INTRODUCTION
Background information 1-3
In today's global business landscape, English has become essential for effective communication, necessitating clear standards for professionals operating internationally As trade expands, students must excel in various business skills, particularly business writing, which encompasses memorandums, reports, proposals, and emails used to convey information within organizations This form of professional communication is vital for career success, allowing individuals to demonstrate their communication abilities, professionalism, and personal brand According to Davies & Birbili (2000), writing has become increasingly important in the workplace, with the rise of computers and the internet amplifying the volume of written communication Consequently, writing is now a critical tool for successful communication in professional settings.
Writing is a crucial skill in the workplace, encompassing tasks such as crafting customer proposals and communicating with colleagues through emails Ensuring that your writing is clear and impactful is essential, as effective communication is a key quality sought by employers Gil Amelio emphasizes that strong communication skills are vital for effective leadership, enabling leaders to convey knowledge and inspire urgency and enthusiasm in their teams If leaders fail to communicate their messages clearly, the significance of those messages diminishes Thus, both general writing and business writing are integral to the commercial sector, significantly contributing to successful leadership and the growth of organizations.
The function of business writing is various as follows:
1 Asking for inquiries/ giving information/ negotiating prices to customers, suppliers
2 Replying to enquiries and requesting information from customers, suppliers
3 Complaining about products or services
4 Sending reports/ memos/ documents, project updates and coordinating activities
5 Selling new products/ packages/ promotion
However, a complete product of business writing requires many primary following elements:
4 Write from the point of view of the company
5 Recommend action rather than refer to individual mental states
6 Avoid writing word in abbreviation
7 Avoid self reference and references to individual states of mind
1.1.1 Business writing style differs significantly from academic writing style
1 Using full words and avoid using abbreviations in formal writing is advisable For instance, word likes “television” which is used in full form in formal writing instead of using abbreviation form of “TV” in informal writing
2 Longer sentences are used in formal writing The information should be in details and as arranged as possible in formal style of writing Every point should have an introduction, explanation, and conclusion Informal writing is closely to shorter sentences Information showed is brief and in a respectful tone (Nounlus Blog, 2016, para 9)
3 Formal writing is preferred in academic, business or official communications, and informal is required for communication with friends, family and close ones Business letters, formal writing is usually in third person The writer can use their point of view i.e I, we Whereas, informal writing requires the personal pronoun depending upon the context
1.1.2 Some difficulties in business writing
Business writing presents several challenges for writers, particularly for those unfamiliar with its conventions Many struggle with vocabulary and grammar, often taking excessive time to complete their work (Thandarin Decharotchanawirun, 2015) Crafting effective subject lines is another common hurdle, as writers frequently lack the ability to use a diverse range of words and correct grammar without consulting a dictionary As information technology advances, the demand for proficient business writing skills among managers has increased, leading organizations to seek candidates who can effectively address business issues through writing Additionally, students often rely on jargon and common phrases in their business communications, which can obscure clarity As Jeff Crume wisely notes, “Write to express not to impress,” emphasizing the importance of clear communication The creation of impactful email, letter, or memo subject lines is crucial, as they convey the core message of the writing Many more challenges exist in business writing, which will be explored further in my research.
In today's professional landscape, companies value written and oral communication equally, making it essential for students to practice business writing during their internships This hands-on experience allows them to apply classroom knowledge to real-world situations and adapt their writing skills effectively in the workplace Among the various forms of business writing, three key types—emails, business letters, and memos—are particularly important for students to master as they embark on their careers.
Email serves as a vital tool for transactional business writing, facilitating the swift exchange of information between staff and clients during business activities While often perceived as less formal than traditional business letters, emails maintain a distinct professional tone that sets them apart from casual messages exchanged with friends or family.
