THUONG MAI UNIVERSITY FACULTY OF ENGLISH
THUONG MAI UNIVERSITY FACULTY OF ENGLISH -🙞🙞🙞🙞🙞 - INTERNSHIP REPORT Company TOAN PHAT CONSULTING AND TRANSLATION COMPANY LIMITED Supervisor: Nguyen Thi Thuy Hanh Student: Tran Thi To Nga Class: K55N1 Student code: 19D170031 Hanoi, 2023 TABLE OF CONTENTS TABLE OF CONTENTS i LIST OF TABLES, DIAGRAMS AND FIGURES .iii LIST OF ABBREVIATIONS iv INTRODUCTION CHAPTER 1: GENERAL OVERVIEW OF TOAN PHAT CONSULTING AND TRANSLATION COMPANY LIMITED .2 1.1 General information 1.1.1 General information about TOAN PHAT CONSULTING AND TRANSLATION COMPANY LIMITED .2 1.1.2 The process of foundation and development of Toan Phat Consulting and Translation Company Limited 1.1.3 Business fields .3 1.1.4 Organizational structure of Toan Phat Consulting and Translation Company Limited 1.1.5 Functions and roles of departments in Toan Phat Consulting and Translation Company Limited 1.1.6 Human resources of Toan Phat Consulting and Translation Company Limited 1.1.7 Financial situation of Toan Phat Consulting and Translation Company Limited 1.2 Information about Translating Department .7 1.2.1 Roles of Translating Department 1.2.2 The tasks of Translating Department .7 CHAPTER 2: INTRODUCTION ABOUT INTERNSHIP PROCESS IN TOAN PHAT CONSULTING AND TRANSLATION COMPANY LIMITED 2.1 The tasks in internship process 2.1.1 Translating .9 2.1.2 Re-checking i 2.2 The difficulties and experiences in the internship process in Translating Department of Toan Phat Consulting and Translation Company Limited .10 2.2.1 The difficulties .10 2.2.2 The experiences 10 CHAPTER 3: THE REALITY OF THE USE OF ENGLISH IN TOAN PHAT CONSULTING AND TRANSLATION COMPANY LIMITED 12 3.1 The usage of English at work 12 3.1.1 The current situation of the usage of English .12 3.1.2 The advantages 12 3.1.3 The disadvantages 12 3.2 Solutions to improve the use of English in the working environment at Toan Phat Consulting and Translation Company Limited 13 CONCLUSION .16 REFERENCES 17 ii LIST OF TABLES, DIAGRAMS AND FIGURES No List Content Page Diagram Organizational structure chartof Toan Phat Consulting and 1.1 Translation Company Limited Table 1.1 Table 1.2 Table 1.3 Business results of Toan Phat Consulting and Translation Company Limited from 2018-2019 Business results of Toan Phat Consulting and Translation Company Limited from 2019-2020 Business results of Toan Phat Consulting and Translation Company Limited from 2020-2021 iii 6 LIST OF ABBREVIATIONS No Abbreviations English meaning Vietnamese meanings CEO Chief Executive Officer Giám đốc điều hành HR Human Resource Nguồn nhân lực VND Vietnam dong Việt Nam đồng No Number Số Etc Et cetera Vân vân hay thứ khác tương tự iv INTRODUCTION Currently, globalization is an inevitable common trend in countries worldwide; Vietnam is also joining this process to not be left behind The evidence is clear that Vietnam has increasingly integrated more deeply into the world economy in recent years And English has become a popular communication tool in many fields Therefore, there are many companies that apply English to their activities in the area of Consulting and Translation and Toan Phat Consulting and Translation Company Limited is one of them In recent years, with the advantage of being a company operating in the Consulting and Translation field, Toan Phat Consulting and Translation Company Limited has been less affected by the Covid-19 epidemic and has achieved many successes As a senior student at Thuong mai University, I was very fortunate to have the opportunity to experience the role of an intern at Toan Phat Consulting and Translation Company Limited during my internship After the internship period, with the help and guidance of the leaders and staff, I have the chance to gain hands-on experiences and apply the knowledge learned to practice and complete my internship report I would like to express my deep gratitude to the lecturers at the Faculty of English, Thuongmai University, and the manager and staff of Toan Phat Consulting and Translation Company Limited who assisted me in finishing this report However, given my limited time and experience as well as the fact that this was my first exposure to a real job, my report inevitably contains some mistakes I look forward to receiving comments and suggestions from the lecturer to make my internship report perfect Hanoi, February 10th, 2023 Student Tran Thi To Nga CHAPTER 1: GENERAL OVERVIEW OF TOAN PHAT CONSULTING AND TRANSLATION COMPANY LIMITED 1.1 General information 1.1.1 General information about TOAN PHAT CONSULTING AND TRANSLATION COMPANY LIMITED Toan Phat Consulting and Translation Company Limited is a Hanoi-based company specializing in consulting, providing information about studying abroad, immigration procedures, financial proof, Visa application, housing arrangements, and finding part-time jobs for students while studying abroad In addition, this is also a professional translation company that provides translation services in many different fields including business, advertising and technical, legal terms etc Toan Phat Consulting and Translation Company Limited always strives and tries its best to bring to customers the best quality service - Name of company: Toan Phat Consulting And Translation Company Limited - Type of company: Company Limited - Address: No 60 Nguyen Phong Sac, Dich Vong Ward, Cau Giay District, Hanoi City - E-mail: dichthuattoanphat@gmail.com - Tax code: 0107122427 - Phone: 0973709023 