PTE Academic Respond to a Situation
The "Respond to a Situation" task is a new
addition to the PTE Academic exam, designed to assess your ability to handle
real-world university or workplace scenarios with appropriate spoken English .
Here is a comprehensive guide to help you master it.
📝 Task Introduction and
Exam Format
What is the task?
You will be presented with a written or audio scenario
based on everyday campus or professional life (e.g., talking to a professor,
dealing with a landlord, or responding to a colleague). You have a short time
to prepare and then must speak a natural and appropriate response .
Number of Questions & Scoring
The "Respond to a Situation" task is a key
part of the PTE Speaking section. The key facts are summarized below.
|
Feature |
Details |
|
Number of Questions |
2 to 3 per exam session . |
|
Preparation Time |
20 seconds . |
|
Response Time |
40 seconds . |
|
Scoring Weight |
Contributes approximately 6% to your overall score and 13%
to your Speaking score . |
|
Scoring
Type |
Partial Credit (AI + human verification) . |
🎯 How to Approach the Task
To score well, you need to demonstrate both content
relevance and appropriate language. Here is a reliable template and strategy .
1. Introduction (Set the Tone)
Greeting: Start with a polite salutation appropriate to the
person. Address the person directly (e.g., "Good morning, Professor,"
"Hello, [Name]").
Purpose: State the reason for your call or message clearly and
immediately. This shows you understand the topic.
2. Body (Address the Issue)
Explain the
Situation: Provide a brief,
clear account of the issue or your perspective. Include necessary details
(e.g., "The problem started two weeks ago...").
Offer a
Solution/Request: State what you
want or what you will do. Give a logical reason for your choice (e.g., "I
can't come to the event because I have a deadline.").
Add Details: Include any specific, relevant information like
dates, times, or names.
3. Conclusion (End Politely)
Closing: End with a courteous statement. Ask for a follow-up,
offer thanks, or suggest a next step (e.g., "Please let me know what you
decide," "I look forward to hearing from you.").
🗣️ Formal vs. Informal
Language
The single most important strategy is matching your
language to the situation and the person you are addressing . Using the wrong
tone is a frequent and costly error .
Formal Situations (Professor,
Manager, Landlord, Service Complaint)
Characteristics: Professional, respectful, polite, precise vocabulary.
Phrases to Use:
- "I am writing to request..."
- "I would like to inform you..."
- "I would appreciate your assistance
with..."
- "Could you please...".
Phrases to Avoid: Informal greetings (e.g., "Hey"), contractions
(e.g., "don't", "can't"), vague words (e.g.,
"stuff", "a lot"), and slang.
Informal Situations (Friend,
Classmate, Peer)
Characteristics: Friendly, casual, natural conversational tone.
Phrases to Use:
- "Hi [Name]!"
- "I just wanted to let you know..."
- "I'm sorry, but I can't make it
because..."
- "Could we maybe...?"
- "Thanks a lot!"
Phrases to Avoid: Overly formal and stiff language that would sound
unnatural between friends.
💡 Exam-based Examples
Let's look at how to apply these rules to different
scenarios.
Scenario A: Formal – Student to
Professor
Prompt: You have missed a class for an important reason.
Leave a message for your professor.
Model Answer
(Formal):
"Hello, Professor [Name]. This is [Your Name]
from your Tuesday morning History 101 class. I am calling to inform you that I
was unfortunately unable to attend the lecture today. I apologize for my
absence and hope it didn't cause any disruption. I had a sudden personal matter
that required my immediate attention. If possible, I would like to schedule a
brief meeting during your office hours to catch up on what I missed. I would
also be very grateful if you could let me know the topics covered. Thank you
for your time, and I look forward to speaking with you soon."
Scenario B: Informal – Friend to
Friend
Prompt: Your friend has invited you to a weekend trip, but
you have a prior commitment. Respond.
Model Answer
(Informal):
"Hey [Friend's Name],
thanks so much for the invite to the hiking trip this weekend! It sounds like a
lot of fun. I'm really sorry, but I'm going to have to say no this time. My
family is visiting from out of town, and I have to spend Saturday with them. I
was really hoping to come, but maybe we can plan for another weekend? I know
you've been wanting to go to that spot, so we should definitely reschedule. Let
me know what you think. Thanks for understanding!"
15
Complete Sets of “Respond to a Situation” Tasks
Each set contains one
formal and one informal situation, followed by a complete model answer.
Set 1: Apologizing for Missing
Something
Formal: Student to
Professor
Prompt: You missed an important exam due to a family
emergency. Leave a voicemail for your professor explaining the situation and
requesting a chance to retake it.
Complete Answer
(Formal)
"Good
morning, Professor Anderson. This is Michael Chen from your Economics 201
class, section B. I am calling to sincerely apologize for missing the midterm
examination today. Unfortunately, I received an urgent call this morning that
my mother was hospitalized, and I had to rush to the hospital immediately. I
understand this is a serious matter, and I take full responsibility for not
notifying you in advance. I am respectfully requesting an opportunity to
discuss the possibility of a makeup examination at your earliest convenience. I
am available any time that suits your schedule. I would be extremely grateful
for your understanding in this difficult situation. Please let me know if you
require any documentation. Thank you for your time, and I hope to hear from you
soon."
Informal: Friend
to Friend
Prompt: You promised to pick up your friend from the airport,
but you completely forgot. Call your friend and apologize.
Complete Answer
(Informal)
"Hey Sarah!
Oh my gosh, I am so, so sorry! I completely spaced out and forgot that I was
supposed to pick you up from the airport today. I feel absolutely terrible
about it. I was so caught up with work that it totally slipped my mind. I know
you must be really frustrated with me right now. Please, let me make it up to
you. I can call a cab for you right now, or I can come and get you if you're
willing to wait about thirty minutes. I really am so sorry for the
inconvenience. Let me know what you want to do, and I'll fix this right away.
Again, I'm really sorry!"
Set 2: Making a Complaint
Formal: Customer
to Service Provider
Prompt: You ordered a new laptop online, but it arrived
damaged. Call the customer service department to complain and request a
replacement.