Email format consists of four basic parts as follows:
2 Salutation (usually begin with Dear Mr/ Mrs, Dear Sir/ Madam)
Memo is instructional business writing Memo format is presented as follows: Headings with the same basic format:
From: (the sender’s name) To: (the recipient’s name) Date: (the date memo written) Subject: (brief content of the memo)
Memos serve as concise notifications that communicate new information to large groups within organizations and business environments They act as "brief reminders" for upcoming meetings, new staff regulations, and can also include more complex details to improve work efficiency.
Business letter is a tool for organizations to contact with their customers/ clients, suppliers, and then build and maintain the business relationship
A business letter always contains a few standard parts as follows:
2 Information about its sender and recipient
4 A body consisting of a main problem
7 The sender’s name, title, and contact information
8 A list of enclosures, if necessary
In today's professional landscape, seniors must regularly utilize writing skills during their internships, making practice in written communication essential for achieving workplace competency Internships provide students with the opportunity to apply theoretical knowledge in real-world settings, serving as an initial step toward adapting to a professional environment and overcoming workplace challenges Effective business writing is crucial in this rapidly evolving business environment, necessitating strong writing abilities To meet their writing goals, students should engage with real-life scenarios that reflect the writing challenges they are likely to face in their future careers.
Objectives of the study
As technology advances, effective business writing becomes essential for fostering strong relationships between customers and suppliers This paper aims to explore the challenges students face in mastering business writing and its practical applications in the workplace.
The objectives of this study covers with two main following raised ideas:
1 To survey the significance in using English writing skills of HUFLIT seniors majoring in Business English and the importance of business writing at the workplace and in the students’ internship period
2 To find out some popular difficulties in using English business writing of HUFLIT seniors in Business English major
Scopes of the study 7-8
Business writing is a crucial tool for effective communication in the business world, prompting this study to investigate the common challenges faced by HUFLIT seniors majoring in Business English The research aims to assess whether business writing courses adequately prepare students for real-world communication It provides an overview of the significance of business writing and explores students' perspectives on their writing skills Furthermore, the study seeks to enhance students' writing abilities in professional settings through practical scenarios, emphasizing that overcoming difficulties fosters maturity The focus is on evaluating the role of business writing in the workplace, specifically analyzing three common formats: emails, letters, and memos A practical exercise will be conducted to assess students' current proficiency and identify potential issues The research utilizes a questionnaire with nine questions, addressing the importance of business writing in the workplace and during internships, as well as common writing challenges encountered by students.
Organization of the study
The contents of this study are divided into five chapters:
Chapter 1: The introduction consists of background of the study, research questions, objectives of the study, definition of terms, scope of the study, and organization of the study
Chapter 2: This chapter includes the literature review in business writing in the workplace, and problems in English business writing
Chapter 3: Methodology includes descriptions of the respondents, the research tools, the procedures, and data analysis
Chapter 4: Results of the study are presented and an interpretation of the research findings is provided
Chapter 5: The study finishes with the conclusion, discussion, limitations and recommendations for further researches
The next chapter will show the article review before conducting the study.
LITERATURE REVIEW
English and the importance of English with the development of the global business
English is the most widely spoken language globally, serving as a primary language in nearly 60 countries Additionally, over 100 countries recognize English as a second language.
English is essential for achieving both professional and personal goals, as it plays a crucial role in various fields and fosters beneficial relationships in the workplace Whether you're beginning your English journey or seeking motivation to continue, recognizing its significance can lead to fluency and transformative life changes Additionally, English serves as a global communication tool, especially during travels to European countries, facilitating the easy exchange of information with foreigners.
In today's era of global integration, the importance of foreign languages is undeniable Mastering a foreign language enhances knowledge, fosters relationships, and facilitates connections, making it a vital tool for promoting understanding This is particularly significant for bridging cultural gaps, as it helps friends in Europe comprehend the perspectives and voice of Vietnam during this period of integration As Nelson Mandela famously stated, understanding one another is essential for building a better world.
