INTERNSHIP REPORT IQL LIFE QUALITY JOINT STOCK COMPANY

THUONG MAI UNIVERSITY ENGLISH FACULTY - - INTERNSHIP REPORT Internship place IQL LIFE QUALITY JOINT STOCK COMPANY Student Class Student Code: Duong Thi Han : K52N3 : 15D170151 HANOI, 2020 TABLE OF CONTENTS TABLE OF CONTENTS .i INTRODUCTION ii LIST OF ABBREVIATIONS iv LIST OF TABLES AND CHARTS v CHAPTER I: OVERVIEW OF ANH MINH TRANSPORT AND TRADING INVESTMENT COMPANY LIMITED I.1 General information about Anh Minh transport I.1.1 General introduction about Anh Minh transport .1 I.1.2 Type of ANH MINH TRANSPORT services: I.1.3 The organizational structure: I.2 Information about the Export-Import department: I.2.1 Organizational structure of Export-Import department: I.2.2 Responsibilities of of Export-Import department towards Anh Minh Transport: CHAPTER II: OVERVIEW ABOUT THE INTERNSHIP PROGRAM AT ANH MINH TRANSPORT 10 II.1 The process of performing the assigned tasks 10 II.2 Difficulties and the personal experience acquired 17 II.2.1 Difficulties 17 II.2.2 The personal experience acquired through the training course: 18 CHARTER III: EVALUATION ON THE USE OF ENGLISH IN ANH MINH CO., LTD 21 III.1 Describing the using English in business 21 III.2 Suggested research topic 22 CHARTER IV: TOPIC PROPOSAL FOR GRADUATION REPORT 23 CONCLUSION 25 REFERENCES 26 i INTRODUCTION Today, The development of national industrialization and modernization, transport and trading services have become key components of the modern economy so that transportation is increasingly developing and plays a huge role in Vietnam economy Transport is a special material industry, always associated with the advancement of human civilization, in order to change the position of goods and people themselves from one place to another safely and quickly And meaning of the term “logistics” has gradually expanded to include business and service activities The domain of logistics activities is to provide customers with the right goods in the right place at the right time It ranges from providing the necessary subcomponents for manufacturing to having inventory on the shelf of the retailer to having the correct quantity and type of blood available for a surgical procedure in a hospital The major issue that logistics attempts to resolve is to decide how and when raw-materials, semifinished, and finished goods should be acquired, moved, and stored The need for logistics management also arises in firms and public organizations that provide services, including mail delivery, public utilities, and after-sales service From the steel factories of Vietnam to the ports of Singapore, every organization faces the challenge of getting the right materials to the right place at the right time As an English-majored student of Thuong Mai University, I have an opportunity to study and work at Anh Minh transport and trading investment Co., Ltd in my internship This is a valuable opportunity for me to practice my English knowledge, communication skill and learn experiences and soft skills from everybody in the company I would like to express my thanks to my manager, Mrs Tho, for the support and insightful advice during my internship, for the guidance to ii complete the project at Anh Minh transport and trading investment Co., Ltd In addition, I myself think that the company is an ideal organization that students of foreign languages can collect information and get valuable experiences of work, especially business English students Hanoi, February 07, 2020 Student Hoang Van Thao iii LIST OF ABBREVIATIONS AMT Anh Minh transport and trading investment company limited Co., Ltd Company Limited No Number VND Vietnam dong iv LIST OF TABLES AND CHARTS Image 1: Logo of Anh Minh transport and trading investment company limited Chart 1.1: Management apparatus of Anh Minh transport and trading investment company limited Table 1: Internship diary of the first week Table 2: Internship diary of the second week Table 3: Internship diary of the third week Table 4: Internship diary of the fourth week v CHAPTER I: OVERVIEW OF ANH MINH TRANSPORT AND TRADING INVESTMENT COMPANY LIMITED I.1 General information about Anh Minh transport I.1.1 General introduction about Anh Minh transport Image Logo of Anh Minh transport and trading investment company limited Company name: Anh Minh transport and trading investment company limited Trading name: ANH MINH TRANSPORT (AMT) Source code: 0108077086 Head office: No.9 – niche 1395/12 – Giap Bat Street – Hoang Liet Ward – Ha Noi Legal representative: Duong Thi Ha Tel: 0969179588 Email: alovantai.vn@gmail.com Legal form: Limited Liability Company Anh Minh transport was established and operated under the business license No.0108077086 issued by the Department of Planning and Investment of Ha Noi City which issued on November 28, 2017 Charter capital: 3,000,000,000 VND Anh Minh transport and trading investment Co., Ltd was founded in 