Business English Podcast · Negotiations · Episode 15

Negotiating Compensation for a Delayed Shipment

The shipment arrived three weeks late — now compensation is on the table. A coach shows how to make the claim in English without damaging the relationship.

B2 · Monologue · 4 Min. · free

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Editorially reviewed by James Simmonds – English teacher since 2004Published 8 August 2026

SceneCoach Daniel walks through a real case: a supplier delivered three weeks late and production stood still. Step by step he builds the negotiation for compensation.

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Tip: listen to the episode twice before you start the test. · Worksheet (PDF)

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Daniel — Business English coach

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Transcript

The full transcript opens after the comprehension test — so you train real listening instead of reading along.

German support

DanielWelcome back. Today's case comes from a purchasing manager near Stuttgart. Her supplier delivered a shipment of control units three weeks late, her production line stood still for two days, and now she has to negotiate compensation — in English, with a supplier she still needs next year.Sie muss eine Entschädigung verhandeln – mit einem Lieferanten, den sie nächstes Jahr noch braucht.

DanielStep one happens before you pick up the phone: quantify the damage. Don't call and say the delay was 'a big problem'. Say what it cost: two days of downtime, four thousand euros in overtime, one penalty from your own customer. Numbers turn a complaint into a claim.Zahlen machen aus einer Beschwerde eine Forderung.

DanielStep two: open the call in a way that keeps the relationship amicable. A strong first sentence is: 'We value the partnership, and that's exactly why we need to talk about the July shipment.' You're signalling: this is serious, but we're not walking away.„Wir schätzen die Partnerschaft – genau deshalb müssen wir über die Juli-Lieferung sprechen."

DanielStep three: state the facts without emotion. 'The shipment was confirmed for the second of July and arrived on the twenty-third. As a result, our line was down for two days.' Notice the phrase 'as a result' — it links their delay to your damage, which is the heart of any compensation claim.

DanielStep four: name a specific remedy. Vague requests get vague answers. Ask for something concrete: 'We expect a credit note of five per cent on the invoice value, and priority handling for the next two orders.' A credit note is often easier for a supplier than a cash payment — same value for you, less pain for them.

DanielNow, a language warning, because I hear this mistake in almost every German-speaking negotiation. Our manager wrote: 'Please send us the credit note until Friday.' In English, that is wrong. German bis becomes by for deadlines. Please send us the credit note by Friday, the twelfth.Das deutsche „bis" wird bei Fristen zu „by" – nicht „until".

DanielUse until only for a state that continues: 'The offer is valid until Friday' — it stays valid the whole time. For a single action with a deadline — sending, paying, delivering — it's always by. 'Until Friday' tells a native speaker you'll be sending credit notes continuously all week.

DanielStep five: keep an escalation path, but don't open with it. If the supplier refuses, you can point to the contract: 'Our agreement includes a penalty clause for late delivery, and we'd prefer not to invoke it.' That single sentence usually moves the conversation — the threat is visible but still polite.„Wir würden die Vertragsstrafe ungern geltend machen" – die Drohung ist sichtbar, aber höflich.

DanielIn her case, it worked: the supplier agreed to a credit note within a week, and she never had to escalate. So, your checklist: quantify the damage, open amicable, link delay to damage with 'as a result', ask for a concrete remedy — and remember: deadlines take by, not until. See you in the next episode.

Key phrases

compensation

money or value given to make up for damage or loss

We are seeking compensation for the two days of lost production.

to quantify

to express something as a number or amount

Before the call, quantify exactly what the delay cost you.

downtime

time when machines or production are not running

The software failure caused six hours of downtime.

amicable

friendly and without conflict

Both sides wanted an amicable solution instead of a legal dispute.

as a result

phrase linking a cause to its consequence

The parts arrived late; as a result, we missed our own deadline.

credit note

a document reducing the amount a customer owes

The supplier issued a credit note for five per cent of the invoice.

remedy

a way of putting a problem right

We proposed a concrete remedy: a discount plus priority handling.

penalty clause

a contract term setting a payment for non-performance

The framework agreement contains a penalty clause for late delivery.

Language notes

In this episode a coach builds the complete negotiation for compensation after a late shipment: quantify the damage, open amicably, link the facts, ask for a concrete credit note, keep the penalty clause as an escalation path. Plus the most important preposition trap for Germans: bis = by, not until (level B2).

From complaint to claim

The core of the episode is turning frustration into structure: "a big problem" is a complaint, "two days of downtime and four thousand euros in overtime" is a claim. The link is "as a result" — the phrase that causally connects delay and damage. If you state this causal chain cleanly in English, you don't need threats: the numbers negotiate for you.

By or until: the bis trap

German "bis" covers two English words, and that is exactly what produces the mistake: single actions with a deadline take by ("send it by Friday"), continuing states take until ("valid until Friday"). "Please send the credit note until Friday" sounds to a native speaker as if you'll be sending credit notes continuously all week. In negotiations the distinction is not cosmetic: deadlines are the backbone of every agreement.

Firm on the issue, warm in tone

German negotiators often sound harsher in English than intended because they open with the demand. Daniel's opener reverses that: "We value the partnership, and that's exactly why we need to talk" combines a relationship signal and seriousness in one sentence. Even the escalation stays politely wrapped: "We'd prefer not to invoke it" makes the penalty clause visible without spelling it out — in English business tone, the strongest form of threat.

Keep practising: Learn business English online — with real teachers from Simmonds, since 2004.

Frequently asked questions

What language level is this episode for?

Level B2 (CEFR). The monologue uses upper-intermediate purchasing and contract English; the vocabulary list explains all eight key terms bilingually.

How do I claim compensation for a late delivery in English?

In five steps: quantify the damage (downtime, extra costs), open amicably ("We value the partnership …"), link the facts with "as a result", ask for a concrete remedy (e.g. "a credit note of five per cent") and mention the penalty clause only as a polite escalation path.

Is it "by Friday" or "until Friday"?

For deadlines and single actions: by ("Please send the credit note by Friday"). Until only for continuing states ("The offer is valid until Friday"). German "bis" covers both — which is why this is one of the most common German-speaker mistakes.

Is there a transcript to read along?

Yes, the full transcript with German support notes is on this page — listen first, then take the test, then read along.

Where can I practise negotiations like this live in English?

In the online business English courses from Simmonds Language Services (englisch-lehrer.com/online): live lessons with real teachers on Zoom, for companies and individuals across Germany — starting with a free consultation.

Want to practise these phrases in a real conversation?

The podcast trains your ear — in our online lessons you practise the conversation yourself, with real teachers. For companies across Germany since 2004.

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