Your manager assigned you a task to repair equipment that had a problem at your workplace. Write a letter to the local engineer. In your letter, describe the problem with the equipment explain why the machine is important (how it affects your work) say what is the best time to call them

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Question:

Your manager assigned you a task to repair equipment that had a problem at your workplace.
Write a letter to the local engineer. In your letter,

• describe the problem with the equipment

• explain why the machine is important (how it affects your work)

• say what is the best time to call them

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Sample Answer:

Dear Mr. Sharma,

I am writing to request your urgent assistance in repairing one of our office printers that has recently stopped functioning properly.

The printer, a Canon LaserJet model LBP2900, has been showing repeated paper jam errors, and it often shuts down unexpectedly in the middle of printing. Despite cleaning and restarting it several times, the problem persists and seems to have worsened over the last few days.

This machine is crucial for our daily operations as we use it to print customer invoices and internal reports. Since it stopped working, our team has been facing significant delays, and manual documentation has become time-consuming and inefficient.

It would be convenient if you could visit our office between 10 a.m. and 1 p.m. on weekdays, as our technical department will be available then to assist you and provide access to the maintenance room. Please let me know if that time suits you, or suggest another slot at your convenience.

Thank you in advance for your quick support. I look forward to your response.

Yours sincerely,
Ravi Mehta

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Useful Vocabulary & Collocations:

1. Urgent assistance – immediate help required.

2. Stopped functioning properly – not working as expected.

3. Repeated paper jam errors – a common printer malfunction.

4. Worsened over the last few days – gradually became more serious.

5. Crucial for daily operations – essential for everyday tasks.

6. Facing significant delays – experiencing slowdowns.

7. Manual documentation – writing or recording by hand.

8. Maintenance room – area used for repairs and servicing.

9. At your convenience – when it suits you.

10. Look forward to your response – polite way to end formal letters.

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