Internship report on Intern as a documentation staff of business department at Tan Nhat Viet Co,.Ltd.docx

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HO CHI MINH CITY BANKING UNIVERSITY
DEPARTMENT OF FOREIGN LANGUAGES
Internship Report
Batch: K30 (2014-2018)
on
Intern as a documentation staff of business department
at
Tan Nhat Viet Co,.Ltd
Prepared by
Student’s full name: PHAM DAO NGOC ANH
Student’s ID number: 030430140010
Program: Business English
Internship Supervisor
Name: VO THANH TUAN
Title: Master of Arts
Department: Foreign Languages
Date of Submission:

ACKNOWLEDGEMENTS
First of all, I would like to express my grateful thank to my Internship Supervisor - Mr.
Vo Thanh Tuan for useful advices. The report would not have been done decently
without his instructions and motivation.
Moreover, I wish to give my endless thanks to Ms. Nguyen Mai Quynh - Director of
TAN NHAT VIET Co., Ltd for her careful guidance and whole- hearted help during my
three-month internship and special thanks to all staffs there who have provided me with
the best conditions during my internship despite their limited schedules.
Last but not least, I would like to extend my sincere gratitude to to all the lecturers of
Banking University of Ho Chi Minh City for leading me from the first step and providing
me variety of academic knowledge.

NHẬN XÉT CỦA ĐƠN VỊ THỰC TẬP
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XÁC NHẬN CỦA ĐƠN VỊ THỰC TẬP

Phần đánh giá của Giảng viên hướng dẫn
STT Nội dung đánh giá Điểm Nhận xét
1 Tinh thần, thái độ làm việc tại Cơ
quan thực tập (dựa trên cơ sở đánh
giá của cơ đơn vị thực tập)
/2.0
2 Mức độ chấp hành nội quy thực
tập và thực hiện các yêu cầu
chuyên môn theo hướng dẫn của
Giảng viên hướng dẫn
/2.0
3 Chất lượng báo cáo thực tập
- Trình bày /1.0
- Ngôn ngữ /1.0
- Nội
dung báo
cáo
a. Tống quan về cơ
quan nhận thực tập và
bộ phận thực tập
/1.0
b. Nội dung công việc
được phân công và
phương pháp thực hiện
/1.0
c. Kết quả của đợt thực
tập, bao gồm:
Những kiến thức, kỹ
năng được củng cố
hoặc học hỏi được
Những kinh nghiệm
đã tích lũy được
Các đóng góp của
bản thân cho cơ quan
và các sáng kiến, đề
xuất giải pháp (nếu
có)
/2.0
Tổng điểm /10.0

Giảng viên chấm 1

Phần đánh giá của Giảng viên chấm 2
STT Nội dung đánh giá Điểm Nhận xét
1 Tinh thần, thái độ làm việc tại Cơ
quan thực tập (dựa trên cơ sở đánh
giá của cơ đơn vị thực tập)
/2.0
2 Mức độ chấp hành nội quy thực
tập và thực hiện các yêu cầu
chuyên môn theo hướng dẫn của
Giảng viên hướng dẫn
/2.0
3 Chất lượng báo cáo thực tập
- Trình bày /1.0
- Ngôn ngữ /1.0
- Nội
dung báo
cáo
a. Tống quan về cơ
quan nhận thực tập và
bộ phận thực tập
/1.0
b. Nội dung công việc
được phân công và
phương pháp thực hiện
/1.0
c. Kết quả của đợt thực
tập, bao gồm:
Những kiến thức, kỹ
năng được củng cố
hoặc học hỏi được
Những kinh nghiệm
đã tích lũy được
Các đóng góp của
bản thân cho cơ quan
và các sáng kiến, đề
xuất giải pháp (nếu
có)
/2.0
Tổng điểm /10.0