1.1.2 The process of foundation and development of Toan Phat Consulting and Translation Company Limited Toan Phat Consulting and Translation Company Limited was established on November 18, 2015, under the legal form of a Company Limited, with business registration number 0107122427 released by the Hanoi Department of Planning and Investment The company headquarter is located at No 60 Nguyen Phong Sac, Dich Vong Ward, Cau Giay District, Hanoi City After more than years of development, Toan Phat Consulting and Translation Company Limited has constantly strengthened its brand, affirmed its credibility with experienced personnel, successfully consulted and provided the useful information to serve millions of customers, and bring professional translations to users Over the years, Toan Phat Consulting and Translation Company Limited has helped many Vietnamese students study abroad by selfsufficiency and scholarships, not only sending them to study abroad, the company also cares a lot about academic results and their future after graduation Therefore, Toan Phat Consulting and Translation Company Limited is always evaluated as a reliable, professional, responsible, friendly and effective partner by representatives of international schools, foreign embassies in Vietnam 1.1.3 Business fields - Consulting and providing information about study abroad - Searching and helping to apply for scholarships, low tuition fees which are suitable for the financial ability of each student's family - Consulting immigration procedures, financial proof, visa application, housing arrangement and overtime job search for students while studying abroad - Translating the personal documents and records such as academic records, degrees, certificates, transcripts, birth certificates, household registration, passports, identity cards, identity cards and visa application for studying abroad, etc - Translating documents related to businesses such as: contracts, bidding documents, accounting documents, legal licenses, import and export documents and marketing documents, etc 1.1.4 Organizational structure of Toan Phat Consulting and Translation Company Limited The company was established with many departments headed by Mrs Phan Thi Que, the company's CEO and founder The company includes departments: Accounting, Sales, Human Resources, Marketing, Translating, Notarizing and Content department, etc CEO Human Resources Content Sales Translating Other departments Accounting Marketing Notarizing Diagram 1.1: Organizational structure chart of Toan Phat Consulting and Translation Company Limited 1.1.5 Functions and roles of departments in Toan Phat Consulting and Translation Company Limited Accounting Department: Be responsible for all human resources, revenues, expenditures and profits of the company ; settle regimes - policies - wages for employees Human Resource Department: In charge of administration and human resources; organize contests to recruit employees into the company; organize training for officials and employees according to the training plan; liaise with government agencies to deal with assigned tasks; store documents related to the establishment of the company maintaining employee records Content Department: Be responsible for creating the documents about financial proof, content of visa application for studying abroad, etc Learning about the education systems of advanced countries to provide the students with useful and practical study programs, helping the students to apply for scholarships, low tuition fees which are suitable for the financial ability of each student's family Marketing Department: Be responsible for marketing, graphic design, building the brand, designing posters to advertise the company more widely Translating Department: Be responsible for translating personal documents, visa application, academic records, degrees, certificates, transcripts, birth certificates, household registration book, passports, citizen identity cards, identity cards, labor export, and some contracts, bidding documents, accounting documents, company capacity records, legal licenses, import and export documents, marketing documents from the enterprises and customers etc Notarizing Department: Be responsible for notarizing documents in many fields from economy, construction, information technology, legal, electricity electronics, tourism, medical - pharmaceutical industry to oil and gas industry, finance and banking, engineering, Marketing, education and training, etc 1.1.6 Human resources of Toan Phat Consulting and Translation Company Limited For Toan Phat Consulting and Translation Company Limited, people are always the core factor forming the identity of the organization and are considered the most valuable capital, deciding all other resources The company currently has 35 full-time employees and more than 10 trainees in different departments Of these, all staff graduated from University or above For each specific activity, the company has a team of professional, creative, and enthusiastic staff The company has employees with many years of working experience, they have high professional capacity The company also has employee training courses, helping them to learn and gain more knowledge and skills The qualifications, expertise and working skills of employees have been gradually improved, and the human resource structure has been gradually improved to match the company's development orientation In addition, the