OVERVIEW OF THE STUDY
Rationale
The rapid advancement of technology and the Internet has significantly transformed lives, particularly during the Fourth Industrial Revolution This shift has led to an increased demand for Internet usage across various sectors, highlighting the necessity for all fields to integrate technology into their operations.
In today's digital landscape, businesses rely heavily on the Internet and technology for effective customer communication While traditional methods like direct phone calls, social media chats, and messaging have their drawbacks—such as inconvenient timing and a potential lack of professionalism—business email is emerging as a preferred solution This trend not only enhances communication efficiency but also bolsters the company's image, ultimately improving customer appreciation.
The significance of English in business is undeniable, as it plays a crucial role in the growth and sustainability of companies With the rise of technology and international trade, Business English has become increasingly essential Companies that lack proficiency in English risk missing out on valuable opportunities to collaborate with foreign partners, creating a significant barrier to long-term development.
The increasing use of English in the Import-Export department of MP Trade and Technical Limited Company highlights its significance in business operations and management This department relies on business English for all tasks, particularly in interactions with foreign customers Utilizing English not only facilitates communication but also aids in identifying and attracting potential international clients, thereby expanding the customer base Consequently, the demand for English business emails is rising, making them essential for effective business communication.
IE staff at MP Trade and Technical Limited Company face challenges in adopting new methods for contacting potential customers Their difficulties with writing English business emails hinder their ability to complete assignments effectively The primary obstacles stem from language barriers and cultural differences between the two partners, which complicate communication efforts.
Many individuals struggle with English business email etiquette, often neglecting professional greetings and closings, and failing to include a subject line Additionally, managing time effectively for writing and selecting appropriate times to send emails pose further challenges for the company's international employees To address these issues related to English business email skills, I propose implementing targeted training and resources.
“A study on difficulties in writing English business email of Import-Export staff in MinhPhu Trade and Technical limited company” as my research topic for my graduation paper.
Previous studies
This article provides insights from leading experts on the use of English as a second language in the workplace, specifically focusing on business email communication A review of prior studies reveals significant data highlighting how email proficiency enhances staff performance in completing assignments.
There are some studies made by both foreign authors and Vietnamese authors:
In her 2015 study "Business Letters Writing in Business Communication," Aggoune Amina analyzed the Intermat company to explore the impact of business letters (BL) on contemporary written communication practices The research highlighted the essential characteristics that contribute to the effectiveness of BL today Amina noted that English serves as the primary corporate language at Intermat, leading to challenges and misunderstandings among employees when interacting with non-English speaking colleagues globally.
Thus, this study helped to plan a letter and built principles of effective business letter writing.
In her 2017 study, Shafa Firda Nila identified four classifications of errors in writing English business letters: morphological, lexical, syntactic, and mechanical These classifications encompass eight specific types of errors, including verb, noun, article, word choice, sentence structure, spelling, punctuation, and capitalization The research also highlights three primary factors contributing to these errors: language transfer, overgeneralization, and the context of learning Ultimately, the author elucidates the issues encountered in English business letter writing and the underlying causes of these errors.
Related to language matter in correspondence, Shunhui Zha (2010) in
The analysis of language features in business correspondences identifies four key vocabulary characteristics: the use of specific terminology, polysemy, conciseness, and formal vocabulary, along with the special application of general words Based on these characteristics, the author outlines the structures, formats, and stylistic features inherent in business correspondences.
Vu Thi Huong Giang (2010) emphasizes key techniques for writing
As the importance of business emails continues to grow across various fields, research highlights their effectiveness in enhancing workplace communication and writing skills To improve their ability to compose English business emails, employees must first recognize the challenges they may encounter Understanding these difficulties is crucial for developing effective writing strategies This thesis specifically examines the obstacles faced by staff at MP Trade and Technical Limited Company in crafting English business emails.
Aims and objectives of the study
This study aims to improve English business email writing skills for Import- Export staff in MP Trade and Technical LC based on respective problems they have.
The writer expects that after this study, writing EBE of the staff become less difficult and then their writing skills will be improved and getting better.
This study is made to answer two main questions:
What are the difficulties that IE staff in MP Trade and Technical LC have to face when writing EBE?
How have they and their manager done to improve their skills in writingEBE at workplace?
Research subjects
This study focuses on the challenges faced by Import-Export staff at Minh Phu Trade and Technical Limited Company when writing English business emails (EBE) and explores potential solutions The research is divided into two key areas: identifying the difficulties encountered by staff and proposing effective solutions to address these issues Upon completion of this study, we aim to highlight the specific writing challenges faced by employees and offer actionable recommendations to improve their email communication skills.
