HO CHI MINH CITY BANKING UNIVERSITY DEPARTMENT OF FOREIGN LANGUAGES Internship Report Batch K34 (2018 2022) on ENGLISH TRANSLATION at VAN GIA PHAT TRADING AND SERVICE COMPANY LIMITED Prepared by Stude[.]
HO CHI MINH CITY BANKING UNIVERSITY DEPARTMENT OF FOREIGN LANGUAGES Internship Report Batch: K34 (2018-2022) on ENGLISH TRANSLATION at VAN GIA PHAT TRADING AND SERVICE COMPANY LIMITED Prepared by Student’s full name: NGO TRAN LINH NHI Student’s ID number: 030434180133 Program: Business English Internship Supervisor Name: NGUYEN THI THANH TRUC Title: Master of Arts Department: Foreign Languages Date of Submission: 12/2021 Internship Report | Ngo Tran Linh Nhi ACKNOWLEDGEMENT My three-month internship at Van Gia Phat Trading and Service Company Limited is coming to an end, and this report would not be completed entirely without the support and guidance of my lecturers, friends, colleagues and the business where I spent nearly months to work and experience First of all, I would like to express my deepest gratitude to Banking University of Ho Chi Minh City for providing not only the ideal environment, good facilities, the knowledge and skills but all the essential assistance to help me complete the report Secondly, to my supervisor in this internship, Ms Nguyen Thi Thanh Truc, I'd like to thank for everything she has done for me Her conscientious and dedicated instructions have inspired and provided me with useful knowledge that underpinned this report She also helped me a lot by the proper guidance, effective comments and good supports I am sure that her teachings are forever going to guide me in my career path I would also like to express my sincere gratitude to Van Gia Phat Trading and Service Company Limited that allowed me to take the internship with excellent conditions to practice English and complete my internship report It was a great honor for me to have a chance to meet Mr Nguyen Manh Tien - Director of Van Gia Phat Company, concurrently my internship supervisor, who was in charge of evaluating my performance His careful and precious guidance at work was extremely valuable for my future career Besides, I would like to thank my teammates because of the enthusiastic supports from all of them while discussing the topic, methodology and ideas for this internship report and my colleagues at Van Gia Phat Company Limited, who were always willing to support and welcome me with their open arms These were also noticeable factors which help me fulfill the report Page | Internship Report | Ngo Tran Linh Nhi Throughout the internship, I learnt a lot of things that I have never experienced before Three-month is not a long period but it honestly is a great journey for me Thank you again and wish all the best for you Sincerely, Ngo Tran Linh Nhi Page | Internship Report | Ngo Tran Linh Nhi CONFIRMATION OF THE INTERNSHIP COMPANY Ba Ria City, … December 2021 Signature Page | Internship Report | Ngo Tran Linh Nhi Phần đánh giá giảng viên hướng dẫn ST T Nội dung đánh giá Điểm Tinh thần, thái độ làm việc Cơ quan thực tập (dựa sở đánh giá đơn vị thực tập) /2.0 Mức độ chấp hành nội quy thực tập thực yêu cầu chuyên môn theo hướng dẫn Giảng viên hướng dẫn /2.0 Chất lượng báo cáo thực tập - Trình bày /1.0 - Ngôn ngữ /1.0 - Nội dung báo cáo a Tống quan quan nhận thực tập phận thực tập /1.0 b Nội dung công việc phân công phương pháp thực /1.0 c Kết đợt thực /2.0 Nhận xét tập, bao gồm: Những kiến thức, kỹ củng cố học hỏi Những kinh nghiệm tích lũy Các đóng góp thân cho quan sáng kiến, đề xuất giải pháp (nếu có) Tổng điểm /10.0 Giảng viên chấm Page | Internship Report | Ngo Tran Linh Nhi Phần đánh giá giảng viên chấm ST T Nội dung đánh giá Điểm Tinh thần, thái độ làm việc Cơ quan thực tập (dựa sở đánh giá đơn vị thực tập) /2.0 Mức độ chấp hành nội quy thực tập thực yêu cầu chuyên môn theo hướng dẫn Giảng viên hướng dẫn /2.0 Chất lượng báo cáo thực tập - Trình bày /1.0 - Ngơn ngữ /1.0 - Nội dung báo cáo a Tống quan quan nhận thực tập phận thực tập /1.0 b Nội dung công việc phân công phương pháp thực /1.0 c Kết đợt thực /2.0 Nhận xét tập, bao gồm: Những kiến thức, kỹ củng cố học hỏi Những kinh nghiệm tích lũy Các đóng góp thân cho quan sáng kiến, đề xuất giải pháp (nếu có) Tổng điểm /10.0 Giảng viên chấm Page | Internship Report | Ngo Tran Linh Nhi Table of Contents INTRODUCTION CHAPTER 1: OVERVIEW OF VAN GIA PHAT TRADING AND SERVICE COMPANY LIMITED .9 An overview of Van Gia Phat Trading and Service Company Limited 1.1 History of development 1.2 Position Business sectors .10 Organization structure of Van Gia Phat Company 10 CHAPTER 2: INTERNSHIP PROCESS .11 Assigned tasks 11 1.1 Translating documents from Vietnamese into English and vice versa 11 1.2 Drafting and amending contracts 11 1.3 Participating in company’s meetings as an interpreter 12 Methods during the internship 12 2.1 Information searching method 12 2.2 Form filling method 13 2.3 Consecutive interpretation 13 2.4 Note-taking method 13 CHAPTER 3: INTERNSHIP RESULTS .14 Internship Achievements 14 1.1 Theoretical knowledge 14 1.2 Practical knowledge 14 Recommendation to Van Gia Phat Trading and Service Company Limited .15 CONCLUSION 16 Page | Internship Report | Ngo Tran Linh Nhi INTRODUCTION After finishing theoretical subjects at Banking University of Ho Chi Minh City, each student has