HANOI METROPOLITAN UNIVERSITY

FACULTY OF FOREIGN LANGUAGES

BUSINESS CORRESPONDENCE FINAL PROJECT

Business Correspondence Project in

Vietnam Sport Company Limited

Group 2 : 30ENG043_NNA D2020_N3

Student’s name : 1. Nguyễn Tiến Anh 220000567

2. Nguyễn Tấn Lộc 220001723
:
3. Nguyễn Thị Thư 220000665
4. Nguyễn Huyền Thương 220000704

Lecturer : NGUYEN THI ANH NGUYET

Hanoi, December 2023

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 HANOI METROPOLITAN UNIVERSITY

FACULTY OF FOREIGN LANGUAGES

BUSINESS CORRESPONDENCE FINAL PROJECT

Business Correspondence Project in

Vietnam Sport Company Limited

Group 2 : NNA D2020_N03

Student’s name : 1. Nguyễn Tiến Anh 220000567

2. Nguyễn Tấn Lộc 220001723
:
3. Nguyễn Thị Thư 220000665
4. Nguyễn Huyền Thương 220000704
Điểm:

CBCT 1 CBCT 2

Nguyễn Thị Ánh Nguyệt Nguyễn Thị Thu Huyền

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 ACKNOWLEDGMENT

Group 2, including Nguyen Thi Thu, Nguyen Huyen Thuong, Nguyen Tan Loc, and Nguyen
Tien Anh, wishes to express our sincerest gratitude to our lecturer, Mrs. Nguyen Thi Anh
Nguyet. We extend our heartfelt appreciation for your exceptional guidance and unwavering
support throughout the 'Business and Correspondence' course. Your dedication, passion, and
expertise have significantly shaped our understanding of the subject. Your commitment to
teaching has not only inspired and motivated us to excel but has also equipped us with the
essential knowledge and skills for success in the business and correspondence field. Moreover,
your leadership in creating a collaborative and engaging learning environment has enabled our
group to thrive, complete assignments, and achieve our academic objectives. As we pursue our
professional paths, we will carry the invaluable lessons and wisdom you've shared, which have
made our educational experience truly remarkable.

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 TABLE OF CONTENTS

PART 1: INTRODUCTION ....................................................................................................... 5

COMPANY’S INFORMATION ............................................................................................ 5

SCENARIO: ................................................................................................................ 6

PART II:Business Correspondence Project ............................................................................. 7

1. Student name: Nguyen Thi Thu-220000665 ....................................................................... 7

REQUESTING A SERVICE ..................................................................................... 7

CONFIRM A SERVICE ............................................................................................ 9

2.Student name : Nguyen Huyen Thuong-220000704 .......................................................... 12

ORDERING SUPPLIES .......................................................................................... 12

CONFIRMING AN ORDER ................................................................................... 15

3. Student: Nguyen Tien Anh-220000567.............................................................................. 17

REQUESTING INFORMATION ........................................................................... 17

PROVIDING INFORMATION .............................................................................. 18

4. Student name: Nguyen Tan Loc-220001723 ..................................................................... 20

CLAIM LETTER ..................................................................................................... 20

ADJUSTMENT LETTER ....................................................................................... 22

REFERENCES .......................................................................................................................... 24

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PART 1: INTRODUCTION
COMPANY’S INFORMATION
Company name: Vietnam Sport Company Limited

Address: 50 Hoang Quoc Viet, Cau Giay, Ha Noi

Tel: 034567891

Email: vietnamsport@gmail.com

Business: Sports brand, competition costumes, accessories, and sports fashion

Business description: Vietnamsport.LTD is an online shopping site of the sports brand helps you
access the latest sports fashion trends.

Members:

Nguyen Tien Anh - 220000567

Nguyen Huyen Thuong-220000704

Nguyen Thi Thu - 220000665

Nguyen Tan Loc:- 220001723

Brief information of partnership company

Company name: ABC Club

Address: 98 Duong Quang Ham, Cau Giay, Ha Noi

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Representative:

Tel: 098765432

Email: Abcclub1103@gmail.com

SCENARIO:
Scenario 1: Jenny of ABC Club requested additional services for a football competition at
Vietnam Sport LTD's stadium. Vietnam Sport LTD committing to arranging the requested
services swiftly and ensuring the event's success and request and highlighting associated costs
and necessary paperwork. Lastly, Vietnam Sport LTD regretfully conveyed the unexpected
unavailability of certain requested services due to unforeseen circumstances, offering alternative
solutions.