There are 15 respondents who are IE staff including seniors and interns and 1 manager in the company They will join this investigation by completing questionnaire and answering interview question.
Scope of the study
This study examines the challenges faced by Import-Export staff at Minh Phu Trade and Technical Limited Company when writing English business emails, along with potential solutions to enhance their English writing skills.
The investigation will involve 15 staff members from IE, comprising 10 senior employees, 5 interns, and 1 manager from MP Trade and Technical Limited Company, who will respond to the specified questions A minimum qualification of Elementary (C2) level, as outlined by the European framework, is required for all participants in the IE department.
Research methodology
There are two main research methodologies: quantitative and qualitative.
Research methods available to the researcher are interview, questionnaires, observation, experiments, and case studies In this study, the author uses qualitative research to collect data.
Qualitative research is an in-depth exploration of social phenomena within their natural contexts, emphasizing the "why" over the "what." It relies on the lived experiences of individuals as they interpret their realities This approach utilizes various inquiry methods such as biography, case studies, historical analysis, discourse analysis, ethnography, grounded theory, and phenomenology, moving beyond traditional statistical procedures to uncover deeper insights into human behavior.
This study involved 15 staff members and 1 manager from the IE department at MP Trade and Technical LC Data was collected using two research instruments: questionnaires and interviews, which will be discussed in detail in the following sections.
A questionnaire is a research tool designed to gather information from respondents through a series of questions or prompts It often includes a combination of close-ended and open-ended questions, allowing respondents to provide detailed insights Serving both qualitative and quantitative research purposes, a questionnaire can be delivered in various formats, while a survey is specifically composed of a questionnaire.
Questionnaires are a straightforward and flexible research method that allows researchers to reach a large number of participants quickly and cost-effectively This approach simplifies data analysis, as the results are presented in numerical form, making it easier to interpret findings.
An interview serves as a structured conversation aimed at collecting information, typically involving an interviewer who guides the discussion by posing questions and an interviewee who provides responses These interviews can take place in person, via telephone, or increasingly through online platforms, reflecting the evolving landscape of data collection methods.
Interviews offer distinct advantages over the questionnaire method, as they involve direct interaction where researchers pose questions to respondents, allowing for in-depth responses This approach yields more accurate and specific data, enabling researchers to gather diverse answers and personal insights that enhance their studies.
Questionnaire is conducted at the Import-Export department of the company.
The researcher distributed 15 questionnaires to the department staff during lunch and successfully collected all responses To ensure clarity and accuracy, the survey questions were written in Vietnamese, with an English version provided for reference The questionnaire included 5 open-ended questions and 6 closed-ended questions pertaining to the research topic, some requiring a single answer while others allowed multiple selections, resulting in total figures that do not always sum to 100%.
Interviews were conducted following the completion of questionnaire research, involving five IE staff members—three seniors and two interns—who responded to three questions, along with one manager who answered one question All interview questions were provided in Vietnamese to ensure clarity and accuracy in responses Each of the six interviewees participated fully, offering detailed insights that enhanced the validity of the results The interviews were recorded, and the author subsequently summarized the findings for the research.
Upon analyzing the collected data, the author will present conclusions derived from both tools used in the study The findings will be illustrated using percentage rates, charts, and tables to enhance the credibility of the research results.
The article highlights two key areas: the challenges staff encounter when writing English business emails and potential solutions to enhance their writing skills By addressing these difficulties, employees can improve their email communication, leading to more effective use of emails in the future.
Organization of the study
This study has been organized in the following way:
Chapter 1: Overview of the study includes rationale of the study, related previous studies, aims of the study, research subjects, scope of the study, research methodology and organization of the study as well.
Chapter 2: Literature review aims to give detail information about the theoretical of business emails and the common difficulties in writing English business emails and suggested solutions as well.
Chapter 3: Research findings give the data analysis results of investigation and some conclusions about those results.
Chapter 4: Recommendations and suggestions will offer some measures for the difficulties when writing English business emails and show recommendations for the next studies.
Conclusion part is the quick summary of the above chapter and some limitations in doing research on EBE writing skills of IE staff in MP Trade and Technical
LC From then, the author also gives some suggestions for further studies.
LITERATURE REVIEW
The application of EBE
According to Kristi Roddey (2012), an EBE is used for these purposes:
Email serves as an efficient communication tool for disseminating essential information, such as new office policies or the arrival of important visitors It allows for quick and effective sharing of details that all employees need to know without requiring responses, ensuring everyone stays informed.
Email marketing outperforms print media by effectively reaching your audience and allowing for personalized messages that include recipients' names It provides a quick, convenient, and efficient way to connect with potential customers while promoting your organization's online presence through embedded links.
