Difficulties in writing English business correspondence of staff in Import Export department of Techanic Vietnam company limited Difficulties in writing English business correspondence of staff in Import Export department of Techanic Vietnam company limited Difficulties in writing English business correspondence of staff in Import Export department of Techanic Vietnam company limited Difficulties in writing English business correspondence of staff in Import Export department of Techanic Vietnam company limited Difficulties in writing English business correspondence of staff in Import Export department of Techanic Vietnam company limited Difficulties in writing English business correspondence of staff in Import Export department of Techanic Vietnam company limited Difficulties in writing English business correspondence of staff in Import Export department of Techanic Vietnam company limited Difficulties in writing English business correspondence of staff in Import Export department of Techanic Vietnam company limited Difficulties in writing English business correspondence of staff in Import Export department of Techanic Vietnam company limited Difficulties in writing English business correspondence of staff in Import Export department of Techanic Vietnam company limited Difficulties in writing English business correspondence of staff in Import Export department of Techanic Vietnam company limited Difficulties in writing English business correspondence of staff in Import Export department of Techanic Vietnam company limited
OVERVIEW OF THE STUDY
Organization of the study
● The third chapter: Research findings
Chapter three of the thesis focuses on the current state of business correspondence within the company, highlighting common skills and the challenges employees face This section not only includes statistical data and a detailed description of the situation but also offers effective solutions and techniques for skill enhancement, all grounded in the collected data.
● The last chapter: Recommendation and suggestion
The last part is recommendations and suggestions as well as conclusion and references.
LITERATURE REVIEW
An overview of business correspondence
Correspondence refers to communication through the exchange of letters In the realm of business, professionals engage in writing and receiving letters as part of their daily transactions, which is specifically termed business correspondence.
Correspondence” of Thuongmai University Business correspondence (Business
In the business realm, the term "letter" refers to written communication exchanged between partners or within an organization Internal correspondence occurs among staff, divisions, or branches of the same company, while external correspondence involves communication with consumers and suppliers This type of communication is essential for conveying information, expressing opinions, and facilitating important decision-making processes.
The importance of business correspondence cannot be underestimated.
Effective communication is essential for maintaining strong relationships in today's global business landscape, where customers and companies are spread across various regions Business letters play a vital role in this context, allowing customers to request product information and enabling businesses to share important data This seamless exchange of information facilitates both national and international business operations.
Letters offer a cost-effective and functional means of communication for businesses, providing a convenient way to share and access important information compared to other methods like mobile, telex, and fax.
Business correspondence plays a crucial role in nurturing and sustaining goodwill, as it is often crafted to build and strengthen relationships with customers By reaching out to address customer complaints and gather feedback, companies demonstrate their commitment to customer satisfaction Additionally, informing consumers about new product launches and clearance sales fosters engagement and trust Ultimately, effective communication enhances a company's ability to expand its customer base and retain loyalty.
Written communication serves as crucial evidence in business transactions, enabling traders to maintain accurate records of statistics and figures discussed during meetings In case of disputes between parties, these documents provide essential proof to support claims and facilitate resolution.
Business correspondence plays a crucial role in helping organizations achieve their goals and foster growth It serves as a valuable tool for sharing information about competitive products, pricing, promotions, and retail activities By facilitating inquiries about goods and markets and enabling order acceptance from various countries, businesses can operate efficiently, minimizing time and resource expenditure while maximizing profits.
The significance of high-quality business correspondence cannot be overstated, as it reflects the sender's consistency, personality, and attitude To ensure quality, attention must be given to every component of the letter Key elements of a business letter include: a Heading that features the business's name, postal address, email, website, phone, fax numbers, and logo; a Date placed in the top right corner; a Reference number indicating the letter's department and year, located on the left under the heading; an Inside address detailing the recipient's name and full address; a Subject line that concisely conveys the letter's purpose; and a Salutation, which follows the inside address and is typically followed by a comma.
● Sir/Madam: For official and formal correspondence
● Dear Sir/Madam: For addressing an individual
When addressing a firm or company, begin with "Dear Sirs" or "Dear Madam." The body of the letter constitutes the main message from the sender and is typically divided into three distinct sections.
● Opening part: It is the introductory part of the letter In this part, attention of the reader should be drawn to the previous correspondence, if any.
