Sample Request for Items Missing from an order

There is nothing more frustrating than waiting for goods to arrive only to then find that some items are missing from your order. This is almost certainly a mistake by the person picking and packing the order – these things happen. However you must get in touch with the company concerned as soon as you notice the shortfall describing what is missing and asking for a replacement. Always include the invoice or packing number so the other company can correctly identify your order, and it also helps if you take a photograph of the packaging.

Letter requesting replacement of an item missing from an order – sample 1

[Business name]
[Business address]

[Date]

Re: Invoice no [invoice number or packing number]

Dear [Contact name if you have one],

We would like to inform you that there is an item missing  from the order we placed with your company on [date]. The [Name of Product] with the item number [item number] was not included in the box that you sent us on [date of shipment].

We attach the order details together with this letter and we also include a picture of the box and the items inside it. We would be grateful if you would supply us with the missing item as quickly as possible.

Thank you.

Sincerely,

[Name of Sender]

Letter requesting replacement of several items missing from an order – sample 2

[Business name]
[Business address]

[Date]

Re: Invoice no [invoice number or packing number]

Dear [Name of Company],

We would like to inform you that there are some items missing from the order that we placed with your company on [date]. While checking off the items we found the following missing:

[List of Missing Items]

We have called your sales department to inform them of the shortage and are now following up with this letter to confirm that the items are indeed missing. We would be grateful if you would supply us with the missing items as soon as possible.

Thank you.

Sincerely Yours,

[Name of Sender]

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I’m Sue and I’ve written all the letters on this website. I hope you’ll find them useful.

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