Giảng viên chấm 2

TABLE OF CONTENTS
1. AN OVERVIEW OF TAN NHAT VIET LIMITED COMANY...................................1
1.1. History and development process of Tan Nhat Viet limited company ..........1
1.2. Overview of company personnel .......................................................................1
1.3. Function and duties of Business Department...................................................2
2. INTERNSHIP ACTIVITIES ............................................................................................3
2.1. Assigned tasks .....................................................................................................3
2.2.Method to conduct assigned task........................................................................3
2.2.1.Reading documents.......................................................................................3
2.2.2. Listening and observing for more information .........................................4
2.2.3. Asking for more information ......................................................................4
2.2.4. Translating contacts.....................................................................................4
3. RESULT GAINED FROM THE INTERNSHIP AT TAN NHAT VIET
COMPANY 5
3.1. Reviewing theories ..............................................................................................5
3.1.1. Writing email................................................................................................5
3.1.2. Translating documents and contracts........................................................5
3.2. Practical skills .....................................................................................................6
3.2.1. Communication skill....................................................................................6
3.2.2. Language skills .............................................................................................6
3.2.3. Using computer skills...................................................................................6
3.2.4. Understanding the process of importing machinery ................................7
4. RECOMMANDATION....................................................................................................8
5. CONCLUSION...................................................................................................................9

1
1 AN OVERVIEW OF TAN NHAT VIET LIMITED COMANY
1.1. History and development process of Tan Nhat Viet limited company
Tan Nhat Viet Co., Ltd was established in April 26th, 2001 with the main business lines as
printing paper and packaging paper. After researched the needs of the market in Vietnam,
the company expanded the business of automatic lottery system in 2003. The company is
located in District 8 of Ho Chi Minh City. The initial capital of the company was
500,000,000 VND, after increased to 3,000,000,000 VND with capital contributed by 2
members.
1.2. Overview of company personnel
Every one in the company all signed long-term labor contracts. In addition, they are entitled
to social insurance and health insurance, other benefits and incentives.
Director
Deputy Director
Business Department Accounting -Finance
Department

2
1.3. Function and duties of Business Department
The Business Department plays an important role in the company; therefore all the staffs of
this department are entrusted with so many tasks including:
 Looking for the source of goods and the best suppliers.
 Researching the market demand and the price survey.
 Performing technical services for the lottery system.
 Offering marketing.
 Delivering products.
 Consuming products according to plan.
 Transporting products.

3
2 INTERNSHIP ACTIVITIES
2.1. Assigned tasks
I worked as a documentation staff of Business Department of Tan Nhat Viet Co., Ltd.
During the three-month internship, I have received not only an opportunity to learn new
knowledge of import field but also to practice things I have learned at Faculty of Foreign
Language, Banking University of Ho Chi Minh City. At the company, I was instructed a lot
of work such as:
 Update the order process
 Update market prices
 Draft import shipping document based on L/C (Letter of Credit) and other forms of
credit terms to import machinery.
 Contact to suppliers and customers about shipping schedule and receiving machinery by
phoning and mailing.
 Translate contracts.
2.2.Method to conduct assigned task
2.2.1.Reading documents
Firstly, I was introduced about duties and functions of the Business Department to
understand more specifically what I would do.
I learnt the words and phrases on the specialized import and prepare for reading documents
easier. Then I searched for specific documents related to the process of importing
machinery. I must read the 2010 International Commercial Terms (Incoterms) to know what
rules are relevant to the price and the responsibility of the parties (the seller and the buyer)
in an international trade operation. I read letter of credit (L/C) also known as a Documentary

4
Credit, documentary collection, methods of payment, types of insurance for import
business.
For effective reading, focus and elevation notes are needed. This is just the beginning of the
job. It is a basic step but very important for a new one like me.
2.2.2. Listening and observing for more information
Listening and observing were good way to get information. When I went to work on the
first day, I was very nervous and confused because there were so many new things.
However, I regained my composure and then I listened, observed how my colleagues in the
business department worked. I heard how they respond and make a phone call to the
customers and suppliers in order to know how to answer a phone call efficiently and
politely. In addition, I observed the way they write an email and draft documents.
2.2.3. Asking for more information
After listening and observing colleagues, I noted down the key things. During the internship
period, if there were anything I had problem or when I did not understand something, I
asked my colleagues and instructor for their help and guidance. Asking what I did not know
from experienced people is always the best thing so as to reinforce my specialized
knowledge and working ability.
2.2.4. Translating contacts
I have translated some contracts of the company. Then I submitted the translated contract to
my supervisor for her examination and evaluation. This is a difficult job requiring me to
accurately translate imported words and phrases. After receiving feedback, I translated again
the contract and practiced more and more at home.

