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Talent Talk — English for HR

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Grammar — Past Simple vs Present Perfect

💼 Why it matters at work

Did you finish the report, or have you finished it? At work this tiny difference decides whether people think the job is done and dusted or still on your plate. Get it right and your updates sound clear and on the ball; get it wrong and colleagues chase you for things you have already wrapped up.

In a nutshell: use the present perfect for actions connected to now (no specific time), and the past simple for finished actions at a stated or known time.

Present perfect — form

have / has + past participle

SubjectPositiveNegativeQuestion
I / You / We / TheyI have signed itI haven’t signed itHave you signed it?
He / She / ItShe has signed itShe hasn’t signed itHas she signed it?
TIP
Short forms: have → ’ve, has → ’s, have not → haven’t, has not → hasn’t. Don’t use the short form in positive short answers: “Have you sent it?” “Yes, I have.” (not “Yes, I’ve.”)

When we use the present perfect

  • Past actions, no specific time — I have updated the spreadsheet. We have hired two developers.
  • just / already / yet — The client has just called. Have you finished the report yet?
  • recently / lately — We have recently opened a new office.
  • Unfinished time (today, this week, this month) — I have had three meetings today.
  • Experiences (ever / never / before) — Have you ever managed a remote team?
  • How many times (until now) — We have met this supplier twice.
  • for / since (still true now) — I have worked here for ten years. She has been our CEO since 2019.
  • been to vs gone to — She has gone to Berlin (still there) / She has been to Berlin (already back).

When we use the past simple

  • Finished / stated time — We signed the contract last week. I sent the invoice yesterday.
  • With ago — I joined the company two years ago.
  • Giving details after introducing an event — A: I have spoken to the client. B: What did they say?
WATCH OUT
Never use ago with the present perfect: I joined two years ago — not I have joined… ago.