Email serves as an effective communication tool for negotiations, allowing for the quick exchange of facts and figures while maintaining a record of discussions Its speed surpasses that of traditional mail, making it easier to retrieve quotes and relevant information from archives Additionally, email ensures that both parties have access to the same information, promoting transparency and clarity in the negotiation process.
There are mainly five factors which create the importance of EBE to the company (page 2, ”Business correspondence”,2018) They are:
In today's globalized market, businesses operate beyond local and national boundaries, with production occurring in one region while consumption spans worldwide This geographical separation often limits the time available for business owners and customers to engage in personal communication, making it essential to maintain effective relationships through alternative means.
Thus, there arises the need for writing emails The importance has increased because of vast expansion of business, increase in demand as well as supply of goods.
Inexpensive and convenient mode: business information can be provided and obtained economically and conveniently through emails.
Building and nurturing goodwill is essential for businesses, as they often reach out to customers through emails to address complaints and gather suggestions Additionally, communicating updates about new product launches and clearance sales fosters positive relationships with customers This proactive engagement ultimately enhances the overall goodwill of the business.
Emails provide a reliable record of facts and figures that traders can reference during business discussions, ensuring that they do not need to memorize every detail In the event of a dispute between parties, these emails serve as crucial evidence to support claims and clarify misunderstandings.
Effective business expansion relies on access to crucial information about competing products, pricing, promotions, and market activities Instead of wasting time traveling for inquiries, traders can utilize business emails to efficiently gather information and communicate with suppliers This not only streamlines the process of obtaining market insights but also facilitates receiving orders from international clients, ultimately boosting sales and enhancing overall business growth.
Difficulties in writing English business emails and suggested solutions
Previous studies conducted by talented researchers have explored the challenges of writing in English for Business and Economics (EBE) Each author presents unique perspectives and insights, contributing to a diverse understanding of the difficulties encountered in this field These varied observations highlight the complexity of EBE writing and underscore the importance of considering multiple viewpoints.
The following opinions are main studies for this topic.
2.3.1 Different language and different culture between two nations.
According to Bridget Malicki (2017),” Due to time-zone differences and occasional language barriers, much of our business communication is done over email.
Understanding cultural nuances and communication styles is essential for effective email business exchanges (EBE) Language and cultural differences significantly influence how emails are written and interpreted Three key factors that impact EBE writing skills are the importance of cultural context, the challenges posed by different time zones, and the necessity of tailoring email content to suit the audience.
Cultural communication styles vary significantly, with Edward T Hall's framework distinguishing between low-context and high-context cultures Low-context cultures rely on explicit verbal communication, while high-context cultures emphasize implicit messages and non-verbal cues Understanding these differences is crucial for effective cross-cultural interactions.
Figure 2.1: The concepts of low-context and high-context cultures
Understanding the distinction between low-context and high-context communication is crucial In high-context cultures, messages rely heavily on background information for proper interpretation, while low-context cultures convey information more explicitly within the message itself.
In low-context cultures, business communications may include pleasantries, but they are not essential for conducting business In contrast, high-context cultures prioritize both the richness and the amount of detail and pleasantries in emails Typically, Western European cultures are categorized as low-context, whereas most other global cultures lean towards being high-context.
Emails with customers from these high-context countries, such as Japan, India, or China should include any and all details in the message.
Understanding cultural differences in emotional expression is crucial in business interactions Cultures can be categorized as affective or neutral, with affective cultures, such as the United States, Italy, France, and Singapore, being more open to displaying emotions In contrast, neutral cultures like Japan, Indonesia, and the United Kingdom tend to regulate their emotional expressions While emotions may not always be apparent in business communications, it is essential not to misinterpret affective cultures as overly emotional or neutral cultures as lacking warmth.
Effective email communication between nations can be challenging due to differing cultural communication styles However, by understanding the cultural context of their counterparts, writers can enhance their email writing skills and improve satisfaction in their interactions.
Non-native English speakers often struggle to identify their partner's communication style, making it challenging to write Effective Business English (EBE) appropriately.
2.3.1.2 Timing: It’s not just about different time-zone
From the author’s point of view, “time matters come to emails across borders.
Time-zone differences are often highlighted in global business, but the cultural perception of time can have a more significant impact Cultures can be categorized as sequential or synchronic Sequential cultures view time as a finite and precise resource, where punctuality is crucial for meetings In contrast, synchronic cultures treat time as a flexible guideline, prioritizing the task over strict schedules For instance, in Malaysia or Singapore, it's common for participants to join meetings without strict adherence to time, unlike in sequential cultures where such behavior is unusual Therefore, understanding these cultural differences is essential for effective communication, emphasizing the need to stay responsive to customer requests while remaining adaptable in approach.