● Main part: This part usually contains the subject matter of the letter It should be precise and written in clear words.
In the concluding part of a letter, the sender expresses their intentions, hopes, or expectations regarding the next steps, while always anticipating a positive response It's essential to end with a polite complimentary close that aligns with the salutation; for instance, if the letter begins with "Dear Sir/Dear Madam," the sender should conclude with "Yours faithfully." This approach ensures a respectful and coherent communication.
Dear Sir/Dear Madam Yours faithfully
Dear Mr James Yours sincerely
Table 2.1.3 Complimentary close in business correspondence ix Signature: It is written in ink, immediately below the complimentary close.
To ensure clarity and professionalism in correspondence, the signature should be legible, with the writer's name typed directly beneath it, followed by their designation In the absence of a letterhead, including the company's name under the designation is advisable When attaching documents such as cheques, drafts, or invoices, a list of enclosures should be provided in sequential order If copies of the letter are being sent to additional recipients, this should be indicated as C.C Lastly, if the writer wishes to include additional information not covered in the main body of the letter, a postscript (P.S.) can be added.
Here is a format of business correspondence.
Tel Name of the firm E-mail:
Name and address of the person to whom letter is sent
Table 2.1.3.2 Format of a business letter
(Textbook “Business Correspondences” of Thuongmai University) 2.1.4 Several types of typical business correspondence
Business correspondence plays a crucial role in effective communication, encompassing various types such as enquiry letters, quotation letters, order letters, complaint letters, and recovery letters An enquiry letter seeks specific information about a product, including price and delivery terms, and should be concise and clear A quotation letter responds to inquiries by providing detailed pricing and payment terms, ensuring all requested information is included An order letter confirms a purchase, detailing product specifications and payment methods, and must be drafted with care and politeness Complaint letters express dissatisfaction with a product or service, prompting appropriate action from the relevant authorities, and are typically formal in tone Lastly, recovery letters are sent by sellers to collect outstanding payments while maintaining a courteous approach to preserve customer relationships.
Qualities of English business correspondence
English is recognized as the universal language for global trade, making effective business correspondence essential Research by business experts highlights that well-prepared and presented messages are crucial for successful communication To craft a high-quality letter, the sender must clearly define their purpose, ensuring that all necessary details—such as quantity, model, address, and payment method—are included to prevent misunderstandings Additionally, the choice of paper, its size, color, and other characteristics contribute to a positive impression on the recipient Ultimately, the qualities of a good business letter can be categorized into inner and outer attributes.
The inner qualities include the quality of the language used, the presentation of a business letter, etc Here are the various inner qualities of a good business letter.
- Simplicity: For business letters, simple and clear language should be used. Difficult and fancy words should be avoided as much as possible.
Clear communication is essential for effective messaging, ensuring that the recipient comprehends the intended message swiftly and accurately Ambiguous language can lead to confusion, hindering understanding Therefore, when the receiver interprets the letter in alignment with the sender's intention, the communication achieves its purpose successfully.
Ensuring accuracy in business letters is crucial, as it involves verifying the absence of language errors such as grammar, spelling, and punctuation mistakes Additionally, effective communication requires that the message is directed to the appropriate recipients.
Writing a comprehensive letter is essential, as it must encompass all vital details, including product quantity and model, to ensure the reader fully grasps the situation and the proposed solution Clarity and brevity are key, ensuring that the message conveys complete information effectively.
- Relevance: Only important information should be included in the letter In any business correspondence, irrelevant information should be avoided.
In business correspondence, it is essential to maintain a courteous tone by using polite and respectful language Writers should avoid slang or offensive terms and instead opt for words like "please" and "thank you" to convey appreciation and professionalism This approach fosters positive communication and reflects integrity in business interactions.
- Neatness: A business letter must be typed or handwritten neatly and attractively Words should be used with proper spacing, indentation, and use of paragraphs Cuttings and overwriting should be avoided.
Writing English business correspondence requires adherence to specific rules to reflect both the writer's professionalism and that of the company The style and layout differ from other types of writing, necessitating thorough preparation, consultation, and practice This ensures that letters convey accurate information while maintaining a professional and polite tone.
The outer qualities of a business letter refer to the quality of its outer appearance.