company has young human resources in terms of age and profession They can learn and apply what they have learned in practice in a flexible way The working environment in the company is healthy and friendly, facilitating employees to exchange and learn from each other's experiences 1.1.7 Financial situation of Toan Phat Consulting and Translation Company Limited Toan Phat Consulting and Translation Company Limited was established in 2015, and up to now, after more than years of operation, the company has made significant development steps, growing in terms of human and financial resources and increasingly gaining a foothold in the market In addition, according to information from the accounting department, the company's revenue is always quite high It can be seen that the company is developing very quickly and is increasingly standing in the market Unit: VND % increase (+) Criteria 2018 2019 The total value of assets Net Revenue Profits from business 62,186,762,960 18,989,069,924 70,023,378,839 29,297,644,773 decrease (-) 0.13 0.54 1,160,707,543 5,327,008,357 3.59 (223,294,628) 937,412,915 0% 4,203,323 5,331,211,680 10% -1.02 4.69 activities Other profits Profit before tax Dividend payout ratio Table 1.1: Business results of Toan Phat Consulting and Translation Company Limited from 2018 – 2019 Unit: VND % increase (+) Criteria 2019 2020 The total value of assets Net Revenue Profits from business 70,023,378,839 29,297,644,773 73,003,723,936 25,856,993,543 decrease (-) 0.04 -0.12 5,327,008,357 5,058,981,295 -0.05 4,203,323 5,331,211,680 10% 469,098 5,059,450,393 12% -0.89 -0.05 activities Other profits Profit before tax Dividend payout ratio Table 1.2: Business results of Toan Phat Consulting and Translation Company Limited from 2019 – 2020 Unit: VND Criteria The total value of assets Net Revenue Profits from business activities Other profits Profit before tax Dividend payout ratio 2020 2021 73,003,723,936 137,317,162,190 25,856,993,543 22,230,115,845 % increase (+) decrease (-) 0.88 -0.14 5,058,981,295 4,181,063,244 -0.17 469,098 5,059,450,393 12% (105,534,154) 4,075,529,090 10% -225.97 -0.19 Table 1.3: Business results of Toan Phat Consulting and Translation Company Limited from 2020 – 2021 1.2 Information about Translating Department 1.2.1 Roles of Translating Department Translation is more than just changing the words from one language to another Translation builds bridges between cultures However, skillful translators are required to build these bridges Translators are people who have a near-perfect understanding of both the source language and culture and the target language and culture Therefore, the translating department is responsible for translating documents in different specialties and fields from Vietnamese into English and vice versa to focus on the process to ensure the quality in every word of the translation The documents can include certificate of land use rights, household registration book, birth certificate, identity card, citizen identity card, etc The translations may be used a few more words, or perhaps even change the wording of a whole paragraph, but the meaning of the original will get through Translating Department always ensure the correct translation principles and processes of the Company, thereby bringing a perfect and professional translation to customers, meeting high accuracy in technical, financial, economic, legal documents, etc 1.2.2 The tasks of Translating Department - Receiving and re-checking documents, requests from customers, from content department about documents to be translated - Translating the study abroad records, personal documents, contracts, certificates, tax declarations of all kinds - Translate all kinds of visa applications including studying abroad, working, settling in other countries - Translating the organizational and business records such as certificates, business registration certificate, contracts, manifests, etc - Printing the completed translations out to check the accuracy of each sentence and send them to the Notarizing Department CHAPTER 2: INTRODUCTION ABOUT INTERNSHIP PROCESS IN TOAN PHAT CONSULTING AND TRANSLATION COMPANY LIMITED 2.1 The tasks in internship process During my four-week internship (from January 1, 2023), I had the opportunity to work in the translating department Because the internship lasted only four weeks, I had to quickly get used to the job to complete the assigned task well I have worked full-time from Monday to Saturday with the following times: - Morning: From 8:30 a.m to 12:00 p.m - Afternoon: From 1:30 p.m to 5:30 p.m 2.1.1 Translating Compared to other departments, the Translating Department needs to use English in translation and writing Therefore, the translations are sent to customers in the most efficient and high-quality way The better and more accurate the translation, the more and more customers will attract and bring high value to the company Translation requires translators to have a deep understanding of the source languages and target languages in order to properly convey the message that the original language wants to convey All documents will be translated from English to Vietnamese with the goal of providing more detailed information about the type of occupation, the duties, requirements and skills required for that job Translated documents will be submitted to supervisors Therefore, we are solely responsible for our own translations 2.1.2 Re-checking After the