Understanding time-zone differences is crucial for effective communication between countries, as each nation operates on its own timetable When writers fail to recognize these differences, they may send emails to clients at inappropriate times, leading to delayed responses and decreased productivity This can ultimately result in partner dissatisfaction, particularly when writing essential business emails such as quotations and replies For companies focused on sales, timely communication is vital to meet customer demands and maintain positive relationships.
Understanding this difficulty, Karen Hertzberg (January 5, 2018) researched and showed solutions to limit it These suggestions are the best time and the best day to send business emails.
Research indicates that Tuesday is the optimal day for sending emails, as it consistently shows the highest open rates compared to other days of the week For anyone planning a significant email campaign or seeking to ensure their important messages, such as a promotion request, are noticed, sending emails on Tuesday is a strategic choice that can enhance engagement.
Thursday is the second-best day to send emails For optimal engagement, a writer can send an initial email on Tuesday, followed by a follow-up on Thursday.
Wednesday is the third most effective day for sending emails, highlighting the advantages of midweek communication Additionally, research indicates that weekends, specifically Saturday and Sunday, also present favorable opportunities for marketing email campaigns.
Research indicates that the optimal time to send emails is 10 a.m., closely followed by 11 a.m Interestingly, the period between 8 p.m and midnight also ranks highly, as many individuals check their emails before bed Additionally, 6 a.m is a significant time since many people review their emails first thing in the morning Furthermore, sending emails around 2 p.m can be effective, as it coincides with a common restlessness during the late afternoon work hours.
2.3.1.3 Observation of the audience about your email content
While English serves as the primary business language globally, non-native speakers may misinterpret nuanced expressions in emails Therefore, it’s crucial to ensure that emails are both clear and concise, yet detailed enough to convey the intended message In the U.S., lengthy emails are common, but many other cultures prefer brevity to minimize the risk of miscommunication.
Qualities of EBE
According to Translation and Interpreting department, Faculty of English, Thuongmai University, there are seven qualities that a good email should have ( page 2, “Business correspondence”, 2018) They are:
When writing business emails, it's essential to use simple and clear language Avoid complex words, as readers shouldn't need to consult a dictionary to understand your message This ensures effective communication and enhances the reader's experience.
To ensure effective communication, it is essential to use clear language that allows the recipient to grasp the message quickly and accurately Ambiguity can lead to confusion, undermining the letter's purpose The message will fulfill its intent only if the recipient interprets it as the sender intended.
To ensure effective communication, emails must contain accurate statements that reflect the sender's knowledge This accuracy extends to the correct use of language, including grammar, spelling, and punctuation, eliminating any errors that could undermine the message's clarity and professionalism.
Completeness: a complete email is one that provides all necessary information to the reader.
Relevance: email should contain only essential information Irrelev ant information should not be mentioned while write a business email.
Courtesy: courtesy wins the heart of the reader In business email, courtesy can be shown by using words like please, thank you, ect.
Neatness: a neatness email is always impressive.
Some EBE samples
RESEARCH FINDINGS
The results of research and data analysis
Question 1: The staff’s English certificate
In the first question of questionnaire “What is your English certificate or equivalent level now?”, the answer was obviously shown in the following pie chart:
Chart 3.1: Staff’s English level (%) From the above pie chart, it is noticeable that there were 53% of staff (equal to 8 staff) in Upper Intermediate level (B2) While the proportion of Advanced employees was only 26% (4 staff), that of those in Elementary accounts for 8% (1 staff), and 13% reached Intermediate level It is remarkable that there is no one in the department who has had C2 as their English certificate
Despite a significant number of staff at the Upper Intermediate level, it is crucial for them to enhance their English proficiency promptly, as their roles in International Education (IE) require effective use of the language The evaluation of their English skills directly impacts their EBE writing capabilities and the challenges they encounter while composing EBE texts.
The second question assessed the tenure and experience of employees in the IE department by asking, "How many years have you worked in the IE department?" The results are summarized in the table below.
Item No Option The results (%)
According to the data presented in Table 3.1, 40% of the staff, which equates to six employees, have been with the company for less than one year The largest group of employees, making up 33%, has worked at the company for one to three years In contrast, only 14% of the staff, or two employees, have been with the company for between three to five years or longer than five years.
The writing skills of staff in the EBE (Electronic Business Environment) are often influenced by their work experience Analysis shows that employees with more experience tend to write EBE more effectively Conversely, those with less time in the IE (Information Engineering) department struggle with EBE writing Consequently, many staff members face challenges in crafting effective emails and require skill development to enhance their writing capabilities.