The quality of the paper, including its color and size, significantly impacts the overall impression of a letter, contributing to a positive perception among readers High-quality materials not only enhance the visual appeal but also facilitate proper documentation An eye-catching and impressive outer appearance is essential for making a lasting impression.
When selecting paper for company documents, it is essential to balance quality with budget constraints While premium paper may not always be feasible, using high-quality paper for original copies is crucial, whereas standard paper can suffice for duplicates This approach ensures professionalism without compromising the company's financial situation.
Using various colors of paper for different types of letters can enhance communication by conveying the letter's intention and purpose to the recipient The color choice adds an extra layer of meaning, making the message more impactful.
When composing business letters, it is essential to use standard-sized paper that matches the available envelope sizes The most widely used paper for this purpose is A4, ensuring a professional presentation and compatibility with common mailing options.
To ensure a professional presentation, it is essential to fold a letter properly before placing it in an envelope Uniform and neat folding not only fits the letter well but also creates a positive impression on the reader Neglecting to fold the letter correctly can lead to a negative perception of the correspondence.
When sending a letter, it is essential to choose a high-quality envelope that suits the purpose Consideration of the envelope's size is crucial, as it can affect the presentation and delivery Businesses commonly utilize various types of envelopes, including ordinary, window, and laminated options, to meet their specific needs.
A well-crafted business letter can open doors to job interviews, resolve issues, or even secure financial opportunities It is crucial to avoid sabotaging your chances of success with a poorly written letter that fails to engage the recipient.
President and Editor in Chief of Forbes Magazine.
Difficulties in writing English business correspondence
One of the skills which is the most difficult skill for English users is writing.Writing skill requires the writer to master the knowledge and use English fluently.
Crafting a high-quality business letter presents numerous challenges for writers, often leading to difficulties in correspondence Common issues include the correct use of grammar, appropriate vocabulary, mechanical formatting, and overall composition.
One major challenge in business communication is the inability to write English correspondence with correct grammar, which is essential for conveying professionalism Foreign partners often evaluate a writer's qualifications based on their grammatical accuracy, particularly when responding to unstructured letters For instance, using phrases like "I sorry for " instead of the correct "I'm sorry for " can lead to misunderstandings Such grammatical errors can cause confusion, as seen when an employee reports to their manager with "I send the information " instead of the appropriate past tense Ensuring grammatical accuracy is vital for effective communication and maintaining professional relationships.
When sending letters in English, many staff members struggle with grammatical mistakes, spelling errors, and lengthy responses, which can hinder effective communication This challenge arises from various factors, including typological differences between English and Vietnamese, as well as the influence of one's native language Despite years of collaboration with foreigners, employees often find it difficult to express their opinions or ideas accurately in English The significant differences in grammar between English and Vietnamese contribute to these challenges, making grammar a crucial issue for effective communication.
Many individuals struggle with lexis in English writing, which refers to vocabulary rather than grammar Effective lexis is essential for crafting a suitable style that aligns with the context, audience, and purpose of a document Lexical errors occur when inappropriate words are chosen for a given context, leading to confusion For instance, saying "Last week, I poste device information on the web" is incorrect; the proper term is "posted." To minimize such errors, it's important for writers to consider the English proficiency of their audience.
Many writers struggle with mechanical aspects of writing, leading to errors in spelling, punctuation, and capitalization While having a structured idea and formal vocabulary is essential, attention to these mechanics is equally important Improper punctuation and capitalization can alter the meaning of a text, causing frustration for readers and obscuring the writer's message A lack of correct punctuation can hinder the reader's understanding of the concepts presented Regardless of the quality of the content, mechanical errors can undermine the effectiveness of the writing Misusing punctuation can change the intended message, and spelling mistakes or typos can confuse readers Additionally, proper capitalization is crucial for clarity and professionalism in writing.
In writing, it becomes crucial If you place it in the correct order, it will provide readers with details on the initial concept.
One significant challenge that employees face is mastering the composition of business correspondence Composition refers to the arrangement of various elements that create effective communication Unfortunately, not all staff members possess a clear understanding of the proper format and structure required for professional English business correspondence.
Before writing letters, writers must master the principles of business communication and analyze recipients and communication situations in order to overcome these difficulties.