Language is essential for communication, understanding, and sharing human experiences, including hopes, history, and culture In the context of the 4.0 technology revolution, language plays a crucial role in transforming everyday individuals into participants in a modern lifestyle English, in particular, has become increasingly important as international businesses recognize the necessity of advanced English proficiency for commercial success, surpassing its general societal usage.
English encompasses four essential skills: Listening, Speaking, Reading, and Writing, with writing playing a crucial role in enhancing the others Mastery of writing requires a strong grasp of grammar, vocabulary, and societal knowledge, as we must actively explore the world to gain understanding Writing is often seen as a challenging skill to develop, as articulated by David McCullough: “Writing is thinking To write well is to think clearly.” Cultivating writing as a daily habit can significantly improve one’s skills, making it a valuable asset for success Consequently, proficient writers are often highly regarded in professional settings.
The difficulties in business writing 10-12
This study will focus on some common problems in business writing with three common kind of business writing, namely emails, letters, memos consisting of following elements:
Grammar is one of the important elements of effective writing as well as vocabulary, spelling and ideas
Thank you for remind me of Mona’s retirement (Incorrect)
Thank you for reminding me about Mona’s retirement (Correct)
From the two above example, the professionalism in writing can be easily exposed in the second sentence instead of using the first sentence
2.2.1.a Write in the active voice not the passive voice - Business professionals often prefer to write in active voice to avoid causing the misunderstanding for the recipient
“The managers were told about the merger by Brian.” (Passive voice)
“Brian told the managers about the merger.” (Active voice) (The Business
A sentence is considered in passive voice not being clear and weak as the same sentence in active voice
2.2.1.b Failing to capitalize and punctuate properly
It can be acceptable in a text message, but it can show that you are so careless and lazy when communicating at the workplace
This is an unprofessional sentence: i will call u later when will u be free
And compare to the same sentence in correct grammar and punctuation:
I’ll call you later When will you be free? (Proofreadingservices, n.d.)
2.2.2 Useful Vocabulary and Phrase in business writing
Here are some examples about the useful phrase are used in business writing:
I am looking forward to hearing from you soon
I would just like to confirm the main points we discussed on Tuesday (Learn English Today, n.d.)
I would appreciate your immediate attention to this matter (Learn English today, n.d.)
Some people do not attain enough useful phrases in business writing, so that is why they feel difficult with formal writing like emails or letters
One common mistake writers make is neglecting the importance of the subject line, which conveys the main information of the message A well-crafted subject line not only indicates the content of the email but also sets the tone for how the recipient may respond.
Nice to see you the other day of this week
The first subject line is overly informative, leading to potential misunderstandings In contrast, the second subject line's use of emoticons and excessive punctuation lacks relevance in business communication and may be mistakenly categorized as spam.
2.2.4 Learning and Practice writing (Time spending on writing)
According to Prapawuttikul (2004), business writing can be a significant time drain, accounting for 30% of work tasks Employees who are not well-versed in the conventions of business writing may struggle to craft effective messages.
The comparison between business writing and informal writing 12-14
In today's interconnected world, business English has become a vital language for effective communication in emails and professional settings, particularly for freelancers globally Formal business writing encompasses requests, applications, and inquiries directed at individuals or organizations, characterized by a respectful tone and structured format In contrast, informal writing is typically reserved for friends and acquaintances, adopting a casual and friendly voice For instance, maintaining politeness in communications with customers often involves the use of respectful pronouns like "Mr.," "Mrs.," or "Sir."
Madam” and the use of words such as “Please”, “thank you” or “yours sincerely” correctly is also important in writing email
In formal business writing, it is essential to avoid abbreviations, as clarity and brevity are paramount, whereas informal writing allows for more flexibility Effective business communication should be concise, straightforward, and easily comprehensible, as highlighted by Brant W Knapp (2010), who states that the primary goal is for the message to be quickly understood While crafting an email may take time, the focus should be on quality and clarity Understanding key terminology and applying it appropriately in various business contexts is crucial for efficient communication Ultimately, the objective of business writing is to convey information in a clear and accessible manner, enabling readers to absorb the content effortlessly.
