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OVERVIEW OF THE STUDY
Rationale
According to the opinion of Chester Barnard (1983), communication processes are the central point in an organization Katz and Kahn (1966), in their study with the title
In "The Social Psychology of Organizations," it is emphasized that those closest to the decision-making core prioritize information exchange and communication, highlighting their critical role Effective communication within organizations fosters positive psychological motivation, which can significantly enhance overall performance.
Effective communication is essential for organizational success, as it ensures connection and understanding across all levels Corporate excellence relies on eight key characteristics, one of which is a robust communication strategy that involves listening and responding to employees, customers, suppliers, and various publics Staying in touch with all organizational segments enables effective management, making communication the foundation for building strong relationships and achieving business goals.
Effective organizational communication is vital for success, encompassing both internal interactions among team members and external engagement with clients and partner organizations Key modes of business communication include meetings, presentations, and correspondence, which facilitate clear information exchange Business correspondence, in particular, plays a crucial role in establishing strong relationships with clients and customers, contributing significantly to the growth and achievement of individuals and companies alike.
Business correspondence is a vital tool in commerce, serving as a simple and effective means of exchanging information and negotiating between businesses In the context of the Covid-19 pandemic, where face-to-face communication has become challenging, professional business emails and letters have become indispensable Effective business correspondence not only demonstrates professionalism and the company's image but also fosters strong relationships between business partners Conversely, poor communication through emails can lead to misunderstandings and operational issues, highlighting the importance of clear and effective written communication in today’s digital business environment.
2 to misunderstandings, delaying in business as well as in individual and collective relationships
Business correspondence serves various purposes, including enquiry letters, order letters, complaint letters, cover letters, and business reports Each type of business letter has unique characteristics tailored to its specific function Among these, cover letters and business reports are the most commonly used forms of business communication, playing a vital role in professional and commercial interactions.
The Faculty of English, established 14 years ago, specializes in training bachelor's degree graduates proficient in using English professionally Its alumni find employment in various sectors, including business, economics, financial institutions, and as English teachers with pedagogical skills Graduates also work as translators and interpreters in economics and commerce fields An annual survey shows that 95% of Business English graduates secure jobs within six months, with 80% working in their relevant fields Committed to meeting societal labor demands, the faculty continually innovates and develops effective teaching methods to enhance human resource training.
Recognizing the importance of business correspondence, Thuongmai University's English Faculty has made it a compulsory part of their curriculum, emphasizing the significance of writing effective business letters Business letters are the most cost-effective and widespread form of communication globally, enabling students to network efficiently and communicate with peers and potential employers Mastering professional business correspondence is essential for students aiming to secure internships and jobs after graduation However, challenges such as cultural differences, individual knowledge, and writing skills can make crafting perfect business letters, cover letters, and reports seem complex for students.
The researcher selected the topic "Common mistakes in writing cover letters and business reports made by third-year English-major students at Thuongmai University" to identify prevalent errors and enhance students' professional communication skills This study aims to analyze typical challenges faced by students in drafting these essential business documents and propose effective solutions to improve their writing proficiency Focusing on third-year English majors ensures the research targets students at a critical academic stage, preparing them for real-world business environments By addressing common mistakes and offering tailored recommendations, the research seeks to contribute to better academic outcomes and increased employability for students specializing in English This investigation aligns with SEO principles by highlighting keywords such as "common mistakes," "cover letters," "business reports," "English majors," and "Thuongmai University," making it more accessible to those seeking guidance on academic and professional writing.
Previous studies
The author has identified numerous notable works addressing the challenges of writing business letters and offering solutions to overcome these difficulties However, there is a lack of previous research specifically focusing on cover letters and business reports, which are both specialized types of business letters Consequently, when composing cover letters and business reports, writers often encounter similar mistakes and issues found in general business letter writing.
A key study in the field of business letter writing errors is "Problems in writing English business letter: errors and factors," conducted during the third semester of Bina Bangsa Economics students majoring in Management by Shafa Firda This research highlights the common mistakes students make when composing business letters and examines the underlying factors contributing to these errors, providing valuable insights for improving business communication skills.
This study aimed to identify common errors in English business letter writing among third-semester Bina Bangsa Economics students majoring in Management and Accounting, using a qualitative approach Data was collected from students' responses to a complaint letter scenario, and errors were classified based on the Ferris and Hedgcock (2005) model The findings revealed four main error categories: morphological, lexical, syntactic, and mechanical errors, encompassing eight specific types: verbs, nouns, articles, word choice, sentence structure, spelling, punctuation, and capitalization Word choice errors were the most prevalent, accounting for 20.3% of total errors, followed by sentence structure errors at 18.3% Other notable errors included verb errors (12.1%), punctuation errors (11.3%), noun errors (9.7%), and spelling errors (9.5%) Articles and capitalization errors shared the same percentage at 9.4%, indicating common challenges faced by students in mastering English business letter writing.
4 were three major factors that caused the errors: language transfer, overgeneralization, and context of learning
To improve your business writing, focus on clear and concise communication by planning your message carefully, which makes your correspondence more direct and effective Use simple, straightforward language by choosing words sparingly and keeping sentences short and to the point, ensuring clarity for your readers Avoid jargon and overly fancy words to maintain professionalism and accessibility in your business letters Following these key principles can enhance the quality and impact of your business correspondence.
As English language teaching becomes increasingly specialized, educators recognize the need to keep up-to-date with linguistic advancements in specific fields In professional training programs, language use reflects the unique characteristics of that industry, such as business correspondence in business or foreign trade courses This subject has become essential for equipping learners with the skills to communicate accurately and effectively in professional contexts However, teaching, learning, and applying business correspondence face challenges due to limited research and guidance in this area Despite these shortcomings, several studies have contributed to understanding its effective implementation.