RESEARCH FINDINGS
Overview of the Techanic Vietnam Company Limited
Techanic Vietnam Co., Ltd, established on July 26, 2017, operates as a branch of Techanic Pte Ltd, which was incorporated on May 28, 2014, with a paid-up capital of $185,500 Since its inception, Techanic Vietnam has experienced steady growth over three years, expanding its number of offices and staff, both full-time and part-time The company's team is highly regarded for their engineering expertise and commitment to advancing the company's development strategy.
Techanic Vietnam Co., Ltd specializes in the wholesale and retail of computer and telecommunications devices, focusing primarily on computer hardware and peripherals, excluding cybersecurity products The company also offers repair and maintenance services for computer hardware and related equipment To leverage Vietnam's cost-effective labor, Techanic Pte Ltd in Singapore employs purchasing and data entry staff from its Vietnam division Purchasing electronic equipment and components is a key activity for Techanic Vietnam, targeting both individual consumers and businesses.
3.1.2 Information about the Import-Export department of the Techanic Vietnam Co., Ltd
The Import-Export Department is crucial to Techanic's success, serving as the vital connection between the company's products and its customers The export team is responsible for driving sales, acquiring new customers, retaining existing ones, and fostering business growth through various key responsibilities.
● Searching for and identifying prospective clients
● Reaching out to those potential clients and making contact, which is when the relationship-building begins in earnest
● Receiving inquiries, orders from customers and responding timely with selling price, products, and other related information
● Processing transactions and ensuring payments run smoothly
● Managing customer relationships and keeping customers happy long-term
The import staff plays a crucial role in procuring essential resources for the business at optimal times, ensuring a seamless flow of goods, production materials, and equipment This function is vital for maintaining an efficient production and sales process.
● Searching, contacting suppliers to get a quotation, and negotiating with suppliers about price
● Disposals and other related functions
Techanic's partners, primarily based in Singapore, necessitate a strong command of English due to the international nature of their work Consequently, fluency in English is essential for nearly all employees in the Import-Export Department A survey conducted highlights the significant amount of time employees dedicate to studying English to meet these requirements.
How long have you been learning Frequency Percentage
Table 3.1.2 English learning time of staff in Techanic Vietnam Co., Ltd
The data reveals that no employees in the Import-Export Department have studied English for just one year A significant portion, 14.28%, has learned English for 2 to 5 years, while 29.87% have studied for 6 to 10 years, and 55.85% for over 10 years This trend highlights the company's emphasis on English proficiency during the hiring process, as a foundational understanding of English is essential for effective communication with international partners Even employees with limited work experience can successfully adapt to the work environment if they possess prior English skills Proficiency in a common foreign language fosters empathy and strengthens business relationships, ultimately enhancing trust with partners.
The current situation using business correspondence made by Staff in the Import- Export Department of Techanic Vietnam Co., Ltd
Techanic is a company that collaborates with international partners, with its Import and Export Department playing a crucial role in supply chain management by facilitating communication with both domestic and foreign customers Operating in the import and export sector of computer and telecommunications devices, all employees are required to use English in their daily operations Given the challenges of time and space when dealing with foreign partners, face-to-face meetings are often impractical, necessitating negotiations through business correspondence Consequently, the import-export staff must proficiently utilize English business correspondence to effectively request product and service information from suppliers.
After analyzing the data collected, the writer identified key insights regarding the current state of operations through business correspondence from the Import-Export Department of Techanic Vietnam Co., Ltd The findings reveal essential trends and information pertinent to the company's performance in the import-export sector.
Time spent on writing and replying to
English business correspondence (e- mail, letter and report) per day
Table 3.2.1 Time spent on writing and replying to English business correspondence per day
According to the data presented in Table 3.2.1, a significant 43.05% of respondents reported spending 3-4 hours daily on English business correspondence Meanwhile, 22.22% indicated they spend less than 1 hour, and 16.67% dedicated 1-2 hours to this task Additionally, 11.12% of respondents reported spending 5-6 hours, while 6.94% stated they allocate over 6 hours each day to writing and replying to English business correspondence.
