Overcoming Difficulties in Writing English Business E-mails While Doing Internship at CV Global Trading Unggul.
ABSTRACT
Tugas akhir ini berisi tentang penelitian saya selama melakukan
magang di CV Global Trading Unggul pada tanggal 13 Januari sampai 20
Februari 2014. Masalah yang saya hadapi adalah kesulitan dalam
menggunakan tata bahasa dan kosakata yang tepat dalam membuat surat
elektronik bisnis dalam bahasa inggris. Tugas akhir ini membahas tentang
kesulitan-kesulitan yang saya hadapi dan apa saja solusi yang saya dapat
untuk menghadapi kesulitan dalam melakukan magang.
Bab dua menjelaskan tentang masalah yang saya hadapi selama
melakukan magang. Masalah yang saya hadapi yaitu saya hanya
mengetahui sedikit tentang membuat surat elektronik bisnis dalam bahasa
inggris dan saya tidak menggunakan tata bahasa yang baik dalam menulis
surat elektronik tersebut. Tiga dampak yang saya dapatkan adalah saya
menjadi tegang saat menulis surat elektronik tersebut, pelanggan mengeluh
bahwa mereka tidak mengerti surat yang saya tulis, dan saya sering
membuat kesalahan dalam menulis surat elektronik bisnis tersebut. Bab tiga
menjelaskan tentang tiga solusi yang saya dapatkan. Solusi pertama, saya
akan belajar tentang kosakata bisnis dengan membaca buku dan artikelartikel di koran dan malajah-majalah bisnis. Solusi kedua, saya akan
mengikuti kursus tata bahasa. Solusi ketiga, saya akan meminta tolong
supervisor saya untuk memeriksa ulang surat elektronik bisnis yang sudah
saya buat sebelum dikirim. Solusi yang saya dapatkan akan berguna apabila
saya diminta untuk membuat surat elektronik bisnis di tempat dan waktu yang
lain.
Bab empat berisi kesimpulan dari tugas akhir ini. Semoga tugas akhir
ini dapat bermanfaat untuk pembaca khususnya yang akan bekerja dan
berhubungan dengan membuat surat elektronik bisnis dalam bahasa inggris.
i
Maranatha Christian University
TABLE OF CONTENTS
ABSTRACT ................................................................................................................. i
DECLARATION OF ORIGINALITY ............................................................................ ii
ACKNOWLEDGEMENTS.......................................................................................... iii
TABLE OF CONTENTS ............................................................................................ iv
CHAPTER I. INTRODUCTION ...................................................................................1
A. Background of the Study
B. Identification of the Problem
C. Objectives and Benefits of the Study
D. Description of the Institution
E. Method of the Study
F. Limitation of the Study
G. Organization of the Term Paper
CHAPTER II. PROBLEM ANALYSIS ...................................................................5
CHAPTER III. POTENTIAL SOLUTIONS ........................................................ 9
CHAPTER IV. CONCLUSION ........................................................................ 16
BIBLIOGRAPHY
APPENDICES :
A.
B.
C.
D.
FLOWCHART
TRANSCRIPTIONS OF THE INTERVIEW
TRANSCRIPTIONS OF THE INTERVIEW
AN EXAMPLE OF THE BUSINESS E-MAIL AT CV GLOBAL
TRADING UNGGUL
iv
Maranatha Christian University
CHAPTER I
INTRODUCTION
A. Background of the Study
As a requirement of my final year study at D3 English, I had to
do an internship. I did my internship as an administration staff at CV
Global Trading Unggul. My internship started from 13 January until 20
February 2014. One of my job descriptions as an administration staff is
I should be able to write e-mails, mostly using English, for buying and
selling various types of the tools that the office sells. I had to write emails in English language, which I had never done before; therefore, I
found difficulties in writing English business e-mails, especially in
applying the correct grammar and vocabularies. For example, once I
needed to order chemicals, but I wrote “I buy chemicals” in my e-mail
and my customer did not understand what I meant. They might think
that I have already bought chemicals or I want to buy chemicals. I
should have said more clearly “I want to buy some chemicals.”
