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Maintenance & Technical Support

Requesting a Repair Service Quote

A department head or project manager contacts an external vendor or an internal repair team to get an estimate for a significant repair, discussing the scope of work and potential costs.

Dialogue

Listen and follow along with the conversation

1
Sarah (Female)
Hi John, thanks for taking my call. We're looking at a pretty significant repair for our main production line's conveyer system, specifically the high-speed sorting unit.
2
John (Male)
No problem, Sarah. I understand. Can you give me a bit more detail on what the issue is? Is it a mechanical failure, or more of an electrical issue?
3
Sarah (Female)
It's primarily mechanical. We've got a major bearing seizure and some structural damage to the frame itself. We suspect it's beyond what our in-house team can handle efficiently, given the part sourcing and specialized tools needed.
4
John (Male)
Understood. That sounds like it definitely requires external expertise. To give you an accurate quote, we'll need to schedule an on-site assessment. When would be a good time for our technicians to visit?
5
Sarah (Female)
How about next Tuesday morning? Say, 9 AM? We're trying to minimize downtime, so getting this sorted quickly is critical. Could you also include an estimated turnaround time for the repair in the quote?
6
John (Male)
Tuesday at 9 AM works for us. I'll confirm that with my team. And yes, we can certainly provide a projected timeline once we've assessed the full scope of work. We'll break down the labor, parts, and estimated time in the quote.
7
Sarah (Female)
Perfect. Just to clarify, will your assessment fee be integrated into the final repair cost, or is that a separate charge?
8
John (Male)
Good question. Our initial on-site assessment is complimentary for repair quotes of this scale. You'll only be charged if you proceed with the repair service itself. I'll make sure that's clear in the formal proposal.
9
Sarah (Female)
Excellent, that's good to know. We look forward to your team's visit on Tuesday. Please send over an email confirmation with the appointment details.
10
John (Male)
Will do, Sarah. I'll send that over right away. Thanks for reaching out.

Vocabulary

Essential words and phrases from the dialogue

conveyor system

A machine that moves materials from one place to another, like a belt in a factory. Useful for describing industrial equipment in maintenance talks.

bearing seizure

When a bearing in a machine gets stuck and stops working due to friction or damage. Common term in mechanical repairs.

structural damage

Harm to the main framework or build of something, like a machine's frame. Important for explaining serious equipment issues.

on-site assessment

An evaluation done at the location where the problem is, not in an office. Practical for scheduling technical visits.

downtime

The period when a machine or system is not working, causing loss of production. Key in business to discuss minimizing delays.

turnaround time

The time needed to complete a repair or task. Useful for asking about how long services will take.

complimentary

Free of charge, often for initial services. Helpful in negotiations about costs.

quote

An estimated price for a service or repair. Essential for requesting cost information in professional settings.

Key Sentences

Important phrases to remember and practice

Thanks for taking my call.

A polite way to start a phone conversation, showing appreciation. Useful for professional calls; uses 'thanks for + gerund' structure.

Can you give me a bit more detail on what the issue is?

Asks for more information clearly. Great for troubleshooting; 'a bit more' softens the request, and 'on what' specifies the topic.

It's primarily mechanical.

Describes the main type of problem. 'Primarily' means 'mainly'; useful for categorizing issues in technical discussions.

To give you an accurate quote, we'll need to schedule an on-site assessment.

Explains a necessary step for an estimate. Shows conditional purpose with 'to + verb'; practical for coordinating services.

We're trying to minimize downtime, so getting this sorted quickly is critical.

Expresses urgency in business. 'Minimize' means reduce; 'so' connects reasons; ideal for emphasizing importance in repairs.

Could you also include an estimated turnaround time for the repair in the quote?

Requests additional info politely. 'Could you' is a polite question form; useful for specifying what to include in proposals.

Will your assessment fee be integrated into the final repair cost, or is that a separate charge?

Clarifies costs with alternatives. 'Integrated into' means included; 'or' presents options; key for cost discussions.

Our initial on-site assessment is complimentary for repair quotes of this scale.

Informs about free services. 'Initial' means first; 'of this scale' specifies size; helpful for reassuring clients about fees.