#93 Reporting an Issue After Delivery｜French Business Phrases

In business, it is not uncommon to find minor errors or issues in a delivered product or file.

In such cases, it is important to communicate the problem calmly, seek the other party’s cooperation, and aim for a positive resolution.

This lesson introduces useful French expressions for reporting issues found after delivery, with sample dialogues and explanations.

Dialogue

A

Je vous contacte au sujet de la livraison d’hier. Nous avons remarqué un problème dans les fichiers reçus.
（I’m contacting you regarding yesterday’s delivery. We’ve noticed an issue in the files we received.）

B

Je suis désolé d’entendre cela. Pourriez-vous préciser la nature du problème ?
（I’m sorry to hear that. Could you please specify the nature of the problem?）

A

Oui, certains documents ne correspondent pas à la dernière version.
（Yes, some documents do not match the latest version.）

B

Je comprends. Nous allons vérifier immédiatement et vous renvoyer les bons fichiers.
（I understand. We will check right away and send you the correct files.）

A

Merci beaucoup. Nous apprécions votre réactivité.
（Thank you very much. We appreciate your prompt response.）

B

C’est normal. Nous ferons le nécessaire pour corriger l’erreur dans les plus brefs délais.
（Of course. We will take the necessary steps to correct the error as quickly as possible.）

1. Politely Reporting the Problem

When an issue occurs, the first step is to explain the situation calmly and clearly. Avoid emotional or vague expressions—state the facts concisely.

The phrase “au sujet de ～” means “regarding” or “concerning.” It is widely used in both emails and spoken communication.

Using this phrase before mentioning a problem sounds more professional than starting directly with “Il y a un problème.”

Next, clearly indicate that an issue has been found:

The verb remarquer means “to notice” or “to observe,” and is a polite way to say that a problem has been detected.

2. Explaining the Issue Clearly

Specify which part of the delivery contains the issue. Keep the explanation short and logical.

The expression “correspondre à ～” means “to correspond to” or “to match.”
Here it conveys that the delivered files are not up to date.

Other useful alternatives include:

Using “Il semble～” (it seems that～) allows you to point out a problem without sounding accusatory.

3. Requesting Action Politely

After describing the problem, ask for the necessary follow-up. Always frame your request politely, as a favor rather than a command.

Both are standard polite request forms using the conditional mood (Pourriez-vous…, Serait-il possible de…).

These are essential expressions in business communication, not only for troubleshooting but in any formal exchange.

4. Expressing Gratitude for Their Cooperation

When the other party apologizes or responds promptly, always express appreciation. This helps maintain a good business relationship even after a problem occurs.

The noun réactivité refers to “responsiveness” or “quick reaction,” a useful word in professional contexts.

5. Phrases for Responding to the Issue Yourself

If you are the one handling the issue, express sincerity and promptness.

These phrases convey professionalism and responsibility, reassuring your client that the issue will be handled properly.

Summary