2017 and ours desire to introduce polynomial modes of transportation to Vietnam and responses the market's transportation needs Our management concept is to serve, surpass and share; our corporation spirit is flexible, diverse and innovative; and our goal is to establish a reliable, professional and efficient shipping forwarder In Anh Minh transport and trading investment Co., Ltd, we have valued the welfare and career paths of our staffs We have a cooperative, harmonious working environment, a complete educational training, as well a good welfare system We also have a young but experienced leadership team which led us to a breakthrough, based on the management philosophy of accuracy, quick, steady and cost-efficiency Market and trends are one of the most promising advanced modes of transport As making an overall arrangement in the Vietnamese market is an indispensable strategic factor in providing comprehensive services, all the staffs of our company are looking forward to creating diverse professional services to fulfill the needs of customers, utilizing our many years of experience, reducing costs, enhancing efficiency and customer service with competitive prices, and making a good impression in the industry Although still small, nearly years of operating the domestic route that the company's shipping volume has captured a large domestic market share Becoming the largest container shipping volume in Viet Nam The company has studied the market, transport trends, economic and commodity issues and is determined to operate the international route with research efforts in the direction of integration This turning point has helped the company become an agent for some major shipping lines in the market At the same time, it helps the company to penetrate into the international market with various modes of transportation on international routes Our mission is to become a global scaled organization, continuously develop and pursue business growth, as well to create value to achieve the effectiveness of cost and benefit In addition to the overall stability of the business operation, the profit of the company has increased year by year, and we are now a reputable domestic company We have gained the trust and support of various well-known domestic companies, and have earnt our reputation in the transportation industry! Company Philosophy: We is providing the best service, enthusiasm, professionalism and positive attitude In the 21st century, efficiency and knowledge is everything As customers' strategic partners, we provides professional, rapid and accurate services Our obligation is to provide customers with diverse services • Quality assurance: Premium service and customer satisfaction • Business philosophy: Sustainable business operation and profit-sharing • Vision: To become a pioneer and expert in the industry • Core values: A learning team with passion, professionalism and sharing Vision: Professionalism, efficiency and dedication are our commitments to our customers All of our dedicated employees will provide customers with a globalized sea and road transport and logistics service In the future, the goal of AMT is to provide an excellent service and create a win-win situation with customers AMT delivers value to the customer through three main phases: • Domestic logistics: These are the operations, which precede manufacturing These include the movement of raw materials, and components for processing from suppliers For example, we will transport aircraft or car parts to their assembly location • Process logistics: These are the operations, which are directly related to processing These include activities like storage and movement of raw materials, components within the manufacturing premises We have many different shipping methods like train or ship • International logistics: These are the operations, which follow the production process These include activities like warehousing, transportation, and inventory management of finished goods Since the establishment, we has initially attracted many customers by the high quality services, meet the needs of customers Promoting that strength, AMT has constantly improved and renewed its business operations in all aspects The scale of the company is growing and expanding I.1.2 Type of ANH MINH TRANSPORT services: a) Operating container shipping ships  Site exploitation service (NVOCC)  Freight forwarding services  Container transport services by road and sea  Agents for foreign container shipping lines b) Car and aircraft operation of transport Anh Minh transport and trading investment Co., Ltd has invested and learn the train to transport the equipment installation and repair of automobiles This trains response the conditions and modes of transportation that the customer requirements Transit time must be timely for repair and installation to be delivered to domestics agent c) Rail transport