#93 Reporting Issues After Delivery｜English Business Phrases

In business situations, it is not uncommon to discover issues or unexpected problems after receiving a delivery.

In such cases, it is important to communicate the problem accurately while avoiding language that places blame. By showing a cooperative attitude toward resolving the issue, you can maintain a positive and professional working relationship.

In this article, I explain useful English expressions for reporting issues after delivery, along with a sample conversation.

Dialogue

A

Thanks for delivering the files. We’ve reviewed them, but we noticed an issue with the data format.

B

I see. Could you tell me more about the issue?

A

Some of the values are missing, and a few files can’t be opened properly.

B

Thank you for pointing that out. We’ll look into it right away.

A

When do you think you’ll be able to provide an updated version?

B

We should be able to fix the issue by tomorrow afternoon and resend the files.

A

That works for us. Thank you for your quick response.

1. Reporting an Issue Calmly and Professionally

When pointing out a problem after delivery, it is important to avoid language that directly blames the other party. A useful expression in this situation is:

This phrase means “to notice that there is an issue with something.”

It presents the facts in a neutral way and avoids direct accusations such as “You made a mistake.”

Using expressions like “found an issue with ～” or “seems to be” creates a softer and more professional tone.

2. Asking for Details About the Issue

When you are informed of a problem—or when organizing information internally—it is essential to gather accurate details first.

“Could you ～?” is a formal and polite request, suitable for communication with clients or external partners.

These questions help clarify the situation and move toward a solution efficiently.

3. Explaining the Problem Clearly and Specifically

When describing an issue, it is helpful to explain what is happening and how it is affecting the deliverables.

The phrase “some of ～” indicates that the problem affects only part of the whole, suggesting that most of the content is acceptable.

The word “properly” implies meanings such as “correctly” or “as expected,” and it is commonly used when discussing systems, data, or procedures.

4. Showing a Willingness to Take Action

For the party receiving the report, clearly expressing a willingness to respond is essential.

The phrase “look into ～” means “to investigate” or “to examine the cause” and is a standard expression in business communication.

All of these convey responsibility and an active approach to resolving the issue.

5. Sharing the Response Schedule

In problem-solving situations, confirming and sharing the expected schedule helps ensure a smooth resolution.

“Should be able to ～” is used to express a realistic expectation rather than a firm promise.

By sharing progress proactively, you can maintain trust even when issues arise.

Summary