“A study on difficulties in writing business correspondence for major English students of foreign languages faculty of academy of finance” , written by Dam Hong
This article explores the challenges and common mistakes in writing business correspondence, providing valuable insights into grammar, vocabulary, terminology, and stylistic issues It analyzes key problems such as difficulty in conveying original writing styles and selecting appropriate expressions, offering practical solutions to improve communication effectiveness The study significantly contributes to ongoing research and development in business writing, supporting practitioners and students in enhancing their correspondence skills Overall, this research aims to facilitate better understanding and execution of professional business communication.
This article offers effective solutions to enhance the business letter writing skills of fourth-year English major students at Thuongmai University Nguyen Minh Thuy analyzes common difficulties and frequent mistakes encountered in English business letter composition She emphasizes the importance of mastering proper structure, clear language, and professional tone to improve students' writing proficiency Implementing targeted practice and feedback techniques are recommended to develop students' confidence and competence in drafting formal business correspondence These strategies aim to foster better communication skills essential for professional success in the business environment.
5 letters of the fourth year English major students at Thuongmai University; then suggested solutions to improve business letters writing skill
Numerous studies and books highlight effective strategies for improving business writing skills To achieve proficiency in commercial correspondence, it is essential to identify and address specific writing difficulties While common challenges exist in general business letter writing, students often face additional issues when crafting cover letters and business reports This understanding motivated the thesis titled “Common mistakes in writing cover letters and business reports made by third-year English majors at Thuongmai University and suggested solutions,” aiming to pinpoint common errors and propose practical improvements.
Aims of the study
This thesis investigates common mistakes made by third-year English majors at Thuongmai University when writing cover letters and business reports It aims to identify the underlying reasons behind these errors and proposes practical solutions to enhance students' writing skills The study addresses two key questions: what are the frequent errors in cover letter and business report writing, and what factors contribute to these mistakes? By focusing on these aspects, the research seeks to improve students’ proficiency and confidence in professional writing tasks.
• What are the common mistakes in writing cover letters and business reports often encountered by third-year students majoring in English?
• How to help the students get rid of their common mistakes in writing cover letters and business reports?
Research Subjects
This study focuses on third-year English majors at TMU (K55N), with a sample of 50 randomly selected students to ensure an unbiased and accurate analysis All participants have previously studied Business Correspondence at Thuongmai University, providing a consistent background for the research Random selection helps enhance objectivity, although choosing only students proficient in business letter writing may influence the overall results.
Scope of the study
This study examines the common mistakes made by third-year English majors at Thuongmai University when writing cover letters and business reports, aiming to identify the most frequent errors through data collected from interviews and questionnaires The research analyzes causes and contributing factors behind these mistakes and offers specific solutions for students based on interview insights The scope of the questionnaire is limited to issues related to writing cover letters and business reports, focusing on errors such as grammar, vocabulary, and content inaccuracies Consequently, the research does not address all potential problems related to these skills, and the interview questions are targeted exclusively at English department students to ensure relevant and focused findings.
This study focuses on the most common mistakes students encounter when writing cover letters and business reports, due to limitations in time, knowledge, and references While it does not cover all aspects of these writing skills, it aims to provide valuable guidance and clarification The researcher hopes that this work will serve as a helpful resource for students struggling with creating effective cover letters and business reports.
Research methodology
The questionnaires are designed to help the researcher gather information The content of the questions reflects clearly and accurately the situation of their cover letters and business reports writing
The questionnaires are multiple choices, refracted into options Based on the answers to the questionnaires, the researcher will have the basis to give possible solutions presented in chapter 4
The researcher conducts additional face-to-face interviews to evaluate students' attitudes, consolidate data collected through questionnaires, and document their contributions to enhancing this skill.
After gathering responses from interviews and questionnaires, the researcher cleans the data by removing inappropriate answers and employs Microsoft Office Excel for data processing The results are then visualized using percentage charts, enabling precise and informed assessments of the identified problem.
Organization
The study is divided into 4 chapters as below:
Chapter 1: Overview of the study
This chapter introduces a general overview of the research, including the rationale, previous studies, research objectives, research subjects, the scope of research, research methodology and research organization
This chapter provides all the theoretical background related to the research presented
It is the main part of the study, which presents the results of the study In other words, the collected data will be displayed and analyzed in this chapter
The final chapter presents limitations and proposals for further studies Some suggestions for improving cover letters and business reports writing will also be given
In addition, the study includes many other sections They are the summary, table of contents, list of abbreviations, list of tables and charts, conclusions, references, and appendices
LITERATURE REVIEW
Overview of cover letters and business reports
A cover letter is a vital document submitted with a job application that highlights the applicant's credentials and enthusiasm for the position As one of the only two documents sent to an employer, its quality can influence whether the candidate secures an interview It serves as an introduction where candidates showcase their interest and demonstrate why they are the best fit for the role A well-crafted cover letter complements the resume by elaborating on key qualifications and experiences relevant to the job, increasing the chances of making a positive impression on potential employers.
A compelling cover letter is a key sales pitch that highlights why you are the ideal candidate for the position Career experts recommend customizing each cover letter for the specific job opportunity rather than using a generic template Although tailoring your cover letter requires extra effort, it significantly increases your chances of standing out from the competition and making a strong impression on hiring managers.
A compelling cover letter introduces the candidate to the employer by highlighting their professional background, skills, achievements, and personal qualities It effectively communicates the candidate's areas of interest, career goals, and passions, demonstrating why they are the ideal fit for the position Ideally, the cover letter should be a concise, one-page document that clearly explains the candidate’s qualifications and suitability for the role Additionally, it emphasizes cultural fit, showing how the candidate’s values align with the company's environment, thus strengthening their candidacy.