Question 3: Time for writing EBE of the staff
The third question explored a significant challenge faced by staff: the amount of time spent writing emails at work Employees were asked to quantify their daily email writing time, and the results are illustrated in the accompanying pie chart.
Less than 2 hours 2-3 hours 4-5 hours More than 5 hours
Chart 3.2: The time for writing EBE a day of staff
According to the chart, a significant portion of the company's staff dedicate substantial time to writing emails daily, with 60% of employees spending over four hours on this task Notably, 33% of staff allocate more than five hours to email writing, while 27% spend between four to five hours on this activity.
Six out of fifteen staff members spent less than three hours each on writing the EBE, which is appropriate given their additional responsibilities related to IE Works.
Many employees in the company experience significant stress due to the extensive time spent on writing emails during the workday This challenge highlights the difficulties they encounter in managing email communication effectively.
Question 4: Time for sending EBE of the staff
The survey sought to determine the typical times when staff send emails to their customers, as illustrated in the accompanying bar chart.
Ea rly in th e m or ni ng (6 a m -8 a m )
La te in th e m or ni ng (8 a m -1 1 a m )
In th e aft er no on (2 p m -6 p m )
In th e ev en in g (6 p m -m id ni ng t)
Chart 3.3: The time for sending EBE of staff (%)
The bar chart illustrates that the majority of staff opted to send EBE to their partners during late morning and afternoon, accounting for 72% and 84% of the total, respectively This preference aligns with the primary working shifts at the workplace However, despite the high volume of EBE sent during these times, the effectiveness level was notably low, with both periods achieving only 24%, significantly lower than other time slots.
The analysis reveals that certain times are less effective for sending EBE to staff partners, with early morning at only 8%, noon at 24%, and evening at 10% In contrast, the effectiveness of these times was significantly higher, achieving rates of 53%, 63%, and 72% respectively.
Staff members responsible for sending EBE during peak morning and evening hours reported a lack of timely email responses from customers In contrast, those who sent EBE early in the morning, at noon, or in the evening experienced quicker replies from customers.
In summary, the staff in the company's IE department frequently misjudged the timing for sending their EBE to partners, leading to unsatisfactory work effectiveness Consequently, the timing of submissions has emerged as a significant challenge for the staff in composing their EBE.
Question 5 and 6: Main difficulties that the staff have to face in writing EBE
In response to the fifth question, "Do you have difficulty in writing English business emails with customers?", all staff members (100%) acknowledged facing significant challenges in composing English business emails (EBE) for clients They noted that both senior employees and interns encountered unique issues while writing to international customers, primarily due to varying levels of knowledge and experience Additionally, a common struggle among all staff was the limited time available to dedicate to writing EBE during work hours.
Main findings and discussion
The findings from the questionnaires and interviews conducted with IE staff at MP Trade and Technical LC have provided valuable insights related to the two research questions.
3.2.1 The difficulties that the IE staff in MP Trade and Technical LC have to face in writing EBE
According to feedback from questionnaires and interviews, all staff members acknowledged facing significant challenges in writing effective emails in English during work hours They identified two primary obstacles: the language and cultural differences between the two nations, and the overwhelming workload they experience.
Many staff members find that dedicating excessive time daily to writing emails is their greatest challenge Prolonged pressure affects both their productivity and the quality of their emails, leading to fatigue and difficulty concentrating on their primary task of email writing Consequently, this results in numerous mistakes in their correspondence, failing to meet customer expectations.
The staff identified significant challenges stemming from cultural and linguistic differences between two nations, particularly regarding time zones Many senior employees struggled to determine the optimal times for sending emails, leading to confusion about the best days and times for communication Additionally, varying writing styles across nations and companies made it difficult for staff to fully understand and meet the expectations of their international partners Lastly, cultural context differences further complicated communication, as employees sometimes misinterpreted essential elements of English business etiquette (EBE), potentially harming the company's reputation.
Many staff members encounter challenges due to the excessive use of specialized terminology and insufficient grammar knowledge, which hinder their effectiveness at work Addressing these issues is essential for improving overall performance.
3.2.2 Some possible solutions to improve IE staff’s skills in writing EBE
The data collected from questionnaires and interviews reveal that all employees in the company are eager to enhance their skills in writing English for Business Email (EBE) They recognize the challenges they encounter while composing daily emails and acknowledge the necessity to address these issues for improved communication.
To enhance writing skills, various solutions are available, each tailored to different levels of difficulty The staff has shared four effective suggestions corresponding to these levels, ensuring that writers can find suitable strategies to improve their abilities.
