Sample Claim Letter For Damaged Goods

What is a “damaged goods” claim letter and how to write one?

A “damaged goods” claim can be either a letter that you send to the insurance company or shipper to request reimbursement for goods that were damaged during shipping or a letter to request refund or replacement from the supplier.

Claim Letter Checklist:

Note down the below information before you begin the letter:
  • Shipment number

  • Shipment date

  • Receiving date and time

  • The place where the shipment was received

  • Your account number

  • Supplier name

  • Insurance policy number (if needed)

  • Shipping company (if different from the supplier)

  • Type of goods

  • Type of damage

  • Supporting documents (images for example)

Outline of damaged goods claim letter:

  • Start your letter with stating the facts. Mention all information related to the shipment: dates, number, etc…

  • Describe the condition of the goods at the time of unboxing. Be specific in describing the damage.

  • List your demands based on who is receiving your letter. If it is the insurance company then request for reimbursement. If it is the supplier then request for refund or replacement.

Now that we know what we are going to write about, let us put this information into a real life example.

Damaged goods claim letter to supplier

Dear [supplier name],

On [25 July 2018], I made an order from your store (order number: 123456) and requested that the goods be delivered to me on [30 July 2018]. The shipment was delivered on the agreed date and time but they were damaged probably during shipping. I took some pictures and enclosed with the letter for your reference.

[Feel free to describe the damage in writing]

I would like to request for an immediate replacement of the received goods, preferably shipped to me in excellent condition this time. Please contact me if you require further details.


Damaged goods claim letter to insurance company

Dear [insurance company name],

I have previously insured shipment number 12346 from [supplier name] with your company under policy number [456789]. The policy covers damages that may happen during shipping or delivery.

Unfortunately, the goods were received in a bad condition most probably during the shipping phase.

[Feel free to describe the damage in writing]

I would like to request for an immediate reimbursement of the received goods as outlined in the agreement referenced above.


Sample Claim Letter For Damaged Goods