There are three main types of cover letters:
1 Application Cover Letters: this is a letter written to respond to an open vacancy that has been advertised or recommended to you It should be formatted professionally and must include good salutations and closings Include in the letter your specific skills in relation to what the employers are looking for
2 Prospecting Cover Letters: this is a letter to show interest in a company that you want to work with It details your interest in the area of work you are looking for
3 Networking Cover Letters: this type of letter functions as introductory, referral and network letters Such letters seek to recommend you to a company based on past experience you have had with other employers
A survey of nearly 600 HR professionals conducted by the Society for Human Resource Management (SHRM) reveals that 76% of employers automatically dismiss job candidates based solely on their cover letter quality Additionally, 43% of respondents consider the cover letter to be equally important as the resume in the hiring process For more detailed insights, the full survey on cover letters and resumes can be obtained from SHRM via phone at (703) 548-3440 or email at SHRM.org.
2.1.1.2 Features of good cover letter
According to The Oxford Handbook of Commercial Correspondence, a good cover letter ensures the following conditions:
When submitting a job application, including a well-crafted cover letter can enhance your chances of success The cover letter should briefly clarify any points that may not be immediately clear from your CV or application form and highlight your suitability for the position It provides an opportunity to emphasize your relevant skills and experience, making a strong first impression with the potential employer.
If the company has sent an application form, remember to thank them
If you are enclosing a CV, mention it at the beginning of the letter
Thank you for your letter of – and the application form for the post of - I enclose the completed form/ my CV ã Body of the letter
Your cover letter should be short If you need to develop or emphasize any points, do so briefly and simply
I graduated from [University/College] in [Year], earning a degree/diploma/certificate in [Field of Study], which has provided me with a solid foundation relevant to [the post] During my employment at [Company/Organization], I was responsible for [specific tasks or roles], demonstrating my expertise in [related skill or area] My professional experience has equipped me with valuable skills that align well with the requirements of this position However, I decided to leave my previous role due to [reasons for leaving], seeking new opportunities to further develop my career.
When explaining your reason for leaving a previous job, it's important to maintain a positive tone Focus on highlighting new opportunities or career growth rather than mentioning salary concerns, dissatisfaction, or boredom Avoid criticizing your former employer, their products, services, or colleagues to leave a favorable impression.
Explanations for leaving a company could include the following:
- I left (old employer) because (new employer) offered me a chance to use my (languages, IT training, etc.)
- I was offered a chance to join (company) where there was an opportunity for further training and experience in-
- I was offered the post of Senior Technician by (company) in (date), and therefore left (company) in order to…
- I joined (company) in (date) as part of their new Eastern Europe sales team This was an excellent opportunity to… ã Previous experience
Most application forms provide space to detail your previous work experience, including your duties and responsibilities This is an opportunity to showcase your achievements by highlighting special responsibilities, projects you led, improvements you implemented, or new schemes you introduced Emphasizing these accomplishments can strengthen your application and demonstrate your value to potential employers.
- While I was a Team Leader at (company), I supervised a team of six technicians and introduced new quality control procedures which resulted in…
- During my time at (company), I was responsible for marketing software services A large part of this role involved successfully implementing change in the…
- During my time at (company), I studied part-time for an MBA, which I completed in 20- Since then I have gained more management experience in…
- As part of my degree course in Business Studies, I worked for three months in the Data Processing Department of a large computer corporation where I gained experience in… ã Reasons for applying
All prospective employers will want to know why you want the job, but why you think your particular skills and experience would be valuable to the company
- I am particularly interested in the post as I could apply my previous experience in (area of work)
- I am sure I would be successful in this post as I have the skills and experience you describe, as well as…
- I believe my background in (area of work) equips me for the post you advertise, especially my recent experience of (specialist area, e.g project management, website development)
- I have some experience of (area of work), and am enthusiastic about developing a career in this field ã Closing
At the end of the letter, offer to supply more information if necessary
- I look forward to hearing from you However, if there is any further information you require in the meantime, please let me know
- Please let me know if there are any other details you need Meanwhile, I look forward to hearing from you
- I would be happy to discuss with you at interview how my skills and experience could be used to your advantage
Business reports are defined as planned, impartial, and objective communications that present facts for specific business purposes, according to Murphy and Hildebrandt Lesikar and Petit emphasize that a business report provides an orderly and objective transfer of factual information designed to serve a particular business goal Boone describes a business report as a document organized around specific topics and information, aimed at fulfilling a specific business purpose.
A business report is a written statement of facts within an organization, focusing on specific business matters or issues It helps key decision-makers gain valuable insights into problems or challenges, enabling them to make informed decisions By presenting clear and relevant information, business reports facilitate problem-solving and support effective organizational management.
Business reports come in various formats but primarily serve to inform and guide decision-making They are concise documents that start by summarizing and analyzing key facts and situations, providing valuable insights Following this, they offer clear recommendations tailored to the needs of the audience Before writing a report, it is essential to ask yourself two critical questions to ensure the report's effectiveness and relevance.
1 Who is my audience? (In business, this is likely to be either your supervisors or clients, such as the task force above, 1 who will read your report.)
2 What is my purpose? (This is what your readers need to know to do their job.) If you don’t understand your audience and purpose, you are not likely to create a report that meets the needs of those who will be reading it
The two main types of report are:
- Regular reports, which companies prepare monthly, quarterly, or annually, and which give information, e.g about sales, income, credit status, or the company’s performance
- Ad hoc or special purpose reports, which are written to describe or explain a programme, e.g the introduction of a new company proframme, or the result of a credit investigation
Common mistakes in writing cover letters and business reports
Nguyen (2004) argues that the most difficulty for Vietnamese when writing business letters is choosing words and phrases to express their ideas
Wrong words are a common mistake made by students, often leading to confusion in their writing One major challenge students face is in word combinations, which can hinder the clarity and coherence of their essays Even if students master all grammatical rules, they still struggle to produce high-quality writing without understanding how to properly structure words and phrases Developing strong skills in word combination and sentence construction is essential for effective written communication.