translations are completed and approved by the supervisor, we have to re-read the entire translation to check for minor numerical errors to ensure the most accurate translation In the process of translating articles, we have to scrutinize the names of addresses, personal names or numbers on financial statements to avoid unnecessary errors 2.2 The difficulties and experiences in the internship process in Translating Department of Toan Phat Consulting and Translation Company Limited 2.2.1 The difficulties Translating As a student majoring in English, I have been equipped with the basic knowledge of translation and some useful methods in translating and interpretation However, due to my lack of practical experience, as well as my limited understanding of specialized terms, I encountered many difficulties while working in the Translating Department Articles about various industries always include many specialized economic terms, which are difficult to translate into equivalent words in Vietnamese During the translation process, I had to search for these terms, for words that were not able to come up with a good translation, I would seek the help of my supervisor Besides, we have to find the most suitable translation for each text because the foreigner's style is quite different from the Vietnamese's Re-checking For example, when translating financial statements for other businesses and companies, we had difficulty in checking the numbers and there were many errors in the numbers To get used to this process, I need more time and opportunity to memorize every detail 2.2.2 The experiences After a one-month internship at Toan Phat Consulting and Translation Company Limited, I have gained a lot of experience and skills for myself: - Apply theoretical knowledge and skills learned at university (translating, interpreting, ) to work - Improve my English skills, especially reading and writing skills - Through translating about occupations and technologies at Toan Phat Consulting and Translation Company Limited, I have accumulated a lot of specialized knowledge in different specialties Thereby, both improve English proficiency and have the opportunity to broaden horizons in many new fields - Knowing the requirements for qualifications and skills of translators, not 10 only professional but also require a practical understanding of society In addition, I also had the opportunity to improve my writing style and perfect the semantic translations while still ensuring that the content was closely followed - The repeated access to specialized words helps me to remember and increase the translation speed as well as the translation quality - During my internship, I can see that I need to keep learning if I want to become better and get a certain position - Get acquainted with the modern, dynamic and professional environment of the company as well as the corporate culture in the workplace - Learn to integrate with other colleagues in the company and build good relationships with partners and customers - Be more confident in communication - Have a general understanding of current popular occupations in the job market - Learn more soft skills: using office equipment for work such as computers, presentations, ability to master technology Experiences about attitude - The biggest contributor to success is attitude I made it a point to always put myself in a proactive frame of mind during my internship It is necessary to ask questions when you don't know the answer, admit when you don't understand, actively learn from your job in all circumstances, and pay attention to your environment Having a proactive attitude helps me get more jobs during my internship, even if they aren't the appropriate ones But it helps me develop soft skills like communication and networking This makes me feel more confident and makes it simple for me to fit in with the workplace culture Additionally, in that mindset, I can acknowledge my mistakes and keep trying to improve 11 CHAPTER 3: THE REALITY OF THE USE OF ENGLISH IN TOAN PHAT CONSULTING AND TRANSLATION COMPANY LIMITED 3.1 The usage of English at work 3.1.1 The current situation of the usage of English Toan Phat Consulting and Translation Company Limited is a company that is growing strongly and asserting its position in the consulting and translating field in Hanoi The company operates mainly in terms of translating, so priority is given to candidates with foreign language skills In general, all employees in the company have English skills and abilities in their major Currently, all content department staff use English regularly at work, so now the language barrier is not an obstacle 3.1.2 The advantages As a consulting and translation company, other employees have extensive experience and in-depth knowledge of industry terminology Through exchange and study, a lot of information and knowledge can be acquired In the department, English is the main language used at work, so there is an opportunity to approach and learn about the language anytime, anywhere As a translator, the company does not require candidates to have a certificate in English The writing style and the quality of the translation are most appreciated 3.1.3 The disadvantages Although working in an English environment with a high frequency, employees are often only proficient in reading and writing skills Very few people master all four skills The ability to listen and speak English in the content department is almost