Complete Answer
(Formal)
"Good
morning, my name is Priya Sharma, and I am calling to register a complaint
regarding an online order I recently received. My order number is 874392, and I
placed it on the 15th of this month. The laptop arrived today, but
unfortunately, the packaging was severely damaged, and upon opening it, I
discovered that the screen is cracked and the device will not power on. This is
extremely disappointing as I urgently need this laptop for my work. I would
like to request a full replacement for this damaged unit. Could you please
advise me on the procedure for returning this item and receiving a new one? I
would also appreciate expedited shipping for the replacement. Please let me
know what documentation you require from me. I look forward to your prompt
assistance in resolving this matter."
Informal:
Customer to Friend
Prompt: You bought a phone online that stopped working after
one day. Tell your friend about it and ask for advice.
Complete Answer
(Informal)
"Hey Rahul!
You won't believe what happened. I bought that new smartphone I was telling you
about, and it literally stopped working after just one day! I'm so annoyed
right now. I spent so much money on it, and now it won't even turn on. I feel
like I got scammed or something. What do you think I should do? Should I call
customer service, or should I just return it and ask for a refund? You're
usually good with this kind of stuff. I'm thinking of going to the store
directly tomorrow. Do you want to come with me? I could really use some
support. Let me know what you think!"
Set 3: Requesting an Extension
Formal: Student
to Professor
Prompt: You have a major research paper due in two days, but
you are struggling to complete it. Email your professor requesting an
extension.
Complete Answer (Formal)
"Dear
Professor Williams, I hope this email finds you well. I am writing to
respectfully request a short extension on the research paper due this Friday
for your Sociology 301 class. I have been diligently working on the paper, but
I have unfortunately fallen behind schedule due to a severe case of food
poisoning that kept me bedridden for three days this week. I have completed
most of the research, but I need a few more days to properly analyze the data
and write my conclusions. I am not asking for a long delay; I would be very
grateful if you could grant me a three-day extension until Monday. I understand
the importance of deadlines and sincerely apologize for any inconvenience this
may cause. Please let me know if this is acceptable, or if you require any
documentation. Thank you for your understanding."
Informal: Friend
to Friend
Prompt: You promised to help your friend move to a new
apartment this weekend, but you need to reschedule. Call and explain.
Complete Answer
(Informal)
"Hey Jake!
I'm really sorry to do this, but I need to bail on helping you move this
weekend. My boss just dumped a huge project on me, and I have to work all
weekend to get it done. I feel so bad because I know you were counting on me. I
promise I'm not just trying to get out of it! Can we reschedule for next
weekend instead? I'll bring pizza and drinks to make up for it. Or, if you can
find someone else for Saturday, I can definitely help on Sunday afternoon. I'm
so sorry about this. Let me know what works for you, and I'll make it
happen!"
Set 4: Declining an Invitation
Formal: Employee
to Manager
Prompt: Your manager has invited you to a weekend
team-building retreat, but you have a family obligation. Respond politely.
Complete Answer (Formal)
"Good
afternoon, Mr. Thompson. I hope you are having a pleasant day. I am writing to
graciously thank you for the invitation to the team-building retreat this
coming weekend. I very much appreciate being included, and I am certain it will
be a wonderful event. Unfortunately, I must respectfully decline as I have a
prior family commitment that I cannot reschedule. My parents are celebrating
their 40th wedding anniversary, and the family gathering has been planned for
months. I truly regret that I will not be able to join the team, and I hope
this will not cause any inconvenience. Please let me know if there is any way I
can contribute to the event preparation in advance. I look forward to
participating in future team activities."
Informal: Friend
to Friend
Prompt: Your friend is having a party this weekend, but you
are exhausted and want to stay home. Respond to their invitation.
Complete Answer
(Informal)
"Hey Maya!
Thanks so much for inviting me to your party this weekend! I bet it's going to
be amazing. Honestly though, I think I'm going to have to take a rain check on
this one. I've had the most exhausting week ever, and I'm completely drained. I
just want to stay home and do absolutely nothing this weekend. I feel bad
because you're always throwing great parties, and I hate missing them. Let's
definitely hang out soon, maybe just the two of us for coffee next week? I'll
make it up to you, I promise! Have an awesome party!"
Set 5: Asking for Help
Formal: Student
to Academic Advisor
Prompt: You are struggling to choose your courses for next
semester. Call your academic advisor to schedule a meeting.
Complete Answer
(Formal)
"Hello, this
is David Kim calling from the Computer Science department. I am a sophomore student,
and I was hoping to speak with you regarding my course selection for the
upcoming semester. I am feeling quite uncertain about which electives would
best align with my career goals in artificial intelligence. I would be
extremely grateful for an opportunity to schedule a brief meeting with you to
discuss my options and seek your professional guidance. I am available on
Monday, Wednesday, or Friday afternoons at your convenience. Could you please
let me know if you have any available time slots next week? Thank you very much
for your time and assistance."
Informal: Friend
to Friend
Prompt: You need to borrow some money until your payday. Call
your friend and ask for help.
Complete Answer
(Informal)
"Hey Sam! I
know this is a really awkward question, but I'm in a bit of a tight spot. My
paycheck doesn't come in until next Friday, and I've literally got no cash left
for food or transport. I feel so embarrassed asking, but is there any chance
you could lend me about two thousand rupees until I get paid? I promise I'll
pay you back the very day I get my salary. I totally understand if you can't,
but I just thought I'd ask. Let me know, and thanks for always being such a
good friend!"
Set 6: Resolving a Conflict
Formal: Employee
to Colleague
Prompt: A colleague has been taking credit for your work in
team meetings. Speak to them privately about the issue.
Complete Answer
(Formal)
"Good
afternoon, Anita. Do you have a moment to speak privately? I wanted to discuss
something that has been on my mind regarding our recent team meetings. I've
noticed that during the presentations, my contributions to the project were
mentioned as part of your work. I feel that it's important for us to be clear
about who is responsible for which aspects of the project. I have no problem
collaborating, and I value our teamwork, but I would appreciate it if you could
acknowledge my contributions when they are presented. I'm sure this was not
intentional, but I wanted to bring it to your attention directly. How would you
feel about dividing the presentation sections more clearly in the future so
that we both get proper recognition?"
Informal: Friend
to Friend
Prompt: Your best friend promised to come to your important
event but didn't show up. Call them to express how you feel.
Complete Answer
(Informal)
"Hey Rohan.
I'm not angry, I'm just really disappointed. I waited for you at the event for
so long, and you never showed up or even called. This was really important to
me, and I specifically told you how much it meant to have you there. I
understand things come up, but I would have appreciated a quick text or
something. You've done this a few times now, and it honestly hurts. I'm not
trying to start a fight, but I needed to tell you how I feel. Can we talk about
this properly? I just want to understand what happened."