Incorrect word usage is a common issue in student writing, particularly with words that differ only slightly in spelling Many students make mistakes due to their Vietnamese thinking patterns or confusing words with similar meanings but different structures Additionally, students often forget to convert verbs into adjectives by adding "ed," leading to grammatical errors Confusion between the correct use of adjectives and adverbs is also a frequent problem, affecting the clarity and accuracy of their writing.
16 between adjectives and nouns, etc are common mistakes when students write sentences
1 I am writing in respect of our recent purchase
Correct: I am writing in reference to
I am writing with regard to
2 We would like to regret the delay
Correct: We regret the delay
We would like to apologize for the delay
3 I ensure you that our products are of the highest quality assure + person (help remove their doubt) ensure + fact (help guarantee the fact)
Correct: I assure you that our products are of the highest quality We have a quality control process to ensure that every item is free from defects
4 Your order will be shipped until Wednesday at the lastest
Use by for a single, specific event
Use until for a continuous event
Correct: Your order will be shipped by Wednesday at the latest
We will be performing maintenance until the 25th
6 We except all major credit cards accept = receive willingly expect = exclude
Correct: We accept all major credit cards
We offer free shipping to every U.S.state except Alaska andHawaii
After articles (a, an, the) and possessives (my, your, his, her, our, their) use a noun Correct: We appreciate your cooperation
Some students are not sure about the rules of capitalization, so they also make this mistake unfortunately Specifically, students do not capitalize proper names, but there
Many students arbitrarily capitalize words within sentences and incorrectly use accented Vietnamese characters when writing in English, which violates proper English spelling rules that do not incorporate accents Additionally, errors frequently occur in cover letters, such as mentioning the wrong company, person’s name, or job title Some students also inconsistently address different companies, for example, starting their cover letter addressing Company A but referencing Company B in the closing paragraph, highlighting a lack of attention to detail.
Example: the conference begins on friday july 8 it will be held in los angeles california
Using correct capitalization and punctuation is essential for making a good impression Always capitalize the first word of each sentence, proper nouns such as names of cities, states, countries, languages, and dates, including days of the week and months Remember to capitalize the pronoun “I” at all times Proper use of capitalization and punctuation enhances clarity and professionalism in your writing, leaving a positive impact on your readers.
Correct: The conference begins on Friday, July 8 It will be held in Los Angeles,
When writing numbers in English, it is important to remember that commas are used as thousand separators, whereas continental European countries typically use points for this purpose Conversely, in English, points are used as decimal separators, while continental Europeans often use commas Understanding these differences ensures clear and correct number formatting across different regions.
So, for example, while many continental Europeans would write 45.678,90 (forty- five thousand, six hundred and seventy-eight and 90/100), native English speakers would write 45,678.90
Numbers written like this: 19.456 thousand or this: 19,456 thousand
Neither is correct in English, and both may cause confusion
In English we do not mix numerals and words unless we are using the words
“million”, “billion”, “trillion” etc So, it is wrong to write, e.g., 24 thousand; instead you should write 24,000 or twenty-four thousand But it is correct to write, e.g., 56 million
19.456 thousand or 19,456 thousand should therefore be written in English in either of the following ways:
19,456,000 (read as “nineteen million, four hundred and fifty-six thousand”)
19.456 million (read as “nineteen point four five six million”)
One of the most common mistakes students make is using the wrong verb form, such as incorrect infinitives, verb -ing forms, or improper active and passive voice A frequent error involves incorrect agreement between verbs and their subjects, especially with third person singular (she, he, it) or singular nouns, where students often forget to add "s" or "es" after the verb Conversely, they may mistakenly add "s" or "es" to verbs that accompany plural nouns, leading to grammatical errors Proper use of verb forms according to subject number is essential for grammatical accuracy and clarity in English sentences.
• Incorrect use of verb forms Ex: I seen the client yesterday
• Incorrect subject-verb agreement Ex: Every manager and employee in the company agree with the decision
• Improper use of transitions Ex: The meeting was long although the team talked a lot
Students frequently make common mistakes with nouns, such as forgetting to add "-s" for third-person singular or singular nouns They often confuse countable and uncountable nouns, mistakenly converting uncountable nouns into the plural form For example, students may incorrectly pluralize uncountable nouns or fail to use the correct singular or plural forms, leading to grammatical errors in their writing Proper understanding of singular and plural nouns is essential for accurate sentence structure and clarity.
1 I would like to request some informations about your services
Information = uncountable noun It is NEVER plural
Correct: I would like to request some information about your services
2 Incorrect use of subject/object pronouns Ex:The boss gave a raise to Julia and I
Understanding English tenses is essential for constructing grammatically correct sentences, as each tense has its own formula and specific usage rules Without a solid grasp of basic grammar, students often make mistakes, such as incorrectly using the past simple when describing events that occurred earlier in the past For example, when referring to an action that happened before another past event, the past perfect tense should be used A common mistake is saying, "We have finally received the requested documents on Monday," instead of the correct form, "We had finally received the requested documents on Monday." Mastering tense consistency is crucial for clear and accurate communication in English.
We have submitted the information before we filed the application
We have not completed the report last week
The transaction has not been finalised by 31 December 2017
We have analysed the contracts during the first due diligence process
This issue has been discussed prior to executing the transaction
All the above examples are mistakes because the Present Perfect cannot be used with expressions of finished time (i.e specified times in the past – underlined in the above examples)
An expression of finished time indicates when an event occurred or did not occur When such an expression describes the timing of an action that has already happened, it is important to use the Past Simple tense Proper use of past time expressions ensures clear and accurate communication of completed actions.
RIGHT : We finally received the requested documents on Monday
We submitted the information before we filed the application
We did not complete the report last week
The transaction was not finalised by 31 December 2017
We analysed the contracts during the first due diligence process
This issue was discussed prior to executing the transaction
I have worked at the company for three years (And I work there now.)
