Damaged Good Complaint Letter: 4 Free Templates

A complaint letter on receiving damaged items serves as evidence of disappointment. Stating relevant experience and writing a letter 📨 to the party who issues the products is a great way to validate the bitter experience. 

This letter, however, is a piece of formal communication and there is a  certain way to write it in a proper format and tonality. 

Keep reading to understand how to do this! ⬇️

What to Write in a Received Damaged Item Complaint Letter

Since the letter is understood to be formal and factual keep the tips below in mind to start writing the letter. 

  • The letter 📨 should be written in a formal and congenial tone. 
  • Attach validations to your letter as factual evidence. 
  • Express your dissatisfaction 😕 but in a confident tone. 
  • Remember that the problems are mutual and express this in the letter as well. 
  • Go over the grammatical structure of the letter. Do not make any format mistakes. 

How to Write a Received Damaged Item Complaint Letter

Following are some more in-depth tips you can keep in mind to guide the letter and how it is structured. Keep reading to perfect your complaint letter! 

Details and information 

A complaint letter must have all the specific details. Include invoice proof 📝 and any purchase order or contract details that you might have to supplement your claim and dissatisfaction with the order. 

Keep it short 

The clarity in writing is important since this letter is a complaint. Writing a long and detailed letter might kick the main topic of dissatisfaction from the letter. concise, clear, and short is the go-to for this letter.

Requests 

Include specific requests in the letter as well. This includes a refund or how you want the situation to be rectified. This could be through a replacement order or a confirmation that this will not happen again. These requests could be to replace ♻️ the existing order, issue future warranties or claims or even cancel the standing contract, depending on the gravity of the situation. 

Write in a congenial tone

Tonality is important in this letter as well. Make sure that the tone is polite and congenial and that it is not very awful. A complaint letter though the expression of dissatisfaction should be written in a tone that is positive. Tonality is a pillar of letter writing along with format. 

Give your contact details 

Don’t forget to include your own contact details in the letter so the receiving party can contact you in case they want to replace or refurbish your order that you are dissatisfied with. Include your email, contact number, and personal number if applicable. This way the providers can also trace you in their customer database. 

Closing paragraph

Closing salutations should be of confidence. Remember 🧐that how you close motivates the receiving party to take action on what has happened. Thus ensure you write in a positive tone that is confident, motivating the receiver to rectify what has happened. 

Letter Template: 1

Received Damaged Item Complaint Letter

Ref: Order no. [xxxx] of [date]

Dear Sir/ Madam

I’m writing in regard to a problem concerning order no. 2135. I ordered a ____ before 5 days ago. According to the order tracking, it showed that the product will be delivered within 5 days. So, today morning the product came.

When I was opening the parcel, I observed that it was mostly wet. As soon as I opened the parcel, I saw the mouth part of the sanitizer spray bottle was broken and almost total sanitizer has fallen into the parcel. 

The Consumer Rights Act states that the retailer is responsible for the condition of the goods until they are delivered to the customer, so any damage or breakage in route is the responsibility of you.

So, I want you to deliver me a new product and of course please ensure proper packaging. You know that during this pandemic situation how much a ____ is important. So, I don’t want a refund. I request you to deliver me the product without any damage as soon as possible.

Of course, I do not expect to be responsible for paying any extra charges to deliver the product again to my address. I have attached herewith the invoice which has been sent to me during the time of ordering.

I have also attached photos of the delivered product.  Please go through that and deliver the product as soon as possible.

I thank you for your prompt attention to this matter and I look forward to hearing from you soon.

Regards

(your name)

received damaged item complaint letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 2

Received Damaged Item Complaint Letter

To The

Store Manager / Store in Charge

[Mention the name of the online store]

[Mention the address of the online store]

Subject: Letter of Complaint for Receiving a Damaged Item.

Dear Sir/ Madam,

This letter is to let you know that I had purchased [mention the online store’s name] on [mention the date].

I had purchased [mention the name of the product], and my order number is [mention the order details of the item]. However, after the purchase, I found the product delivered was damaged [mention the damages in the item]. 

The main cause of the damage, to my understanding, was improper and callous packaging. Due to this inefficient packaging, all the damage mentioned above happened.

Your [mention the name of the online store] store is a well-renowned store, and I am an old customer too. I have been regularly shopping from your store but never faced such a situation. 

I am very much disappointed with the whole process. I ordered the [mention the name of the product] because I needed it. But now I cannot use it, and I am in very much discomfort.

I want the damaged product to be replaced at the earliest. Please make sure that the replaced product is delivered in proper condition with proper packaging. 

I am attaching a few photographs of the damaged product for your understanding. I just hope your store will maintain the standard of quality as expected from an esteemed organization like yours in the future.

Thanks,

[Hand-written Signature]

[Mention your name]

[Mention your address]

[Mention your contact number]

[Mention the date]

received damaged item complaint letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 3

Received Damaged Item Complaint Letter

To 

The Store Manager / Store in Charge

[Mention the name of the online store]

[Mention the address of the online store]

Subject: Letter of Complaint for Receiving a Damaged Item.

Dear Sir/ Madam,

This letter is in reference to the purchase of [mention the name and details of the purchase] made on [mention the date] from your [mention the name of the store]. After the delivery on [mention the date], I found [mention the name of the product] is in a damaged state. I am very much confused as to why this fiasco happened.

Your store claims to be the best one in the market. But if this is the standard of services you are providing; I am afraid whether this name and fame will remain the same in the near future. The product packaging had the sticker of being fragile with marking. But still, all this happened.

I am extremely disappointed with the whole thing and the process.  I am still in confusion as to how this type of service is provided by a leading brand like yours.

I suppose it is your store’s sole responsibility to see proper deliveries are made. I want an immediate [replacement / full refund] done. 

I am enclosing my order details and photographs of the damaged product.  I just hope you sort this matter as soon as possible.

Thanks,

[Hand-written Signature]

[Mention your name]

[Mention your address]

[Mention your contact number]

[Mention the date]

received damaged item complaint letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Similar Posts:

Was this article helpful?

Leave a Comment