INTERNSHIP REPORT Green earth logistics co , ltd

TABLE OF CONTENTS TABLE OF CONTENTS .i INTRODUCTION iii LIST OF TABLES AND CHARTS iv LIST OF ABBREVIATIONS v PART 1: AN OVERVIEW OF GREEN EARTH LOGISTICS CO., LTD 1.1 Formation and development of Green Earth Logistics Co., Ltd 1.1.1 General introduction about Green Earth Logistics Co., Ltd .1 1.1.2 The process of formation and development 1.1.3 Organizational structure of Green Earth Logistics Co., Ltd .2 1.1.4 Core markets and services of Green Earth Logistics Co., Ltd .4 1.2 General information about Sales and Logistics Department 1.2.1 About Sales Department: 1.2.2 About Logistics Department: PART 2: AN OVERVIEW OF THE INTERNSHIP PROCESS AT GREEN EARTH LOGISTICS CO., LTD 2.1 Some tasks in the internship time at Green Earth Logistics Co., Ltd 2.1.1 Task 1: Seek potential customers in the Chinese and American market .7 2.1.2 Task 2: Offer, Quotation, Negotiation and Sign the sales contract .7 2.1.3 Task 3: Customs clearance and customs declaration at the sub-department 2.1.4 Other tasks 2.2 The difficulties and experiences in the internship time at Green Earth Logistics Co., Ltd 2.2.1 The difficulties in the internship time at Green Earth Logistics Co., Ltd 2.2.2 The experiences in the internship time at Green Earth Logistics Co., Ltd PART 3: THE REALITY OF USING ENGLISH AT GREEN EARTH LOGISTICS CO., LTD .10 3.1 The reality of using English at Green Earth Logistics Co., Ltd 10 3.1.1 The use of English in the company 10 3.1.2 Limitations of using English in the company 10 3.2 Some solutions to improve the use of English in the working environment 11 PART 4: SUGGESTION FOR THE SUBJECT OF GRADUATION THESIS 12 CONCLUSION 13 REFERENCES 14 INTRODUCTION After more than 30 years of renovation and opening up, the Vietnamese economy has gained important achievements in socio-economic life We are increasingly integrating into the regional economy and in the world It is important to give not only the Vietnamese enterprises a lot of opportunities but also creates many challenges for businesses With its integration into the world economy, Vietnam has been absorbing the world's advanced science and technology achievements in the development of the country's socio-economic life, especially the service sector General services and Logistics services in particular have been improved and developed to meet the diversified and abundant demand of the whole country As a private company active in the field of logistics, Green Earth Logistics Co., Ltd has created a competitive advantage by providing international - domestic transportation services, customs declaration, etc in the most efficient way and saving cost Being recommended and allowed by Faculty of English – Thuong Mai University, I have gratefully experienced as an intern in Sales and Logistics Department of Green Earth Logistics Co., Ltd After one month, under the valuable support and instruction of staffs in the company, I was able 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 towards teachers at Faculty of English – Thuong Mai University as well as staffs in Green Earth Logistics Co., Ltd I look forward to receiving comments and suggestions in order to perfect the paper Hanoi, January 26, 2018 Student Vu Thi Ngoc Anh LIST OF TABLES AND CHARTS Image 1.1: Logo of Green Earth Logistics Co., Ltd Image 1.2: Some typical partners of Green Earth Logistics Co., Ltd .2 Diagram 1.1: Organizational chart of Green Earth Logistics Co., Ltd .3 Image 1.3: Some of key services of Green Earth Logistics Co., Ltd .5 LIST OF ABBREVIATIONS Co., Ltd Limited Company Etc et cetera (v.v) PR Public Relations Lines Shipping Line NVOCCs Non – Vessel Operating Common Carriers Docs Documentation Staff Ops Operations Staff C/O Certificate of Origin ICD Inland Container Deport NOA Notify on Arrival MAWB/HAWB Master/House Airway Bill HBL/MBL House/Master Bill of Lading C/I Commercial Invoice D/O Delivery Order fee PART 1: AN OVERVIEW OF GREEN EARTH LOGISTICS CO., LTD 1.1 Formation and development of Green Earth Logistics Co., Ltd 1.1.1 General introduction about Green Earth Logistics Co., Ltd Image 1.1: Logo of Green Earth Logistics Co., Ltd Company name: (in Vietnamese): Công ty TNHH Tiếp Vận Trái Đất Xanh English commercial name: Green Earth Logistics Co., Ltd Website: www.green-earth.vn Address: Head Office – Transaction Office: Room 906, CT7E Building, The Sparks Dương Noi Urban Park, Duong Noi Ward, Ha Dong District, Ha Noi City, Viet Nam Telephone: (84) 24 2347 7779 Hotline: 0963 474 369 Email: info@green-earth.vn Sales Office 2: Room 501, Akashi Building, No.10, Le Hong Phong Street, Hai Phong City, Viet Nam Telephone: (84) 24 2347 7779 Hotline: 01648 198 196 Email: info@green-earth.vn Sale Office 3: Floor 2, Cuu Long Building, No Trang Long Street, Ward 13, Binh Thanh District, Ho Chi Minh City, Viet Nam Telephone: (84) 24 2347 7779 Hotline: 0915 083 369 Email: info@green-earth.vn 1.1.2 The process of formation and development On 18th January 2015, Green