I worked at the company for three years (I no longer work there.)
WRONG : I am working at the company for three years
Our experienced lawyers have successfully represented numerous high-profile clients and continue to do so, ensuring top-tier legal support Adam, a highly skilled investigator with extensive expertise in this area, consistently handles complex cases of this type, demonstrating his ongoing commitment to excellence in the field.
Students tend to think in Vietnamese, leading to common mistakes in word collocation and producing sentences that are unscientific and hard to understand Word collocation refers to the natural combination of words that frequently appear together more often than by chance, reflecting the unique principles of each language For example, in English, the phrase “decide to” is consistently followed by an infinitive, illustrating proper collocation usage Mastering correct word collocation is essential for clearer, more accurate communication in academic and professional writing.
“Decide on” is followed by a verb in the –ing form or a noun / noun phrase
You decide to do something
But you decide on doing something, or you decide on something
“Decide to” is stronger and more definite than “decide on”
“Decide to” states that a decision has been made and states what that decision was
“Decide on” may only state that a decision has been made What that decision was may be implied, but it may not always be clear
“We have decided to purchase our company’s competitor in Florida.”
“Great! When’s the transaction going to be closed?”
“We have decided on purchasing our company’s competitor in Florida.”
“Yeah? So you’re actually going to buy it?”
• Decide on plus noun phrase
“We have decided on the purchase of our company’s competitor in Florida.”
“So what have you decided?”
These examples show the gradation of meaning of the three different structures With
“decide to”, the meaning is clear “Decide on plus –ing” is similar, but may be ambiguous in certain circumstances “Decide on plus noun / noun phrase” is not clear
If you make a decision on something, we only know for certain that a decision has been made It may not be clear whether the decision was positive or negative
• Make a decision on plus noun phrase
“We have made a decision on the purchase of our company’s competitor in Florida.”
“So what have you decided?”
Using the –ing form does not make the sentence much clearer
• Make a decision on plus –ing
“We have made a decision on purchasing our company’s competitor in Florida.”
“That sounds positive, but what have you decided?”
However, if you use “to” plus infinitive instead of “on”, the meaning is clear
“We have made a decision to purchase our company’s competitor in Florida.”
“Great! When’s the transaction going to be closed?”
“We have made a decision to sell the company.”
“Really? When are you going to tell the employees?”
“We have made a decision on the sale of the company.”
“So, what did you decide?”
“During the meeting we decided to take on more staff.”
“Great – but is the office big enough?”
“During the meeting a decision on taking on more staff was made.”
“So what was the decision?”
Many style guides advise against using the phrase “make a decision” because “decision” is a noun derived from the verb “decide.” It is often clearer and more concise to use the verb “decide” directly, which improves readability and aligns with best writing practices.
"Decide on" is a versatile phrasal verb that means "to choose something or someone after careful thought." It is typically followed by a noun or noun phrase, clearly indicating the decision made By using "decide on," you can effectively communicate the process of selecting or choosing an option with clarity Examples demonstrate that a decision has been made and specify what that decision was, making it an essential phrase for expressing deliberate choices in English communication.
After several months of looking for premises we’ve finally decided on a warehouse on the motorway outside Manchester
It was very difficult to choose between Mark and Julia for the position of Head of HR, but we finally decided on Julia
After consulting an interior designer, we decided on wood panelling for the meeting room
Vietnamese mother tongue interference often causes writers to struggle with using English prepositions correctly This challenge is compounded by the variety of phrasal verbs in English, which are formed by combining a verb with a preposition that can have multiple meanings For example, the preposition in a phrasal verb might vary in meaning depending on the context, making it difficult for non-native speakers to choose the correct form Understanding these nuances is essential for improving English proficiency and achieving accurate communication.
WRONG : Employees have the right to subscribe and benefit from a certain percentage of shares
RIGHT : Employees have the right to subscribe to and benefit from a certain percentage of shares
Although you can benefit from something, you cannot subscribe from something You subscribe to something
WRONG : The Agency intends to engage the Company to provide equipment, and the
Company confirms that it is willing to and capable of providing the equipment
Here, capable of providing is correct, but willing to providing is wrong
RIGHT : The Agency intends to engage the Company to provide equipment, and the
Company confirms that it is willing to provide the equipment and capable of doing so
The Agency intends to engage the Company to provide equipment, and the Company confirms that it is willing and able to provide the equipment
In the second correct version, willing to and able to both take the infinitive (provide), so only one preposition (to) is required
Prepositions are inherently difficult in English, and their correct usage becomes even more complex when translating from Vietnamese, leading to common and often unavoidable errors To avoid these mistakes, learners should memorize prepositions in conjunction with nouns, adjectives, or verbs Without precise knowledge of preposition usage, they tend to directly translate Vietnamese prepositions into English or vice versa, which causes errors To address this, learners need access to a wide range of prepositional structures systematically organized to facilitate note-taking, understanding of formations, and the development of rules for correct usage.
Factors affecting cover letters and business reports writing process
In this section, the researcher mentions a number of important factors affecting the writing of cover letters and business reports
2.3.1 Influence of the mother tongue
Learning a foreign language is influenced by our native tongue, which shapes our thought process and affects how we use the target language Our mother tongue impacts key aspects such as word order and vocabulary selection, shaping the way we communicate in the new language Understanding this linguistic influence is essential for language learners aiming to achieve fluency and proficiency.
Transferring from one language to another for specific purposes enhances our understanding of language interference in the mother tongue during foreign language learning This process allows us to explore the strengths and weaknesses of both languages through contrastive analysis, ultimately improving language acquisition and proficiency.