Scenario 2: In this situation was about exchange between Mr.Peter and Ms. Huyen Thuong over
the order and the subsequent issue with the soccer shoes might result in several scenarios. These
scenarios could range from a successful and timely delivery of the complete order, partial
fulfillment with alternatives, a delayed but compensated delivery, to an unfortunate complete
delay in delivering the items.

Scenario 3: Thu and Loc ( from ABC club) are engaged in a professional discussion about the
contents of a letter they need to draft to their partner, VietnamSport, regarding the new soccer
shoes, Mizuno Morelia Neo IV PRO AS. They are discussing what information to include in the
letter and how to convey their interest and requirements effectively.

Scenario 4: The exchange of correspondence between Vietnam Sport's OPS Department and
ABC Club revolves around a discrepancy in the quantity of soccer shoes received, leading to a
letter expressing disappointment and seeking the resolution of the shortage. Subsequently, ABC
Club responds by acknowledging the error, expressing apologies, and taking steps to expedite
the shipment of the remaining soccer shoes to rectify the situation.

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PART II:Business Correspondence Project
1. Student name: Nguyen Thi Thu-220000665
Letter name: Requesting a service- Confirm a service

Scenario:Resiver a stadium

REQUESTING A SERVICE

Field Information

Company ABC CLUB

Contact Company Vietnam Sport LTD

Phone Number 034567891

Address 50 Hoang Quoc Viet Street, Hanoi

Date November 5, 2023

Number of People 100

Stadium 1

Changing Rooms 2

Medical Equipment Basic medical equipment for emergencies

Audiovisual Needs

- Microphone/Speakers 5

- Live Streaming Camera 3

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 ABC club
98 Duong Quang Ham Street
Phone: 098765432
Fax: 0216789
Email: Abcclub1103@gmail.com
Date: November 5, 2023
Company: Vietnam Sport LTD
Address: 50 Hoang Quoc Viet Street, Hanoi
Telephone: 034567891
Fax: (89)73509

Dear Mr Peter,
I am writing to request additional services for an event I have previously booked at your stadium.
I booked the stadium of Vietnam Sports Ltd. for my club's football competition, scheduled to
take place on November 5, 2023. I appreciate the best efforts that your company has put into
making this event possible.

The stadium, with its capacity to hold 100 people, is a perfect venue for our competition.
However, to ensure the success of the event, I would like to request the necessary equipment and
facilities to enhance the experience and safety of the participants and spectators.
These services include 5 microphones and 5 speakers for effective communication, 3 live
streaming cameras to broadcast the competition, 2 changing rooms for players' convenience, and
basic medical equipment to address any medical emergencies.

I kindly request your assistance in arranging and providing these services on the scheduled date.
If there are any associated costs or paperwork required, please inform me as soon as possible. I
am committed to covering any necessary expenses.

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Thank you for your support, and I look forward to working together to make this event a success.
Please feel free to contact me at 098765432 for any further details or clarifications.

Sincerely,
Jenny Stephen
ABC club

CONFIRM A SERVICE

Field Information

Company Vietnam Sport LTD

Contact Company ABC CLUB

Phone Number 098765432

Address 98 Duong Quang Ham Street

Date November 5, 2023

Number of People 100

Stadium 1

Changing Rooms 2

Medical Equipment Basic medical equipment for emergencies

Audiovisual Needs

- Microphone/Speakers 5

- Live Streaming Camera 3

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Vietnam Sport LTD
50 Hoang Quoc Viet Street
Hanoi
Telephone: 034567891
Fax: (89)73509

ABC Club
98 Duong Quang Ham Street
Phone: 098765432
Fax: 0216789
Email: Abcclub1103@gmail.com

Date: November 5, 2023

Dear Ms Jenny,

We are writing to confirm the receipt of your letter dated November 5, 2023, in which you
requested additional services for your club's football competition to be held at our stadium on the
same date.