Set 7: Giving Feedback
Formal: Student
to Professor
Prompt: You attended a guest lecture and want to give
positive feedback to your professor about the experience.
Complete Answer
(Formal)
"Dear
Professor Sharma, I hope this message finds you well. I am writing to express
my sincere appreciation for the guest lecture you arranged for our Marketing
class yesterday. Mr. Gupta's session on digital marketing strategies was
incredibly insightful and practical. I particularly found his case study on
social media campaigns to be highly relevant to our coursework. It was
wonderful to have the opportunity to learn from an industry expert, and I truly
believe that sessions like these significantly enhance our understanding of the
subject. Thank you so much for organizing such a valuable learning experience
for us. I hope we will have more opportunities like this in the future."
Informal: Friend
to Friend
Prompt: Your friend made a terrible recipe for dinner. They
ask for your honest opinion. Give gentle feedback.
Complete Answer
(Informal)
"Okay, so
here's the thing. I love that you cooked for me, and I really appreciate the
effort you put into it. The idea was great, but I think maybe you used too much
salt in the pasta. It was a little overpowering. And the chicken was a bit dry,
but honestly, that happens to everyone when they're trying a new recipe. I'm
not trying to be rude at all! I'm being honest because I know you want to get
better at cooking. Maybe next time we could try a simpler recipe together, and
I can show you how I do it. What do you think? Don't be offended, okay?"
Set 8: Making a Request
Formal: Employee
to HR
Prompt: You need to request a change in your work schedule
due to personal reasons. Write an email to the HR department.
Complete Answer
(Formal)
"Dear Ms.
Patel, I hope this email finds you well. I am writing to formally request a
change to my current work schedule. As you are aware, I am currently working
the morning shift from 8 AM to 4 PM. Due to unforeseen personal circumstances,
I would like to request a transfer to the afternoon shift from 12 PM to 8 PM,
effective the first of next month. I have discussed this matter with my team
leader, and he has assured me that the team can accommodate this change. I
understand the importance of my role and assure you that this change will not
affect my productivity. Please let me know if you need any further information
to process this request. I would be grateful for your positive
consideration."
Informal: Friend
to Friend
Prompt: You want to stay at your friend's place for a few
days while your apartment is being painted. Call and ask them.
Complete Answer
(Informal)
"Hey Tina! I
have a huge favor to ask you. The painter is coming to redo my entire
apartment, and they said I can't stay there for at least three days because of
the fumes and the mess. I was wondering if I could crash at your place for a
few nights? I promise I'll be super tidy and I'll even cook dinner for us both
every night. I hate being a burden, so if it's not convenient at all, just tell
me. I completely understand. But if you say yes, I'll be forever grateful! Let
me know, and no pressure at all."
Set 9: Explaining a Mistake
Formal: Employee
to Manager
Prompt: You accidentally sent an important email to the wrong
client. Call your manager and explain the situation.
Complete Answer
(Formal)
"Good
morning, Ms. Sharma. I am calling to inform you about a mistake I made that I
take full responsibility for. Earlier this morning, I was sending an email containing
sensitive information to our client, ABC Corporation. However, due to a copying
error, I accidentally sent it to another client on my list instead. I realized
the error immediately and have taken steps to recall the email. I have also
sent an apology email to the recipient explaining that it was sent in error. I
sincerely apologize for this oversight, and I assure you that I will
double-check all recipient addresses before sending any future emails. I am
happy to discuss this further if needed. Thank you for your
understanding."
Informal: Friend
to Friend
Prompt: You accidentally told your friend's secret to someone
else. Call them and confess.
Complete Answer
(Informal)
"Hey Anjali!
I need to tell you something, and I know you're going to be really upset with
me. I'm so, so sorry, but I accidentally let your secret slip to Priya
yesterday. I didn't mean to at all – it just came out in the conversation, and
I felt terrible right after. I completely understand if you're angry with me.
That was a huge mistake, and I should have been more careful. Is there anything
I can do to make it up to you? I'm really sorry, and I promise I'll be way more
careful with your secrets from now on."
Set 10: Giving Advice
Formal: Senior
Colleague to Junior Colleague
Prompt: A new colleague is struggling to adjust to the
fast-paced work environment. Offer them some professional advice.
Complete Answer
(Formal)
"Good morning,
Rajesh. I noticed you've been working quite late recently, and I understand
that adjusting to our work pace can be challenging in the beginning. If I may
offer some advice, I would suggest prioritizing your tasks by urgency and
importance at the start of each day. I also find that breaking larger projects
into smaller, manageable tasks helps reduce stress. Additionally, do not
hesitate to ask questions or seek clarification when you are unsure. It is far
better to ask than to make incorrect assumptions. We have a supportive team
here, and everyone is willing to help. Please feel free to reach out to me
anytime if you need guidance."
Informal: Friend
to Friend
Prompt: Your friend is confused about whether to take a new
job offer or stay in their current job. Give them your honest advice.
Complete Answer
(Informal)
"Look, here's
what I honestly think. You've been complaining about your current job for
months, saying you're bored and underpaid. This new opportunity sounds like
exactly what you've been wanting, right? More money, better role, and a chance
to learn new skills. I know change is scary, but you're always telling me you
want to grow. I say go for it! You can't keep playing it safe forever. But
obviously, this is your decision. Think about what makes you happy in the long
run, not just what's comfortable right now. Whatever you decide, I'll support
you."
Set 11: Requesting Information
Formal: Student
to University Administration
Prompt: You need information about the scholarship
application process. Call the financial aid office.
Complete Answer
(Formal)
"Good
morning, this is Suresh Adhikari calling from the Department of Computer
Science. I am a second-year student, and I am interested in applying for the Merit
Scholarship for the upcoming academic year. I would like to request some
information regarding the application process and eligibility criteria. Could
you please advise me on the application deadline, required documents, and
whether there is an interview component? I would also appreciate it if you
could let me know if the scholarship covers full tuition fees or only a
portion. I am available to visit the office in person if that would be helpful.
Thank you very much for your assistance."
Informal: Friend
to Friend
Prompt: You want to know about a new restaurant your friend
visited last week. Ask them about it.
Complete Answer
(Informal)
"Hey Vikram!