Earth Logistics Co., Ltd was established under the number 0107301592 of the Department of Planning and Investment of Ha Noi City Green Earth Logistics Co., Ltd is a 100% private capital enterprise After more than three years of operations and accumulating experience, Green Earth Logistics Co., Ltd has become the leading supplier focusing on export-import services, for example, international-inland freight services, customs declaration services for export-import goods, services for obtaining permits and inspecting the quality of export-import goods Some typical partners as well as organizations in the foreign and domestic of Green Earths Logistics Co., Ltd are: Techcombank, Eximbank, VIB, Sismat A.S (Sismat Water and Wastewater Treatment Plant Equipment), T S Lines Ltd, Namsung Shipping Co., Ltd, Ben Line Agencies, Hoang Ha International Logistics, CMA CGM Group, etc Therefore, there are a testament to the success and the measure of the quality of the services that the company provides Image 1.2: Some typical partners of Green Earth Logistics Co., Ltd 1.1.3 Organizational structure of Green Earth Logistics Co., Ltd Green Earth Logistics Co., Ltd’s organizational structure is organized in a streamlined but effective way in order to promote the initiative of the employees but still maintain the teamwork Board of Directors Sales Department Accounting and Finance Department Human Resources Department Customer Services Department Logistics Department Domesti-c Sales Documentation Staff Sales Oversea-s Operatio-n Staff Diagram 1.1: Organizational chart of Green Earth Logistics Co., Ltd Nguyen Thi Thu Thuy is currently the Director of Green Earth Logistics Co., Ltd For taking charge of this role, she directly supervises all business activities of the company She always put efficiency and quality as a guideline in the business operations of the company Roles and functions of department in Green Earth Logistics Co., Ltd:  Board of Directors: Board of Directors is responsible for the entire operation of Green Earth Logistics Co., Ltd Board of Directors exercise the rights and duties assigned in accordance with the provisions of the Enterprise Law 2015 and relevant laws  Sales Department: Sales Department often manages the entire business activities including setting up a business plan, researching and analyzing logistics market, building customer incentives, market seeking and implementing promotional activities to potential customers  Accounting and Finance Department: Accounting and Finance Department controls the cashing and purchasing, advises orientations and measures, regulation of financial management, implementation of the financial decisions of directors and implementation of accounting work effectively and economically  Human Resources Department: Security for corporate human resources are managed and used effectively, to advise and assist the Director of the organization and personnel, labor, wages, emulation reward, inspection, security and defense, legal  Customer Services Department: Customer Services Department receives requests from customers when they have gotten a problem in using the services, checks on the system management software, analyzes the assessment according to the business process and directly handles the customer within the limits of the competent authority  Logistics Department: Logistics Department directly participates in and promotes logistics services with different quality and prices The completion of records and favorable customs procedures will creates a premise for goods circulated quickly, avoids the status of capital and financial losses during the time of storage at the port 1.1.4 Core markets and services of Green Earth Logistics Co., Ltd  Core markets of Green Earth Logistics Co., Ltd: Green Earth Logistics Co., Ltd always works with "Passion, Serious, Effective, Positive and Professional" attitude The company is focusing on and promoting the following major markets: - Asian Market: China, Korea, Japan, Taiwan, Hong Kong, Singapore, Thailand, Philippines, Myanmar, Malaysia - European Market: United Kingdom, France, United State, Germany, Italy, Belgium, Russia, Netherlands - African Market - Australia Market  Key services of Green Earth Logistics Co., Ltd: With the business principle of “Your cargo is mine”, Green Earth Logistics Co., Ltd is committed to the customer’s goods safety, cost savings, the shortest transportation time and the fastest customs clearance Some of the key services of the company are: - International-inland freight services: air freight, ocean freight, road freight, door-to-door shipping, etc - Customs declaration services for export-import goods - Services for obtaining permits and inspecting the quality of export-import goods: declaration of chemical, energy labeling and power performance testing - Services for renting warehouse, packing and distribution of goods - Quality inspection of imported goods: agricultural machinery, elevator safety, imported medical equipment