We acknowledge your request for various services, including 5 microphones, 5 speakers, 3 live
streaming cameras, 2 changing rooms for players, and basic medical equipment. We appreciate
your trust in Vietnam Sport Ltd., and we are committed to making your event a success. Our
team is actively working on arranging and providing these services for you as requested. We will
ensure that everything is in place to enhance the experience and safety of the participants and
spectators at the event.

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We will also provide you with information regarding any associated costs or additional
paperwork, if necessary. Rest assured that we will do our best to keep these arrangements hassle-
free for you. If you have any further questions, need additional details, or have any other concerns,
please feel free to contact us at 034567891. We are here to assist you in any way we can.

Thank you for choosing Vietnam Sport LTD as your event venue, and we look forward to
working closely with you to make this event a great success.
Sincerely,

Peter
Peter Nguyen
Vietnam Sport LTD

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2.Student name : Nguyen Huyen Thuong-220000704
Letter name: Ordering Supplies-Confirming an Order

Scenario: Order for Soccer Supplies

ORDERING SUPPLIES
g Nguyen Thi Thu - Brief information of partnership company: Company name: ABC Group Address: 98 Duong Quang

Purchase Order Ax-36-433

Item Quantity Unit price /Thousand Cost Cost less Stock date

20% discount (Month/day)

Soccer clothes 26 suits $180 $8,000 $2,000 10/10

Ball 10 $200 $10,000 $2,000 10/10

Soccer Socks 26 $50 $3,000 $500 10/10

Soccer Shoes 26 $400 $20,000 $4,000 10/10

Ship to: Send invoice to:

Mr Peter Nguyen Ms.Kylie

Shipping and Receiving Department Accounting Department

Ham, Cau Giay, Ha

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 ABC Club
98 Duong Quang Ham Street
Phone: 098765432
Fax: 0216789
Email: Abcclub1103@gmail.com

To: Mr. Peter

Title: Purchase Order AX-36-443
Company: Vietnam Sport LTD
Address: 50 Hoang Quoc Viet Street, Hanoi
Telephone: 034567891
Fax: (89)73509
Date: October 5, 2023

Dear Mr. Peter:

I am sending an order for the following supplies as per Purchase Order AX-36-443:
26 soccer clothes (13 black suits - 13 white suits)
10 soccer balls
26 pairs of soccer socks (13 black socks - 13 white socks)
26 pairs of soccer shoes (13 black shoes - 13 white shoes)

The required stock date for these items is October 10th. Please ensure the items are delivered
before or on this date to our facility at ABC Club, specifically to the Shipping and Receiving
Department.

We intend to make the payment upon receipt of the invoice. Therefore, we kindly request that
the invoice for these supplies be directed to Kylie in our accounting department. As per the

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purchase order details, we understand that a 20% discount applies to the costs as indicated in the
order.

If there are any questions or if further information is needed regarding this order, please do not
hesitate to contact us at 098765432 or Abcclub1103@gmai.com. We greatly appreciate your
prompt attention to this matter.
We are looking forward to the timely delivery of the ordered supplies for our sports department.

Sincerely,
Huyen Thuong
Nguyen Huyen Thuong

ORDER LOG

Iterm order Soccer clothes Ball Soccer Soccer

socks Shoes

Quantity 26 Suits 10 26 26

(13 black &13

white)

Stock Item Soccer

Shoes

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 Order 10/05 10/05 10/05 10/05
date(month/day)

Ship date 10/10 10/10 10/10 10/10

(month/day)

Purchasing Specialist

CONFIRMING AN ORDER
Vietnamsport.LTD
50 Hoang Quoc Viet Street, Ha Noi
Telephone 034567891
Fax (89)73509

October 5, 2023

Ms.Huyen Thuong
ABC Club
98 Duong Quang Ham Street
Ref: Purchase Order AX-36-443 of October 5

Dear Ms. Huyen Thuong:

We received your October 5th fax and Purchase Order AX-36-443 for the soccer team. Thank
you for your prompt response and confirmation.