I heard you went to that new Thai place last weekend. How was it? I've been
thinking of taking my family there this weekend, but I wanted to know if it's
actually good or just hyped up. Was the food authentic? What's their specialty?
And how expensive is it? I really need a good recommendation because I can't
afford to waste money on bad food right now. Let me know all the details! If
you say it's good, I'll book a table for Sunday."
Set 12: Responding to an
Accusation
Formal: Employee
to Supervisor
Prompt: A supervisor has wrongly accused you of being late to
work. Respond professionally and clarify the situation.
Complete Answer
(Formal)
"Good
afternoon, Mr. Kumar. I understand from your earlier comment that you believe I
arrived late to work today. I wanted to respectfully clarify the situation. I
arrived at the office at 8:55 AM, which is five minutes before the official
start time. I can provide you with the time-stamped entry log from the security
desk as proof, and I also have a witness who saw me at my desk before 9 AM. I
value punctuality and take my attendance very seriously. If there is any
confusion regarding my timekeeping, I would be happy to provide further
documentation. I simply wanted to ensure that the record is accurate."
Informal: Friend
to Friend
Prompt: Your friend accused you of gossiping about them behind
their back. Respond and defend yourself.
Complete Answer
(Informal)
"Whoa, hold
on a minute! I can't believe you would think I would gossip about you. I have
never, ever said anything bad about you to anyone. I don't know who told you
that, but I promise you, it's not true. You're one of my closest friends, and I
would never betray your trust like that. If someone is spreading rumors, that's
on them, but it's definitely not coming from me. Can we talk about this face to
face? I think you might have heard something completely wrong. I value our
friendship way too much to do something like that."
Set 13: Proposing a New Idea
Formal: Employee
to Manager
Prompt: You have an idea for improving office efficiency.
Present it to your manager in a professional manner.
Complete Answer
(Formal)
"Good
morning, Mr. Sharma. I hope you are having a productive day. I have been
thinking about our current project management system, and I would like to
propose a new idea that could potentially improve our team's efficiency. I have
noticed that we spend a significant amount of time on manual status updates. I
suggest we implement a cloud-based project management tool like Asana or
Trello. This would allow real-time tracking and reduce the need for lengthy
status meetings. I have researched a few options and have prepared a brief
presentation outlining the costs and benefits. Would you be open to me
presenting this idea during our next team meeting? I am confident it could save
us considerable time and effort."
Informal: Friend
to Friend
Prompt: You have an idea for a new business venture and want
your friend to join you. Present your idea to them.
Complete Answer
(Informal)
"Hey, I've
been thinking about something, and I want your honest opinion. I want to start
a small food delivery business focusing on healthy home-cooked meals. I know
it's a competitive market, but I think there's a gap for really good,
affordable healthy options. I need someone to help me with the marketing and
delivery side of things, and I immediately thought of you. What do you think? I
think we could actually make it work. We could start small and see how it goes.
Are you in? Think about it and let me know."
Set 14: Expressing Gratitude
Formal: Employee
to HR
Prompt: You received a promotion and want to thank the HR
department and your manager for their support.
Complete Answer
(Formal)
"Dear Mr.
Sharma and Ms. Patel, I am writing to express my deepest gratitude for your
support in my recent promotion to Senior Analyst. This opportunity means a great
deal to me, and I am genuinely appreciative of the trust and confidence you
have placed in me. I want to thank you for the guidance and encouragement you
have provided throughout my time here. I am committed to working hard and
contributing even more to the success of our organization. Please know that I
value the recognition and will continue to strive for excellence in my new
role. I am grateful to be a part of such a supportive team."
Informal: Friend
to Friend
Prompt: Your friend helped you through a difficult time, and
you want to thank them properly.
Complete Answer
(Informal)
"Hey, I just
want to say thank you from the bottom of my heart. I honestly don't know what I
would have done without you these past few weeks. You were there for me when I
was at my lowest, and you never once made me feel like a burden. You stayed up
late with me, listened to me cry, and gave me the best advice. I'm so lucky to
have you as a friend. Words can't really express how grateful I am. I owe you
one, big time. Seriously, if you ever need anything, I'm here for you. Thank
you so much."
Set 15: Rescheduling a Meeting
Formal: Manager
to Client
Prompt: You need to reschedule an important meeting with a
client due to an unexpected conflict. Call the client and apologize.
Complete Answer
(Formal)
"Good
afternoon, Mr. Patel. This is Ramesh Kumar from ABC Consulting. I hope I am not
interrupting your day. I am calling to apologize, but I need to request a
reschedule for our meeting scheduled for tomorrow at 10 AM. Unfortunately, an
unexpected urgent matter has arisen at my office that requires my immediate
attention, and I will not be available tomorrow. I sincerely apologize for any
inconvenience this may cause. Would it be possible to reschedule our meeting
for the day after tomorrow at the same time, or another time that is more
convenient for you? Please let me know your availability, and I will make sure
our new meeting time works perfectly for your schedule. Thank you for your
understanding."
Informal: Friend
to Friend
Prompt: You need to cancel your dinner plans with a friend at
the last minute. Call them and explain.
Complete Answer
(Informal)
"Hey, I'm
really sorry to do this to you last minute, but something has come up and I
have to cancel our dinner plans tonight. My boss just called and told me to
come in for a last-minute meeting. I'm so annoyed about it, and I feel awful
for canceling on you. Can we reschedule for tomorrow or Friday instead? Dinner
on me this time! I really was looking forward to it, but there's nothing I can
do about this. Let me know what works for you, and I promise I won't cancel
again."
Summary Table: Formal vs.
Informal Language
|
Aspect |
Formal |
Informal |
|
Greeting |
"Dear Sir/Madam," "Good morning," |
"Hey," "Hi," "Hello," |
|
Tone |
Professional, respectful, polite |
Friendly, warm, casual |
|
Vocabulary |
Precise, advanced |
Simple, conversational |
|
Contractions |
Avoid (do not, cannot) |
Use (don't, can't, won't) |
|
Phrases |
"I would like to request..." |
"I was wondering if..." |
|
Closing |
"Yours sincerely," "I look forward..." |
"Thanks," "Talk soon,"
"Cheers" |
|
Address |
"Mr./Ms./Professor/Dr." |
First name, nickname, "bro," "dude" |
|
Structure |
Complete sentences, detailed |
Shorter sentences, more direct |
Set 16: Asking
for Permission
Formal: Employee to
Manager
Prompt: You need to leave work early for three consecutive
days next week to pick up your child from school. Request permission from your
manager.