Table 3.2.2 Reasons for using business English correspondence by the staff
Reasons for using business English correspondence by the staff Frequency Percentage
(%) Asking for inquiries/ giving information/ negotiating prices with suppliers, shipping, forwarders, etc… 61 81.2
Ordering new products/ packages/ promotion 58 72.9
Complaining about products or services 11 14.1
Sending reports, memos, documents, providing project updates, and coordinating activities 65 82.1
Sharing or providing new information or activities 43 53.9 Dealing within the organization such as managers, colleagues, subordinates 56 72.1
Table 3.2.2 reveals that the majority of respondents, totaling 65, utilized business English correspondence for sending reports, memos, and project updates, as well as for coordinating activities Additionally, 61 respondents employed this form of communication for inquiries, providing information, and negotiating prices with suppliers and shipping forwarders Furthermore, 58 staff members used business English letters for ordering new products, packages, and promotions Interactions within the organization, such as communications with managers, colleagues, and subordinates, were noted by 56 respondents as a common reason for using business English correspondence Sharing new information or activities was also prevalent in the Import-Export department, with 43 respondents indicating its importance Lastly, business correspondence was used for complaining about products or services and for receiving instructions or assigning tasks.
Figure 3.2.1: The percentage of staff who have studied business correspondence
The percentage of staff who have studied business correspondence
According to Figure 3.2.1, 73% of respondents reported having previously learned business correspondence, while 27% had not This suggests that a majority of the staff have undergone training in business English writing, whereas a minority lack foundational skills in this area, indicating a gap in their experience with business English communication.
Figure 3.2.2: Techanic staff's proficiency in writing English correspondence
As can be seen in Figure 3.2.2, most of the Techanic staff's proficiency in writing English correspondence is average, representing 34 respondents (47.22%) of the total.
In a recent survey, 22.24% of participants reported having poor skills in writing English correspondence, while 26.38% considered their business English letter-writing abilities to be good, and only 4.16% rated their skills as excellent This disparity highlights the importance of strong writing skills, particularly since most company communications with partners occur through letters Therefore, attention to both content and formatting is crucial for effective correspondence.
3.3 Some difficulties and common errors in writing English business correspondence made by staff in the Techanic Vietnam Co., Ltd
The writer conducted an investigation into the challenges faced by staff in the Import-Export Department of Techanic Vietnam Company Limited regarding English business correspondence The findings were analyzed and presented as means, which were calculated into a range based on specific criteria.
Here are the four difficulties identified by the survey: grammar, lexis, mechanical problems, and composition.
3.3.1 The difficulty in using grammar
Table 3.3.1: The difficulty in using grammar
1 I have difficulty understanding and using the proper verb tenses and verb form
2 I have difficulty in using cohesion and the preposition structure
3 I have difficulty in understanding the rules of using type words and sentence elements
4 In my view, simple grammatical structures are enough for work 5 1 2.71 1.58 Neutral
5 It's difficult for me to use and 5 1 3.16 1.26 Agree adjust English grammar in a reasonable way for each purpose
Look at table 3.3.1, on the scale from 1– “Strongly Disagree", 2 – "Disagree", 3 –
The study results indicate that staff responses range from a neutral stance to agreement, with a mean score of 2.71 or higher The average standard deviation of 2.01 to 1.09 suggests that while most staff members share similar views, there are notable differences in opinions, with some expressing agreement and others dissenting.
In terms of grammar, data table 3.3.1 shows that the majority of the staff agree that they have difficulty in recognizing and using the right verbs and verb forms (Mean
The correct application of grammatical tenses and verb forms, such as "to + infinitive" or "V-ing," poses significant challenges in English grammar This complexity often serves as a major hurdle for staff, as the similarities among various grammatical rules can lead to confusion.
Many staff members face challenges in understanding the rules of word usage and sentence structure, with an average difficulty rating of 3.45 Additionally, they struggle to apply and adjust English grammar appropriately for various contexts, reflected in a mean score of 3.16 This issue is significant, as the same word can have different grammatical roles in a sentence, requiring distinct prefixes or suffixes for correct usage.
Many individuals struggle with cohesion and prepositional structure in their writing, as indicated by a mean score of 3.01, which highlights the importance of these elements in effective communication Additionally, a mean score of 2.71 suggests that some believe simple grammatical structures suffice for workplace correspondence However, challenges in grammar can lead to a lack of appreciation for staff writing, even when the content or purpose of the letter is adequately addressed.