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As we discussed in our phone call this morning, the soccer shoes in the order are presently out
of stock. We apologize for any inconvenience caused and appreciate your understanding.

To resolve this, we will backorder the soccer shoes promptly and aim to ship them to complete
the order by October 10th. Our goal is to ensure the timely fulfillment of the entire order as per
your requirements.

We value your business and appreciate your understanding about the temporary unavailability of
the soccer shoes. If you need further assistance or information, please feel free to contact us. We
look forward to serving you effectively in the future.

Thank you for your cooperation and ongoing support.

Sincerely,

Peter
Peter Nguyen
Product Manager

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3. Student: Nguyen Tien Anh-220000567
Letter name: Requesting information – Providing information

Scenario: Request information for Soccer shoes

REQUESTING INFORMATION

New product information chart

Company
Vietnamsport.LTD

Product
Morelia Neo IV PRO AS

Brand
Mizuno

Availability Winter

Size 38-44 (EU)

Colour White-Black-Red
Material Soft Kangaroo leather

Shoe stud system Turf

More information Email link

To: Vietnamsport LTD

From: ABC Club

Subj: Mizuno Morelia Neo IV PRO AS (MNeoIV)

Date: Fri, November 2, 2023 3:45 PM

My colleagues and I heard the announcement at the October 22nd Launching party about your
new shoes, the Mizuno Morelia Neo IV PRO AS.
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Our organization intends to participate with a squad in a national football tournament. Since
there will be a lot of rivalries, we want to guarantee that our athletes are in the most
advantageous environment to give their best when they play.

We would like to consider ordering 26 pairs of Mizuno Morelia Neo IV PRO AS for our
players. Our players will like the features in the MNeoIV. The material used to make the boots
is one feature that sets these boots apart from the others.

We understand the MNeoIV will be shipped this Winter. I would appreciate having your local
sales representative call me. I would like to discuss the shoe form and stud system, price, sales
discount and promotional information.

Thank you for your attention. I look forward to hearing from you at your earliest convenience.

Tien Anh

Research & Development department

ABC club

PROVIDING INFORMATION

Customer service checklist

Client Brochures Promotional materials Call from sales rep
requested/sent requested/sent Requested/Made

ABC Nov 2/ Nov 3 Nov 2/ Nov 3 Nov 2/ Nov 4

club

FAX

To: Tien Anh, Research & Development department, ABC club

From: Peter Nguyen, Product Manager, Vietnamsport.LTD

Subject: Mizuno Morelia Neo IV PRO AS (MNeoIV)

Date: November 3,2023

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Dear Mr. Tien Anh

Thank you for your email of November 2 expressing interest in Vietnam Sport.LTD's new
soccer boots, the Mizuno Morelia Neo IV PRO AS (MNeoIV).

The boots will be available this November 5, and the cost will be approximately two hundred
dollars ($200.00)

I will be forwarding next week a brochure on the boots. Ms. Thuong, one of our local sales
representatives, will be in touch with you on Saturday, November 4, to discuss the promotional
services and discounts we offer your club.

I am also forwarding information on our new boots. Ms. Thuong will provide more information
on this product when you speak with her.

If there is anything else I can help you with, please do not hesitate to contact me. Vietnam
Sport.LTD values your club greatly and is honored to have the chance to supply you with high-
quality boots.

Again, thank you for your inquiry.

Sincerely yours,

Peter

Peter Nguyen

Product Manager

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4. Student name: Nguyen Tan Loc-220001723
Letter name: Claim Regarding and Resolution of the Shortage of Mizuno Morelia Neo IV PRO
AS Soccer Shoes

Scenario: Order for Soccer shoes

CLAIM LETTER

SHIPMENT LOG

Item order Ordered date Received Comments

Soccer 26 3/11 16 Request send the rest 10 soccer

shoes shoes

To: Daniel Nguyen, OPS Department, Vietnam Sport

From: Hsu Hao, Sales Manager, ABC Club

Subject: Claim Regarding Shortage of Mizuno Morelia Neo IV PRO AS Soccer Shoes

Date: November 3, 2023

Dear Daniel Nguyen,

I trust this message finds you well. I am writing to bring to your attention a recent issue
concerning an order we placed with the OPS department at ABC Club. Our order consisted of
Mizuno Morelia Neo IV PRO AS soccer shoes, which our club relies on for our upcoming
matches and training sessions.