Learning more about their partner’s context culture
Finding out about their partner’s time-zone
Learning more about their partner’s observation to their emails
Effective time management is essential for daily writing tasks in EBE Additionally, addressing other challenges can be achieved through targeted solutions, such as offering grammar workshops and specialized vocabulary classes within the organization.
To sum up, there are a lot of difficulties that IE staff in MP Trade and Technical
To enhance their email writing skills and increase effectiveness, LC must confront challenges in composing EBE Implementing targeted solutions can lead to improved communication and greater success in their professional endeavors.
RECOMENDATIONS AND SUGGESTIONS
How to deal with the different language and culture between two nations
4.1.1 Solutions for cultural context matters
From point of view of the author, context is very important in international business environment So there are some suggestions that the author give the readers as following points:
Consider whether you are emailing a low-context culture (US, England, Germany) or a high-context culture (China, India, Japan, Middle East, Spain)
Learn more about two types of context: Today, a helpful concept for understanding cultural differences in business communication originates in Edward T.
Hall distinguishes between low-context and high-context cultures, highlighting that low-context cultures, like the US, prioritize time, directness, and efficiency, favoring straightforward communication in emails over small talk In contrast, high-context cultures view email as a more nuanced form of communication, placing greater importance on detailed exchanges and the cultivation of relationships in business interactions.
To effectively engage with readers from high-context cultures, it's essential to personalize your emails by including a few sentences that foster a personal connection In addition to discussing business matters, consider inquiring about the recipient's family and other relevant topics to enhance rapport and create a more meaningful interaction.
Utilizing effective email strategies in EBE writing can significantly enhance business relationships and opportunities By viewing email as a means to cultivate connections, you can foster stronger partnerships with international clients and colleagues Additionally, writing for a global audience encourages reflection on cultural habits and behaviors, leading to improved self-awareness and communication skills This process not only enhances your ability to express ideas but also promotes sensitivity to diverse communication styles, ultimately enriching your interactions in the global business landscape.
4.1.2 Solutions for different time-zone
There are some suggestions to deal with the difficulty of different time-zone from point os view of the author:
Understanding your partner's time zone is essential for effective communication You can easily learn about different time zones by utilizing online resources or reading relevant books.
To ensure effective communication when emailing internationally, it's essential to develop the habit of sending a brief acknowledgment message upon receiving a request Since work and sleep hours often overlap across time zones, delaying your response by even one day can mean that your recipient experiences a two-day wait.
Establishing a routine for providing specific details, such as date and time zone, is essential for effective international communication Clearly indicating when you expect a reply fosters professionalism, respect, and goodwill, ultimately enhancing productivity and strengthening relationships across borders.
Make sure to specify time zones or refer to international standards, such as Greenwich Mean Time (GMT) or Universal Coordinated Time (UCT) for clarity
Acknowledge receipt of an important email from overseas, even if you need more time to complete the request
4.1.3 Solutions for judging observation of the reader to emails
In international email correspondence, it's essential to avoid American idioms, phrasal verbs, and culturally specific references, and instead adopt a global English standard As English has become the primary communication tool among businesses worldwide, developing a practical and purposeful approach to language is crucial By doing so, you can enhance clarity and ensure that your messages resonate with partners across diverse cultures.
Focus on general business or commercial terms, rather than specialist vocabulary
Check whether the words you choose are readily found in most standard English language dictionaries if you plan to use jargon or technical terminology.
Take care when using humor and irony, as these forms of expression are easily misunderstood outside their cultural context
Review appropriate forms of dates, times, and other units of measurement For example, 12/1/15 means 12 January 2015 abroad while in the US, it means December
Send emails you would like to receive: put the topic in the subject line,summarize the context, clearly state the purpose and keep it short.
How to deal with the difficulty of overload in working
To address the challenges faced by staff, it is essential for employees to request a reduction in their daily workload This approach will alleviate stress associated with writing daily emails to customers, ultimately enhancing the quality of communication and increasing partner satisfaction By persuading management to consider this adjustment, employees can also propose additional days off or incentives as part of their request.
To enhance your productivity, consider avoiding the temptation of starting your day by checking emails or news sites This habit can disrupt your morning and set a negative tone for the day Instead, focus on reviewing your planned tasks and dedicate the first hour and a half to completing them By doing so, you can achieve a sense of accomplishment before lunchtime While it may require some discipline to resist the urge to check for urgent messages, most emergencies are infrequent, and your colleagues can manage a brief delay in responses.
The author proposes that staff can organize entertainment activities during work hours to alleviate stress This approach not only helps reduce stress levels quickly but also enhances focus on tasks, leading to more effective completion of assignments.
In conclusion, the author offers key suggestions for staff to enhance their skills in writing EBE, aiming to boost their effectiveness and success in the workplace.
