Reporting a Technical Incident Clearly
CEFR: B2
Read/Listen first
Yesterday afternoon, we ran a long stress test on the updated simulator, and the power suddenly dropped. The system shut down without warning, although all the earlier prototype checks had looked stable. Since then, our team has just repeated the test twice and we have seen the same failure each time, so the risk now feels real. I called my manager as soon as the alarms appeared, and we agreed that the simulator should not be used until we understand the cause. Because the client is going to ship the unit back next week, I am going to file an incident report today and attach the data logs. If the supplier can analyse the traces quickly, we will know whether we need to change the battery, update the firmware, or adjust the test limits. Could you review the draft before I send it?⚡ Learning goals
- Can write a short incident report that summarises what happened and when.
- Can explain causes, consequences, and risk using clear technical language.
- Can propose next steps and recommendations for a supplier and a client.
✨ Key language
- We have just repeated the test “and we have seen the same failure.”
- The system shut down without warning “although earlier checks looked stable.”
- We must file an incident report today “so the supplier can analyse the logs.”
⚙️ Rules & Grammar — 4 Structures
1️⃣ Present perfect for recent results (have/has + past participle)
Rule: Use the present perfect to report recent actions or results that matter now, without focusing on an exact time.Examples: Our team has just repeated the test twice.; We have seen the same failure each time.; I have called my manager to flag the risk.
Common pitfall + fix: Using past simple for very recent results when the outcome matters now — Use have/has + past participle when the exact time is not the main point.
Choose the best sentence to report a very recent test result.
Tip: Present perfect is best for very recent news whose result matters now.
Fill with the best answer:
We ______ just repeated the stress test twice today.Tip: Use “have/has” before the past participle in the present perfect.
2️⃣ Past simple for completed incidents (yesterday/last month)
Rule: Use the past simple for finished events at a specific time in the past (yesterday, last month, at 3 pm).Examples: We ran a long stress test yesterday afternoon.; The system shut down during the test.; The alarms appeared a few minutes later.
Common pitfall + fix: Mixing past simple and present perfect in the same timeline — Use past simple when the time is clear or finished.
Which sentence clearly describes a completed action in the past?
Tip: Look for a clear past time expression like “yesterday”.
Fill with the best answer:
The system ______ ______ without warning during the test.Tip: “Shut down” is irregular: shut down (not shuted down).
3️⃣ Be going to for planned actions (am/is/are going to)
Rule: Use “be going to” for plans or decisions already made before speaking or writing.Examples: The client is going to ship the unit back next week.; I am going to file the incident report today.; We are going to attach the data logs.
Common pitfall + fix: Using “will” for a plan that is already decided — Use be going to when the plan exists first, then you talk about it.
Which sentence shows a planned future action?
Tip: Use “be going to” when the plan already exists.
Fill with the best answer:
I am ______ ______ file the incident report today.Tip: Use: am/is/are + going to + base verb.
4️⃣ Modals for obligation and advice (must / should)
Rule: Use “must” for strong obligation (safety, deadlines, rules) and “should” for professional advice or recommendations.Examples: We must file an incident report today.; The simulator should not be used until we understand the cause.; We should contact the supplier and request an analysis.
Common pitfall + fix: Using “must” for every recommendation and sounding too extreme — Use must for critical actions; use should/should not for advice.
Which sentence shows a strong obligation after an incident?
Tip: Use “must” when safety, deadlines, or rules make it essential.
Fill with the best answer:
The simulator ______ ______ ______ used until we understand the cause.Tip: Use “should not be + past participle” for advice in the passive.
✍️ 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 site.
Morphology: noun phrase; incident (noun) + report (noun).
Self-practice: Write two lines from your job using “incident report”.
stress test
Meaning: a demanding test that pushes a system to its limits to check reliability under pressure.Synonyms: endurance test, load test, performance test
Chunk/Idiom: run a stress test
Example: We ran a stress test to confirm the new battery was safe.
Morphology: noun phrase; stress (noun) + test (noun).
Self-practice: Name one system you would stress test and why.
shut down
Meaning: to stop working completely, especially for a machine, system, or service.Synonyms: power off, switch off, stop working
Chunk/Idiom: shut down without warning
Example: The simulator shut down without warning during the test.
Morphology: phrasal verb; shut (verb) + down (adverb/particle).
Self-practice: Make two sentences where a device shuts down unexpectedly.
failure
Meaning: a situation where something does not work or perform as expected.Synonyms: breakdown, fault, malfunction
Chunk/Idiom: a repeated failure
Example: We recorded the same failure after each repeated run.
Morphology: noun; fail (verb) + -ure (noun suffix).
Self-practice: Describe one failure you have handled and its impact.
risk
Meaning: the chance that something harmful or costly will happen.Synonyms: danger, threat, potential problem
Chunk/Idiom: assess the risk
Example: We assessed the risk before releasing the simulator to users.
Morphology: noun; risk (noun/verb), risky (adjective), riskily (adverb).
Self-practice: Write one risk and one mitigation for a current project.
supplier
Meaning: a company or person that provides parts, materials, or services to an organisation.Synonyms: vendor, provider, contractor
Chunk/Idiom: contact the supplier
Example: We contacted the supplier to review the logs and advise changes.
Morphology: noun; supply (verb) + -er (noun suffix).
Self-practice: List two questions you would ask a supplier after a failure.
☁️ Examples (+ audio)
We have just repeated the test, and the same failure appeared again.
The system shut down during the long stress test yesterday afternoon.
I am going to file an incident report and attach the data logs today.
We must contact the supplier before the client uses the simulator again.
✏️ Exercises
Grammar
Which option best matches the timeline in the text?
Tip: Use present perfect for a recent result connected to now.
Choose the best sentence for a finished event yesterday.
Tip: Past simple fits finished events with a finished time marker.
Fill with the best answer:
Our team ______ ______ the test twice and saw the same failure.Tip: Use have/has + past participle for recent results.
Fill with the best answer:
Because the client is going to ship it back, we ______ open a ticket today.Tip: Use must for strong obligation when timing is critical.
Vocabulary & Comprehension
Which phrase means a formal document about a workplace problem?
Tip: Think about what you write after a failure at work.
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 ______ each time we repeated the test.Tip: Use the noun for something not working as expected.
Fill with the best answer:
I explained that the ______ for the client was now too high.Tip: Use the noun meaning the chance of something bad happening.
✅ Guided practice
Mini-dialogue:
A: Hi, we have just repeated the stress test and the simulator shut down again.B: OK, that sounds serious. We must file an incident report today.
A: I am going to attach the logs and describe what the alarms showed.
B: Good. Then we should contact the supplier and explain the risk to the client.
Why this matters:
Clear incident reports protect colleagues and clients by stopping unsafe use early. They help teams diagnose failures faster and reduce repeated downtime. They also build trust with suppliers when you share precise evidence.Verb & Adjective Pack:
file an incident report — Please file an incident report before you leave.shut down without warning — The system shut down without warning mid-test.
assess the risk — We assessed the risk before the next delivery.
contact the supplier — Contact the supplier and request a quick analysis.
Try & compare:
Fill with the best answer: Please file an ______ ______ before you leave today.
Tip: Use the two-word noun phrase for the formal document.
Self-correction: Fix the sentence: The simulator shuted down during the stress test.
Tip: “Shut down” is irregular in the past: shut down.
Practice aloud: Listen, repeat, then type the sentence.
We must contact the supplier before the client uses the simulator again.
Tip: Link “must contact” with the time limit before the client uses it.