d) Nationwide shipping (North – South) E) Ship Management INTERNSHIP DIARY OF THE FIRST WEEK (30/12/2019 – 04/02/2020) Date Monday Working time Process of performing assigned task From 8:00 a.m to - Understanding and promoting products 11:30 a.m and services of AMT From 13:00 p.m to - Seeing the price of transporting goods 17:00 p.m such as cars, airplanes, electronic devices, etc - Looking for customers in the field: inland transport, import and export - Directing access and advicing to customers: Offering, drafting contracts, establishing contract signing procedures - Developing and maintaining relationships with customers and partners Tuesday via email and phone From 8:00 a.m to - Directly introduce the AMT's services 11:30 a.m to customers From 13:00 p.m to - Transacting with customers as assigned, 17:00 p.m answering daily questions of customers via email, phone - Drafting and negotiating terms and Wednesday conditions of import and export contracts From 8:00 a.m to - Solving problems related to supporting 11:30 a.m the bill, empty containers From 13:00 p.m to - Checking the validity of the import 17:00 p.m documents before making payment - Tracking and updating the itinerary of imported 11 consignments (departure, Thursday return, storage) From 8:00 a.m to - Preparing a debt statement to send to 11:30 a.m customers From 13:00 p.m to - Checking and tracking debt details 17:00 p.m Friday - Making payment records with customers From 8:00 a.m to - Taking care of existing customers, 11:30 a.m finding and developing new customers From 13:00 p.m to - Preparing a set of customs clearance 17:00 p.m import documents, preparing a customs clearance for goods importation for inland transport - Checking the accuracy of the import dossier set for goods brought to the bonded warehouse and coordinating with the bonded warehouse to bring the goods to the warehouse - Writing reports of orders successfully and canceled of the week Table 1: Internship diary of the first week 12  Week 2: From January 06,2020 to January 11,2020 INTERNSHIP DIARY OF THE SECOND WEEK (06/02/2020 – 11/02/2020) Date Monday Working time Process of performing assigned task From 8:00 a.m to - Solving problems arising in the 11:30 a.m process of importing or unloading From 13:00 p.m to goods at ports and border gates by 17:00 p.m telephone - Preparing a set of shipping English documents as required - Learning import and export procedures when required - Archiving English records and documents - Other jobs as assigned by the Tuesday manager From 8:00 a.m to - Supporting sales, service contracts, 11:30 a.m inquiries for customers in the UK and From 13:00 p.m to Australia 17:00 p.m - Updating legal changes related to Vietnam Customs law, logistics market information to update foreign customers - Reporting status of orders to supervisors, arising problems, customer Wednesday feedback From 8:00 a.m to - Gathering customer information to 11:30 a.m meet regularly with customers, From 13:00 p.m to proposing solutions to engage with 17:00 p.m customers 13 - Taking care of existing customers, finding and developing new customers - Preparing debt reports to send to domestic and foreign customers Thursday - Checking and tracking debt details From 8:00 a.m to - Making international payment 11:30 a.m records From 13:00 p.m to - Reading documents on revenue and 17:00 p.m expensing incurred in AMT's business operations in English - Checking, reporting invoices in Friday English input, declare VAT From 8:00 a.m to - Comparing, reviewing data and 11:30 a.m vouchers on costs in English documents From 13:00 p.m to of the transport bills 17:00 p.m - Offering, quote freight rates with customers, negotiate, negotiating with US customers about the price and terms of the contract by phone - Proposing important market development - Writing reports of orders successfully and canceled of the week Table 2: Internship diary of the second week  Week 3: From January 13,2020 to January 18,2020 INTERNSHIP DIARY OF THE THIRD WEEK (13/02/2020 – 18/02/2020) 14 Date Monday Working time Process of performing assigned task From 8:00 a.m to - Writing the job report and task 11:30 a.m responsibilities as required From 13:00 p.m to - Searching and exploiting customers in 17:00 p.m the shipping, import and export industry, especially contact with employees who have the right to decide the import-export in the customer company - Caring, developing available customer Tuesday sources From 8:00 a.m to - Researching, evaluating prices and 11:30 a.m potential market From 13:00 p.m to understanding 17:00 p.m situation the through company's strong service (cars, aircraft, electronics, strong transportation routes in Asia and Asia) Europe, Middle East, America, ) - Contacting customers / departments / state agencies to obtain necessary information and documents on goods for Wednesday successful clearance From 8:00 a.m to - Import