Clear writing is a challenging yet essential aspect of business communication It requires a balance of an informal tone within a formal structure, adhering to established norms in vocabulary, grammar, salutations, and text formatting Importantly, effective business writing should embody the principles of simplicity, memorability, visual appeal, and enjoyment, as emphasized by Leo Burnett: "Make it simple, make it memorable, make it inviting to look at, make it fun to read."
These are following examples in comparison between formal writing and informal writing: a Beginning with salutation
➢ Dear Sir/Madam; Dear Mr/Ms Brown (formal)
➢ Hi John/ Hello Jimmy/ How are you?/ How have you been? (informal)
➢ Good morning, Kate/ Have you come back from London? (informal) b Ending and signing off
➢ Yours faithfully/ Yours sincerely/ Best regards (formal)
➢ I look forward to hearing from you.(formal)
➢ Love/ All best/ Have a nice day/ Thanks a lot (informal) c Some useful expressions in business writing
➢ Please do not hesitate to contact us if you require further details / more information
➢ We would be happy to provide more detailed information
➢ Feel free to contact me at any time for more details.
The definition and the role of business writing at the workplace 14-17
Effective business writing is crucial for success across various sectors, including sales, banking, marketing, and law (Davidson & Emig, 2015) It enables professionals from diverse countries to communicate and exchange information seamlessly within the global business environment.
Business writing is crucial in the workplace, encompassing various forms such as memorandums, proposals, emails, and letters used for communication with internal and external clients Among the most common types are emails, business letters, and memos Emails, or "Electronic mail," facilitate information exchange and are essential for connecting with customers and attracting new clients They play a vital role in various professional settings Business letters, which are written messages typically sent in envelopes, are a cost-effective and popular means of communication for developing business ideas, proposals, and invitations Memos serve as official notes within organizations, primarily to record and relay information succinctly.
In today's global workplace, enhancing communication skills is essential for career success across all professional fields Effective writing, a crucial component of communication, is vital in industries such as marketing, finance, research, and advertising, where clear expression of ideas and concepts is necessary Writing is not an innate talent but a skill that can be developed through practice and dedication.
"Practice makes perfect," and in today's world, developing a daily writing habit is essential Many businesses rely on effective business writing to communicate with customers and suppliers, whether it's responding to inquiries, providing updates, or promoting new products This form of communication not only helps in selling products and services but also allows customers to assess quality and voice complaints Additionally, managers often require staff to submit reports, memos, and project updates, highlighting the importance of clear and concise writing in coordinating activities within the organization.
To thrive in today's competitive job market, graduates must develop essential workplace skills, particularly in business writing, which opens up opportunities for both students and new professionals Gaining practical experience is crucial for fresh graduates to navigate the global business landscape effectively In addition to classroom learning, applying these skills in real-world scenarios is vital for achieving success in their chosen fields Modern businesses increasingly demand professionalism in both verbal and written communication across various areas of expertise.
Equipping students with business writing skills presents a significant opportunity to enhance job performance Through authentic social contexts in the classroom, students gain essential background knowledge relevant to the business environment However, translating theory into practice is crucial, as it fosters the development of professional habits needed to navigate common business situations Business schools play a vital role in providing students with the advantages necessary to acquire this essential business knowledge.
Internships are a valuable opportunity for students to apply theoretical knowledge in a business environment, enhancing their English writing skills before entering their professional careers To build confidence in workplace tasks, writing skill development should begin in school with practical activities that bridge classroom learning and real-world application While many employees find business writing as challenging as public speaking, students should embrace their abilities, as effective communication is crucial for success Regular practice in writing will lead to better outcomes and a smoother transition into professional roles The next chapter will detail the specific methodologies used in this study.
METHODOLOGY
Research participant
An online survey was conducted among seniors at HUFLIT University who had completed the "Communication for English" course This course focused on developing essential business writing skills and provided students with practical experience relevant to workplace scenarios.
