📝 Lesson Practice
🗣️ English Goal
explain a purchasing problem and its cause, request a correction, and suggest a practical solution
💼 Workplace Goal
understand and practise how to report and solve problems with incorrect items in deliveries from suppliers
💭 Warm-Up Question
Have you ever received the wrong items from a supplier? How did you report the problem, and what was the result?
📖 Short Reading
Last week, the purchasing team ordered 100 white chairs from a supplier. The order number was 4573. When the delivery arrived, the warehouse staff checked the items and found 80 white chairs and 20 black chairs. The black chairs were not part of the order. The purchasing team contacted the supplier to report the mistake. The supplier said the black chairs were sent by accident because of a packing error. The supplier offered to send the 20 missing white chairs immediately. However, the replacement chairs could arrive in five days. The purchasing team agreed because the chairs are needed for a big event next week. Meanwhile, the warehouse kept the black chairs separated and will return them when the new delivery arrives. The purchasing team will check the replacement carefully to avoid further problems. This correct action helps keep the event plans on track and maintains a good relationship with the supplier.
🔎 Check Your Understanding
1.
How many white chairs were ordered in total?
2.
What was the problem with the delivery?
3.
What did the supplier say caused the problem?
4.
What will the warehouse do before the replacement arrives?
📚 Key Vocabulary
| Word or phrase | Simple meaning | Example |
|---|---|---|
| delivery | the goods or items sent to a company | The delivery arrived late with some damaged products. |
| order number | a specific number to identify a purchase order | Please check the order number when you receive the goods. |
| packing error | a mistake made when putting items into packages | There was a packing error, so some wrong items were sent. |
| replacement | a new item sent to replace a wrong or damaged one | The supplier will send a replacement for the damaged chairs. |
| report a problem | to tell someone about a mistake or issue | We need to report a problem with the last order immediately. |
| checking the items | examining the goods to make sure they are correct | The warehouse is checking the items before accepting the delivery. |
| supplier | a company or person who provides goods | We contacted the supplier about the missing products. |
| missing items | things that should be in the delivery but are not there | The delivery had 10 missing items, so we asked for a new shipment. |
| return the goods | to send back items that were wrong or damaged | We will return the goods that do not meet our order. |
| event | a planned public or professional occasion | The chairs are for a company event next week. |
💬 Useful Language
reporting a problem:
We received some incorrect items in the delivery.
requesting a replacement:
Could you please send a replacement for the missing items?
explaining a reason:
The wrong items arrived because of a packing error.
making a suggestion:
I suggest we keep the incorrect items separate until the replacement arrives.
following up politely:
Can you give me an update on the replacement delivery?
confirming information:
Just to confirm, you will send the missing items in five days?
💬 Dialogue
🙂 Alex: Hi Sam, we received the delivery for order 4573, but there is a problem.
😀 Sam: What happened, Alex?
🙂 Alex: There are 20 black chairs instead of white chairs. The rest is correct.
😀 Sam: I see. Did the delivery note match the items?
🙂 Alex: Yes, but the packing was wrong. The black chairs were sent by mistake.
😀 Sam: We should tell the supplier and ask for a replacement for the missing 20 white chairs.
🙂 Alex: I agree. I will contact them now and ask when they can send the correct chairs.
😀 Sam: Please ask them to confirm the delivery date. Also, keep the black chairs separate for return.
🙂 Alex: Good idea. I will follow up and update you once I hear back.
😀 Sam: Thanks, Alex. This way, we can fix the problem quickly before the event.
✏️ Exercise 1 – Fill in the Blanks
1.
We need to ____ the delivery against the order to check if the items are correct. (check / delay / damage)
2.
The supplier made a ____ error and sent the wrong products. (counting / packing / paying)
3.
Could you please send a ____ for the missing items as soon as possible? (invoice / payment / replacement)
4.
We should ____ the incorrect items separately until we return them. (keep / sell / order)
5.
I want to ____ the order number before I contact the supplier. (forget / confirm / cancel)
6.
The black chairs arrived, but we did not ____ them. (pay / pack / order)
🔗 Exercise 2 – Matching
1.
packing error
2.
replacement
3.
report a problem
4.
missing items
5.
return the goods
✅ Exercise 3 – Multiple Choice
1.
What is the first step when you find incorrect items in a delivery?
2.
If a supplier sends wrong items, what should you ask for?
3.
Why do we need to keep incorrect items separate in the warehouse?
4.
How can reporting incorrect goods quickly help the company?
5.
What information is important to include when reporting incorrect items?
🧩 Mini Practice
Practice answering aloud.
Say: We received some incorrect items in the delivery yesterday.
Say: Could you please send a replacement for the missing boxes?
Say: The supplier said the mistake was a packing error.
Say: I suggest keeping the wrong items separate in the warehouse.
Ask: How do you explain the problem when you report incorrect items to a supplier?
Say: I explain what items were wrong, the quantities, and the order number to help the supplier understand the problem.
Ask: What do you recommend we do if the supplier cannot send the replacement quickly?
Say: I recommend asking for options like an urgent delivery or another supplier while keeping the wrong items separate.
💼 Workplace Action
Write a short email to a fictional supplier reporting an incorrect delivery. Explain what was wrong, give the order number, and ask for a replacement and delivery date.
📝 Reflection
Can you describe a time when reporting incorrect items quickly helped solve a problem? What actions did you take, and what was the result?
🧭 Lesson Summary
In this lesson, you learned how to explain a purchasing problem and its cause clearly. You practised asking for corrections and suggesting practical solutions. Now you can report and manage incorrect items professionally in your workplace.
🔎 Answer Key
Check Your Understanding
- 100 white chairs
- It included 20 black chairs instead of white chairs
- A packing error
- Keep the black chairs separated and ready to return
Exercise 1 – Fill in the Blanks
- check
- packing
- replacement
- keep
- confirm
- order
Exercise 2 – Matching
- packing error – a mistake when packing the goods
- replacement – a new item sent to fix a problem
- report a problem – tell someone about a mistake
- missing items – products that are not in the delivery but should be
- return the goods – send back wrong or damaged items
Exercise 3 – Multiple Choice
- Report the problem to the supplier
- A replacement for the missing or wrong items
- To avoid mixing them with correct items before return
- It helps solve the problem before it affects other plans
- Order number, description of the problem, and quantity affected