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.
Regards
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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.
Regards
Claim Letter For Damaged Goods
Subject: Claim for Damaged Goods
Dear [Recipient's Name],
I am writing to bring to your attention an unfortunate incident regarding the delivery of goods from [Company Name]. On [Date of Delivery], I received a shipment of [Description of Goods], which I had ordered from your company. However, upon inspection, I discovered that several items were significantly damaged.
I would like to provide a detailed account of the damages incurred:
1. Item 1: [Description of damage]
- Order Number: [Order Number]
- Quantity: [Quantity]
- Unit Price: [Unit Price]
- Total Value: [Total Value]
2. Item 2: [Description of damage]
- Order Number: [Order Number]
- Quantity: [Quantity]
- Unit Price: [Unit Price]
- Total Value: [Total Value]
[Include additional items if applicable]
The damage appears to have occurred during the transit or handling of the goods, as the external packaging showed no signs of mishandling. I have attached photographs of the damaged items for your reference.
I trust that your company takes pride in providing high-quality products and efficient shipping services. Therefore, I kindly request that you initiate an investigation into this matter and take the necessary steps to rectify the situation. I would appreciate your prompt attention to this claim.
As a customer, I have always valued the products and services provided by your company. I hope we can resolve this matter amicably and maintain our positive business relationship. I propose the following resolutions:
1. Replacement: I request a replacement for the damaged items at no additional cost. I would appreciate it if the replacement items could be shipped as soon as possible to minimize any disruption to my business operations.
2. Compensation: Alternatively, if a replacement is not feasible, I kindly request compensation equivalent to the value of the damaged items. This would allow me to source replacements from another supplier.
Please confirm your acceptance of one of the proposed resolutions within [reasonable timeframe, e.g., 10 business days] from the receipt of this letter. I believe this time frame allows for an adequate assessment of the situation and a suitable response.
I look forward to your prompt attention to this matter. Should you require any additional information or documents to process my claim, please do not hesitate to contact me via email at [Your Email Address] or by phone at [Your Phone Number].
Thank you for your cooperation, and I hope for a swift resolution to this issue.
Yours sincerely,
[Your Name]
Formal Letter for Claiming Damaged Goods
Subject: Claim for Damaged Goods Received
Dear [Recipient's Name],
I am writing to formally bring to your attention the damaged condition of the goods delivered under order number [Order Number], received on [Date]. Upon opening the package, I observed significant damages, including [brief description of the damage]. These damages have rendered the items unusable for the intended purpose.
As per the terms of our purchase agreement, I kindly request a replacement of the goods or a full refund at the earliest convenience. I have attached photographs of the damaged items for your reference. Additionally, the original packaging has been preserved should your team need it for inspection.
Please let me know the next steps to resolve this matter promptly. I look forward to your immediate assistance.
Sincerely,
[Your Name]
[Your Position, if applicable]
[Your Contact Information]
Email for Damaged Goods Received from Online Store
Subject: Request for Replacement/Refund – Damaged Goods Received
Hello [Customer Service Team],
I received my recent order (Order ID: [Order Number]) on [Date], but unfortunately, some items arrived damaged. Specifically, [describe the damage in simple terms]. This was disappointing as I needed the items urgently.
I kindly request either a replacement or a full refund for the damaged goods. Please advise how I should proceed with returning the damaged items, if necessary. I have attached photos for your quick review.
Thank you for your prompt attention to this matter. I appreciate your support in resolving this issue quickly.
Best regards,
[Your Name]
[Your Email / Phone]
Quick Message for Damaged Goods Claim
Subject: Damaged Goods Received – Immediate Action Requested
Dear [Supplier Name],
I received shipment [Invoice/Order Number] on [Date], but several items are damaged. I need either replacements or a refund immediately.
Attached are photos of the damaged goods. Please let me know how we can resolve this quickly.
Regards,
[Your Name]
Casual Email Claim for Damaged Goods
Subject: Items Arrived Damaged – Need Assistance
Hi [Customer Support/Representative],
I just received my order [Order Number] today, but unfortunately, a few items didn’t survive the trip. The [product name] is broken, and the [second product] has scratches all over. I was really looking forward to using them.
Could you please send me a replacement or guide me through the refund process? I’ve taken some photos and attached them here for your reference.
Thanks a lot for your help!
Best,
[Your Name]
Insurance Claim Letter for Damaged Goods During Transit
Subject: Insurance Claim for Goods Damaged in Transit
Dear [Insurance Company Claims Department],
I am submitting this letter to lodge a formal claim for the goods damaged during transit under policy number [Policy Number]. The goods were shipped by [Carrier Name] under consignment number [Tracking Number] and were received on [Date]. Upon inspection, I found that the items were severely damaged, specifically [detailed description of the damages].
The value of the damaged goods is [Amount], and I request compensation as covered under the insurance terms. Enclosed are the shipping documents, invoices, and photographs of the damaged items to support my claim.
Please confirm receipt of this claim and inform me of any additional documentation required to process it. I look forward to your swift action.
Sincerely,
[Your Name]
[Your Company, if applicable]
[Your Contact Information]
Supplier Notification Letter for Damaged Wholesale Goods
Subject: Damaged Goods in Recent Delivery – Request for Resolution
Dear [Supplier Name],
We received shipment [Shipment ID] from your company on [Date]. Upon inspection, we found that several cartons were damaged, resulting in [list damages]. This has affected our ability to meet customer orders and has disrupted our business operations.