In comparison with the previous aims and objects of the study, it obtained some achievements and basically finished the target as follows:
The author understand the difficulties that the IE staff in MP Trade and Technical LC have to face in writing EBE
All staff know the difficulties that they have to deal with and give some ways to improve their writing skills.
The author suggests some solutions for the staff to improve their skills in writing EBE at work.
The author aims for IE staff to gain a clear understanding of their challenges in writing EBE emails at work, enabling them to identify effective strategies for enhancing their writing skills.
As far as limitations are concerned, the study has been carried out with only
The study involved a limited sample of 15 staff members, comprising 10 senior employees and 5 interns, along with one manager, which constrains the conclusions drawn To enhance the generalizability of the results, it would be beneficial to conduct the research with larger groups.
Due to limitations in knowledge, experience, and time, this study does not address additional factors influencing the English business email writing skills of Import-Export staff at Minh Phu Trade and Technical Limited Company.
In the future, this research may serve as a foundation for similar studies in other subjects, providing valuable insights and support for researchers in their academic pursuits.
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A study on difficulties in writing English business emails of Import-Export staff in Minh Phu Trade and Technical limited company and possible solutions
This study, conducted as part of a Master’s degree requirement at Thuongmai University, aims to explore the challenges faced by Import-Export staff at Minh Phu Limited Company when writing English business emails The questionnaire is designed to gather insights on these difficulties, and all responses will remain confidential and utilized solely for academic purposes Your participation is greatly appreciated, as it contributes significantly to the completion of this research Please proceed to answer the following questions, specifically focusing on questions 4, 6, and 10.
11 you can choose more than one answer.
Question 1: What is your English certificate or equivalent level now?
E Proficient (C2) Question 2: How many years have you worked in Import-Export department?
D More than 5 years Question 3: How much time do you spend on writing English business emails a day at work?
Question 4: When do you usually send emails to your customers?
E In the evening (6 p.m-midnight) How effective are the time for sending them?
D Not effective Question 5: Do you have difficulty in writing English business emails with customers?
A Yes B.No Question 6: What difficulties do you have to face when writing English business emails?
A The different language and culture between two nations
B A large number of emails written a day
Question 7: In your opinion, what difficulty do you have to face most?
D Too much time for writing
E Determining time to send emails
Question 8: Please rate your comments for each item below that reflects your English business writing skills at workplace.
Rate scale ranges from “Strongly Agree (5), Agree (4), Neutral (3), Disagree (2) and Strongly Disagree (1)” as follow:
Item no Description Rate scale ranges
I cannot determine types of context when I write my business English email.
I cannot determine types of timing culture when writing English business emails.
3 I cannot decide the length of my
4 I sometimes use slangs and idioms in my business English emails.
5 I cannot judge the audience when writing English business emails.
It is difficult to write my English business emails with clear and easy to understand
7 I cannot consider the cultural differences when writing.
8 I cannot manage time for writing my business letters properly.
9 I cannot determine suitable time to send emails.
10 I feel too stressful when writing too many emails a day.
Question 9: How do you think about the necessary of improving English business email skills in the future?
D Unnecessary Question 10: How have you improved your English business email writing skills at the workplace?
A Learn more about your partner’s context culture
B Find out about your partner’s time-zone
C Learn more about your partner’s observation to your emails
D Learn to manage your time for writing EBE a day
Question 11: In your opinion, how can the manager as well as the company help you improve your skills in writing English business emails?
A Organize training session about culture knowledge of the main partners.
B.Encourage the staff to share together experiences and skills in writing emails to foreign partners.
C Decrease the time for writing emails at work.
D Organize some vacations a year to reduce stress at work and stimulate the staff’s ability.
1 What difficulty do you have to face most in writing English business emails?
2 What do you think about the suitable time to send emails to your partners?
What time do you often send emails to your customers?
3 Can you tell me some ways to improve your skills in writing English business emails?
4 As for the manager, what practical solutions can the company improve the skills of the staff in writing English business emails?
Trong nghiên cứu này, chúng tôi tiến hành khảo sát nhằm tìm hiểu những khó khăn mà nhân viên phòng Xuất Nhập Khẩu công ty TNHH Thương Mại Kỹ Thuật Minh Phú gặp phải khi viết e-mail thương mại bằng tiếng Anh Thông qua phiếu khảo sát, chúng tôi mong muốn thu thập ý kiến và trải nghiệm thực tế của nhân viên để phân tích và đưa ra giải pháp cải thiện kỹ năng viết e-mail thương mại.