Complete Answer
(Formal)
"Good
morning, Mr. Sharma. I hope you are well. I am writing to formally request
permission to leave the office early next week on Monday, Tuesday, and
Wednesday at 3:00 PM instead of my usual 5:00 PM departure time. My child's
school has changed their dismissal schedule temporarily, and I am the only one
available to pick them up. I understand that this is a deviation from my
regular schedule, and I want to assure you that I will complete all my daily
tasks before leaving. I am also willing to come in earlier or work from home in
the evenings to make up for any missed hours. I would be very grateful for your
approval of this temporary arrangement. Please let me know if you have any
concerns or require further information."
Informal: Friend
to Friend
Prompt: You want to borrow your friend's car for a day to run
some errands. Ask them for permission.
Complete Answer
(Informal)
"Hey! I have
a huge favor to ask you. I need to run a bunch of errands tomorrow, and my car
is in the shop. I was wondering if I could borrow your car for just one day? I
promise I'll be super careful with it and fill up the tank before I return it.
I know you're always protective of your car, and I totally understand if you
say no. But I thought I'd ask just in case. Let me know what you think. I'll
even wash it for you as a thank you!"
Set 17: Responding to a Complaint
Formal: Customer
Service Representative to Customer
Prompt: A customer is complaining about a late delivery.
Respond professionally and offer a solution.
Complete Answer
(Formal)
"Good afternoon,
Mr. Gupta. Thank you for bringing this matter to our attention. I sincerely
apologize for the delay in delivering your order. I completely understand your
frustration, and I assure you that we take this matter very seriously. After
checking our records, I can see that your order was shipped on time, but
unfortunately, it seems to have been held up at the courier's warehouse due to
a logistical error. I have personally contacted the courier company and have
escalated the issue to ensure that your package is delivered by tomorrow
morning at the latest. As a gesture of our apology, I have also applied a 15%
discount to your next order. Please let me know if this resolution is
acceptable to you, or if there is anything else I can do to assist you."
Informal: Friend
to Friend
Prompt: Your friend is complaining that you never have time
to hang out anymore. Respond to their complaint.
Complete Answer
(Informal)
"I know, I
know. I've been a terrible friend lately. I'm really sorry that I haven't made
time to hang out. Work has been absolutely insane, and I'm honestly struggling
to keep up. But that's not an excuse, and I understand why you're upset. You're
right. I have been cancelling plans, and that's not fair to you. I promise I'll
make it up to you. How about we plan something for this weekend, just the two
of us? I'll clear my whole schedule. Please don't think I'm avoiding you on
purpose. I value our friendship so much."
Set 18: Introducing Yourself
Formal: New Employee
to Team
Prompt: You are a new employee on your first day. Introduce
yourself to your team in a professional manner.
Complete Answer
(Formal)
"Good
morning, everyone. It is a pleasure to meet you all. My name is Anjali Rana,
and I am joining the Finance Department as the new Senior Accountant. I come
with seven years of experience in corporate accounting, and I am genuinely
excited to be part of this organization. I am eager to collaborate with each of
you, learn from your expertise, and contribute positively to our team's goals.
I understand that every team has its own dynamics, and I am committed to
adapting quickly and being a supportive colleague. Please feel free to approach
me anytime if you have questions or if there is anything you would like me to
assist with. I look forward to working with all of you and building strong
professional relationships."
Informal: Friend
Introducing a New Friend
Prompt: You are introducing your best friend to another group
of friends. Do it casually.
Complete Answer
(Informal)
"Hey
everyone! I want you all to meet my best friend, Rohan. He's the guy I'm always
talking about. Rohan, these are my friends from college. I've known this guy
since we were kids, and I promise you, he's one of the funniest and most loyal
people you'll ever meet. He's a total foodie, and he's also really into music,
so I'm sure you'll have a lot to talk about. Rohan, don't be shy – these guys
are super chill. You're gonna fit right in. Welcome to the crew!"
Set 19: Declining a Request
Formal: Manager
to Employee
Prompt: An employee has requested a salary advance, but
company policy does not allow it. Respond professionally.
Complete Answer
(Formal)
"Dear Mr.
Thapa, thank you for your request for a salary advance. I understand that
financial situations can sometimes be challenging, and I appreciate you
bringing this to my attention. After reviewing our company policy, I regret to
inform you that we are unable to approve salary advances at this time. This is a
standard policy that applies to all employees, and it is not something I have
the authority to override. However, I would encourage you to speak with the HR
department to discuss any other support options that may be available to you,
such as a payroll deduction plan or guidance on financial resources. I am sorry
that I cannot be more helpful in this instance. Please let me know if you would
like me to facilitate a meeting with HR for you."
Informal: Friend
to Friend
Prompt: Your friend wants to borrow a large sum of money, but
you cannot lend it to them. Respond honestly.
Complete Answer
(Informal)
"Look, I
really wish I could help you out with the money, but I honestly just don't have
that kind of cash right now. I'm in a tight spot myself, and I've got my own
bills to pay at the moment. I'm not saying that to make you feel bad – I just
don't want to promise something I can't deliver. I feel really bad saying no
because I know you're in a difficult situation. Is there anything else I can do
to help? Maybe I can help you find a small loan or something? I'm here for you,
even if I can't lend you the money directly."
Set 20: Giving Instructions
Formal:
Supervisor to Team
Prompt: You are assigning tasks for a new project to your
team. Give clear professional instructions.
Complete Answer
(Formal)
"Good
morning, team. I hope everyone is having a productive week. I would like to
brief you on the tasks for our upcoming project, which officially begins on
Monday. I am assigning each of you specific responsibilities based on your
expertise. Rajesh, you will be responsible for data collection and preliminary
analysis. Anita, I need you to handle the client communications and prepare the
presentation materials. Sunita, you will oversee the quality control and
timeline management. I expect the first round of deliverables to be completed
by Wednesday. Please ensure that you submit your progress reports to me by the
end of each day. If you have any questions or need clarification regarding your
specific tasks, please do not hesitate to approach me. I appreciate your
dedication and look forward to a successful collaboration."
Informal: Friend
to Friend
Prompt: You are giving your friend detailed instructions on
how to get to your new apartment.