We request that you replace the damaged goods urgently and investigate the cause of the damage to avoid recurrence. A detailed inspection report and photographs have been attached for your review.
Kindly confirm the timeline for the replacement delivery. We appreciate your cooperation in resolving this issue promptly.
Best regards,
[Your Name]
[Company Name]
[Contact Information]
Heartfelt Customer Letter About Damaged Gift Item
Subject: Damaged Gift Item Received – Request for Assistance
Dear [Store/Support Team],
I had ordered [product name] as a special gift for a loved one, but unfortunately, it arrived damaged when delivered on [Date]. The item has [describe damage] which has made it unsuitable as a gift. This has caused a great deal of disappointment, as it was meant for a special occasion.
I kindly request a replacement at the earliest so that I can still present it on time. I have attached photos of the damaged item for your records.
I hope you can understand the urgency and assist me quickly. Thank you for your understanding and support.
Warm regards,
[Your Name]
Strict Letter Demanding Compensation for Damaged Goods
Subject: Immediate Compensation Claim for Damaged Goods
Dear [Recipient's Name],
This is to formally notify you that the goods delivered under invoice number [Invoice Number] on [Date] were received in a damaged condition. The damages were extensive and unacceptable, causing financial loss to my business.
I demand immediate compensation or replacement of the goods, as stipulated in our agreement. Failure to address this matter within [X days] will compel me to escalate this issue through legal and consumer protection channels.
Please treat this matter with urgency and confirm your corrective action immediately.
Sincerely,
[Your Name]
[Your Company, if applicable]
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.
What is a Claim Letter for Damaged Goods and Why Do You Need It
A claim letter for damaged goods is a formal or informal message sent by a buyer to a seller, supplier, courier, or insurance company when products arrive in damaged condition.
Its main purpose is to inform the other party of the issue, request a resolution such as replacement or refund, and protect the buyer’s rights.
Without such a letter, claims may go unrecognized and the buyer may bear unnecessary costs.
Who Should Send a Claim Letter for Damaged Goods
- Individual customers who receive faulty or broken items.
- Businesses that purchase stock in bulk and receive damaged shipments.
- Companies making insurance claims for goods lost or damaged during transport.
- Authorized representatives of organizations dealing with suppliers and logistics providers.
To Whom Should a Claim Letter for Damaged Goods Be Addressed
- Customer service department of an online retailer.
- The supplier or manufacturer who dispatched the goods.
- The courier or logistics company responsible for transit damage.
- Insurance companies, if damage is covered under a policy.
- In some cases, a warehouse or distribution center manager.
Common Scenarios When You Need to Write This Letter
- When goods arrive broken, cracked, or visibly damaged.
- When fragile items such as glassware or electronics do not function due to shipping mishandling.
- When wholesale shipments are damaged and business operations are affected.
- When goods arrive late and in poor condition.
- When insured goods are damaged in transit.
- When perishable products arrive spoiled or unusable.
Formatting and Tone Guidelines for a Claim Letter
- Keep the letter concise but detailed about damages.
- Mention order details, invoice, or tracking numbers clearly.
- Attach or refer to photos, invoices, or reports.
- Maintain a polite yet firm tone unless a stricter approach is required.
- Preferred mode: email for quick response, official letter for business or legal claims.
- Structure: Subject → Greeting → Issue Description → Request for Action → Closing.
Requirements and Prerequisites Before Writing the Letter
- Keep the damaged product and packaging intact for evidence.
- Take clear photos of the damage.
- Collect receipts, invoices, or tracking details.
- Check the company’s return, refund, or warranty policies.
- Know the time limits for making a claim (many companies have strict deadlines).
After Sending the Claim Letter – What to Do Next
- Wait for acknowledgment of your claim.
- Follow up with a phone call or email if no response within the given timeframe.
- Provide additional documents if requested.
- Track whether a replacement, refund, or compensation has been processed.
- If unresolved, escalate the matter through legal or consumer protection authorities.
Pros and Cons of Sending a Claim Letter
Pros:
- Protects your legal and financial rights.
- Provides official evidence of complaint.
- Increases chances of receiving compensation or replacement.
Cons:
- Can take time to process.
- May require back-and-forth communication.
- If written too aggressively, it might harm future business relationships.
Tips and Best Practices for Writing a Strong Claim Letter
- Always remain polite and factual, even if upset.
- Be specific about damages instead of vague complaints.
- Set a clear request (refund, replacement, compensation).
- Keep a copy of the letter and attachments.
- Act quickly – delays can weaken your claim.
- Avoid exaggeration, as it may reduce credibility.
Common Mistakes to Avoid When Writing This Letter
- Forgetting to include order details.
- Failing to attach evidence like photos.
- Writing emotionally instead of professionally.
- Not specifying what resolution you expect.
- Sending the letter too late after delivery.
- Ignoring company return/refund policies.
Elements That Must Be Included in a Claim Letter
- Clear subject line.
- Reference to order number, invoice, or shipment.
- Description of damages.
- Evidence (photos, reports, packaging condition).
- Clear request for resolution.
- Closing statement requesting prompt response.
