Reporting an Issue or Incident at Work
CEFR: B2
Read/Listen first
Yesterday afternoon we ran a routine test on the updated simulator and something went badly wrong. We had installed the new battery last month, and all the prototype tests were fine, but during a long stress test the power suddenly dropped and the whole system shut down without warning. Our team has just repeated the test twice, and we have seen the same failure each time. Because the client is going to send the simulator back to their training centre next week, we must report this incident immediately and open a formal ticket. I have already called my manager to explain that the risk is serious and that the simulator should not be used until we understand the cause. Now I will write a short incident report that explains what happened, when it started, and which alarms appeared, so that the supplier can analyse the data and tell us what we should change before the next delivery.⚡ Learning goals
- Can report a technical incident clearly using past and present perfect tenses.
- Can explain causes, consequences and risks when something fails at work.
- Can outline next steps and recommendations after an incident at work.
✨ Key language
- We have just repeated the test “We have just repeated the test, and the same error appeared.”
- The system shut down “During the last stress test, the system shut down without warning.”
- We must report this incident “We must report this incident before the client uses the simulator.”
⚙️ Rules & Grammar — 4 Structures
1️⃣ Present perfect for recent results
Rule: Use the present perfect to report recent actions or results that are relevant now.Examples: Our team has just repeated the test twice.; We have seen the same failure each time.; I have already called my manager about the incident.
Common pitfall + fix: Learners often use the past simple instead of the present perfect for very recent news — Use “have/has + past participle” when the exact time is not important but the result is.
Choose the best sentence to report a very recent test result.
Tip: Use the present perfect for very recent news whose result matters now.
Fill with the best answer: We ______ just repeated the test twice today.
Tip: Use “have/has” before the past participle in the present perfect.
2️⃣ Past simple for completed incidents
Rule: Use the past simple to describe completed events at a specific time in the past.Examples: We ran a routine test yesterday afternoon.; We installed the new battery last month.; The system shut down during the stress test.
Common pitfall + fix: Learners sometimes mix present perfect and past simple — Use the past simple when the time of the event is clear or finished.
Which sentence clearly describes a completed action in the past?
Tip: Look for a clear past time expression like “yesterday” or “last month”.
Fill with the best answer: The system ______ ______ during the long stress test.
Tip: Use the past simple of “shut down” to describe what happened.
3️⃣ “Be going to” for planned actions
Rule: Use “be going to” to talk about planned future actions or decisions already made.Examples: The client is going to send the simulator back next week.; We are going to run extra tests this afternoon.; I am going to write a short incident report.
Common pitfall + fix: Learners sometimes mix “will” and “be going to” — Use “be going to” when the plan already exists before speaking.
Which sentence shows a planned future action?
Tip: Use “be going to” when the decision or plan already exists.
Fill with the best answer: I am ______ ______ a short incident report this afternoon.
Tip: Remember the structure “am/is/are + going to + base verb”.
4️⃣ Modals of obligation: must / should
Rule: Use “must” for strong obligation and “should” for softer advice or recommendations.Examples: We must report this incident immediately.; The simulator should not be used until we understand the cause.; We should open a formal ticket before the client uses it again.
Common pitfall + fix: Learners sometimes use “must” in every situation — Use “must” for critical safety or rules, and “should” for professional advice.
Which sentence shows a strong obligation after an incident?
Tip: Use “must” when safety, deadlines or rules make the action essential.
Fill with the best answer: The simulator ______ ______ ______ until we understand the cause.
Tip: For professional advice, use “should” or “should not” plus the passive form.
✍️ Vocabulary
incident report
Meaning: a formal document that describes an unexpected problem, accident or failure at work.Synonyms: incident form, event report, case report.
Chunk/Idiom: file an incident report.
Example: Please file an incident report before you leave the control room.
Morphology: noun phrase; incident (noun) + report (noun).
Self-practice: Write two sentences using “incident report” for your own job.
stress test
Meaning: a test that pushes a system to its limits to see how it behaves under pressure.Synonyms: endurance test, load test, performance test.