Complete Answer
(Informal)
"Okay, so
here's exactly how to get to my new place. Take the metro to the Central
Station, and when you come out, walk straight for about two minutes until you
see a big blue building on your left. Turn left there and go to the third
building on the right. It's called Royal Residency. My apartment is on the 5th
floor, number 502. If you get confused, just call me, and I'll come down and
get you. Don't worry if you're a little late – I'll be around. Let me know when
you leave!"
Set 21: Responding to Criticism
Formal: Employee
to Manager
Prompt: Your manager has given you critical feedback on your
recent presentation. Respond professionally and show willingness to improve.
Complete Answer
(Formal)
"Thank you,
Mr. Sharma, for taking the time to share your feedback with me. I genuinely
appreciate your honesty and the constructive criticism regarding my
presentation. I understand that my data analysis section was not as thorough as
it should have been, and I agree that the visual aids could have been clearer.
I take your feedback seriously, and I am committed to improving in these areas.
I have already begun working on a revised version of the presentation, and I
would be grateful if you could review it again once I am done. I am also
planning to take an online course on data visualization to enhance my skills in
this area. I value your guidance and look forward to delivering a much stronger
presentation next time."
Informal: Friend
to Friend
Prompt: Your friend criticized your cooking in front of
everyone. Respond to them privately.
Complete Answer
(Informal)
"Hey, I need
to talk to you about what happened earlier. I was a bit hurt by what you said
about my cooking in front of everyone. I know you were just being honest, and
maybe you didn't mean anything by it, but it was a little embarrassing for me.
I spent hours preparing that meal, and it would have been nice to hear some
kind of support. Next time, could you maybe give me feedback privately? I'm
open to suggestions, but it just stings a little when it's in front of other
people. I'm not angry, just letting you know how I felt."
Set 22: Making a Suggestion
Formal: Junior
Employee to Manager
Prompt: You have noticed that the office recycling system is
inefficient. Suggest an improvement to your manager.
Complete Answer
(Formal)
"Good
morning, Ms. Verma. I hope you are having a pleasant day. I wanted to bring
something to your attention that I believe could benefit our office. I have
noticed that our current recycling system is being underutilized, and many
recyclable items are ending up in general waste. I would like to suggest
implementing separate bins for paper, plastic, and glass, along with clear
signage explaining what can be recycled. I believe this small change could significantly
reduce our environmental footprint. I am happy to take the initiative to
coordinate the setup and create educational materials for the team. Would you
be open to me presenting a detailed proposal on this at our next staff meeting?
I am confident that this could be a valuable addition to our office
practices."
Informal: Friend
to Friend
Prompt: Your friend is planning a vacation, and you suggest a
destination they haven't considered.
Complete Answer
(Informal)
"Hey! I heard
you're planning a vacation next month. I have a suggestion for you. Have you
ever thought about going to Pokhara? I know you were considering going to the
beach somewhere, but honestly, the lakeside in Pokhara is incredible. It's
peaceful, the views are breathtaking, and there's so much to do. Plus, it's way
more budget-friendly than going abroad. I went there last year and absolutely
loved it. Trust me, you won't regret it. Let me know if you want me to send you
some recommendations."
Set 23: Confirming Information
Formal: Employee
to Client
Prompt: Confirm the details of an upcoming meeting with a
client via phone.
Complete Answer
(Formal)
"Good
afternoon, Mr. Desai. This is Priya calling from ABC Solutions. I am calling to
confirm the details of our meeting scheduled for next Tuesday at 10:00 AM. I
just wanted to confirm that the location is our head office on the 10th floor,
and I also wanted to confirm that you will be bringing the project documents
for our review. I have reserved the boardroom, and we will have refreshments
prepared for you. If there are any changes to your schedule or if you need to
reschedule, please let me know as soon as possible. I have also sent a
confirmation email with the details for your reference. Thank you, and I look
forward to meeting with you."
Informal: Friend
to Friend
Prompt: Confirm the details of your weekend plans with a
friend.
Complete Answer
(Informal)
"Hey, just
confirming the plans for Saturday. We're still on for 11 AM, right? I'll pick
you up at your place, and then we can drive to the mall together. Don't forget
to bring your gym bag because we said we'd hit the gym before shopping. Also,
are we eating there or coming back for lunch? Just let me know. I'll text you
before I leave so you're ready. See you then!"
Set 24: Apologizing for a Mistake
Formal: Employee
to Client
Prompt: You made an error in a client's invoice and need to
apologize. Call the client and explain.
Complete Answer
(Formal)
"Good
morning, Mr. Khanna. This is Suresh from Finance at Global Services. I am
calling to sincerely apologize for an error in the invoice we sent you last
week. Upon review, we discovered that the amount charged was incorrect due to a
clerical oversight on our part. I take full responsibility for this mistake,
and I am deeply sorry for any inconvenience this may have caused you. I have
already corrected the invoice, and I am emailing the revised version to you
right now. The correct amount is 10% less than what was originally charged. I assure
you that we have implemented additional checks to ensure this does not happen
again. Please accept our apologies, and do not hesitate to contact me if you
have any further concerns."
Informal: Friend
to Friend
Prompt: You accidentally broke your friend's favorite mug.
Apologize to them.
Complete Answer
(Informal)
"Hey, I need
to tell you something, and I feel absolutely terrible about it. I accidentally
knocked your favorite mug off the counter this morning, and it broke. I know
how much that mug meant to you – you got it from your grandmother. I'm so, so
sorry. I feel so stupid for being careless. I promise I'll try to find a
replacement, even if it's not the exact same one. I know that won't make up for
it, but I want to at least try. Please forgive me – it was a complete
accident."
Set 25: Encouraging Someone
Formal: Manager
to Employee
Prompt: An employee on your team is feeling discouraged about
their performance. Encourage them professionally.
Complete Answer (Formal)
"Good
afternoon, Raj. I wanted to have a brief word with you about the recent
project. I know you have been feeling disappointed about the outcome of the
presentation, and I understand how that can be disheartening. However, I want
you to know that I have seen significant growth in your work over the past few
months. Everyone makes mistakes, and the key is to learn from them and keep
moving forward. I have full confidence in your abilities, and I believe you
have the potential to deliver excellent work. This is simply a stepping stone
in your career journey. If you need any additional support or training, I am
here to help. Keep your head up, and continue doing your best. I am proud of
your dedication."
Informal: Friend
to Friend
Prompt: Your friend is feeling down after a breakup.
Encourage them and cheer them up.