Based on my experience while doing internship at CV Global
Trading Unggul, I choose overcoming difficulties in using vocabularies
1
Maranatha Christian University
and grammar in writing English business e-mails at CV Global Trading
Unggul as my topic for this term paper. The reason why I choose this
topic for my final term paper is because mistakes in grammar and
vocabulary in e-mails gives a negative impact to selling activity in CV
Global Trading Unggul. It can be seen, in this case from the customers
that they had difficulties in interpreting and replying e-mails from me.
B. Identification of the Problem
The problem which I would like to analyze in this final term paper are
stated below :
1. Why did I have difficulties in writing English business e-mails at CV
Global Trading Unggul?
2. What effects could be occurred when making wrong business emails?
3. How should I overcome my difficulties in using correct grammar
and vocabulary in writing English business e-mails?
2
Maranatha Christian University
C. Objectives and Benefits of the Study
This final term paper gives benefits to CV Global Trading
Unggul because it can give good input to the staff to overcome this
problem. Besides, this final term paper also gives benefits to readers in
order to avoid the same case. Lastly, I will get some advantages, there
are experiences in working at office, overcoming the problem and
sharing the solutions to the readers.
D. Description of the Institution
Based on interview with Mr Tjio Sin Leh, CV Global Trading
Unggul, at Ruko Gading Regency Blok A1 No. 18 in Soekarno Hatta
Street, Bandung, was originally named CV Sinergi Unggul. This
company was first established by Mr Tjio Sin Leh with his colleagues in
2008. Initially the company was engaged in the lubricant provider for
fabric machine and textiles environment. Over time, the company
began to sell engineering tools such as bearings, firefighters, and
chemicals.
In 2010, Mr Tjio Sin Leh bought all the shares and changed the name
into CV Global Trading Unggul. Since 2010 the company has been
progressing quite rapidly and has begun partnerships with parties from
developed countries such as Germany, Britain, and China.
3
Maranatha Christian University
E. Method of the Study
First of all, I gather the data by interviewing Ibu Lia Susilawati as
my supervisor and leader while working in CV Global Trading Unggul.
Then I began to do some library and Internet research by reading
some books and searching for other materials needed which are
related to business e-mail.
F. Limitation of the Study
The study is focused on me as an administration staff at CV
Global Trading Unggul from 13 January until 20 February 2014.
G. Organization of the Term Paper
This term paper consists of Abstract, Declaration of Originality,
Acknowledgement, Table of Contents, and four chapters. The first
chapter is the Introduction, which contains Background of the Study,
Identification of the Problem, Objectives and Benefits of the Study,
Description of the Institution, Method of the Study, Limitation of the
Study, and Organization of the Term Paper. Chapter Two is problem
analysis, consisting of causes and effects from the problem. Chapter
Three is potential solutions, presenting the solutions for the problems.
The last chapter is conclusion.The term paper ends with the
Bibliography and Appendices.
4
Maranatha Christian University
CHAPTER IV
CONCLUSION
In this chapter, I would like to choose the best solution of overcoming
difficulties in writing English business e-mails while doing internship at CV
Global Trading Unggul. As stated in chapter II, the first cause of the problem
is, I only knew a few business vocabularies. The second cause is, I did not
apply the correct grammar which can make the reader misunderstood, or not
understand what I meant.
In chapter III, I already explained the possible solutions to overcome
my problem. The first potential solution is is I will learn more about business
vocabulary by reading books and articles in newspaper and magazines about
business. Reading books about business can help me to understand how to
do business. The second potential solution is I will take a grammar course to
improve my grammar. Taking a grammar course will help me to re-learn
tenses again. The third potential solution is I ask my supervisor to check and
discuss my e-mails before sending then to the customers. It will avoid
mistakes before I send the e-mail to the customer.
16
Maranatha Christian University
After analyzing the possible solutions to overcome my problem, I
choose to combine the potential solutions. The reason why I choose to
combine all the solutions is because they support each other. Reading books
and articles can help me to understand more about writing English business
e-mails, learning grammar will help me more easily in writing e-mails, and
asking the supervisor will help me avoid mistakes that I will make. So I
choose to combine the potential solutions.
17
Maranatha Christian University
BIBLIOGRAPHY
Printed Sources
Bohlander, Snell. Managing Human Resources. New York City : SouthWestern, 2004.
Electronic Sources
Alleyne, Stacy. “Advantages and Disadvantages of Taking English Grammar
and Writing Courses in College.” Seattlepi.com. 2014. 18 April 2014.
.
“Building Your Business English Vocabulary.” Really Learn English. 20102013. 18 April 2014. .
Clayton, Chris. “How to Write a Business E-mail / Letter In English.” 2013. 23
April 2014.
.
Maranatha Christian University
Elaws. “Supervisor’s Role and Responsibilities” 18 May 2014.
.
Harper, Sheri Fresonke. “Use of Correct Grammar in a Letter Makes You
More Effective.” Voices.yahoo.com. 2012. Yahoo Contributor Network.
7 May 2012. 17 May 2014 .
Harrison, Rebecca. “Tips on Learning Vocabulary.” Cogitatorium. 5 May
2011. 23 March 2014 .
“Importance of English Grammar Knowledge.” Teaching English. 5
Februari 2012. 19 March 2014
.
“Is Good Grammar Important?” Business Training. 2009-2014. 19 March
2014 .
Judith. “Business E-mail and Grammar.” Business Email Etiquette. 23
March 2014 .
Maranatha Christian University
Kurtus, Ron. “Importance of a Good Vocabulary in Writing.” 8 March 2012. 23
March 2014 .
Mckay, Kate & Brett. “The Importance of Building Your Vocabulary.” 3
October 2012. 23 March 2014
.
“Time Wasted on Poor Performers.” Workforce. 1995-2014. 3 April 2014
.
“The Five Roles of a Supervisor.” 2012. 25 Juni 2014
.
“The Importance of Vocabulary in Writing.” 2014. 10 March 2014.
.
Uc Santa Cruz. “Supervisor’s Basic Responsibilities” 2012. 18 April 2014.
.
Maranatha Christian University
Interview
Lia Susilawati. Personal interview. 11 April 2014.
Tjio Sin Leh. Personal interview. 15 April 2014.
Maranatha Christian University
Tugas akhir ini berisi tentang penelitian saya selama melakukan
magang di CV Global Trading Unggul pada tanggal 13 Januari sampai 20
Februari 2014. Masalah yang saya hadapi adalah kesulitan dalam
menggunakan tata bahasa dan kosakata yang tepat dalam membuat surat
elektronik bisnis dalam bahasa inggris. Tugas akhir ini membahas tentang
kesulitan-kesulitan yang saya hadapi dan apa saja solusi yang saya dapat
untuk menghadapi kesulitan dalam melakukan magang.
Bab dua menjelaskan tentang masalah yang saya hadapi selama
melakukan magang. Masalah yang saya hadapi yaitu saya hanya
mengetahui sedikit tentang membuat surat elektronik bisnis dalam bahasa
inggris dan saya tidak menggunakan tata bahasa yang baik dalam menulis
surat elektronik tersebut. Tiga dampak yang saya dapatkan adalah saya
menjadi tegang saat menulis surat elektronik tersebut, pelanggan mengeluh
bahwa mereka tidak mengerti surat yang saya tulis, dan saya sering
membuat kesalahan dalam menulis surat elektronik bisnis tersebut. Bab tiga
menjelaskan tentang tiga solusi yang saya dapatkan. Solusi pertama, saya
akan belajar tentang kosakata bisnis dengan membaca buku dan artikelartikel di koran dan malajah-majalah bisnis. Solusi kedua, saya akan
mengikuti kursus tata bahasa. Solusi ketiga, saya akan meminta tolong
supervisor saya untuk memeriksa ulang surat elektronik bisnis yang sudah
saya buat sebelum dikirim. Solusi yang saya dapatkan akan berguna apabila
saya diminta untuk membuat surat elektronik bisnis di tempat dan waktu yang
lain.
