Damaged Goods Complaint Letter Examples & Templates: Get Your Compensation
Letter #1: Damaged Terra Cotta Vase Received from Mail Order
I recently ordered a terra cotta vase from your catalog, but it arrived shattered. The box appeared to have been crushed during shipping. I would still like to receive the vase if a replacement is available. I am returning the invoice and broken pieces. I would appreciate it if the new vase could be delivered before [date].
Letter #2: Damaged Door on New Copy Machine
We appreciate the early delivery of our new copy machine, but unfortunately, the front door arrived damaged. It doesn't close properly and is visually unappealing. I have attached a photo for your reference. Please send someone to replace the door as soon as possible.
Letter #3: Flour and Sugar Canisters Arrived Damaged
My recent order of flour and sugar canisters arrived with the large flour canister shattered. I am returning the damaged items along with a copy of my purchase order. Please send a replacement set and cover the shipping costs, as I have already paid twice.
Letter #4: Broken Glassware in Online Order
I recently received an online order containing glassware, but several pieces were broken upon arrival. The packaging was insufficient to protect the fragile items during shipping. I am requesting a replacement for the broken glassware or a full refund. Please advise on the return process.
Letter #5: Electronics Malfunctioning Due to Water Damage
The [electronic item] I ordered arrived with water damage, causing it to malfunction. The packaging did not appear to be compromised, suggesting the damage occurred prior to shipping. I would like to request a replacement or a full refund for the damaged item. Please provide instructions on returning the defective product.
Letter #6: Missing Parts in Furniture Delivery
I recently received a [furniture item], but it is missing several essential parts, making it impossible to assemble. I have attached a copy of the assembly instructions highlighting the missing components. Please send the missing parts as soon as possible so I can complete the assembly.
Letter #7: Scratched and Dented Appliance
The [appliance name] I ordered arrived with noticeable scratches and dents. The damage appears to be cosmetic, but it is still unacceptable for a brand-new product. I would like to request a replacement or a significant discount on the purchase price.
Letter #8: Damaged Clothing in Online Order
I received a [clothing item] from your online store, but it arrived with a large tear. This appears to be a manufacturing defect, as the damage is not consistent with normal wear and tear. I am requesting a replacement for the damaged item in the same size and color.
Letter #9: Incorrect Product Received
I placed an order for a [product name], but received a [incorrect product name] instead. This seems to be an error in order fulfillment. I am requesting the correct product be shipped to me, and I will return the incorrect item upon receipt.
Letter #10: Food Spoilage Due to Delayed Delivery
My order of perishable food items arrived several days late, causing the food to spoil. The delay was not communicated in advance, and the items were not properly packaged for extended shipping. I am requesting a full refund for the spoiled food items.
Expert Tips
- Describe the damage or issue with the product in detail.
- Include relevant order information, such as order number and date of purchase.
- Attach photos or videos of the damaged goods, if possible.
- State your desired resolution, whether it's a replacement, refund, or repair.
- Request a timely response and resolution from the company.
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Follow these simple steps to write your own complaint letter effectively:
Sample Sentences
- On March 3, we ordered a single-phase electric motor from your company. When we received it on March 12, the casing was cracked, and the shaft was slightly bent.
- On August 21, I purchased an external CD ROM drive at your downtown store. When I unpacked it, I found that it did not include the cord to connect it to my computer, and the drive door would not close completely.
- On June 2, we received a two-bag shipment of your whole grain flour. When it arrived both of the bags had been ripped open, resulting in a loss of at least 20% of the flour we ordered.
- After your company moved our office furniture, we discovered three cracked picture frames, an oak chair missing a leg, and a scratched wooden desk. Our order number was 12345.
- Last week one of our subcontractors, Doe Security Systems, received twenty cases of your wall-mounted motion detectors (part # 123). When they opened the boxes to visually inspect the detectors, they found that many of the mounting brackets were twisted or broken in half.
Key Phrases
- a number of blemishes
- after your company moved our
- agreed to accept shipment
- appeared to have been dropped
- are most dissatisfied
- arrived in unsatisfactory condition
- caused us to lose
- compared with an identical model
- did not work
- expected everything to be
- extensive damage to
- had been damaged
- have never before experienced this
- need to inform you
- non-refundable policy surely does not include
- not in working order
- packaging was intact
- products were damaged
- seemed to work well until
- should have been included
- upon opening the containers
- usually in good working order
- was not included in the
- was not included
- was not aligned properly
- were dismayed to discover
- were distressed to discover
- were not aware at the time
- when we opened the boxes
- when the shipment arrived
Sample Sentences
- Enclosed is a photocopy of invoice #123, dated September 1, 2018.
- I have included a copy of the purchase order that corresponds to this shipment.
- Please see the accompanying contract for the shipping instructions.
- With this letter you will find:
1. Copy of purchase order #123
2. Copy of carrier's bill #456
3. Our shipping clerk's memo on the damaged items - Accompanying this letter is a copy of the shipping contract and the purchase order.
Key Phrases
- accompanying this letter are
- according to our records
- am sending photocopies of
- are not liable for
- as protection against
- as the contract states
- clearly demonstrates that
- feel we are justified in
- has been documented
- have included these to show
- have sent a copy of the entire file
- have sent these to substantiate
- have enclosed copies of
- providing proof of damage
- purchase order clearly states that
- should assist you in tracking down
- the accompanying documents
- the enclosed photographs of
- the following paperwork
- to substantiate my claim
- to verify these assertions
- will verify my claim
- will shortly receive copies of
- would be happy to show you
Sample Sentences
- I am returning the motor and would appreciate a replacement at soon as possible.
- We would appreciate it very much if you would replace the damaged mounting brackets for the roof blowers.
- We are sending the damaged monitors back to you and request that you send us replacements as soon as possible.
- Please send us another bag of flour at no additional charge to compensate for the flour lost during shipment.
- I am returning the damaged CDs. Please credit my account accordingly.
- Because you contracted with the carrier to ship the hardware, I would appreciate it if you would negotiate with them to settle the issue.
Key Phrases
- am surely entitled to
- am returning the defective
- apart from this problem
- appreciate your efforts
- as soon as possible
- as we agreed
- as stated in the contract
- because you contracted with
- certainly merits action
- credit my account with
- damaged goods will be returned
- direct exchange would be
- entitled to a replacement
- expect more careful handling
- have received an estimate
- if you could rectify this situation
- kindly issue us a full refund
- request that you refund
- request full reimbursement of
- situation warrants immediate action
- situation seems to merit a
- specifically request that
- will be happy to send you
- would very much appreciate it if
- would be happy to negotiate with
- would appreciate your early attention to
Sample Sentences
- I trust that your firm will make every effort to clear up this problem.
- Thank you for your help.
- I will appreciate your immediate attention to this matter.
- I hope to hear from you soon.
- Please contact me as soon as possible. I am sure that we can arrive at a solution that will work well for both of us.
- Thank you for addressing my concerns. I look forward to doing business with you again.
Key Phrases
- am confident that
- am sure that
- arrive at a satisfactory solution
- as soon as possible
- can't wait to receive
- clear up this problem
- determine the best solution to
- do what is necessary
- don't hesitate to
- for addressing my concerns
- for resolving this matter
- for giving this matter your consideration
- have always been satisfied with
- have never been disappointed in your
- have always enjoyed
- have confidence that
- hope we can maintain
- hope to hear from you
- look forward to
- make every effort to
- most effective avenue to pursue
- thank you for
- to hearing from you
- to receiving the replacement
- trust that you will
- will deal with this
- will do your best to
- will be mutually beneficial
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