3.3.2 The difficulty in using lexis
Table 3.3.2: The difficulty in using lexis
1 I do not have much vocabulary 5 1 2.85 1.22 Neutral
2 I have difficulty in using polymorphic words correctly as well as correctly applying word structure in the context of the correspondence
3 I have difficulty in understanding and correctly using idioms, metaphors and long phrases in English business correspondence
4 I cannot avoid using jargon and unfamiliar words and phrases when I write my business letter
5 I have difficulty recognizing new words/ memorizing specialized words
Look at table 3.3.2, on the scale from 1– “Strongly Disagree", 2 – "Disagree", 3 –
"Neutral", 4 – “Agree" to 5 – "Strongly Agree", found that mean is from 2.67 or more.
The study indicates that staff opinions are largely neutral or dissenting regarding the variables examined With a standard deviation ranging from 1.18 to 2.31, the responses show a moderate level of agreement among staff, although a portion expresses disagreement with the findings.
Data analysis in Table 3.3.2 reveals that respondents face significant challenges with vocabulary in business communication A majority expressed difficulty in recognizing and memorizing specialized words (Mean = 4.51) and understanding idioms and metaphors in business correspondence (Mean = 4.25), which are crucial for effective communication Additionally, respondents indicated challenges in avoiding jargon and unfamiliar phrases (Mean = 3.44) The technical nature of Techanic's industry further complicates the use of technical vocabulary, hindering staff's ability to apply terminology flexibly Interestingly, respondents felt neutral about their overall vocabulary skills (Mean = 2.85) and their ability to use polymorphic words and word structures correctly (Mean = 2.67).
3.3.3 The difficulty in mechanical matters
Table 3.3.3 The difficulty in mechanical matters
I don't often reread or double- check spelling before sending it
2 I have difficulty in realizing spelling mistakes 5 1 2.67 1.01 Neutral
I have difficulty in using capital letters in business correspondence
I have difficulty in using punctuation when writing business letters
In a recent survey on mechanical issues in English business correspondence, it was revealed that a significant number of staff struggle with punctuation, which is crucial for enhancing readability and conveying the intended tone of business letters Many respondents reported challenges in placing punctuation correctly and using it effectively Additionally, there was a neutral response regarding difficulties with capital letters in correspondence, as well as a tendency to overlook spelling checks before sending business letters, indicating areas for improvement in written communication skills.
= 2.92), and “I have difficulty in realizing spelling mistakes” (Mean = 2.67).
Table 3.3.4: The difficulty in composition
I have difficulty in following the standard business letter format
My communication with partners is disturbed by following the standard business letter format
I have difficulty choosing the right format for the appropriate type of English business correspondence
I usually use the informal format (which consist of opening, content, and closing) when I sent a business letter
According to Table 3.3.4, a significant number of staff members reported challenges in selecting the appropriate format for English business correspondence, with a mean score of 3.77 This indicates that choosing the right format is influenced by the intended recipient and the purpose of the communication Additionally, respondents expressed a neutral stance regarding the impact of adhering to standard business letter formats on their communication with partners, reflected in a mean score of 2.72.
"I have difficulty in following the standard business letter format" (Mean = 2.69), and
"I usually use the informal format (which consist of opening, content, and closing) when I sent a business letter" (Mean = 2.61).
3.4 The major causes of the difficulties in writing English business correspondence made by staff in Techanic
Poor knowledge of English grammar and lexical
Some suggested solutions to improve writing English business
This concluding chapter offers a summary of the study and presents key recommendations derived from the analysis in the previous chapter These suggestions are crucial for various stakeholders, including businesses, employees, students, and educators, highlighting their importance for effective implementation and improvement.
According to the findings presented in Chapter III, it is evident that the English business correspondence skills of the staff in the Import-Export Department at Techanic Vietnam Co., Ltd are lacking The researcher identified several key components contributing to this assessment.
The correspondence within the Techanic organization exhibits grammatical inconsistencies, with staff occasionally making errors Additionally, the use of technical terminology related to electronic components presents challenges in business communication Respondents often struggle to grasp and retain new vocabulary associated with electronics and the import-export process Furthermore, ensuring that messages are well-structured in terms of form, content, grammar, vocabulary, and overall presentation adds another layer of difficulty.
After observing and analyzing the data, the researcher would like to give the suggestion for the recent staff or the future staff in making correspondence especially to foreign companies.