Complete Answer
(Informal)
"Hey, I know
you're going through a really tough time right now, and I just want you to know
that I'm here for you. Breakups are awful, and it's okay to feel sad. But
listen to me – you are an amazing person, and this is not the end of the world.
You deserve someone who truly appreciates you, and clearly that person wasn't
the right one. Give yourself some time to heal, and in the meantime, I'm going
to be by your side. Let's go out, have some fun, eat junk food, and just forget
about everything for a while. You're going to get through this, and you'll come
out even stronger. I believe in you!"
Set 26: Responding to an Emergency
Formal: Employee
to Emergency Services
Prompt: There is a minor fire in your office building. Call
emergency services and provide information.
Complete Answer
(Formal)
"Hello, I am
calling to report a fire emergency. My name is Vikram Singh, and I am calling
from Global Business Park in Block C, on the fifth floor. We have a small fire
in the storage room caused by an electrical short circuit. The fire is
currently contained, but it is producing a significant amount of smoke. All
employees are evacuating calmly according to our fire safety procedures. The
building address is 15, Commercial Street, opposite the City Mall. The closest
landmark is the central metro station. We need the fire department to arrive as
soon as possible. Please send help immediately."
Informal: Friend
to Friend
Prompt: Your friend has locked themselves out of their
apartment late at night. Respond to their call for help.
Complete Answer
(Informal)
"Wait, you
locked yourself out? Oh no, that's really bad. Okay, don't panic. First of all,
are you safe? Do you have your phone with you? Okay, good. Is there anyone else
in your building who might have a spare key? If not, I can come over and bring
you the spare key I have from that time you asked me to water your plants.
It'll take me about thirty minutes to get there though. In the meantime, go
downstairs and wait in the lobby – it's warmer there. I'm on my way. Don't
worry, I'll get you in!"
Set 27: Giving a Recommendation
Formal:
Colleague to Colleague
Prompt: Recommend a training course to a colleague who wants
to improve their skills.
Complete Answer
(Formal)
"Good
afternoon, Rina. I heard you are looking to enhance your project management
skills. I would like to recommend the Certified Project Management Professional
course offered by the National Institute of Management. I completed this course
myself last year, and I found it to be extremely comprehensive and practical.
The instructors are highly experienced, and the curriculum covers everything
from risk management to stakeholder communication. Additionally, the
certification is widely recognized and can significantly boost your career
prospects. I have attached the course details and a link to their website in an
email for your reference. Please feel free to ask me any questions if you
decide to pursue it. I would be happy to share my experience with you in more
detail."
Informal: Friend
to Friend
Prompt: Recommend a good restaurant to a friend who is
visiting your city.
Complete Answer
(Informal)
"Oh, you're
coming to visit? You have to try this amazing place called 'The Spice Route' in
Thamel. They serve the best Nepali food I've ever had. Their dal bhat is
incredible, and the momos are to die for. The atmosphere is really cozy too –
perfect for a relaxing dinner. It's a little bit pricey, but it's totally worth
it. Make sure you go during the evening because they have live music sometimes.
Trust me on this one. You're going to love it!"
Set 28: Handling a Difficult
Customer
Formal: Customer
Service Representative to Customer
Prompt: A customer is angry about a billing error. Calm them
down and resolve the issue.
Complete Answer
(Formal)
"Good
afternoon, Sir. I completely understand your frustration, and I sincerely
apologize for the billing error that has occurred on your account. I know how
upsetting it can be to see an incorrect charge on your bill. Please allow me a
moment to review your account details. I can see that there has been a system
error that caused an overcharge. I have corrected the error, and I have already
initiated a full refund for the overcharged amount, which should reflect in
your account within the next 24 hours. Additionally, I will send you a
confirmation email with all the details. I assure you that this will not happen
again. Is there anything else I can assist you with today? Thank you for your
patience and understanding."
Informal: Friend
to Friend
Prompt: Your friend is complaining loudly in a shop about bad
service. Calm them down.
Complete Answer
(Informal)
"Hey, hey,
take a breath. I know you're angry, and I get it – the service has been terrible.
But making a scene is not going to make them work any faster. Let's just ask
for the manager politely and explain the situation. If they don't help us, we
can take our business somewhere else and leave a review later. No point getting
so stressed about this. Let me handle it, okay? Just chill for a minute."
Set 29: Accepting Responsibility
Formal: Employee
to Manager
Prompt: A project you were leading has failed to meet its
targets. Accept responsibility and propose a solution.
Complete Answer
(Formal)
"Mr. Sharma,
I want to be completely transparent with you. I take full responsibility for
the project's failure to meet its targets. I underestimated the time required
for the initial research phase, which subsequently caused delays throughout the
entire project timeline. I acknowledge that I should have escalated the issue
earlier and requested additional resources. I am currently preparing a detailed
report analyzing what went wrong, and I have already begun working on a
recovery plan. In the future, I will ensure that I build more realistic
timelines and communicate proactively with you about any challenges. I am
committed to learning from this experience and ensuring that it does not happen
again. Please let me know if you would like to review my recovery plan before I
proceed."
Informal: Friend
to Friend
Prompt: You were supposed to organize a group outing but
forgot. Accept responsibility and apologize.
Complete Answer
(Informal)
"I'm going to
be honest with you – this one is completely my fault. I was supposed to book
the venue for the group outing, and I just completely forgot. I have absolutely
no excuse. I feel terrible because I let everyone down, and I know you were all
counting on me. I'm sorry. Can I make it up to you? I'll handle everything from
now. I'll call the venue right now and see if we can still book it for next
week. I promise I won't let this happen again."
Set 30: Requesting Clarification
Formal: Employee
to Manager
Prompt: Your manager's instructions on a new task were
unclear. Request clarification professionally.
Complete Answer
(Formal)
"Good
morning, Mr. Sharma. I was reviewing the project instructions you sent me, and
I had a quick question for clarification. I understand the overall scope of the
task, but I am not entirely clear about the deadline for the first deliverable.
Did you mention that it should be completed by Friday, or did you mean Monday?
Also, I would appreciate it if you could clarify whether you want the report in
a detailed format or a summary format. I want to ensure that I deliver exactly
what you are expecting. Thank you for your guidance."
Informal: Friend
to Friend
Prompt: Your friend's text about meeting at the movie theatre
was confusing. Call them for clarification.
Complete Answer
(Informal)
"Hey, I got
your text about the movie tonight, but I wasn't completely sure what you meant.
