Reporting Missing Item Letter: 4 Templates (Free)

When you are creating a letter informing about a lost item, then you should mention in it details like which item is missing, when did you order it, and the date when it was supposed to get delivered but didn’t.

The letter should be written so that it looks organized, yet it should be framed in a precise manner. You can also take help from this sample letter of mine if you want, as following it, it will be easier for you to write yours with perfection.


How to Write Email for Missing Items?

• Appropriately introduce yourself so that your manager knows who is on the call from the start. Whatever past relationship you had with the supervisor will be reflected in the mentality with which your email is viewed.

• The item is missing; state this clearly to minimize unneeded uncertainty. Avoid going into too much detail about how the thing went missing. Though your manager may want to hear how the item went stolen or was misplaced, keep it brief. Give only pertinent information, such as when, where, and a brief description of how you misplaced the item.

• While you may be hopeful about discovering the missing object, it is best not to get your hopes up. In case things don’t go as planned, the boss has some hope.

• Accept responsibility for misplacing the item or being negligent if you were. • Express your feelings regarding the object you misplaced or lost. First, be honest with yourself about how you feel.

• Don’t forget to apologize for an item in your care that went missing afterward.

Template: 1

[From]

[Address]

To, 

[Address]

Subject: Letter to Inform Regarding a Lost Item

Dear sir/madam

I would like to inform you that an item is missing from the products I ordered from your company on [mention date]. The item [mention the name of Product] with the order number [mention order number] was not included in the package that you sent us on [mention date of delivery].

I enclosed the order details together with this letter and included some photographs of the box and the items inside it. I would be grateful if you would supply me with the lost item.

If you have any questions, you can reach me at (mention phone number) or through an email (mention email address). Kindly look into the matter and resolve it as soon as possible.

I look forward to hearing from you.

Thanking you.

Sincerely,

[Sender Name]

sample letter of reporting missing item

Template: 2

From,

[Mention the name of the sender]

[Mention the address of the sender]

[Mention the date]

To,

 [Mention the designation of the recipient]

[Mention the department of the recipient]

[Mention the full name of the institution/organization]

[Mention the date]

Subject: Letter to Inform Regarding Lost Item.

Dear Sir/Madam,

This letter is regarding a missing item that was not delivered to me with the whole package. On [mention the date of purchase], I made an online purchase from the online shopping portal of your store.

At my residence, the package was delivered to me on [mention the package delivery date]. When I checked the package, I found that an item from my purchase list was missing.

The missing item is [mention the name of the product item with specific details]. However, I made the payment for the purchase. My purchase delivery receipt number is [mention the purchase receipt number].

I have been shopping from your store for a long time and regularly but never faced such inconvenience. I had ordered the item for a purpose, but unfortunately, the purpose was not met. 

I would request you to check why this happened and make necessary arrangements for the delivery of the item at the earliest.

I am enclosing a copy of my purchase bill for your reference, and also you can check it on your shopping portal. Also, for your reference, I am sending a video of unpacking the package where it clearly reflects that the item is missing.

I hope the inconvenience caused will be resolved and no such incident will occur in the future.

Sincerely,

[Mention the name of the sender].

[Mention the mail ID or the contact number of the sender].

Enclosure:[Mention the list of enclosures].

sample letter of reporting missing item

Template: 2

From,

[Mention the name of the sender]

[Mention the address of the sender]

[Mention the date]

To,

 [Mention the designation of the recipient]

[Mention the department of the recipient]

[Mention the full name of the institution/organization]

[Mention the date]

Subject: Letter to Inform Regarding Lost Item.

Dear Sir/Madam,

This letter is about purchasing a few items that I made from your store on [mention the date of purchase].  The package was delivered to me on [comment the delivery date]. 

To my astonishment, I found that the item [mention the item’s name with relevant details] is missing. The bill provided along with the package doesn’t mention the item. The bill that I have in my mail mentions that I had ordered the item and made the payment. 

This is an utter disappointment that such a reputed store has such acts of callousness. I believe it is the duty of the store managers and storekeepers to do a thorough checking with both the bills and the items getting packed before the delivery.  

The purchase I made was for an emergency purpose. But you and your store failed to meet the need of the hour. I am enclosing a copy of my electronic bill and the bill that came with the package for your reference.

Please make necessary and quick arrangements for the delivery of the missing item.

Sincerely,

[Mention the name of the sender].

[Mention the mail ID or the contact number of the sender].

Enclosure:[Mention the list of enclosures].

sample letter of reporting missing item

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