This research was conducted at Ho Chi Minh City University of Foreign Language – Information Technology (HUFLIT), focusing on seniors from the Foreign Languages Department majoring in Business English A total of 50 seniors from classes TA1501 to TA1507 participated, all in their final semester and currently engaged in internships Despite time constraints, these students provided thoughtful responses to the questionnaire, as they had previously studied relevant subjects The collected data revealed common challenges faced by students, particularly seniors, in the area of business writing.
Research instrument 20-22
The author opted for a questionnaire survey design, recognizing it as the most effective method for addressing the research questions and as a leading data collection tool in research methodology This study employed a questionnaire divided into two sections.
Part 1: Personal Information of the respondents
The study aimed to gather personal information from respondents through three key questions regarding their class, gender, and age Specifically targeting students enrolled in Business English, the author sought to determine the number of participants from various classes and to understand the gender distribution and age range of the fourth-year university students involved in the survey.
This part consisted of 9 questions was included in the questionnaire to collect the opinion from HUFLIT seniors in Business English The questions is deprived from
A study conducted by Miss Thandarin Decharotchanawirun in 2015 examined the challenges faced by Thai employees at Classic Chairs Company in their business English writing skills This research has been adapted to align with the current study's objectives The questionnaire utilized in the research is organized into three primary themes.
• Question 1- 4: Background information and the importance of business writing
• Question 5: Difficulties in business writing
• Question 6 - 9: Business writing in the internship workplace and evaluation of the fluency in using business writing skills
Question 1 from Question 3 was specifically crafted by the author to evaluate the background of writing and business writing within the business environment Additionally, Question 4 was omitted from Question 8 in Part 1 of the research paper titled “A Study of Problems in the Business English Writing Skills of Thai Employees at the Classic Chairs Company” by Miss Thandarin Decharotchanawirun (2015).
The article discusses the transition from "Reasons for using business English emails" to "Reasons for using business English writing," eliminating certain options while retaining core ideas It references a study by Miss Thandarin Decharotchanawirun (2015), which originally focused on "Problems in English Business writing skills in the workplace," now reframed as "Difficulties faced in business writing." Key content from three tables in the original study has been adapted to align with the new study's objectives Additionally, the author introduced Question 6, inspired by business experiences during the internship period Question 7 is a revised version of a query from the previous research, now asking, "Which type of Business English writing do you use the most in your internship period?" This revision expands the options beyond the original three Finally, Questions 8 and 9 were newly designed by the author to gather comprehensive responses for the study.
The questionnaire utilized in this research is included in the appendix and was administered to HUFLIT seniors majoring in Business English via Google Form Participants were given a time limit of 5-7 minutes to complete the questionnaire, which contained questions exclusively in English, as all respondents were university seniors The questionnaire was distributed online through Facebook to facilitate responses and gather results effectively.
Research procedure
The questionnaire, designed using Google Forms, was completed over the course of one week by seniors majoring in Business English at HUFLIT University.
The survey, which took students 5-7 minutes to complete, was conducted voluntarily, and participants provided honest responses Notably, question 5 required more time as respondents needed to carefully evaluate the options and select the best one, showcasing their business writing skills This question proved to be crucial for gathering valuable insights for the study.
The survey, conducted over one week, gathered responses from 50 seniors at HUFLIT during their internship period, utilizing Google Forms for efficiency The online questionnaire was closed once all responses were collected The researcher analyzed the data to determine the percentage of male and female participants, the challenges faced in business writing, and the application of business writing skills in general and specifically during internships The findings of this study will be presented in the following chapter.
RESULTS 23-35
This chapter summarizes the findings presented in Chapter 3, addressing the significance of business writing and common challenges faced by English major seniors at HUFLIT during their internships The research involved 50 students and highlights various types of business writing utilized in the internship environment The results are illustrated through tables and charts, providing a clear representation of the data collected.