5
3. RESULT GAINED FROM THE INTERNSHIP AT TAN NHAT VIET COMPANY
3.1. Reviewing theories
3.1.1. Writing email
When I started writing emails, I thought it would be easy because I had learned to write
business correspondence at university. But actually, when I got my instructor's evaluation, I
realized that writing email to customers and suppliers was not easy. It requires me to write
briefly but still full of necessary information. When receiving and reading emails sent by the
suppliers, I recognized that their emails sending to us were clear and concise. Therefore, the
emails that I drafted should be as effective and professional as they did.
3.1.2. Translating documents and contracts
Similar to writing emails, I also studied English and Vietnamese translation class at Banking
University. Translating any document requires me to have a certain vocabulary of any field.
So after learning vocabulary in the field of importing goods, I have had some knowledge
and applied to translating contracts and documents at the company.
I am very grateful to Tan Nhat Viet Company for creating the opportunity for me in order to
practice translation, the career that I want to do in the future. Because I am not a native
English speaker and a professional translator, during the translation process I seek help from
the internet and my instructor. I also used the dictionary to look for the meaning of the
words so as to match the context.
I found the importance of knowing the translation steps when I translated the first contract.
At the beginning, I had to skim through the entire text to identify and highlight difficult
words and phrases. Secondly, I used the dictionary to translate the highlighted words and
phrases into the suitable meaning. For helpful translating, I used 3 dictionaries including
Oxford advanced learner's dictionary, oxford collocations dictionary, and Vietnamese -

6
English economics and business dictionary. After that I translated the full sentence and the
whole document. After that, the essential step was checking the grammar. The last step was
to reread the translated text and note that it must always be neat and correct.
Translating contract and document is an important job required professional skill from
experienced colleagues so that I was not allowed to translate the official contract and
document of the company.
3.2. Practical skills
3.2.1. Communication skill
Communication skill is one of the most power skill in business. The ability to communicate
effectively will create more opportunities for your future work. Actually, communication
skill works when I talk to my instructor and my colleagues. I tried to make conversations
with my instructor and others easily by asking them some questions. Moreover, I helped
them from small things like: preparing and arranging documents, photocopying and
scanning documents. It was a useful way to got on well with them. Observing and learning
how colleagues communicate with customers and supplier through the phone helped me
gain more experience in business communication.
3.2.2. Language skills
I have been extending my vocabulary in the field of trade, especially in importing
machinery. Thanks to this internship opportunity, I was able to read more texts, which
greatly helped me in improving my range of vocabulary and grammar.
3.2.3. Using computer skills
This is an essential skill for everyone who wants to work in a modern environment.
Computer skills help my work to be solved more quickly When writing text or translating
documents, you need to have the skills to use micro soft office like word, excel,.. and

7
promote those skills to work effectively. In addition, searching for information on the
Internet forced you to find the exactly source.
3.2.4. Understanding the process of importing machinery
During the 3-month internship, I was instructed and took part in the importing process. Here
are the steps of the machine import process of Tan Nhat Viet company:
 Find the supplier.
 Sign the purchase contract.
 Open the letter of credit (L/C) at the bank of the buyer.
 The bank of the buyer issues the L/C. After that, the bank send it to the seller's bank.
 Arrange for boarding, buying insurance, issuing documents for the shipment and send
the documents to the buyer's bank.
 Ask banks to check valid documents or not, then ask for the purchase.
 Make a payment
 The buyer receives the set of documents of the articles
 Pay import tax, declare to customs, then the buyer receives articles at the port.

8
4. RECOMMANDATION
Firstly, all the staffs at the company also do many Internet searches to get information but
the Internet connection speed is a little bit slow, which makes them uncomfortable and time-
consuming. Thus, I suggest that the Internet connection should be upgraded in order to save
time and improve work efficiency.
In addition, I suggest that Banking University of Ho Chi Minh city should open more
courses in soft skills and office skills for students so that they can easily get on with their
work in the dynamic working environment.

9
5. CONCLUSION
I have received many good things from my internship period. The knowledge that I learnt at
University is always useful for my three month internship. I not only recognized my
strengths and weaknesses, but also gain skill and enrich my knowledge. This internship
opportunity gave me the opportunity to try my hand at a new field. It gave me the chance to
work with experienced co-workers in professional and modern working environment.
Once again, I would like to thank my instructor, Ms. Nguyen Mai Quynh, and all my
colleagues who have helped me a lot since the first day of my internship. Moreover, I would
like to send my special thanks to my supervisor, Mr. Vo Thanh Tuan, who always give me
the best advice. This report can not be completed without his enthusiastic instructions.

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