Demanding an explanation on the phone about a delay

Read/Listen first

Yesterday afternoon I finally reached Oliver in his office. I had tried to call him several times this week, but he had not answered and my emails had not been returned. Today our client is angry because the report was sent late and there was a serious delay, and I need a clear explanation about the missed deadline. On the phone I said, “I have been waiting for your update all morning. How come you haven’t called earlier?” Oliver sounded nervous and said he was in a long meeting. I told him that I would not be so worried if he had at least left a short message. We are going to speak to the client in a conference call at four o’clock, so he must tell me exactly what happened and why the delivery was delayed. If he cannot explain the problem, the director will probably call him directly and ask for another detailed report.

⚡ Learning goals

• Can ask a colleague to explain a delay on the phone.
• Can refer to missed calls and emails when speaking to a colleague.
• Can prepare for a conference call to solve a problem at work.

✨ Key language

• How come you haven’t called earlier? “How come you haven’t called earlier about the report?”
• I have been waiting for your update. “I have been waiting for your update all morning.”
• You must tell me what happened. “You must tell me what happened with the delivery.”

⚙️ Rules & Grammar — 4 Structures

1️⃣ Present perfect continuous

Rule: Use have / has been + -ing to describe actions that started in the past and continue now or have a result now.
Examples: I have been waiting for your update all morning.; She has been checking the numbers since nine o’clock.; They have been calling the client for the last hour.
Common pitfall + fix: Many learners use the present simple instead of the present perfect continuous. — Add have / has been before the verb in -ing form.

2️⃣ Past simple

Rule: Use the past simple to talk about finished actions at a specific time in the past.
Examples: Yesterday afternoon I reached Oliver in his office.; He left a short message yesterday.; The report was sent late.
Common pitfall + fix: Learners sometimes mix present and past forms. — Keep all verbs in the sentence in the past when the time is finished.

3️⃣ Future with going to

Rule: Use be going to to talk about future plans and intentions that are already decided.
Examples: We are going to speak to the client at four o’clock.; I am going to call him again after the meeting.; They are going to send a new report.
Common pitfall + fix: Learners sometimes forget the verb be. — Always use am / is / are before going to.

4️⃣ First conditional

Rule: Use if + present simple and will + base verb to talk about real future results.
Examples: If he cannot explain the problem, the director will call him.; If you miss the deadline, the client will be angry.; If we solve the delay, the customer will be satisfied.
Common pitfall + fix: Learners sometimes use will in both parts. — Use the present simple after if and will only in the result clause.

✍️ Vocabulary

  deadline

Meaning: the final time or date when something must be completed.
Synonyms: due date, time limit
Chunk/Idiom: meet a deadline
Example: We must meet the deadline for the client report.
Morphology: noun; compound word
Self-practice: Write three sentences about deadlines in your job.

  delay

Meaning: a situation when something happens later than planned.
Synonyms: holdup, postponement
Chunk/Idiom: explain the delay
Example: You need to explain the delay to the director.
Morphology: noun; related verb to delay
Self-practice: Say aloud two reasons for a delay and record yourself.

  update

Meaning: new information about a situation or project.
Synonyms: progress report, status report
Chunk/Idiom: give someone an update
Example: Please give me an update before the conference call.
Morphology: noun; related verb to update
Self-practice: Write a short update about a project you know.

  conference call

Meaning: a phone or online meeting with several people in different places.
Synonyms: group call, virtual meeting
Chunk/Idiom: join a conference call
Example: We are going to join a conference call with the client.
Morphology: noun phrase; countable noun
Self-practice: Plan a short agenda for a conference call about a delay.

  delivery

Meaning: the act of sending or bringing products or documents to someone.
Synonyms: shipment, dispatch
Chunk/Idiom: delay in delivery
Example: The client is angry because of the delay in delivery.
Morphology: noun; related verb to deliver
Self-practice: Describe one delivery problem you have experienced.

  director

Meaning: a senior manager responsible for an important part of a company.
Synonyms: manager, executive
Chunk/Idiom: speak to the director
Example: The director will call if he is not satisfied with the explanation.
Morphology: noun; related adjective directorial
Self-practice: Make two questions you would ask a director about a delay.

☁️ Examples (+ audio)

🔊 Play I have been waiting for your update all morning. 🔊 Play Yesterday I finally reached Oliver in his office. 🔊 Play We are going to speak to the client at four o’clock. 🔊 Play If you miss the deadline, the client will be angry.

✏️ Exercises

Grammar

Vocabulary & Comprehension

✅ Guided practice

Mini-dialogue:

A: Oliver, I have been waiting for your update all morning about the report delay.
B: I’m sorry, I was in a long meeting and I missed the deadline.
A: We are going to speak to the client at four o’clock, so I need a clear explanation.

Why this matters:

Clear phone explanations help you protect your relationship with the client. They also show your manager that you take deadlines seriously. Finally, good phone skills make conference calls faster and more efficient.

Verb & Adjective Pack:

explain a delay — Please explain the delay to the director.
miss a deadline — We cannot miss the deadline again.
be satisfied — The client will be satisfied if we call on time.
be responsible — You are responsible for calling the client back.

Try & compare: