Business Administration

Course: BUS 314

Organizational Behavior
Quarter 3, 2021-2022
Lecturers: Nguyen Dinh Hoang
Pham Thi Ngoc Nhi
Homework :
COMMUNICATION EMAIL
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Group: Cove Bean

Submission date: 22/5/2022

 I. Email

To: kim.cao@eiu.edu.vn;
Cc: anh.phamlan.bbs18@eiu.edu.vn; vy.truong.bbs18@eiu.edu.vn;
kieu.bui.bbs18@eiu.edu.vn; huy.vo.bbs19@eiu.edu.vn; anh.trandinh.bbs18@eiu.edu.vn;
linh.tranthi.bbs17@eiu.edu.vn;
Subject: Asking permission to open a volunteer club in our university

Dear Mr.Kim,

Based on the interest of many students in community issues, especially helping the less
fortunate, this email is a proposal to establish a volunteer club at our school called the " Tình
Nguyện Xanh” club. “Tình Nguyện Xanh" club is supported by the Ho Chi Minh Communist
Youth Union of Binh Duong province.

The purpose and meaning of the club's establishment:

- Promoting the roles, responsibilities, and dynamism of our students.
- Bringing great meaning and positive impact to the community with specific and
practical actions.
- Creating an environment to exchange experiences, and improve soft skills.
- Community activities help students have a positive mindset and a healthier lifestyle.

Member list:
- Club president: Vu Dinh Huy
- Club vice president: Tran Dinh Tu Anh
- Club accountant: Bui Ngoc Kim Kieu
- Related members: Vu Van Bao, Truong Pham Nha Vy, Tran Thi Phuong Linh, Pham
Lan Anh

Planned activities:
- Organising monthly club meetings, discussing and implementing programs in the
school year's activity plan, and training sessions on necessary skills.
- Annually organising from 4 to 5 key programs:
+ "Xuân ấm áp" program: helping the poor have a fuller and warmer Tet.
 + "Xóa mù chữ" program: awarding prizes to disadvantaged students with good
academic achievements; creating the most favourable conditions for poor
children to go to school.
+ “Sharing love” program: donating clothes, books, daily-life utensils, and cash
to families with difficult circumstances or contributing to the revolution.
+ “Tiếp sức mùa thi” program: accompanying candidates nationwide in the
annual college entrance exam, assisting the exam board in organising the
exam, helping candidates and their families with meals, accommodation,
answering questions, handling situations in the exam…

Target:
- Creating volunteer programs for less fortunate circumstances so that students have the
opportunity to make a small contribution to society and the country.
- Helping students hone and practise the necessary skills for the future; at the same time
having more new relationships and expanding connections between university
students.

Signing up for our volunteer club with the support of the Ho Chi Minh Communist Youth
Union of Binh Duong province will bring many benefits to students. Some of those benefits
are:
- The group's activities are directly and completely led by the Communist Party of
Vietnam in terms of politics, ideology, and organisation.
- Participation in the Youth Union nationwide network.
- Easily connected with localities and programs for students in other areas.

We hope that this proposal will be approved. Please feel free to contact us if you have any
questions. Thank you for your consideration.

Best regards,
Bao.
 II. Email Analysis.

- Messages have been sent:

+ The proposal of establishing the “Tình Nguyện Xanh” group.
+ The purpose and meaning of the club would bring a lot of benefits to the
community and the students of the university.
+ Introduction of the members.
+ Brief description of the club’s projected plans and targets.

- How were messages sent?

+ The purpose of our messages throughout this email aims to provide more
emotional support than physical ones. This relates to the “emotional sharing”
of feelings and fulfilment of social needs. (Robbins, 2020)
+ The “persuasion” function of communication (Robbin, 2020) is applied to
our messages to call for establishment in the university.
+ The messages were written in an organised order and formal tone. This is a
proposal, so it belongs to “Upward Communication” (Robbins, 2020).
+ The email structure was clear and included all the essential parts of an email.
● The greeting phrase “Dear” was used at the beginning of the email
while “Best regards” was used in the last sentence.
● Paragraphs and sentences were delivered in short and concise, and
different types of bullet points were applied to make the email clearer.
+ The information in the email was constructed following some of the tips in “A
Culture Guide” (Robbins, S. P.,2020). For instance, “Know yourself” and
“Proactively maintain the identity of the group” tips are followed. When
proposing the messages, the persuasive information includes some benefits
regarding cultural perspective, which emphasise community value.

References:

Robbins, S. P. (2020). Organizational behavior.