Bài nghiên cứu này được thực hiện độc lập nhằm đánh giá kết quả tốt nghiệp của sinh viên khoa Tiếng Anh, đại học Thương Mại Mục tiêu của bảng khảo sát là tìm hiểu những khó khăn mà nhân viên phòng xuất nhập khẩu công ty TNHH thương mại kĩ thuật Minh Phú gặp phải khi viết e-mail thương mại bằng tiếng Anh Xin cảm ơn các anh (chị) đã tham gia khảo sát và hỗ trợ hoàn thiện nghiên cứu này với những câu trả lời phục vụ cho mục đích học thuật.
Xin vui lòng trả lời các câu hỏi dưới đây, với câu hỏi số 4, 6, 10, 11 anh (chị) có thể chọn nhiều hơn 1 đáp án.
Câu 1: Trình độ tiếng Anh hiện tại của bạn là gì ?
E C2 Câu 2: Anh(chị) đã làm ở phòng xuất nhập khẩu của công ty được bao lâu ?
Câu 3: Anh(chị) thường dành bao nhiêu thời gian cho việc viết e-mail thương mại bằng tiếng Anh trong 1 ngày?
D > 5 tiếng Câu 4: Anh(chị) thường gửi e-mail cho khách hàng vào lúc nào?
E 18 h-đêm Việc gửi e-mails vào thời gian này có hiệu quả không?
A Rất hiệu quả B.Hiệu quả C.Bình thường
D Không hiệu quả Câu 5: Anh(chị) có gặp khó khăn khi viết e-mail thương mại bằng tiếng anh không?
B Không Câu 6: Anh(chị) thường gặp phải những khó khăn nào khi viết e-mail thương mại bằng tiếng Anh?
A Sự khác nhau về ngôn ngữ và văn hóa của 2 quốc gia
B Qúa nhiều e-mail phải viết 1 ngày
Câu 7: Theo anh(chị), đâu là khó khăn lớn nhất khi viết e-mail thương mại bằng tiếng Anh?
A Vấn đề ngữ cảnh văn hóa
B Thời gian biểu khác nhau
C Đánh giá của khách hàng về chât lượng e-mail
D Viết quá nhiều e-mail 1 ngày
E Xác định thời gian gửi e-mail
Câu 8: Đưa ra nhận xét của anh(chị) về mỗi ý kiến dưới đây, hãy đanh dấu (×) vào đáp án được chọn.
Với 5 mức độ: “hoàn tòan đồng ý (5), đồng ý (4), bình thường (3), không đồng ý (2) and hoàn toàn không đồng ý (1)” như bảng dưới đây:
STT Miêu tả Mức độ đánh giá
1 Tôi không thể xác định loại ngữ cảnh được dùng trong e-mail
2 Tôi không thể xác định được đặc điểm thời gian của bên đối tác khi viết e-mail
3 Tôi không thế xác định độ dài phù hợp cho e-mail
4 Đôi khi tôi sử sụng tiếng lóng trong khi viết e-mail.
5 Tôi không thể đanh giá được nhu cầu của khách hàng về e-mail của minh
6 Rất khó để viết e-mail với bố cục rõ ràng, mạch lạc
7 Tôi không để ý đến sự khác nhau về văn hóa giữa 2 nước
8 Tôi không thể quản lí thời gian khi viết e-mail
9 Tôi không thể xác định được thời gian phù hợp để gửi e-mail cho khách hàng
10 Tôi cảm thấy áp lực khi phải viết quá nhiều e-mail trong 1 ngày
Câu 9: Anh(chị) nghĩ việc cải thiện kĩ năng viết e-mail thương mại bằng tiếng Anh có cần thiết hay không?
D Không cần thiết Câu 10: Anh(chị) làm thế nào để nâng cao kĩ năng viết e-mail thương mại bằng tiếng Anh của mình?
A Tìm hiểu thêm về sự khác nhau giữa văn hóa và ngôn ngữ của 2 nước
B Tìm hiểu về sự khác nhau giữa thời gian biểu của 2 nước
C Học cách nhận biết nhu cầu của khách hàng về chất lượng e-mail của mình
D Học cách quản lí thời gian viết e-mail trong ngày
Câu 11: Theo quan điểm của anh(chị), công ty có thể giúp anh(chị) cải thiện khả năng viết e-mail thương mại bằng tiếng Anh như thế nào?
A Tổ chức các buổi học về kiến thức văn hóa của nước đối tác.
B.Khuyến khích nhân viên chia sẻ các kĩ năng và kinh nghiệm khi viết e-mail thương mại bằng tiếng anh.
C.Giảm thời gian viết e-mail của nhân viên nhằm giảm áp lực trong quá trình làm việc.
D Tổ chức các kì nghỉ trong năm để động viên nhân viên.