Bab empat berisi kesimpulan dari tugas akhir ini. Semoga tugas akhir
ini dapat bermanfaat untuk pembaca khususnya yang akan bekerja dan
berhubungan dengan membuat surat elektronik bisnis dalam bahasa inggris.
i
Maranatha Christian University
TABLE OF CONTENTS
ABSTRACT ................................................................................................................. i
DECLARATION OF ORIGINALITY ............................................................................ ii
ACKNOWLEDGEMENTS.......................................................................................... iii
TABLE OF CONTENTS ............................................................................................ iv
CHAPTER I. INTRODUCTION ...................................................................................1
A. Background of the Study
B. Identification of the Problem
C. Objectives and Benefits of the Study
D. Description of the Institution
E. Method of the Study
F. Limitation of the Study
G. Organization of the Term Paper
CHAPTER II. PROBLEM ANALYSIS ...................................................................5
CHAPTER III. POTENTIAL SOLUTIONS ........................................................ 9
CHAPTER IV. CONCLUSION ........................................................................ 16
BIBLIOGRAPHY
APPENDICES :
A.
B.
C.
D.
FLOWCHART
TRANSCRIPTIONS OF THE INTERVIEW
TRANSCRIPTIONS OF THE INTERVIEW
AN EXAMPLE OF THE BUSINESS E-MAIL AT CV GLOBAL
TRADING UNGGUL
iv
Maranatha Christian University
CHAPTER I
INTRODUCTION
A. Background of the Study
As a requirement of my final year study at D3 English, I had to
do an internship. I did my internship as an administration staff at CV
Global Trading Unggul. My internship started from 13 January until 20
February 2014. One of my job descriptions as an administration staff is
I should be able to write e-mails, mostly using English, for buying and
selling various types of the tools that the office sells. I had to write emails in English language, which I had never done before; therefore, I
found difficulties in writing English business e-mails, especially in
applying the correct grammar and vocabularies. For example, once I
needed to order chemicals, but I wrote “I buy chemicals” in my e-mail
and my customer did not understand what I meant. They might think
that I have already bought chemicals or I want to buy chemicals. I
should have said more clearly “I want to buy some chemicals.”
Based on my experience while doing internship at CV Global
Trading Unggul, I choose overcoming difficulties in using vocabularies
1
Maranatha Christian University
and grammar in writing English business e-mails at CV Global Trading
Unggul as my topic for this term paper. The reason why I choose this
topic for my final term paper is because mistakes in grammar and
vocabulary in e-mails gives a negative impact to selling activity in CV
Global Trading Unggul. It can be seen, in this case from the customers
that they had difficulties in interpreting and replying e-mails from me.
B. Identification of the Problem
The problem which I would like to analyze in this final term paper are
stated below :
1. Why did I have difficulties in writing English business e-mails at CV
Global Trading Unggul?
2. What effects could be occurred when making wrong business emails?
3. How should I overcome my difficulties in using correct grammar
and vocabulary in writing English business e-mails?
2
Maranatha Christian University
C. Objectives and Benefits of the Study
This final term paper gives benefits to CV Global Trading
Unggul because it can give good input to the staff to overcome this
problem. Besides, this final term paper also gives benefits to readers in
order to avoid the same case. Lastly, I will get some advantages, there
are experiences in working at office, overcoming the problem and
sharing the solutions to the readers.
D. Description of the Institution
Based on interview with Mr Tjio Sin Leh, CV Global Trading
Unggul, at Ruko Gading Regency Blok A1 No. 18 in Soekarno Hatta
Street, Bandung, was originally named CV Sinergi Unggul. This
company was first established by Mr Tjio Sin Leh with his colleagues in
2008. Initially the company was engaged in the lubricant provider for
fabric machine and textiles environment. Over time, the company
began to sell engineering tools such as bearings, firefighters, and
chemicals.
In 2010, Mr Tjio Sin Leh bought all the shares and changed the name
into CV Global Trading Unggul. Since 2010 the company has been
progressing quite rapidly and has begun partnerships with parties from
developed countries such as Germany, Britain, and China.
3
Maranatha Christian University
E. Method of the Study
First of all, I gather the data by interviewing Ibu Lia Susilawati as
my supervisor and leader while working in CV Global Trading Unggul.
Then I began to do some library and Internet research by reading
some books and searching for other materials needed which are
related to business e-mail.
F. Limitation of the Study
The study is focused on me as an administration staff at CV
Global Trading Unggul from 13 January until 20 February 2014.
G. Organization of the Term Paper
This term paper consists of Abstract, Declaration of Originality,
Acknowledgement, Table of Contents, and four chapters. The first
chapter is the Introduction, which contains Background of the Study,
Identification of the Problem, Objectives and Benefits of the Study,
Description of the Institution, Method of the Study, Limitation of the
Study, and Organization of the Term Paper. Chapter Two is problem
analysis, consisting of causes and effects from the problem. Chapter
Three is potential solutions, presenting the solutions for the problems.
The last chapter is conclusion.The term paper ends with the
Bibliography and Appendices.
4
Maranatha Christian University
CHAPTER IV
CONCLUSION
In this chapter, I would like to choose the best solution of overcoming
difficulties in writing English business e-mails while doing internship at CV
Global Trading Unggul. As stated in chapter II, the first cause of the problem
is, I only knew a few business vocabularies. The second cause is, I did not
apply the correct grammar which can make the reader misunderstood, or not
understand what I meant.
In chapter III, I already explained the possible solutions to overcome
my problem. The first potential solution is is I will learn more about business
vocabulary by reading books and articles in newspaper and magazines about
business. Reading books about business can help me to understand how to
do business. The second potential solution is I will take a grammar course to
improve my grammar. Taking a grammar course will help me to re-learn
tenses again. The third potential solution is I ask my supervisor to check and
discuss my e-mails before sending then to the customers. It will avoid
mistakes before I send the e-mail to the customer.
16
Maranatha Christian University
After analyzing the possible solutions to overcome my problem, I
choose to combine the potential solutions. The reason why I choose to
combine all the solutions is because they support each other. Reading books
and articles can help me to understand more about writing English business
e-mails, learning grammar will help me more easily in writing e-mails, and
asking the supervisor will help me avoid mistakes that I will make. So I
choose to combine the potential solutions.
17
Maranatha Christian University
BIBLIOGRAPHY
Printed Sources
Bohlander, Snell. Managing Human Resources. New York City : SouthWestern, 2004.
Electronic Sources
Alleyne, Stacy. “Advantages and Disadvantages of Taking English Grammar
and Writing Courses in College.” Seattlepi.com. 2014. 18 April 2014.
.
“Building Your Business English Vocabulary.” Really Learn English. 20102013. 18 April 2014. .
Clayton, Chris. “How to Write a Business E-mail / Letter In English.” 2013. 23
April 2014.
.
Maranatha Christian University
Elaws. “Supervisor’s Role and Responsibilities” 18 May 2014.
.
Harper, Sheri Fresonke. “Use of Correct Grammar in a Letter Makes You
More Effective.” Voices.yahoo.com. 2012. Yahoo Contributor Network.
7 May 2012. 17 May 2014 .
Harrison, Rebecca. “Tips on Learning Vocabulary.” Cogitatorium. 5 May
2011. 23 March 2014 .
“Importance of English Grammar Knowledge.” Teaching English. 5
Februari 2012. 19 March 2014
.
“Is Good Grammar Important?” Business Training. 2009-2014. 19 March
2014 .
Judith. “Business E-mail and Grammar.” Business Email Etiquette. 23
March 2014 .
Maranatha Christian University
Kurtus, Ron. “Importance of a Good Vocabulary in Writing.” 8 March 2012. 23
March 2014 .
Mckay, Kate & Brett. “The Importance of Building Your Vocabulary.” 3
October 2012. 23 March 2014
.
“Time Wasted on Poor Performers.” Workforce. 1995-2014. 3 April 2014
.
“The Five Roles of a Supervisor.” 2012. 25 Juni 2014
.
“The Importance of Vocabulary in Writing.” 2014. 10 March 2014.
.
Uc Santa Cruz. “Supervisor’s Basic Responsibilities” 2012. 18 April 2014.
.
Maranatha Christian University
Interview
Lia Susilawati. Personal interview. 11 April 2014.
Tjio Sin Leh. Personal interview. 15 April 2014.
Maranatha Christian University