4.2 Some suggestions for the company as well as the manager
Employee development is crucial as it reflects a commitment to fostering a supportive environment where employees can monitor their professional growth at every stage Additionally, investing in staff improvement serves as a long-term strategy that greatly enhances overall work performance.
RECOMMENDATIONS AND SUGGESTIONS
Summary the research
The findings from Chapter III indicate that the English business correspondence skills of staff in the Import-Export Department at Techanic Vietnam Co., Ltd are lacking The researcher identified several key components contributing to these deficiencies.
The correspondence within Techanic often contains grammatical errors, reflecting the need for improvement among staff Additionally, the use of technical terminology related to electronic components presents challenges in understanding and remembering new vocabulary, particularly in the context of business techniques and import-export processes Ensuring that communications are well-structured, accurate, and effectively presented further complicates the correspondence process.
After observing and analyzing the data, the researcher would like to give the suggestion for the recent staff or the future staff in making correspondence especially to foreign companies.
Some suggestions for the company as well as the manager
Employee development is crucial as it reflects a commitment to fostering a supportive environment where employees can monitor their professional growth This long-term strategy not only enhances work performance but also builds organizational trust and camaraderie Management can facilitate skill and knowledge development for staff through various effective methods.
Encouraging open discussions among employees under the guidance of a supervisor can foster a collaborative training environment This peer-to-peer training focuses on developing essential skills, such as letter-writing techniques, while addressing common challenges faced by staff By continually assessing and adjusting strategies, this approach enhances problem-solving abilities and promotes effective teamwork among employees.
To enhance organizational success, businesses should implement internal training programs focused on letter-writing skills in English for their staff By utilizing educational courses, companies can retain employees, upgrade their writing abilities, and improve professional knowledge, ultimately boosting job efficiency Furthermore, external instruction is accessible through various formats, including online activities and programs, allowing businesses to create tailored internal training Leveraging online courses from leading experts can effectively teach essential soft skills, while a blended approach may yield optimal results.
Transforming managers into professional advisors is crucial for staff development Managers play a vital role in monitoring and evaluating employee progress on their personal advancement roadmaps By becoming effective mentors, they can enhance employees' skills in business correspondence A professional advisor not only accompanies employees in their efforts but also identifies strengths to emphasize and limitations to address Understanding what motivates and drains employees is essential for managers to provide tailored strategies for improvement Simple questions like "Are there any difficulties you're facing with business correspondence, and how can I assist you?" can foster open communication and support employee growth.
"What else would you like to learn that would make you do your job better?" to quickly understand and train staff.
Some suggestions for the staff of the company
Reading extensively enhances writing skills by exposing readers to various styles and vocabulary This exposure allows individuals to see words in context, making it more effective than simply memorizing lists As a result, the complexity of language used improves, and employees gain a broader understanding of specialized fields Consequently, they can save time on brainstorming for future articles, as previous readings provide valuable insights for current writing projects.
To enhance effective vocabulary and grammar learning, staff must focus on mastering these essential skills, as they play a vital role in helping writers communicate clearly in a foreign language A strong grasp of grammar rules enables staff to express their ideas, emotions, and thoughts more efficiently in both verbal and written forms Additionally, mastering vocabulary aids writers in easily identifying and correcting mistakes during the writing process When learning new words, students should explore related terms to improve retention and expand their vocabulary, as seen with synonyms like "accessories" and "gadgets."
Selecting the right textbooks and references is crucial for ensuring the practicality and coherence of content across various skills, which enhances learners' engagement in their educational journey This approach allows students to apply their knowledge in real-world scenarios rather than just on paper Additionally, learners can expand their vocabulary through online quizzes and apps, such as wikis, while also benefiting from collaborative tools like forums and glossaries As a result, they build a broader vocabulary that aids in tackling new word challenges in English writing, ultimately leading to improved writing skills.
To foster effective writing skills, staff must cultivate self-discipline and initiative in their learning process Writing—whether it’s a sentence, paragraph, or letter—demands time investment and an active, self-aware approach High-quality writing emerges from a structured process that involves brainstorming, organizing ideas, drafting, revising, and editing A thorough understanding and application of these steps are essential for producing well-crafted content Although mastering these techniques may initially require significant effort, they eventually become ingrained habits that enhance writing proficiency over time.