Ashley (2003) also states that the common mistakes that Asian learners of English have when writing business letters is the affection of their mother tongue
This study examines how Iranian non-native speakers of English utilize politeness strategies in business letters compared to native English speakers, based on Brown and Levinson’s (1978) framework of positive and negative politeness Analyzing a corpus of 92 business letters—46 written by non-native employees and 46 by native speakers—reveals that non-native participants consistently employ both politeness strategies more frequently than their native counterparts, with positive politeness being particularly dominant The findings highlight that social distance significantly influences the choice of politeness strategies, especially in selecting salutations, where positive politeness strategies are crucial for mitigating face-threatening acts Overall, the increased use of positive politeness strategies by non-native speakers may be driven by the need to bridge social gaps in intercultural communication.
Effective cross-cultural communication is essential in today’s global business environment, as different cultures structure discourse in unique ways Business professionals must not only master the art of writing clear and professional business letters but also understand the cultural differences in writing styles Conducting cross-cultural studies helps identify these variations, enabling effective communication and fostering stronger international business relationships.
This study conducts a contrastive analysis of sales promotion letters in both English and Persian, highlighting 29 key genres The findings reveal significant differences between the two, demonstrating how cultural factors influence the structuring and organization of business correspondence Understanding these cultural variations is essential for effective cross-cultural communication and successful international marketing strategies.
Teaching writing in a second language involves more than just grammatical and structural instruction; it requires understanding the nature of writing in different contexts Recent research emphasizes the importance of genre analysis, focusing on models and key features of texts tailored to specific purposes Recognizing that various cultures employ different rhetorical strategies—especially in business letter writing—can enhance writers' ability to communicate effectively across diverse audiences Being aware of cultural similarities and differences in writing practices is essential for developing effective, purpose-driven written communication skills.
Limited vocabulary significantly hampers students’ ability to write effectively, especially when composing cover letters and business reports that require understanding specific economic terms, many of which students have yet to master The richness of English vocabulary, including numerous synonyms, homonyms, and homophones, often causes confusion, leading to misunderstandings and mistakes in word usage This complexity makes it difficult for students to grasp the precise meanings and appropriate contexts of similar words, resulting in frequent vocabulary errors in their writing Additionally, a lack of variation in word choice diminishes the quality of writing; incorporating diverse vocabulary not only simplifies expression but also enhances reader engagement Experts like Biber (2006) emphasize that overusing the same words can make texts awkward, while scholars such as Schonig (2011) highlight the importance of word variation to create smoother, more natural writing.
The Industrial Revolution of the nineteenth century had both negative and positive consequences The Industrial Revolution caused child labor and poor
30 working conditions The Industrial Revolution then led to reforms that amended these injustices
Schonig highlights that his three sentences are intentionally brief to prevent reader fatigue, openly admitting they lack variety despite being grammatically correct and factually accurate While the sentences effectively convey the essential information about the Industrial Revolution, their repetitive use of the phrase "Industrial Revolution" diminishes the overall quality of the writing This repetition, although understandable, results in a monotonous tone that could benefit from greater word and sentence variation to enhance readability and engagement.
Vocabulary alone is not sufficient for successful communication; understanding and applying proper grammatical structures are essential to give meaning and coherence to sentences Mastering English grammar is crucial, as it provides the framework that makes language meaningful and accurate Insufficient knowledge of vocabulary or grammar can result in poor language quality and misunderstandings Unlike Vietnamese, which is more flexible with fewer structural restrictions, English follows strict grammatical rules, including the use of various tenses and articles, making it more complex to learn To improve language proficiency and reduce grammar errors, learners must adopt effective study methods, consistent practice, and a comprehensive approach to mastering English grammar.
Many students lack sufficient practice in writing, as they increasingly read less from reputable authors and show limited dedication to practicing writing skills They are often disinterested in administrative documents, which are crucial for their future careers, and are negatively influenced by chat language, blogs, movies, comics, and popular music, leading to frequent spelling and grammar errors Additionally, many students neglect their homework, hindering their progress Although the exercises in the business correspondence course are diverse and aligned with the curriculum, consistent effort and practice are essential for rapid improvement Furthermore, the lack of regular writing practice results in students struggling to generate ideas and failing to develop the habit of thinking in English before writing.
Language serves as the essential vehicle for expressing our ideas, thoughts, and worldviews Writing international business letters involves translating the meaning of a message from one language to another, ensuring effective communication with global partners This translation process requires accurately interpreting the source text's meaning and conveying it in the target language Additionally, it's important to recognize that texts are always context-dependent, as meaning can be influenced by the surrounding circumstances.
Context refers to the entire environment in which a word or sentence is expressed, influencing its meaning Words do not exist in isolation; instead, they interact with other words and the broader text, which shapes their interpretation This interplay among words determines their meaning more than their individual definitions For example, understanding the context is crucial when interpreting descriptions of ships navigating in the Black Sea, as it provides clarity on their actions and environment.
Besides, there were Another 34 ships passing passed through the Strait of Gibraltar and proceeding proceeded towards the Black Sea
Vessels navigating the area may have entered the Mediterranean via the Suez Canal or the Strait of Gibraltar, prompting an analysis of transit routes through Suez towards the Black Sea to understand their movement patterns and strategic implications.
As a result, it was identified that 107 vessels that had passed through the Suez Canal reached the area of interest within the reference period
As you can see, the phrases can be deleted with no loss of meaning, and the text becomes significantly shorter and clearer
When your writing follows a clear logical sequence, linking phrases are often unnecessary, as the connection between sentences or paragraphs is already obvious This approach helps create more concise and engaging content, improving readability and SEO effectiveness Avoid overusing transitional phrases to maintain a natural flow and ensure your content remains coherent and easy to follow.
Summary
This chapter provides a comprehensive overview of key theories and recognized studies related to writing effective cover letters and business reports, highlighting common mistakes and the key factors influencing their success These insights establish a solid theoretical framework for the graduation paper, serving as a foundational basis for evaluating research findings in the subsequent chapter.
