Reporting Missing Item Letter: 4 Templates

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Creating a letter to report a missing item can be very helpful in situations where you are expecting a delivery, find something has gone missing instead of being where it is expected to be or miss a delivery date. ❓

Crafting an organized letter that is precise, has great clarity, and is framed to perfection is what will aid you in the best way so you can inform someone about a missing something. ✉️

Looking for the most instrumental way to be able to convey this in writing? Keep reading to understand the why and how of writing a reporting missing item letter. ⬇️

What to Write in the Missing Item Letter to Report Loss

Information-powered letters are the crux of writing a letter that outlines the purpose of reporting a missing item. Thus it is important to keep some tips in mind while you craft this letter. 💡

Ideally, these letters are written to managers or supervisors who can resolve your missing item issue and follow up so your issue is immediately resolved.

Here are some friendly tips outlining what you should write and how in these letters that express your need and concern. 

  • Compose the letter with a tone that is friendly but formal. Ensure that you are appropriately introducing yourself and writing salutations to the receiver of the email. This gives them a background of who you are while maintaining a good decorum in tone. 💬
  • State the happenings and describe how the item you want to discuss was misplaced. It is essential that you do not beat too much around the bush and keep it brief and to the point. 👍
  • Share how being able to place the item will denote a positive undertone and accept negligence on your end. This creates a good rapport with the manager and creates a hopeful tonality towards finding the object. 🧑‍🤝‍🧑
  • An extra step towards being polite and creating rapport would be to apologize for the mishap. First, understand how you feel about the loss of the item and express how finding it will be essential. 🔈

How to Write a Missing Item Letter (Tips)

Below are some actionable points on how to write a great letter when something goes missing. 

Write in formal language

Formal language and great tonality are important when you write a letter requesting help or aid or reporting some mishap. Thus ensure you maintain a formal structure and a formal tone in your writing. ✍️

Stay concise

Informative letters stating the happening in a concise manner without information overload are important. Your seriousness and mentality at resolving the loss will reflect in how concise and informative your letter’s contents are. 🤏

Personalise 

Personalize the letter to add a call to action for the letter and describe the happenings and outline the action you would like them to take. ➕

Explain the details 

Focus on delivering the message about how you lost the item and within what timeline you would like to hear back. Initiate a timeline when you would like to receive a follow-up. Include a description of when and what you lost. ✏️

Include contact details 

Ensure you include some contact details like a phone number or an email where the receiver can reach you in an easy manner so they can get back to you with some actionable information to help with the misplaced item. 📞

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

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

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

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

Template: 3

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

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

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