Table 4.1 shows that most of the respondents were 21 years old (14%), while 78% were 22 years; this was followed by those 23 years, which made up 8%
Table 4.1 Age of the Respondents
Table 4.2 shows that the total number of the respondents was 50; 35 seniors or 70% were female and 15 seniors or 30% were male
Table 4.3 shows that the respondents are in Business English major from TA1501-TA1507 with the result as follows: 10 respondents or 20% is from TA1501,
Table 4.2 Gender of the Respondents
In Table 4.3, the distribution of respondents by class is detailed, with 14% (7 respondents) from TA1502, 20% (10 respondents) from TA1503, and 12% (6 respondents) from TA1504 Additionally, TA1505 has 4 respondents, accounting for 8%, while 10% (5 respondents) are from TA1506, and finally, 16% (8 respondents) are from TA1507.
A recent survey of HUFLIT foreign languages department seniors majoring in Business English revealed that 96% consider writing an essential yet challenging skill to master, while only 4% believe it is not particularly difficult Both speaking and writing are identified as crucial skills sought by employers in the professional realm However, students and professionals alike often struggle to excel in these areas when addressing business challenges The responses from HUFLIT seniors align with this observation, highlighting the common difficulties faced in mastering these vital communication skills.
Figure 4.1 Writing is a difficult skill to acquire
Figure 4.2 highlights the significance of business writing in contemporary life, with 54% of students acknowledging its essential role While 36% of students deemed business writing very important, only a small fraction (6%) considered it less critical than regular writing, and just 4% believed it to be unnecessary This indicates a strong consensus on the importance of business writing for effective communication, especially with foreign partners Furthermore, written communication offers the advantage of being easily stored and accessed, unlike oral communication, which may lead to forgotten details during conversations.
Figure 4.2 Business writing plays an essential role in the working environment
Figure 4.3 illustrates various types of business writing that HUFLIT seniors majoring in Business English have learned, highlighting the significance of Email and Business Letters, which are recognized by 96% of students Additionally, Résumés, Cover Letters, and Responses to Customer Complaint Letters are acknowledged by approximately 70% of respondents Meeting Agendas and Press Releases are familiar to 40% of students, while Reports, Newsletters, and Handbooks follow with recognition rates of 38%, 20%, and 2%, respectively, with Handbooks being the least known As emphasized in Figure 4.2, business writing is a crucial communication tool in the business environment, and Figure 4.3 demonstrates that students have acquired valuable knowledge of various business writing types, equipping them for real-world interactions with enterprises and international partners.
Figure 4.3 Kinds of business writing students have learned about
1 Asking for inquiries/ giving information / negotiating prices to customers, suppliers, shipping, forwarders etc 86
2 Replying to enquiries and requesting information from customers, suppliers, shipping, forwarders etc 86
3 Selling new products/packages/promotion 51
4 Complaining about products or services 54
5 Sending reports/memos/documents, project updates and coordinating activities 51
6 Sharing or providing new information/activities 40
7 Dealing within organization such as manager, colleagues, subordinate 52
Question 5 provides students with multiple choices, revealing that 86% of respondents prioritize tasks such as inquiring, giving information, negotiating prices, and responding to customer inquiries Additionally, around 50% agree on the importance of selling new products, addressing complaints, and coordinating activities through business writing Furthermore, some respondents noted that 10% believe there are additional aspects of business writing that warrant further exploration in future research, although they did not provide specific suggestions.