and so on - Declaration of conformity Image 1.3: Some of key services of Green Earth Logistics Co., Ltd 1.2 General information about Sales and Logistics Department 1.2.1 About Sales Department: Sales Department is a very important part of Green Earth Logistics Co., Ltd For a service to the customer, in addition to basic buying and purchasing needs from buyers, Green Earth Logistics Co., Ltd needs to sell to earn a certain amount of profit Sales Department includes: Domestic Sale Staff and Sales Overseas  Job requirements for the Sales of Green Earth Logistics Co., Ltd: - Finding international/domestic customer’s information, offering and selling services to partners through sources, channels This is the most important task, is the life of the company and determine the income of sales - Marketing, PR, promote services of the company effectively - Work with Lines / NVOCCs to check frequency, freight, charges and surcharges to inform customers, under pressure to meet sales targets with the Lines to have good price - Cooperate with other departments to handle the cargo smoothly, solve the trouble if possible and update the consignee on this information 1.2.2 About Logistics Department: Logistics Department plays a key role in bringing the product to the right place at the right time Logistics helps solve both input and output for businesses efficiently, optimize the process of moving materials, goods, services Logistics helps reduce costs, increase competitiveness for businesses Logistics Department includes: Documentation Staff (Docs) and Operation Staff (Ops)  Job requirements for Documentation Staff of Green Earth Logistics Co., Ltd: - Receive export documentation for export shipments - Carry out export - import documents to help the client if they hire a forwarder to do, for instance, invoice, packing list, C/O, Phytosanitary Certificate, Certificate of Fumigation, other certificates, permits, quality inspection - Transmit the export - import customs declaration for the shipments, then hand over to the Operation Staff to clear the customs office at the sub-department - Do bill of the shipments, set up the Debit Note from the system to send the Sales, then the Sales sends to the customer - Receive pre-alerts from Agent / Shipping Lines, declare manifest, "Notify on Arrival" (NOA) send to the customers  Job requirements for Operation Staff of Green Earth Logistics Co., Ltd: - Receive export - import documents from Sales / Docs and go to pay tax, customs clearance of outbound and receive inbound at the sub-department, ICD, port, airport - Receive documents and requests from Sales / Docs to make documents such as C/O, Fumigation, Phytosanitary, license, certification or go to the inspection - Customs clearance and support Docs when required PART 2: AN OVERVIEW OF THE INTERNSHIP PROCESS AT GREEN EARTH LOGISTICS CO., LTD 2.1 Some tasks in the internship time at Green Earth Logistics Co., Ltd 2.1.1 Task 1: Seek potential customers in the Chinese and American market  Searching the websites of foreign logistics agents, especially Chinese and USA agents through Internet keywords such as: JC Trans, USA Logistics Association, USA Logistics Companies, Chicago International Logistics, American Logistics Companies, etc  Finding ways to contact foreign logistics agents through their website Some of contact ways are: e-mail, phone numbers, social media, for example, Wechat, QQ, Skype, Whatsapp and so on  Authenticate the email of the foreign logistics agents via the link: http://www.verifyemailaddress.org/ and list the foreign logistics agents 2.1.2 Task 2: Offer, Quotation, Negotiation and Sign the sales contract  Offer: Write an offer e-mail to foreign logistics agents The content of an offer refers to the freight services (ocean, air, international trucking), customs declaration and some related services of the company  Quotation: When customers ask for freight price, I will quote the approved price and send quotation to customers  Negotiation: Negotiate the price with the customer and approve this price to sign the contract  Sign the sales contract 2.1.3 Task 3: Customs clearance and customs declaration at the subdepartment  Request the customer to provide the necessary documents for the Customs: Power of Attorney, MAWB, HAWB, HBL, MBL, C/I, Packing List, C/O, D/O, Insurance Policy, Certificate of quality, quantity  Register customs declaration, check and complete the import tax 2.1.4 Other tasks In addition to the above tasks, I also support Sales overseas and Documentation Staff in the job as well as enter the data on the computer and print of the document papers 2.2 The difficulties and experiences in the internship time at Green Earth Logistics Co., Ltd 2.2.1 The difficulties in the internship time at Green Earth Logistics Co., Ltd In the internship time, Green Earth Logistics Co., Ltd has created favorable conditions for me to practice When I want to learn about the issues, the company’s staffs always answer and guide enthusiastically