accumulated a certain amount of knowledge However, if there is no environment to practice and apply the learned theories, the students will not make progress Especially for those who major in Business English, if they not have the conditions to improve their English as well as their translation and interpretation skills, they will face many difficulties in their future career Therefore, the internship is obviously critical for university students The three-month internship period is a great opportunity for each student to get acquainted with the real working environment and apply the knowledge they have learned at school into practice For my part, the internship gave me the chance to expand relationships with colleagues, clients as well as helped me realize that translation becoming a translator is exactly a career I wish to pursue in the future Finally, Besides, the company I signed up for the internship also offered me a full time job employment once my internship period is over This was obviously an amazing opportunity for my career path Page | Internship Report | Ngo Tran Linh Nhi CHAPTER 1: OVERVIEW OF VAN GIA PHAT TRADING AND SERVICE COMPANY LIMITED An overview of Van Gia Phat Trading and Service Company Limited 1.1 History of development Van Gia Phat Trading and Service Company Limited - a construction company specializing in implementing civil and industrial construction projects was established under the business registration certificate No 3502428323 issued by the business registration office of the Department of Planning and Investment of Ba Ria-Vung Tau Province on August 15, 2020 Although Van Gia Phat Company has just operated in a short period, especially during the most difficult periods of the Covid-19 pandemic, with the right policies, a clear development purpose, along with the efforts of the Director and staff, the company has overcome the initial difficulties and achieved great results The company's products have gradually won the trust of customers and have gained a foothold in the local market as well as neighboring provinces Van Gia Phat Trading & Service Company Limited has well implemented the provisions of the Vietnamese laws and fulfilled its obligations Van Gia Phat Company has received and carried out many projects, many of which were worth billions of dong The company has also traded several items for other companies Since then, Van Gia Phat has expanded its manufacturing process while the capital and assets have always been preserved and supplemented, employees' incomes have increased and their living conditions have constantly been improved, the equipment and machinery have been updated unceasingly to carry out projects in the construction industry 1.2 Position Van Gia Phat Trading and Service Company Limited was established in 2020 Its head office was located at Pham Van Dong Street, Phuoc Nguyen Ward, Ba Ria City, Ba Ria – Vung Tau Province, Vietnam Page | Internship Report | Ngo Tran Linh Nhi Business sectors The company has been operating within the construction field including the following business sectors: Wholesale of construction materials and other installation supplies Wholesale of other machines, equipment, and spare parts Other specialized wholesale n.e.c Construction of roads Construction of buildings Construction of all types of non-residential Construction of other civil engineering projects Site preparation Page | 10 Internship Report | Ngo Tran Linh Nhi Organization structure of Van Gia Phat Company (briefly mention departments of the Director Production Department Finance & Human Accountancy Resourses Department Department Administration Department company and organization chart) I had the honor to be promoted into the company’s Administration Department, where I was responsible for document preparation and communications with international customers I believe that this position can allow me to enhance my abilities in English and get more valuable experience The main responsibilities of the Administration Department include: - Receiving, reading, and processing the orders - Communicating with customers, suppliers via emails, phone calls, and face-to-face meetings - Preparing, translating, and amending contracts Page | 11 Internship Report | Ngo Tran Linh Nhi CHAPTER 2: INTERNSHIP PROCESS Assigned tasks 1.1 Translating documents from Vietnamese into English and vice versa The Administration Department is the only department of the company using English They are in charge of translating all documents, related letters, and emails of other departments, particularly the Production Department, which does not utilize English regularly Every day, I receive order request forms from the Production Department, as well as documents, letters, and emails of our customers and suppliers from foreign companies in Vietnam I need to translate them from English into Vietnamese and vice versa I think one of my very critical but challenging tasks is translating documents from the Production Department This task is very crucial since new professional information changes very quickly so we need to update regularly, otherwise, we will be behind the times Our department had to discuss with certain members of the Production Department how to translate the documents and contracts more appropriately and