Chunk/Idiom: run a long stress test.
Example: We ran a long stress test to check the new battery safely.
Morphology: noun phrase; stress (noun) + test (noun).
Self-practice: Describe a product from your work that needs a stress test.
shut down
Meaning: to stop working completely, especially about a machine, system or service.Synonyms: power off, switch off, stop working.
Chunk/Idiom: the system suddenly shut down.
Example: During the test the simulator suddenly shut down without warning.
Morphology: phrasal verb; shut (verb) + down (adverb/particle).
Self-practice: Make three sentences where different machines shut down unexpectedly.
failure
Meaning: a problem where something does not work or perform as expected.Synonyms: breakdown, fault, malfunction.
Chunk/Idiom: repeat the test after a failure.
Example: We saw the same failure every time we repeated the test.
Morphology: noun; verb fail + suffix -ure forming a noun.
Self-practice: Describe one failure you have dealt with in your job recently.
risk
Meaning: the chance that something bad or dangerous will happen.Synonyms: danger, threat, potential problem.
Chunk/Idiom: explain the risk to your manager.
Example: I explained that the risk for the client was now too high.
Morphology: noun; related verb “risk” and adjective “risky”.
Self-practice: Write two examples of risk connected to your own projects.
supplier
Meaning: a company or person that provides materials, parts or services to your organisation.Synonyms: vendor, provider, contractor.
Chunk/Idiom: contact the supplier about the incident.
Example: The supplier will analyse the data from the failed tests carefully.
Morphology: noun; verb supply + suffix -er forming a noun.
Self-practice: List three questions you would ask a supplier after a failure.
☁️ Examples (+ audio)
We have just repeated the test, and the same error appeared.
The system shut down during the long stress test yesterday.
The client is going to send the simulator back next week.
We must report this incident before anyone uses the simulator again.
✏️ Exercises
Grammar
Choose the best option: Our team ______ ______ the test twice today.
Tip: Use “has just + past participle” for very recent actions.
Complete meaning: During the test the simulator ______ ______ ______.
Tip: Past simple is best for a finished test in the past.
Fill with the best answer:
The client ______ ______ ______ the simulator back next week.Tip: Use “is going to” for an arranged future action.
Fill with the best answer:
We ______ ______ this incident before anyone uses the simulator again.Tip: Use a strong modal when safety is involved.
Vocabulary & Comprehension
Which phrase means a formal document about a problem?
Tip: Think about which phrase you would send after a failure.
Which term matches a long, demanding test of a system?
Tip: The correct answer describes a technical activity, not a social one.
Fill with the best answer:
We saw the same ______ every time we repeated the test.Tip: Use the noun that describes something not working as expected.
Fill with the best answer:
I explained that the ______ for the client was now very high.Tip: Use the noun that describes the chance of something bad happening.
✅ Guided practice
Mini-dialogue:
A: Hi, I have just repeated the test and the simulator shut down again.B: OK, that sounds serious. We must report this incident today.
A: I am going to write an incident report and attach all the data logs.
B: Good. Then we should call the supplier and explain the risk for the client.
Why this matters:
Clear incident reports protect colleagues and clients, help teams understand technical risks faster, and build trust with suppliers after a failure.Verb & Adjective Pack:
report an incident — Please report the incident before your next meeting.shut down — The simulator shut down in the middle of the stress test.
be at risk — The client is at risk if we send the simulator now.
be responsible — We are responsible for checking the system before delivery.
Try & compare:
Fill with the best answer: Please file an ______ ______ before you leave today.
Tip: Use the phrase for a formal document about a problem.
Self-correction: Fix the sentence: The simulator shuted down in the long stress test.
Tip: Remember that “shut down” has an irregular past form, not “shuted”.
Practice aloud: Listen, repeat, then type the sentence.
We must report this incident before anyone uses the simulator again.
Tip: Focus on linking “must report” and “uses the simulator again”.