Reporting Work Problems — I can ask for help and report a simple problem at work (missing, broken, late) using basic sentences.

Why Reporting Problems Matters at Work

In every workplace around the world, problems happen every day — equipment breaks, supplies run out, and deliveries arrive late. The ability to report a problem clearly is one of the most important communication skills a worker can have. Throughout the history of workplace communication, the emphasis has shifted from silent obedience to active participation, and modern employers expect every team member to speak up when something goes wrong. For English language learners entering or navigating the North American workforce, knowing a small set of reliable sentence patterns can make the difference between a small problem and a big one. This lesson gives you those patterns and the confidence to use them.

The central question this lesson addresses is straightforward but vital: How do I tell my supervisor or coworker about a problem at work using simple, correct English? We will focus on three of the most common workplace problems — something is missing, something is broken, or something is late — and build a toolkit of sentences you can use right away.

Core Principles of Reporting a Problem

Effective problem reporting in a workplace setting relies on a few foundational communication principles. You do not need long or complex sentences — in fact, shorter and clearer is better. These principles apply whether you are speaking to a supervisor, a coworker, or a customer. Each principle represents a building block that, when combined, creates a message your listener can understand and act on immediately.

The Problem-Reporting Sentence Formula

The diagram below shows the basic sentence formula you will use to report any workplace problem. Every report you make follows a simple three-part structure: you identify WHAT has a problem, you describe the PROBLEM, and you make a REQUEST for help. Study this diagram carefully, then practice building your own sentences from each column.

Notice how each full example at the bottom of the diagram combines one element from each column. The structure is always the same: Subject + is + problem adjective + polite question. You can mix and match from each column to create sentences for almost any basic workplace situation you encounter.

How These Sentences Work — Grammar Patterns

Understanding the grammar behind these sentences will help you create new ones on your own. The key structures use the verb "to be" in the present tense combined with an adjective or a negative form. These are among the simplest and most common sentence structures in English, and they are perfectly appropriate for reporting problems at work. Below, we break down each pattern so you can see exactly how it is built.

Pattern 1: Subject + IS + Problem Adjective

Pattern 2: Subject + IS NOT + Verb-ing

Pattern 3: We don't have + Noun

Pattern 4: Polite Request

Three Types of Workplace Problems — Missing, Broken, Late

While workplaces present many kinds of challenges, the three most common categories of everyday problems that a beginner English speaker will encounter are things that are missing, things that are broken, and things that are late. Each type calls for slightly different vocabulary and context. The diagram and table below organize these categories with example sentences and related vocabulary that you can use in real situations.

Worked Example — Reporting a Problem Step by Step

Let us walk through a complete workplace scenario from start to finish. Imagine you are a warehouse worker. You arrive at work in the morning and discover that the forklift is not starting. Your supervisor, Maria, is in her office. Here is exactly how you would report this problem, broken down into clear steps.

Politeness Levels — Choosing the Right Tone

In the American workplace, politeness matters. However, there is a spectrum — sometimes you need to be very direct (for example, in a safety emergency), and sometimes a softer, more polite approach is better (for example, when talking to a new supervisor). The table below compares three levels of directness and when to use each one. All three are correct English; the skill is knowing which level to use in each situation.

Moving Beyond Basic Reporting — What Comes Next

The sentence patterns you have learned in this lesson are your foundation. As your English improves, you will be able to add more detail, explain causes, and suggest solutions. The table below shows how each basic pattern you learned today connects to a more advanced version you will learn later. Do not worry about mastering the advanced column now — just notice how today's patterns naturally grow into more complex communication.

As you can see, the intermediate versions add time references (since Monday, was supposed to arrive at 9 a.m.), causes and reasons (because the supply order was delayed), and proposed solutions (Could we place an emergency order?). These are skills you will build in upcoming lessons. For now, master the basic pattern — it is the seed from which all these advanced skills will grow.

Practice Problems

Test your understanding with the following five practice scenarios. For each one, think about what you would say, then check the sample answer. Remember, there is often more than one correct way to say something — the answers below are examples of good responses.

Lesson Summary — Reporting Work Problems