Table 4.3: Reasons for using business writing
I can use grammar structure and punctuation appropriately
2 I can manage time for writing my business properly 10 23 22 40 5
3 I can write my business letters with clear and short 10 20 24 44 2
It is difficult to remember the format of each type of business writing
It is difficult to create email/letter/memo subject line
I can use a wide range of vocabulary in my business English email
7 I forgot to check the grammar before sending email 4 10 34 38 14
9 I write the salutation and closing inappropriately 8 42 25 19 6
Table 4.4: Difficulties students faced in business writing
A significant 58% of respondents indicated difficulty in remembering the formats of various types of business writing, making it the most prevalent concern Additionally, 49% disagreed with their ability to use grammar and punctuation correctly Challenges in writing clear and concise business letters and utilizing a diverse vocabulary in emails were noted by 44% and 43% of respondents, respectively Furthermore, 40% expressed difficulties in managing time for writing and creating effective subject lines for emails, while 38% admitted to forgetting to check grammar before sending emails, highlighting a cautious approach to grammar and spelling Additionally, 42% felt they struggled with writing appropriate salutations and closings, and 40% acknowledged a tendency to use complicated sentences, which can hinder clarity and brevity in business writing.
In a recent survey, 40% of respondents expressed neutrality regarding their use of complicated sentences and their tendency to forget grammar checks before sending emails, marking the highest neutral response Additionally, 20% strongly agreed that remembering the format for different types of business writing is challenging, while only 14% strongly disagreed about forgetting to check grammar in emails A mere 3% strongly agreed they could effectively use grammar and punctuation, compared to 2% who disagreed about the difficulty of creating subject lines for emails, letters, or memos, and using complicated sentences This suggests that many students are capable of crafting business writing with appropriate structure and clarity, and do not find it difficult to create effective subject lines.
Students struggle with business writing due to difficulties in remembering the formats for salutations and closings, often resulting in incorrect grammar usage A limited vocabulary in the business context further hinders their ability to write effectively Many students, lacking fluency in general and business writing skills, spend excessive time on these tasks, which affects their time management when addressing business situations in school and the workplace However, some students report success in business writing by carefully checking their grammar before sending communications.
During the internship period, 84% of respondents reported using business writing frequently, highlighting its importance as a key communication tool in the business environment This experience aims to equip students with essential business writing skills and familiarize them with practical workplace scenarios Consequently, upon graduation and entering the workforce, students will feel more confident in addressing customer-related issues.
Figure 4.4 Business writing is often used in the internship period
During their internship period, HUFLIT seniors predominantly utilized email for business writing, with 90% of respondents identifying it as their primary communication tool This reliance on email reflects its essential role in fostering global connections and facilitating international business opportunities Other common forms of business writing included reports (60%), memos (38%), meeting agendas (34%), business letters (30%), and responses to customer complaint letters (24%) Notably, no respondents reported using newsletters, and only 6% mentioned the existence of additional types of business writing without specifying any.
Figure 4.5 Types of Business English writing students use the most in the internship period
A recent survey of HUFLIT seniors majoring in Business English reveals their confidence in various types of business writing during internships The results indicate that 94% of students feel proficient in writing emails, making it the most commonly used form of business communication Other categories, such as memos, business letters, and reports, have proficiency rates of 46%, 40%, and 32%, respectively, while 10% express confidence in creating meeting agendas This strong email proficiency can be attributed to extensive training received since their first year at university, as emails serve as a straightforward means of information exchange in the workplace Additionally, other forms of business writing, though less frequently cited, are essential across various industries, including banking, tourism, public relations, education, and healthcare.
Figure 4.6 Types of business writing students feel confident in the internship period
According to Figure 4.7, HUFLIT seniors majoring in Business English predominantly utilize basic business writing, with 72% of respondents indicating this preference Additionally, 22% reported fluency in business writing, while 6% expressed a lack of confidence in their writing abilities To enhance their future career prospects, those who are not proficient in business writing should focus on improving their skills and gaining practical experience in real-world business writing situations.
The self-assessment serves as a valuable tool for students to evaluate their writing skills and enhance their proficiency in business writing Mastering business writing equips students with the necessary skills to effectively communicate with managers and engage in the global business landscape By gaining practical experience and knowledge through classroom lessons, students prepare themselves for future career success, whether in entrepreneurship or other professional paths.