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However, upon receiving the shipment, we were disappointed to discover that the OPS
department sent a significantly lower quantity of soccer shoes than we had ordered. We ordered
26 pairs of the Mizuno Morelia Neo IV PRO AS, but we received only 16 pairs. This shortage
has created a significant setback for our club, as we had anticipated these shoes to be crucial for
our athletes' performance.

I want to express our deep concern and disappointment regarding this oversight. Our club places
great importance on the accuracy and timeliness of orders, and this error in our shipment has
disrupted our schedule and created unnecessary inconveniences.

We rely on Mizuno Morelia Neo IV PRO AS soccer shoes due to their excellent quality and the
unique performance benefits they offer to our players. The shortfall in our shipment has left us
without enough shoes to equip our entire team, which is particularly detrimental as we have
important fixtures coming up.

In light of this situation, I kindly request that we take the following actions to resolve this issue:

1. Immediate Action: We request that the OPS department expedite the shipment of the
remaining 10 pairs of Mizuno Morelia Neo IV PRO AS soccer shoes without any further delay.

2. Investigation: We encourage the OPS department to conduct a thorough investigation into the
order processing and fulfillment procedure to determine the root cause of this error. We believe
that identifying the cause will help prevent similar issues in the future.

I understand that mistakes can happen, but we cannot overstate the impact this has had on our
club's schedule and the preparation of our players. The accuracy and efficiency of our orders are
of utmost importance to us, and we hope that ABC Club can rectify this situation swiftly and
prevent its recurrence.

I appreciate your prompt attention to this matter and would like to thank you for your
understanding of our concerns. We look forward to a quick resolution and a continued positive
business relationship between our club and ABC Club.

Thank you for your immediate attention to this matter.

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Sincerely,

Hsu Hao

Sales Manager

ABC Club

November 3, 2023

ADJUSTMENT LETTER

ADJUSTMENT LOG

Client Claim Adjustment

ABC Incorrect number of Send the rest 10 remaining shoes, reviewed

Club commodity quality checks to the client

To: Hsu Hao, Sales Manager, ABC Club

From: Daniel Nguyen, OPS Department, Vietnam Sport

Subject: Re: Resolution of the Shortage of Mizuno Morelia Neo IV PRO AS Soccer Shoes

Date: November 3, 2023

Dear Hsu Hao,

I hope this message finds you in good health. I would like to express my sincere apologies for
the oversight and error in the fulfillment of your order for Mizuno Morelia Neo IV PRO AS
soccer shoes. Please accept our apologies for any inconvenience this may have caused to your
club.

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I want to assure you that we take this matter very seriously, and our team in the OPS department
has conducted a thorough investigation to identify the root cause of this error. We have
implemented immediate corrective measures to ensure that such mistakes do not recur in the
future.

To address the issue at hand, we are taking the following steps:

1. Expedited Shipment: We have already processed and dispatched the remaining 10 pairs of
Mizuno Morelia Neo IV PRO AS soccer shoes to your club. You can expect to receive these
within the shortest time possible.

2. Preventative Measures: We have reviewed our order fulfillment procedures and are
implementing additional quality checks to verify order accuracy before shipping. We believe this
will help prevent any future discrepancies.

While this error was an isolated incident, we deeply regret any inconvenience it has caused to
your club. We highly value our customers and are committed to providing top-notch service.

Once again, please accept our sincere apologies for this oversight. We are dedicated to ensuring
a seamless and efficient supply chain, and we appreciate your business with ABC Club. Please
do not hesitate to contact us if you have any further concerns or require any additional assistance.
We are here to support you every step of the way.

Thank you for your understanding, and we look forward to continued cooperation between our
organizations.

Sincerely,

Daniel Nguyen

OPS Department

Vietnam Sport

November 3, 2023

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 REFERENCES
http

Business correspondence- Lin lougheed Em s://www.slideshare.net/orangecanton/business-correspondence-

https://www.slideshare.net/orangecanton/business-correspondence-11097530 11097530 ail

co

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