However, I also meet with difficulties in the internship time For example:  Due to lack of practical knowledge, I encounter a bit of difficulty in the internship time: I not know how to use office machines such as printers, fax machines, fax machines, etc  Because of the first internship time in my life, I hardly fall in line with everyone in the company I am rather shy, timid, not brave or not dare to ask the idea  I not have much specialist knowledge in Export – Import Logistics: - Export – Import procedures and policy - Transportation - International Payments - Sales Contract, Transaction, Negotiation - Customs Clearance - Export – Import documents  Many English terms for Export – Import Logistics are too difficult for me to understand For example: bulk cargo, price countering, message type, customs declaration, customs clearance, freight and so on  I not have a clear understanding of the Inco-terms 2000 and 2010 and government announcements and resolutions related to Export - Import Logistics 2.2.2 The experiences in the internship time at Green Earth Logistics Co., Ltd  Firstly, the internship time is a good opportunity for me to practice soft skills Communication is an extremely important skill in work as well as in life In addition, time management and work organization skills are also essential It helps me work hard to achieve the best results In addition, it is necessary to improve teamwork skills Working in a team needs to be able to analyze personal ideas and synthesize those ideas to make the best decisions  Secondly, I need to improve my English skills: listening – speaking – reading – writing Because English is almost compulsory in export-import business as well as in other businesses English communication with foreign agents is a top priority Moreover, writing email- business correspondence, negotiation and direct transaction are very important  Thirdly, in the internship time, I encounter many shortcomings: The knowledge in the school is not very firmly to apply in the work confidently Therefore, it is necessary to add the specialist knowledge and improve the practical knowledge  Moreover, it is essential to have a positive attitude at work The spirit is always enthusiastic, eager to learn  Finally, I need to continue to self – study, improve the Microsoft Office skills such as Word, Excel, Outlook and use proficient in social networking like: Viber, Whatsapp, Line, Email, Wechat, etc PART 3: THE REALITY OF USING ENGLISH AT GREEN EARTH LOGISTICS CO., LTD 3.1 The reality of using English at Green Earth Logistics Co., Ltd 3.1.1 The use of English in the company In the past few years, Vietnam’s economy has strongly integrated into 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 Nowadays, English plays an extremely important role in every enterprise It represents a key offering more opportunities to expand business scale, seek more investors, partners and exploit new markets from which improve profitability and production efficiency Performing mainly in export – import logistics sector, the current market that Green Earth Logistics Co., Ltd is targeting the Asian market and the European market is the most Since its foundation, the company has started to seek and maintain relationships with foreign partners and organizations And English is one of the main communication languages of the company with those partners Therefore, employees of Green Earth Logistics Co., Ltd are trained to negotiate, write emails, communicate, conduct transactions and make relevant documentation Currently, a few of them are able to fluently communicate and write in English, making cooperation with foreign partners easier than ever Sales Overseas and Documentation Staff are daily using English most to solve the job Sales Overseas uses English to search for potential foreign agents and offer freight They use mostly e-mail to communicate and negotiate with foreign agents Documentation Staffs are responsible for preparing all export-import documents related to customs clearance In addition, the company also has support to answer questions of foreign customers and customer care 3.1.2 Limitations of using English in the company However, the using of English in Green Earth Logistic Co., Ltd is still limited  The company does not focus on exploiting the potential of staffs in using English in some departments such as accounting – finance, human resources 10  Most of staffs are limiting to communicate in their ability 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 staffs 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 not study in economics Thus, it is difficult to negotiate transactions or draft economic documents 3.2 Some solutions to improve the use of English in the working environment To improve English communication and negotiation skills for employees, the company should cooperate with English centers in the area to design a practical English learning program through daily typical work situations, add standard