RESEARCH FINDINGS
Description of the Respondents
The researcher begins by summarizing participant information collected through Questions 1 and 2 in the questionnaires, focusing on third-year English-major students at Thuongmai University The study investigates common mistakes in writing cover letters and business reports, with some suggested solutions Participants were randomly selected from the English faculty, specifically K55N students, to ensure objective and accurate results Both male and female students were included to capture diverse perspectives influenced by gender, interests, and opinions, thereby enhancing the reliability of the findings.
A common feature of this target group is their limited cover letters and business reports writing skills that satisfy the topic of the research.
Results from the survey questionnaires
3.2.1 Students’ perception towards cover letters and business reports writing skills a Students’ level of interest in learning English skills
Question 3: Student’s preference for English
Figure 3.1: Student’s preference for English
In general, students have an interest in English The option “Like” keeps the highest rate, is chosen by 26 people, representing 52% of the total Following the option
“Like” is “Really like”, which takes up 34%, and 14% of the students considered English to be “Normal”
Enhancing interest in English language learning motivates students and makes the process enjoyable This positive attitude encourages students to develop essential skills, particularly in writing cover letters and business reports Recognizing the importance of these skills helps students approach their learning with confidence and purpose, ultimately improving their ability to communicate effectively in professional contexts.
Question 4: Students' perception of the importance of cover letters and business reports
Figure 3.2: The importance of cover letters and business reports
Question 5: Students' perception of the importance of learning to write cover letters and business reports
Figure 3.3: The importance of learning to write cover letters and business reports
A learner's attitude plays a crucial role in mastering a skill, job, or field, significantly impacting their success Recognizing the importance of cover letters and business reports, the study examines students' perceptions of these writing skills and how they influence learning outcomes To explore this relationship, the researcher included questions about the perceived importance and learning of cover letters and business reports in the survey questionnaires.
The chart clearly indicates that students highly value the significance of cover letters and business reports An overwhelming majority consider these documents to be crucial, with 48% rating them as "Very important" and 50% as "Important." This highlights the recognized importance of mastering cover letter and business report writing skills for academic and professional success.
Understanding the vital role of cover letters and business reports, students recognize the importance of mastering these skills Approximately 50% of students consider learning how to write cover letters and business reports to be very important, while 44% view it as important Only a small percentage, 6%, perceive it as a normal or average skill Overall, students demonstrate a positive attitude towards developing their abilities in cover letter and business report writing, underscoring its significance in their academic and professional growth.
Question 6: Students' evaluation of their own cover letters and business reports writing ability
Figure 3.4: The cover letters and business reports writing ability
Question 7: Student's assessment of the difficulty of writing cover letters and business reports
Figure 3.5: The difficulty of writing cover letters and business reports
The majority of students, precisely 60%, self-assessed their ability to write cover letters and business reports as average or normal In addition, 30% of students evaluated their skills in writing cover letters and business reports, indicating a moderate level of confidence in their competencies.
36 business reports writing ability as good The option “Very good” rate is low (6%) and
Most students find writing cover letters and business reports difficult, the option
“difficult” accounts for 62% of the total number of participants The number of people who choose the option “Very difficult” is 5 people, accounting for 10%, the option
“Normal” with 26% of votes and only 2% of the participants rank the writing cover letters and business reports as “Not difficult” d Students' level of writing cover letters and business reports
Question 8: How many points do you usually get when writing a cover letter?
Figure 3.6: The student's score for writing cover letters
Question 9: How many points do you usually get when writing a business report?
Figure 3.7: The student's score for writing business reports
The majority of students (42%) score between 7 and 8 points on their cover letters, while 36% achieve 6-7 points Only 12% of students earn more than 8 points, highlighting that high scores are relatively uncommon Conversely, 8% of students receive 5-6 points, and a mere 2% score below 5 points, indicating room for improvement in cover letter writing among students.
In the recent business report, 10% of students scored above 8 points, highlighting a strong top-tier performance The majority of students, 44%, scored between 7 and 8 points, demonstrating solid academic achievement Additionally, 34% of students achieved scores ranging from 6 to 7 points, while 10% received between 5 and 6 points Only 2% of students scored below 5 points, indicating a relatively small proportion of lower scorers.
3.2.2 Discovery of common mistakes in writing cover letters and business reports made by third-year English majored students at TMU a Frequency of making mistakes when writing cover letters and business reports of students
Question 10: How often do you make mistakes when writing cover letters and business reports?
The frequency of mistakes in cover letter and business report writing serves as a key indicator of a student's overall competence in these skills The chart below illustrates how often students make errors in their cover letters and business reports, highlighting areas for improvement Understanding these mistake patterns can help educators tailor targeted interventions to enhance students' writing abilities Consistently reducing mistakes is essential for students to improve their professionalism and communication effectiveness in business contexts.
Figure 3.8: The frequency of making mistakes
According to the chart, 52% of respondents (26 people) reported experiencing mistakes "Sometimes" when writing cover letters and business reports, making it the most common response The "Regularly" option was selected by 36% of participants, indicating frequent but less consistent errors Meanwhile, 6% of respondents (3 people) said they "Sometimes" make mistakes, and another 6% reported "Rarely" making errors Notably, no respondents chose the option indicating they never make mistakes.
Students frequently make errors when writing cover letters and business reports, indicating that these skills are a major obstacle for English learners Improving cover letter and business report writing abilities is essential for students to enhance their professional communication Recognizing common mistakes, students see the importance of developing their writing skills to succeed academically and professionally Strengthening these skills can lead to better job prospects and more effective business communication Therefore, targeted training in cover letter and business report writing is crucial for students aiming to improve their overall English proficiency.
Question 11: What type of mistakes in writing cover letters and business reports do you encounter most?
