tel: 0987287988 Image Logo of VNLOGS Export and Import Joint Stock Company 1.1.2 Formation and development Through the initial... vii ii LIST OF TABLES, DIAGRAMS AND IMAGES No Name Content Image Logo of VNLOGS Export and Import Joint Stock Company Diagram 1.1.3 Organizational chart of VNLOGS Table 1.1.5 Business results... gained in the internship program, to help me complete an intern course best and lead to the right path for my future career v CHAPTER 1: OVERVIEW OF VNLOGS EXPORT AND IMPORT JOINT STOCK COMPANY 1.1