limited because people react slowly to English and lack confidence when using English to exchange information Because English communication skills are still poor and have not been used much, most of the staff in the department have incorrect pronunciation, with Vietnamese accents, and have not been able to use many complex grammatical structures, sometimes, using unsuitable words with the context, making the dialogue unnatural 12 The workload in the translating department in particular and the company, in general, is very much Therefore, organizing foreign language training sessions for employees is not feasible 3.2 Solutions to improve the use of English in the working environment at Toan Phat Consulting and Translation Company Limited Integration and globalization push companies in developing countries like Vietnam to make more efforts in expanding their business overseas Moreover, operating in the field of consulting and translating must be the ones leading the trend, catching up with all changes of society And English - the global language, is the key to conquering success To this, improve the office English, business English, and communication skills of the staff in the company Therefore, some suggestions below can contribute to improving the use of English in the working environment at Toan Phat Consulting and Translation Company Limited: For employees Each individual needs to be aware of the importance of English in today's integrated economy and constantly practice their English skills In addition, improving English can become easier when you can assess your own ability, thereby planning an appropriate route for language learning to be most effective Here are some common tips to improve your English effectively - Build on your strengths: English requires mastery of the four skills of listening, speaking, reading, and writing Therefore, you need to think about which skill you are better at, be it listening and speaking or listening and writing or all four Based on that, identify your weakest skills and focus on improving them - Broaden vocabulary: Find and read many materials that interest you to be able to memorize vocabulary more easily Especially, pay attention to vocabulary mistakes, and always remind yourself to correct them You can decide that you will learn a certain number of new words every day or every other day, depending on your schedule and lifestyle - Practice regularly: There are many useful resources on YouTube, so watch or listen to the news (good for everyday vocabulary, plus the broadcasters speak correct English, right away, sometimes it is "English") and lectures, discussions, 13 and explanations on topics that interest you This can spark interest and avoid making us feel like learning English is boring You can control what you listen to and reinforce your learning by pausing videos and then repeating a phrase or sentence This is the key Do not just listen passively, but turn what you hear into active talk - Access to many English-speaking environments: This is the most important thing Remember that you can hardly become very fluent in English in an environment where it is not used Without the opportunity to practice, there will be no progress For the company The company needs to take action on the importance of English for the business as well as the employees themselves The company should encourage employees to improve their English on a voluntary basis, avoiding imposing policies on English proficiency that put pressure on employees - Besides, the company can create favorable conditions for employees to improve their English skills by opening training classes in English for communication, business correspondence, oratory in English, etc It is necessary to have the policies to encourage employees with good achievements and reward or increase salary for employees who are both professional and have good English communication skills Such a healthy competitive environment can motivate everyone to strive together - The company can appoint personnel and employees to participate in seminars and conferences where people share communication skills and business skills for reference and learning from partners and competitors - In the recruitment stage, it is necessary to have conversations and interviews with candidates in English to assess their real capacity, not just through certificates This helps screen out the best candidates for the company 14 CHAPTER 4: SUGGESTIONS FOR THE SUBJECT OF THE GRADUATION THESIS Topic: A study on the reality of using English speaking skills in communication among students majoring in English at Thuong mai University and proposing improving solutions Currently, in the era of integration, there are many fields that require candidates to have English proficiency and be able to communicate fluently After a month of internship, I realized the great benefits that English brings to candidates and businesses However, in reality, the frequency of using English in businesses is still very low, and most people are confused when they have to exchange information by foreign language Personally, I think that improving speaking skills as a student will bring more effective use of language in businesses Therefore, I want to choose a topic “A study on the reality of using English speaking skills in communication among students majoring in English at Thuongmai University and proposing solutions for improvement.” for my graduation thesis 15