Did you say you wanted to meet at 7 PM at the theatre, or do you want me to
pick you up first? And are we watching the 8 PM show or the 9 PM show? I'm a
bit confused, so just let me know clearly. I don't want to get it wrong and
miss the movie or keep you waiting."
Set 31: Handling a Delicate
Situation
Formal: Employee
to Colleague
Prompt: A colleague has been making inappropriate jokes in
the office. Address it professionally and respectfully.
Complete Answer
(Formal)
"Good afternoon.
I hope you are having a good day. I wanted to have a private word with you
about something that has been on my mind. I have noticed that some of the jokes
you have made in the office recently have made me feel uncomfortable, and I
suspect others may feel the same way. I know you likely do not mean any harm,
and I am not accusing you of anything, but I wanted to bring it to your
attention in a respectful manner. We all strive to maintain a professional and
inclusive environment here. I would appreciate it if you could be more mindful
of your choice of words in the future. Thank you for understanding."
Informal: Friend
to Friend
Prompt: Your friend keeps bringing up a past mistake you made
in front of others. Address it.
Complete Answer
(Informal)
"Hey, can we
talk about something that's been bothering me? I've noticed that you keep
bringing up that embarrassing thing that happened to me last year whenever
we're with friends. I know you think it's funny, but honestly, it makes me feel
really uncomfortable every time you do it. I'm not trying to be dramatic, but I
would appreciate it if you could stop mentioning it. It's in the past, and I
don't want to be reminded of it constantly. I hope you understand."
Set 32: Making a Counter-Offer
Formal: Job
Applicant to HR
Prompt: You have received a job offer, but the salary is
lower than expected. Make a professional counter-offer.
Complete Answer
(Formal)
"Dear Ms.
Gupta, thank you so much for offering me the position of Senior Marketing
Executive at your esteemed organization. I am extremely excited about the
opportunity and the potential to contribute to your team. After careful
consideration of the offer, I would like to respectfully request a discussion
regarding the proposed salary. Based on my industry research and my 5 years of
experience, I was expecting a base salary of 80,000 per month. The offered
package is 70,000 per month. I am confident that my skills and experience align
perfectly with what you are looking for. I would be grateful if you could
consider my request. I am open to further discussion and willing to negotiate
other aspects of the package as well. Thank you for your understanding and
consideration."
Informal: Friend
to Friend
Prompt: Your friend wants you to accompany them on a trip,
but you would prefer a different location. Make a counter-suggestion.
Complete Answer
(Informal)
"Hey, I was
thinking about the trip you suggested. I'm not sure about going to the beach
because it's going to be super crowded this time of year. I was thinking maybe
we could go to the mountains instead? It'll be cooler, peaceful, and we can
actually relax. I know you wanted the beach, but I feel like the mountains
would be a better experience for both of us. What do you think? We could always
do a beach trip next time."
Set 33: Responding to Good News
Formal:
Colleague to Colleague
Prompt: A colleague has just told you they received a
prestigious award. Congratulate them professionally.
Complete Answer
(Formal)
"Congratulations!
I heard the wonderful news that you received the Excellence in Innovation
Award. That is truly remarkable, and you absolutely deserve it. Your
dedication, creativity, and hard work on the recent project were exceptional,
and it is fantastic to see your efforts recognized at this level. I have always
admired your ability to think outside the box and deliver outstanding results.
This achievement is a testament to your talent and commitment. I wish you
continued success, and I look forward to seeing what you accomplish next.
Please let me know if you would like to celebrate with the team – we would all
be delighted to honor your success."
Informal: Friend
to Friend
Prompt: Your friend just announced they are getting engaged.
Respond with excitement.
Complete Answer
(Informal)
"Oh my gosh!
Are you serious?! That is absolutely amazing! I'm so, so happy for you! I knew
you two were perfect together. Congratulations! I can't believe you're getting
married! We have to celebrate as soon as possible – I'm thinking a huge party.
Tell me everything – when did this happen? How did they propose? I need all the
details right now!"
Set 34: Responding to Bad News
Formal:
Colleague to Colleague
Prompt: A colleague has told you that their family member is
seriously ill. Respond with empathy.
Complete Answer
(Formal)
"Good
morning. I am so sorry to hear about your family member's illness. I cannot
imagine how difficult this must be for you and your family. Please know that
you have my full support during this challenging time. If you need to take time
off or need any adjustments to your workload, please do not hesitate to let me
know. I will do everything I can to assist you and ensure that your
responsibilities are covered. Take whatever time you need for your family.
Please do not worry about work. My thoughts are with you and your loved
ones."
Informal: Friend
to Friend
Prompt: Your friend has just told you they lost their job.
Respond with support.
Complete Answer
(Informal)
"Oh no! I'm
so sorry to hear that. That's really tough. How are you holding up? I know this
must be a huge shock right now. I'm here for you, and we're going to get
through this together. Don't panic about the financial stuff – we'll figure it
out. I can help you update your resume and start looking for new opportunities.
You're so talented, and I know you'll find something even better. In the
meantime, do you want to go grab a coffee and talk? I'm here for you,
always."
Set 35: Proposing a Solution
Formal: Employee
to Manager
Prompt: A client has raised a serious concern about your
company's product. Propose a solution to your manager.
Complete Answer
(Formal)
"Good
morning, Mr. Patel. I have been in contact with our client, ABC Corporation,
regarding their recent complaint about our software's performance. I have
analyzed the issue, and I believe I have identified the root cause – a
compatibility issue with their operating system. To resolve this, I propose
that we assign two developers to work on a patch that would address this
compatibility issue within the next three business days. I also suggest that we
offer the client a complimentary month of service as a goodwill gesture for the
inconvenience they have experienced. I am confident that this approach will
resolve the issue and maintain our positive relationship with the client. Would
you like me to proceed with this plan, or would you prefer to discuss this
further?"
Informal: Friend
to Friend
Prompt: You and your friend are having a conflict about where
to live. Propose a compromise.
Complete Answer (Informal)
"Okay, I've
been thinking about our whole living situation conflict. I know you want to
live near the city center, and I wanted the quieter suburbs. How about we find
a place that's somewhere in the middle – maybe an area that's close to a metro
station so it's still convenient but not too loud and crazy? That way, you can
get to work easily, and I can get my peace and quiet. I think that's a fair
compromise that works for both of us. Let's look for places in that area. What
do you think?"
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