understandably They have a great deal of extensive knowledge but are not good at English On the other side, we can use English well but are not proficient in terminology 1.2 Drafting and amending contracts In addition to translating documents, I also took responsibility for drafting purchase agreements and amending current contractual terms to make them more suitable for new transactions At first, I had difficulty understanding the process of drawing up a contract After a week, I tried to explore and learn through a variety of sources, including the staff of Van Gia Phat Company, the available documents at the company, and various websites on the internet I started to understand and catch up with everyone in the office They even gave me chances to draft some contracts with foreign customers from China and Japan Page | 12 Internship Report | Ngo Tran Linh Nhi 1.3 Participating in company’s meetings as an interpreter During my internship, I also had some opportunities to participate in the welcome and reception meetings for foreign guests as an interpreter I got the opportunity to meet many representatives of various businesses and organizations from a variety of countries in several international seminars My main responsibilities were to summarize crucial information while the clients were speaking and interpret them upon my boss’s request At the same time, I also conveyed my boss’s ideas to foreign guests Methods during the internship 2.1 Information searching method Seeking information and materials is an extremely important procedure when translating, especially when translating contracts and business-related documents because the translations have to convey the message of the source text both correctly and in its entirety Therefore, before implementing a translation project, I always skimmed through the source text to understand its basic content and note complex phrases Because most of the translated documents were in the field of construction, the field was unfamiliar to me, so in the translation process, I had to ask for the help of dictionaries (printed dictionaries and online dictionaries) to understand the nature of original meaning of words or expressions and use them in different contexts apply them correctly In addition, it was essential to look for and consult information on related websites and documents available at the company to learn the terms, regulations, and business forms style of documents in the business field Furthermore, I also tried to find various meanings of the word and make comparisons in such a way that the word fit the context properly 2.2 Form filling method As a person who did not have much experience in the contract drafting field, drawing up a contract that was clear, concise, professional, and as close to parties’ intentions as possible was a very difficult task for me, so form filling was a useful method for me to complete the assigned tasks and Page | 13 Internship Report | Ngo Tran Linh Nhi accumulate the necessary knowledge to draft an entire contract by myself When receiving a request to draft a contract, I needed to determine the type of contract in advance, then analyze the main contents which need to be included in the contract, from which I could choose a suitable form to fill in the content as well as information that I prepared before 2.3 Consecutive interpretation When participating in meetings or teleconferences with foreign partners and customers, I was responsible for interpreting the information and main ideas between my superiors and the clients or partners to ensure that the meeting went smoothly and the two parties all achieved their goals The technique that I mostly utilized was the consecutive interpretation technique This technique required me to carefully prepare terminologies, research the topic and content of the meetings in advance to create a detailed plan containing what I had to to complete the task During the interpretation process, I must concentrate to listen actively, take notes of keywords, main ideas, then analyze and communicate them into the target language accurately Because this technique required me to wait for the speakers to finish their speech and translate what they said so it took more time than simultaneous interpretation However, it brought me efficiency in my work Through many projects, I constantly made progress and accumulated the necessary experience to draw lessons for the future 2.4 Note-taking method Taking notes is an indispensable method for translators as well as interpreters For a trainee like me, it was even more crucial It helped me record important and notable things to pay attention to in the process of completing tasks, remind me of tasks that need to be completed The notebook was also an extremely effective and useful tool that helped me recall the information when performing interpretation duties Page | 14 Internship Report | Ngo Tran Linh Nhi CHAPTER 3: INTERNSHIP RESULTS Internship Achievements 1.1 Theoretical knowledge It would not be an exaggeration to say that my translation knowledge and skills were significantly strengthened during a three-month internship at Van Gia Phat Company I learned how to professionally and properly translate business documents as well as sales contracts and if I apply for translation employment in