Figure 3.9: Type of mistakes in writing cover letters and business reports students encounter most
The chart reveals that grammar mistakes and content mistakes each received 36% of the votes, indicating they are equally common issues Vocabulary mistakes were selected by 14 respondents, representing 28% of the total votes.
Question 12: Mistakes you noticed when the teacher commented on writing cover letters (You can choose more than one option)
Figure 3.10: Mistakes you noticed when the teacher commented on writing cover letters
Most students, accounting for 52%, frequently make the mistake of using the same cover letter for every application, highlighting a common error in job application strategies Additionally, 48% of students discuss irrelevant work experience or lack experience altogether, representing the second most common mistake Failing to emphasize their strongest or most relevant skills is also notable, with 46% of students making this error In contrast, only around 6% (approximately 40%) of students use the wrong format in their cover letters These insights emphasize the importance of tailoring cover letters to each job and effectively showcasing relevant skills.
40 without first researching the company and position” accounts for 34%, “Not following instructions” makes up 24%
The survey revealed that 10% of participants selected "Others" as their response Those who chose this option were prompted to identify mistakes they noticed in teacher feedback on cover letter writing The most common errors highlighted were Linking errors, Abbreviation mistakes, and issues with Special names However, these types of mistakes occur infrequently, indicating their negligible impact on overall writing quality.
Question 13: Mistakes you noticed when the teacher commented on writing business reports (You can choose more than one option)
Figure 3.11: Mistakes you noticed when the teacher commented on writing business reports
Two mistakes that students often make most are Grammar & Stylistic mistakes and Writing a report without a clear structure, 56% and 52% respectively Next is
The most common writing error identified by third-year English majors at Thuongmai University in their business reports and cover letters is producing reports that are too short, accounting for 48% of votes Other frequent mistakes include writing in a overly literary style (44%) and overusing colors and graphs (40%) Additionally, 10% of respondents selected "Others," with some indicating errors such as poor word choice and lack of cohesion as common issues These findings highlight the need for clearer identification and correction of writing mistakes to improve the quality of business communication among students.
Question 14: How often do you make vocabulary mistakes when writing cover letters and business reports?
Figure 3.12: The frequency of making vocabulary mistakes
Results from the interviews
In addition to utilizing questionnaires for data collection, the researcher conducted face-to-face interviews with three participants, each answering two identical questions to validate and reinforce the survey results.
3.3.1 Interview question 1: What are the common mistakes in writing cover letters and business reports often encountered by third-year students majoring in English?
Nguyen Thi Tuyet from class K55N5 identified common mistakes in writing cover letters and business reports, particularly highlighting the frequent use of informal language She admitted that this mistake stems from her daily routines of texting and chatting with friends using colloquial words, which she recognizes as a barrier to professional writing Tuyet emphasizes that mastering formal English and paying attention to detail are essential for crafting effective cover letters and business reports She is motivated to improve this aspect of her writing, understanding that neglecting formality can easily compromise the quality of these important documents.
To Thi Yen from K55N4 class highlighted that a common mistake in writing cover letters and business reports is the incorrect use of tenses She noted that despite extensive teaching on tenses in secondary and high school, the complexity of English with its numerous tenses makes it challenging to distinguish and apply them correctly.
Vu Minh Hieu (K55N2), the final interview participant, mentioned that he generally does not face significant issues with common third-year student mistakes However, he admits that due to carelessness, he occasionally makes spelling errors in cover letters and business reports These spelling mistakes can impact the clarity and professionalism of his written work.
47 writing look unprofessional Luckily, they are very easy to fix He is trying to make himself a habit of re-reading his writing before sending them
Despite being English department students, many still make common mistakes when writing cover letters and business reports However, their awareness of the importance of these documents shows a desire to improve, which is a positive sign for enhancing their writing skills Focusing on developing strong, error-free cover letters and business reports can significantly boost students' professional communication abilities and overall academic performance.
3.2.2 Interview question 2: How to help the students get rid of their common mistakes in writing cover letters and business reports?
This question is intended to gather information on how to approach which help them correct their mistakes
Tuyet's habits significantly influence her writing skills, as she regularly practices by copying samples of cover letters and business reports This imitation process helps her absorb essential language patterns and gradually improve her professional writing In her cover letters and business reports, she prioritizes using formal and polite language to enhance clarity and professionalism.
Yen is determined to enhance her understanding of English tenses by enrolling in a comprehensive grammar training course She believes that learning in an interactive environment, with regular practice alongside instructors and peers, is more effective than studying alone at home The course not only strengthens her knowledge of tenses but also improves her overall grammar skills Yen emphasizes that her progress is driven by the dedicated supervision and motivation she receives at the English center, which helps her overcome laziness and stay committed to her language learning goals.
Hieu emphasized the importance of careful training to avoid common mistakes such as typos and misspellings, which can diminish the credibility of your message Errors in editing or proofreading suggest a lack of seriousness about your content, but fortunately, these issues are easily preventable with proper review Ensuring error-free writing enhances professionalism and trustworthiness in your communication.
He believes that when he is more careful, he will have good cover letters and business reports
Enhancing your cover letter and business report writing skills is essential for professional success Students should recognize the negative impact of common mistakes and actively seek effective solutions Developing strong, error-free documents can significantly boost your chances of making a positive impression and achieving your career goals.
Summary
Based on the data obtained from the survey and analysis above, the researcher summarizes the main points of the research findings
Most students recognize the importance and value of cover letters and business reports, understanding their role in professional communication However, despite this awareness, many students still make significant mistakes when drafting these documents Improving the quality of cover letters and reports is essential for effective business communication and professional success.
Regarding the score, the majority of students only achieve 7-8 points This score is not high and needs to be improved
During the research process, the researcher identifies common mistakes students face in writing cover letters and business reports, along with the underlying causes affecting their performance The study also proposes practical solutions to help students improve their writing skills Ultimately, student effort and dedication are essential prerequisites for achieving progress in these areas.