The next chapter will discuss more about some main points from the result and give some limitations and recommendations for the next study
Figure 4.7 Self- evaluate the measurement in using business writing
CONCLUSION
Summary of the findings 36-37
Despite understanding the significance of business writing, HUFLIT’s Business English seniors struggle with it A survey of 50 students revealed that while they recognize the importance of business writing in modern workplaces, they face challenges such as limited vocabulary, grammar issues, and difficulty in gauging the reader's emotions The study identified common formats like Emails, Memos, Reports, and Business Letters as essential tools for communication During their internships, students frequently utilize these formats, gaining confidence in addressing customer issues Although they report basic proficiency in business writing, consistent practice is crucial for their improvement.
Discussion
In a global workplace, effective communication among staff from diverse countries is essential Messages must be clear, professional, and straightforward to ensure understanding across all cultures.
Writing is a crucial communication tool in the business world, with various forms serving different purposes The two primary types of writing commonly utilized are academic writing and business or professional writing Learning to write effectively is essential for success in these areas.
Interpersonal skills, particularly writing, are crucial transferable skills for employees across various business sectors like marketing, finance, and tourism Strong writing abilities enable staff to effectively communicate ideas and concepts Consequently, mastering business writing is essential for fostering professionalism in the workplace.
Mastering business writing is essential for students as it lays the groundwork for their future careers While school provides the foundational theory, the skills acquired in business writing prepare students to effectively tackle challenges in the professional environment.
Limitation 38 5.4 Recommendation 38-39
This research paper acknowledges several limitations due to time constraints and the author's inexperience in conducting such a study A significant challenge faced was the lack of reference materials, which hindered the ability to compile comprehensive ideas and viewpoints The author discusses the experience of creating a survey to explore various aspects of the topic, although the findings may not be entirely satisfactory as they only address a few facets Future research will expand on this subject, aiming for a broader analysis of business writing The current study focuses on three types of business writing: emails, memos, and business letters, while subsequent studies will include a more detailed examination of additional forms of business writing.
In the upcoming study, the researcher aims to gather responses from 100-200 participants to enhance the credibility of the survey results To explore all facets of business writing, future research should involve designing a comprehensive questionnaire or conducting face-to-face interviews Additionally, the study may propose methods to improve overall writing skills for students, with a specific focus on enhancing business writing abilities.
Future research will delve deeper into the application of business writing among HUFLIT seniors during their internships, exploring various aspects of this study To assess their business writing skills, a practical exercise will be designed, such as composing a memo or responding to customer emails regarding product quality and complaints The author aims to clarify different types of business writing, time permitting Additionally, the study will investigate the challenges students face in business writing and propose solutions to common difficulties This may include tips to help overcome obstacles in producing effective business communication, forming a key focus of the research.
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This survey is part of my graduation research, and I would greatly appreciate your participation It will only take 5-7 minutes to complete Your feedback is invaluable to my study, and I assure you that all responses will remain confidential I take full responsibility for safeguarding your information Thank you for contributing to my research.
1 Do you think writing is a difficult skill to acquire?
2 According to you, does business writing play an essential role in the business environment?
3 What kinds of business writing have you learned about? (You can choose more than one answer)
Responses to customer complaint letters
4 Reasons for using business English writing (You can give more than one answer)
Asking for inquiries/ giving information / negotiating prices to customers, suppliers, shipping, forwarders etc
Replying to enquiries and requesting information from customers, suppliers, shipping, forwarders etc
Selling new products/packages/promotion
Complaining about products or services
Sending reports/memos/documents, project updates and coordinating activities
Sharing or providing new information/activities
Dealing within organization such as manager, colleagues, subordinate
5 Difficulties you faced to business writing:
1 I can use effective headings and subheadings of my business report
2 I can manage time for writing my business properly
3 I can write my business letters with clear and short
4 It is difficult to remember the format of each type of business writing
5 It is difficult to create email/letter/memo subject line
6 I can use a wide range of vocabulary in my business English email
7 I forgot to check the grammar before sending email
9 I write the salutation and closing inappropriately.