the future, it may be an advantage for me 1.2 Practical knowledge 1.2.1 Communication skills As I mentioned above, besides translating documents in the office, I also attended several meetings with partners and customers of the company, so I had some opportunities to improve my communication skills, both in Vietnamese and English I knew how to exchange ideas and negotiate with partners and customers, how to create a comfortable conversational atmosphere In addition, this is the first time I work in a professional environment, thus my experience and knowledge in this environment are imperfect So I had to learn how to communicate, especially with colleagues to acquire and strengthen the missing knowledge For me, communication skill is the most crucial skill that I have acquired during my internship 1.2.2 Time management skills As a person who is not good at managing time, I had to learn how to be practice to become more disciplined, more responsible and importantly, know how to manage time and the workload I always wrote down a to-do list of the next day to the most important tasks, avoid missing any tasks and, significantly, get them all done by the deadline I think this is a good habit in any environment and I will definitely maintain this habit to improve myself Page | 15 Internship Report | Ngo Tran Linh Nhi 1.2.3 Stress management skills Although I just worked as an intern, the workload I was assigned was not light, and I had to submit assignments in a short time Since I did not have much experience, I made a lot of mistakes and was extremely stressed I had to remind myself to stay calm in all situations, handle important and urgent tasks first to avoid the backlog When having questions or difficulties, I immediately asked colleagues and instructors to receive supports from them And when I got used to the company’s workflow, environment and culture, I gradually became more comfortable, proficient, and agile in my work 1.2.4 Observation skills From my point of view, the observation skill is one of the most significant skills to obtain the knowledge for any work During the internship, I found that the luckiest thing for me was that employees in the Administration Department were very friendly and enthusiastic When they had free time, they were always willing to answer and explain everything I did not understand Of course, they were not always free to give me detailed instructions In that case, I had to observe, remember and complete the tasks myself This helped me gain more insights into how I can things in my work I believed that the observation skills were useful to me not only during my internship but also in other environments and jobs This was one of the great things I got from my internship Recommendation to Van Gia Phat Trading and Service Company Limited After the three-month period of the internship, I realize that the organizational structure of Van Gia Phat Trading and Service Company is extremely effective and clear because it not only supports and promotes efficiency but also provides clarity for each employee at every level, which helps them to complete the assigned tasks However, I would like to recommend a suggestion for the development of the company There are lots of employees in many departments who not Page | 16 Internship Report | Ngo Tran Linh Nhi have the Basic English level If the skills and knowledge of the employees are enhanced, the working efficiency will also increase I think the company should offer some short-term English training courses, especially in writing and reading skills to help employees gain the Basic English level Improving the qualifications of employees, especially English proficiency will help the company to save cost and time Besides, in the next recruitment schemes, the Human Resources Department should pay attention to the English abilities of the candidates to select the best candidates who are more fluent in foreign languages to contribute to the company’s development The department with the staff who are competent in English will become more flexible and independent from the others CONCLUSION During my internship, I gained a lot of useful information and knowledge for myself I not only had the opportunity to put what I had learned at university into practice, but also learned a lot from real working environment The internship served as a great test for me to discover all of my strengths and weaknesses I have got so far It also taught me what I need to to improve the abilities which are necessary for my future job Working at Van Gia Phat Trading and Service Company Limited was a meaningful experience for me I was offered the opportunity to try out different roles Furthermore, I was supported and helped by all of my coworkers and supervisors I learned from them a sense of responsibility and the dedication in work, as well as the friendliness and zeal Many other skills, such as teamwork skills, time management skills and so on, were also taught to me, and I believe they were extremely useful in my life and future professions Despite the fact that I still had some shortcomings, I was satisfied with this internship since I did my best to finish all of the responsibilities assigned to me In addition, I also got lots of great working relationships and devoted friends in life Page | 17