The prevalence of English in business correspondence poses challenges for professionals in international settings This article aims to assist employees in navigating the difficulties of writing letters in English, while also providing valuable suggestions to enhance their communication skills.
Chapter 1 introduces the study's purpose, scope, and rationale, while Chapter 2 provides essential theoretical definitions, including business correspondence and its various types Chapter 3 delves into the challenges employees face when writing business correspondence Finally, Chapter 4 offers several recommendations aimed at helping staff enhance their writing skills independently, as well as suggesting alternative strategies for businesses and managers to improve employee quality and motivation in skill development.
Despite the researcher's limited experience and various challenges, this graduate paper aims to provide valuable insights for staff and readers involved in correspondence It seeks to address common issues related to English writing skills, ultimately assisting them in overcoming these challenges.
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Students of English Language Class in the Written Composition of Mutah University:
A Case Study European Journal of English Language 3(1).
Iamsiu, C (2014) An analysis of grammatical errors in Srinakarinwirot university students’ writing Master’s Thesis, Srinakarinwirot University.
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Textbook “Business correspondence” of Thuongmai University https://en.wikipedia.org/wiki/Business_correspondence https://coccoer.pressbooks.com/chapter/professional-communications/
This study, conducted for a Master's degree in English at Thuongmai University, aims to investigate the challenges faced by staff in the Import-Export Department of Techanic Vietnam Company Limited when writing English business correspondence The questionnaire is designed for this purpose, and all responses will be kept confidential and used solely for academic research Your participation is greatly appreciated and will contribute significantly to the completion of this research.
Part 2: Please answer the below questions With question 7, 8 you can choose more than one answer
Question 1: How long have you been learning English?
Question 2: How much time do you spend on writing and replying to English business correspondences (e-mail, letter and report) per day?
Question 3: What are your reasons for using business English correspondence?
Asking for inquiries/ giving information/ negotiating prices with suppliers, shipping, forwarders, etc…
Ordering new products/ packages/ promotion
Complaining about products or services
Sending reports, memos, documents, providing project updates, and coordinating activities
Sharing or providing new information or activities
Dealing within the organization such as managers, colleagues, subordinates
Question 4: Have you studied business correspondence?
Question 5: How do you rate your writing English business correspondences skills?
Question 6: Please rate your comments for each item below that reflects your English business writing skills at the workplace Rate scale ranges from
"Strongly Agree (5), Agree (4), Neutral (3), Disagree (2) and Strongly Disagree (1)" as follow:
I have difficulty understanding and using the proper verb tenses and verb form
I have difficulty in using cohesion and the preposition structure
I have difficulty in understanding the rules of using type words and sentence elements
In my view, simple grammatical structures are enough for work
It's difficult for me to use and adjust English grammar in a reasonable way for each purpose
I have difficulty understanding and using the proper verb tenses and verb form
I have difficulty in using cohesion and the preposition structure
I do not have much vocabulary
I have difficulty in using polymorphic words correctly as well as correctly applying word structure in the context of the correspondence
I have difficulty in understanding and correctly using idioms, metaphors and long phrases in
I cannot avoid using jargon and unfamiliar words and phrases when I write my business letter
I have difficulty recognizing new words/ memorizing specialized words
When writing a business letter, I don't often reread or double-check spelling before sending it
I have difficulty in realizing spelling mistakes
I have difficulty in using capital letters in business correspondence
I have difficulty in using punctuation when writing business letters
I have difficulty in following the standard business letter format
My communication with partners is disturbed by following the standard business letter format
I have difficulty choosing the right format for the appropriate type of English business correspondence
I usually use the informal format (which consist of opening, content, and closing) when I sent a business letter
Question 7: How have you improved your writing English business correspondence skills at the workplace?
Learn more about your partner's context culture
Find out about your partner's time-zone
Learn more about your partner's observation to your emails
Learn to manage your time for writing correspondences a day
Question 8: In your opinion, how can the manager as well as the company help you improve your skills in writing English business correspondences?
Organize training session about culture knowledge of the main partners
Encourage the staff to share together experiences and skills in writing correspondences to foreign partners
Decrease the time for writing correspondences at work
Organize some vacations a year to reduce stress at work and stimulate the staff's ability