pronunciation and quick reflex in communication skill Through these courses, staff of Green Earth Logistics Co., Ltd can speak, communicate fluent English to gain confidence in communicating with international partners and learn more about the knowledge and experience from other countries in the world Having good English skills, the staff will be easier in finding foreign partners, communicating, negotiating and signing sales contracts More importantly, the process of recruiting, interviewing should have clear procedures and details to accurately evaluate English ability of staffs, especially the international sales division Besides, Green Earth Logistic Co., Ltd must have the rewarding policy, increasing the wages for employees who have the good qualifications and ability to use English well in the workplace This policy is aimed at motivating and encouraging employees to work and improve professional English Moreover, it is necessary to encourage staffs to use English in daily communication Finally, the company should improve English for employees Green Earth Logistics Co., Ltd organizes economic seminars in English, English competitions for staffs In addition, the company should focus on investing equipment to support learning English, send staffs to study and get familiar with the English environment in business 11 PART 4: SUGGESTION FOR THE SUBJECT OF GRADUATION THESIS As the integration trend is developing, human relations as well as cooperation in work are not only limited in Vietnam but also in the international environment In fact, English plays an important role in everyday life from communication to the opportunities in learning, working, expanding relationships to business co-operation As an export – import logistics company, as well as other logistics companies, daily, Green Earth Logistics Co., Ltd is conducting more and more business sales through the use of English It is clear that English is the most language that uses in the company Employees of Green Earth Logistics Co., Ltd is trained to negotiate, write emails, communicate, conduct transactions and make relevant documentation Therefore, through one-month internship in the Sales and Logistics Department at Green Earth Logistics Co., Ltd, I have a desire to propose a research subject for graduation thesis: “English communication between employees and customers of Green Earth Logistics Co., Ltd in the Export - Import business.” I sincerely hope my teachers consider and help me in the process of doing graduation thesis 12 CONCLUSION With a "Passion, Serious, Effective, Positive and Professional" working attitude, Green Earth Logistics Co., Ltd always commits to obey honesty, puts top customers' interests, updates new information and policies of the General Department of Customs and relevant ministries As a result, the company will improve the quality of their services, update the latest policy information to their customers as well as their partners in order to increase the initiative in the job before the changes of the market and related regulations During one month doing the internship as an office staff at Green Earth Logistics Co., Ltd, I possessed the a opportunity to apply the knowledge obtained at university into reality and learn more about styles, attitudes, methods of working, communication in business environment, generating valuable experiences that helps me give out the clear direction for my future career Through my experiences obtained during the one-month internship and my knowledge background, I conducted this report in order to analyze and evaluate in the use of English of all staff in the company I hope that it would contribute to the unit’s development in the upcoming time I would love to give my sincere thanks to teachers at Faculty of English – Thuong Mai University as well as staffs in Green Earth Logistics Co., Ltd for helping me to accomplish this report Hanoi, January 26, 2018 Student Vu Thi Ngoc Anh 13 REFERENCES We would like to express our gratitude to the following researches for providing the very useful information sources so that we could complete this study: http://green-earth.vn/ http://thongquan.com.vn/vai-tro-cua-logistics-doi-voi-doanh-nghiep-vanen-kinh-te/ http://thuctaptotnghiep.net/bao-cao-thuc-tap-ve-dich-vu-logictics-tai- cong-ty-tnhh-thu-tam/ http://trangvangvietnam.com/listings/1187779755/cong_ty_tnhh_tiep_van_trai _dat_xanh.html 14 ... GREEN EARTH LOGISTICS CO., LTD 1.1 Formation and development of Green Earth Logistics Co., Ltd 1.1.1 General introduction about Green Earth Logistics Co., Ltd Image 1.1: Logo of Green Earth Logistics. .. 1.1: Logo of Green Earth Logistics Co., Ltd Image 1.2: Some typical partners of Green Earth Logistics Co., Ltd .2 Diagram 1.1: Organizational chart of Green Earth Logistics Co., Ltd .3... the port 1.1.4 Core markets and services of Green Earth Logistics Co., Ltd  Core markets of Green Earth Logistics Co., Ltd: Green Earth Logistics Co., Ltd always works with "Passion, Serious, Effective,