English documents related to 11:30 a.m export / import goods: bill of lading, From 13:00 p.m to notice of arrival, invoice, packing list, Thursday 17:00 p.m certificate of origin From 8:00 a.m to - Declaring with the electronic customs, 11:30 a.m handling import and export documents From 13:00 p.m to with 17:00 p.m foreign authorities customers, and customs import-export management agencies - Tracking the progress of goods with the 15 Import and Export moderation until the Friday completion of the shipment From 8:00 a.m to - Consulting import and export customs 11:30 a.m procedures for foreign customers From 13:00 p.m to - Dealing with customers at the company 17:00 p.m - Writing reports of orders successfully and canceled of the week Table 3: Internship diary of the third week  Week 4: From January 20,2020 to January 22,2020 INTERNSHIP DIARY OF THE FOURTH WEEK (20/02/2020 – 22/02/2020) Date Monday Working time Process of performing assigned task From 8:00 a.m to - Updating legal documents information 11:30 a.m about import and export goods Making From 13:00 p.m to English reports at the request of 17:00 p.m Tuesday superiors Archiving and tracking import and export records From 8:00 a.m to - Ordering shipping to ports in Vietnam 11:30 a.m - Making international payments (LC From 13:00 p.m to opening, money transfer, etc.) to foreign 17:00 p.m beneficiaries - Preparing, checking customs clearance for imported goods, packinglist, consultation documents with Customs Wednesday Tracking order progress transaction to delivery From 8:00 a.m to - Receiving and responding 11:30 a.m from to complaints about AMT’s transportation From 13:00 p.m to services 16 17:00 p.m - Updating daily inventory report for management and customers - Summary of important customers and new customers Table 4: Internship diary of the fourth week II.2 Difficulties and the personal experience acquired II.2.1 Difficulties During the internship period at Anh Minh transort, I had gotten many interesting and meaningful lessons All the knowledge, skills and experiences which I got during working at the company are very useful for my job in the future Because of lacking experiences, I met with many difficulties However, I had overcome those challenges and gained good results • IT skill is always necessary if you acquire even most elementary level of knowledge Because I am not entirely fluent in using Excel and Word, therefore, while executing some basic IT tasks for the company, I would still struggle For example: I must prepare, check customs clearance for imported goods, packinglist, consultation documents with Customs It was hard works • At some points, the seniors were fully occupied by their tasks, hence, I had no ideas of what should I at that specific moment However, time gone by and I was be able to manage my schedule and tasks more effectively eg: Compare, review data and documents on costs in English documents of the transport bills It's a job I have to organize to by myself • When I translated some short contracts, my difficulty is vocabulary source This task required suitable and exact using of vocabulary, grammatical structure Foreign contracts always have local words or slang words Besides, when I translated some longer and more complex bills, they are the different signs to recognize them and how to use a good structure to express a complex sentence Due to language barrier and cultural gap that hinder the 17 communication between me and foreigner customer, sometimes I’m still awkward For example, UK and US contracts and shipping methods are different from Asian countries • Carry out import and export procedures The import and export procedures and documents are extremely complicated and confusing For example, goods want to be convenient for export or import, we have to clear the customs procedures and one of them is to declare the customs declaration If the information and content of the declaration is just a small difference, it is enough for your goods to be kept at customs for inspection, the process of trade is slower than the delivery time It will affect company reputation II.2.2 The personal experience acquired through the training course: After weeks of working at AMT, I have learned a lot of knowledge and experience in soft skills and communication skills as well as working with foreign clients In my opinion, working at a transportation company and trading services is always experiencing more than I expected What I have learned at the Thuong Mai University and I also have to improve from the teachers, my communication skill is also quite good to be confident when talking with foreign customers Firstly, Discuss with manager to set up weekly meetings The best way to get feedback is to actively seek it - set up weekly meetings with manager so I could check in and make sure my expectations were aligned Ask for feedback and ways you can improve your work