📝 Lesson Practice
🗣️ English Goal
explain a purchasing problem and its cause, suggest a practical solution, and follow up politely
💼 Workplace Goal
understand how to handle out-of-stock items by communicating with suppliers and colleagues, making decisions about replacements or delays, and updating purchasing orders
💭 Warm-Up Question
Have you ever needed to buy something that was out of stock? What did you do next to solve the problem?
📖 Short Reading
Last week, the purchasing team ordered 100 electric drills from one supplier for the construction project. However, the supplier called and said 40 drills were out of stock and would not arrive on time. The supplier offered two options: wait two more weeks for the full order or receive 60 drills now and get the remaining 40 later. The purchasing manager talked with the warehouse team about space and decided to accept the partial delivery. Then, she asked the finance department to prepare payment for the partial shipment. She informed the supplier that the company would confirm the delivery plan for the remaining drills next week, depending on project needs. Later, she sent an update email to the project manager explaining the new delivery dates. The team decided to arrange rental drills to cover the shortage until all the drills arrive. This plan helps avoid delays in the construction work. All departments continue to communicate closely to track the order status and avoid more problems.
🔎 Check Your Understanding
1.
How many drills were originally ordered?
2.
What problem did the supplier report?
3.
What solution did the purchasing manager choose?
4.
Why did the team decide to rent drills?
📚 Key Vocabulary
| Word or phrase | Simple meaning | Example |
|---|---|---|
| out of stock | not available to buy because the supplier has no more | The supplier said the drills are out of stock and will arrive later. |
| partial delivery | sending only part of the order now and the rest later | We accepted a partial delivery of 60 drills this week. |
| lead time | the time between ordering and receiving goods | The lead time for the drills is usually two weeks. |
| confirm the order | say yes officially to buy the products | We need to confirm the delivery plan for the remaining drills next week. |
| rental equipment | tools or machines rented to use temporarily | We will use rental drills until our full order arrives. |
| update email | a message to give new information | The manager sent an update email about the new delivery dates. |
| prepare payment | to get the payment ready for goods | The finance team prepared the payment for the partial shipment. |
| supplier offer | a proposal from the supplier about delivery or prices | The supplier made an offer to deliver part of the order now. |
| order status | the current situation or progress of an order | We check the order status every day to avoid delays. |
| project delay | when work finishes later than planned | Using rental drills helps us prevent a project delay. |
💬 Useful Language
explaining a problem:
We have an issue because some items are out of stock.
asking for details:
Can you please confirm the new delivery dates?
making a suggestion:
I suggest we accept the partial delivery and wait for the rest.
requesting a correction:
Could you please update the purchase order to reflect the changes?
giving a status update:
I’m following up to check the status of the delayed items.
explaining a consequence:
Because of the delay, we need to arrange rental equipment.
💬 Dialogue
🙂 Alex: Hi Sam, I just heard that some items in our latest order are out of stock.
😀 Sam: Yes, Alex. The supplier said they can't send 40 drills right now.
🙂 Alex: That’s a problem. Did they say when the rest will arrive?
😀 Sam: They offered two options. One is to wait two more weeks for all drills.
🙂 Alex: And the other option?
😀 Sam: We can get 60 drills now and receive the remaining 40 later.
🙂 Alex: I think accepting the partial delivery is better. We can avoid delaying the project.
😀 Sam: I agree. I will update the purchase order with these changes.
🙂 Alex: Also, let's inform the project manager and plan to rent drills for the short time.
😀 Sam: Good idea. I will send an update email to everyone this afternoon.
✏️ Exercise 1 – Fill in the Blanks
1.
We need to ____ the new delivery date with the supplier. (send / confirm / rent)
2.
The supplier said some items are ____, so the order will arrive late. (damaged / wholesale / out of stock)
3.
Can you please ____ the purchase order because of the partial delivery? (update / accept / cancel)
4.
Because of the delay, we plan to use rental ____ as a temporary solution. (invoice / equipment / quotation)
5.
The finance team needs to prepare the ____ for the partial shipment. (payment / return / lead time)
6.
The purchasing manager sent an ____ email to inform the project manager of the new dates. (update / product / stock)
🔗 Exercise 2 – Matching
1.
Out of stock
2.
Partial delivery
3.
Lead time
4.
Rental equipment
5.
Update email
✅ Exercise 3 – Multiple Choice
1.
If some items are out of stock, what is a good next step?
2.
What does a 'partial delivery' mean?
3.
Why should you send an update email about order delays?
4.
Which option can help avoid a project delay if goods are late?
5.
What should you do after accepting a partial delivery?
🧩 Mini Practice
Practice answering aloud.
Say: We have an issue because some items are out of stock.
Say: Can you please confirm the new delivery dates?
Say: I suggest we accept the partial delivery and wait for the rest.
Say: Could you please update the purchase order to reflect the changes?
Ask: What practical steps would you take if an important order is partially out of stock?
Say: I would check with the supplier for delivery options. Then, I would suggest accepting a partial shipment if possible and inform my team about the changes.
Ask: How can you explain the reason for ordering rental equipment to your project manager?
Say: I would say the supplier’s delay means our tools will arrive late, so renting equipment now helps avoid work delays.
💼 Workplace Action
Create a simple plan for managing an out-of-stock order using a fictional product. Decide whether to wait, accept a partial delivery, or find rental options. Write an email to a colleague updating them on your decision.
📝 Reflection
How would you explain the cause and solution of an out-of-stock problem to your team? Please describe your suggestion and why it works.
🧭 Lesson Summary
In this lesson, you learned how to explain a purchasing problem about out-of-stock items. You practised suggesting solutions and following up politely with suppliers and colleagues. Now you can communicate clearly about managing stock shortages and update orders effectively.
🔎 Answer Key
Check Your Understanding
- 100 drills
- Some drills are out of stock
- Accept a partial delivery and wait for the rest
- To avoid delays in construction work
Exercise 1 – Fill in the Blanks
- confirm
- out of stock
- update
- equipment
- payment
- update
Exercise 2 – Matching
- Out of stock – Not available to buy because supplier has none
- Partial delivery – Send part of order now and rest later
- Lead time – Time between ordering and receiving goods
- Rental equipment – Tools rented to use for a short time
- Update email – Message giving new information
Exercise 3 – Multiple Choice
- Ask the supplier for new delivery options
- Receiving only part of the order now
- To keep colleagues informed
- Arrange rental equipment for temporary use
- Update the purchase order to show the new delivery plan