Not only will this alleviate some stress and frustration on your part, but your supervisor will also appreciate your conscientiousness Send a repeating calendar invite so that the meeting is always in both of your calendars - this way, it won’t feel like you’re bothering your boss when you need to talk Many of these scenarios can be avoided by taking simple steps before you start your internship To ensure that you and your manager are on the 18 same page, communicate what you hope to gain from the internship, as well as what sort of skills you can offer and what kind of projects you’ll be working on Doing so will make a huge difference in your experience Secondly, I have improved my skills when working with Microsoft Office (Excel, Word, Power Point) Moreover, I also learned how to use office machines, such as printer, scanner, photocopier, etc I could practice writing a report, minutes, order, commend card, contract, bills, and email Especially, I have been familiar with structures, grammar in writing and how to effectively enrich my vocabulary I have already learned common English phrases in official documents Moreover, l could practice translating materials and contracts of the company and I have learned many specialized words, complex structures as well as specialty vocabularies Thirdly, I had some experiences when I met the partners: how to introduce about the services of the company, how to handle with difficulties, how to negotiate with the partners I have enhanced English proficiency and interpersonal skills for better comprehension and communication Besides, I understand the procedures and steps to take when doing import and export procedures with customs Lastly, I have realized what are my weaknesses and strengths during my internship Knowing the areas of my own strengths and weaknesses allows me to build on them and identify areas I can improve Thus, I could broadly widen the strengths and draw lessons from my own mistakes in order to get better in the future After internship, I feel full of confidence when talking with teammates or foreign customers These experiences will help me find the perfect English skills that I were wrong If the company continues to promote and expand the market in Export - Import department, I will have goals and specifics at the company 19 CHARTER III: EVALUATION ON THE USE OF ENGLISH IN ANH MINH CO., LTD III.1 Describing the using English in business A typical example of English proficiency that does not meet the job requirements is a commercial service, which requires communication of English in foreign shipping jobs But in fact, most graduates not have the necessary English knowledge for work, cause many problems in communication, reduce the performance of the whole business While foreign transport companies like AMT, English translation and communication staff are very important Because the company's important customers being developed countries and using English as their secondlanguage In the members in AMT's Import - Export department, the company has new members who can use English to work with foreign customers We have staffs who can read, speak and write English well But staff in other departments didn't speak English well As a result, transportation and promotion services for foreign trade are limited It is a company limitation and the same is true for many import-export companies or trading of goods with foreign target customers Mrs.Tho, Import-Export department of AMT said: “The company missed a large number of foreign customers because the business staff's ability to communicate in English did not meet the requirements demand in dealing with guests” Besides, for many businesses, the English level of employees affects the image and reputation of the whole company In order to participate in international conferences and seminars, expand relationships and build image for companies, business employees need to have good communication in English 20 III.2 Suggested research topic International trade for export and import in our country is developing more and more in recent times And as requirements increase due to the importance of the business, we must be prepared to follow the movement, the changes in the area and take advantage of the opportunities that appear to maximize the entire logistics chain, reduce costs, increase productivity, save time and security in different types of trade and markets, and especially advertising to foreign customers to get more orders and potential customers Therefore, I think the company should recruit more good English staffs who can well this jobs There are courses to improve English communication skills of all staffs in the company That people in the company join in these courses would help them to improve their English skills: listening, speaking and writing All staffs will be trained and able to be more professional to work with accurate information and understand the needs and expectations of customers and the markets in which it operates, especially when they are in English To conclude this part, I must say that today to handle another language is to duplicate the chances of success in life and par excellence and importance should be English that other language, handle English allows you to cross borders supported by communication and information technology and handle customs clearance import documents handle customs clearance import documents, update and prepare a customs clearance for goods importation for transport to foreign customers Therefore, I would like to propose the topic for my graduation report is: “Difficulties encountered when doing importexport procedures with foreign customers and proposing solutions” 21 CHARTER IV: TOPIC PROPOSAL FOR GRADUATION REPORT As I proposed the topic “Difficulties encountered when doing importexport procedures with foreign customers and proposing solutions” as the topic for my graduation report I would like to give the reason why I choose this topic as well as the urgency of the topic in In order to expand markets, trade integration and globalize goods, all countries must import and export Not only use the language and trade documents but also must complete all documents and procedures with Customs Currently, the number of cars and electronics in Vietnam is increasing Demand for transporting goods to foreign countries also increased So this service still faces many difficulties and challenges The first one is complicated customs procedures Goods that want to be cleared must be approved by the customs authorities Here, the shipper must ensure the goods are qualified for export abroad Through documents and certification The customs office will confirm your goods and guide the specific procedures Therefore, writing English documents must be suitable for each country Difficulties when sending goods to foreign countries and delivering goods to Vietnam The average customs clearance time for an export shipment is hours 28 minutes and the import goods is 19 hours 33 minutes Origin verification time is too long This causes costs for businesses The second that have to update the changed and improved customs procedures in the countries of transport Import and export laws in different importing countries Each country has its own rules about import and export goods, especially those using English documents But in general, businesses still have 22 difficulties in implementing and completing these procedures when exporting and importing into demanding markets like Europe Therefore, in order to avoid this risk, the Department of Import and Export must be very careful in goods import stages and strictly abide by commercial laws First of all it is necessary to have all legal documents Customs procedure process in accordance with the law Secondly, customs procedures must be updated regularly and staff will arrange pick up schedules, shipping schedules and then pick up shipments We must always prepare the dossier, register for quarantine and apply for export licenses carefully Contact the customer to receive a stamped customs dossier set Complete the correctly English documents to send to partner Especially looking for reputable foreign business partners and professional staff, that the import process will complete promptly, helping to shorten the time, goods are safe and completely legal 23 CONCLUSION During four weeks doing the internship as a staff at AMT, I possessed the a opportunity to apply the knowledge obtained at Thuong Mai 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 figure out some existing problems at 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 my beloved manager – Mrs.Tho, and all colleagues at Anh Minh transport and trading investment Co., Ltd for helping me to accomplish this intership report At last, I hope that the company will achieve the next successes and will become a leader in the transportation industry Hanoi, February 07,2020 Student Hoang Van Thao 24 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://alovantai.vn/ http://doc.edu.vn/ http://www.tradeready.ca/ 900 English Situation of the Trading - Published in Vietnam The book - Incoterms 2000, UCP – 600 The book - Building an Import/Export Business by Kenneth D Weiss 25 ... trading investment company limited Table 1: Internship diary of the first week Table 2: Internship diary of the second week Table 3: Internship diary of the third week Table 4: Internship diary... at the company 17:00 p.m - Writing reports of orders successfully and canceled of the week Table 3: Internship diary of the third week  Week 4: From January 20,2020 to January 22,2020 INTERNSHIP. .. COMPANY LIMITED I.1 General information about Anh Minh transport I.1.1 General introduction about Anh Minh transport Image Logo of Anh Minh transport and trading investment company limited Company