Order Issue? Use These Notification Letter Examples & Templates for a Swift Resolution
Letter #1: Damaged Tablecloths Returned: Credit Request #12345
Following our June 12th call, we are returning the shipment of 30 red tablecloths (invoice #12345) due to 10 cloths having black streaks. Please credit my account $321 for the order and shipping costs.
Letter #2: Damaged Grecian Urns: Requesting Replacements & Credit
My April 10th furniture order arrived with 5 broken Grecian urns due to insufficient packing. I've attached a photo for reference. Please credit my account and send 3 well-packaged replacements promptly.
Letter #3: Incorrect Car Seat Covers Received: Refund Requested
I received the wrong car seat covers. I ordered bench seat covers, but received bucket seat covers. As you do not offer bench seat covers for my car model, I am returning the order for a full refund, including return shipping costs.
Letter #4: Discrepancies in Order: Replacement & Return Requested
Our recent shipment had discrepancies. We received Delta kites instead of Box kites, no Mylar balloons, and only 2 cards of AA batteries instead of 24. Please send the correct items via overnight air freight. We'll return the incorrect items.
Letter #5: Missing Items in Order #[order number]
My order #[order number] arrived, but [number] items are missing: [list of missing items]. Please send the missing items as soon as possible.
Letter #6: Damaged Product in Order #[order number]
I received order #[order number], but [product name] arrived damaged. Please provide a replacement or a refund.
Letter #7: Wrong Item Shipped in Order #[order number]
I received the wrong item in order #[order number]. I ordered [correct item], but received [incorrect item]. Please send the correct item and provide a return shipping label for the incorrect item.
Letter #8: Quantity Discrepancy in Order #[order number]
I ordered [quantity] of [product name] in order #[order number], but only received [incorrect quantity]. Please send the remaining [quantity difference] items.
Letter #9: Order #[order number] Arrived Damaged Due to Poor Packaging
Order #[order number] arrived damaged due to insufficient packaging. Please send a replacement and ensure proper packaging for future orders.
Letter #10: Unsatisfactory Product Quality in Order #[order number]
The [product name] in order #[order number] does not meet the advertised quality standards. I would like to request a refund or replacement.
Letter #11: Notification of Damaged Goods
I am writing to inform you that I received my order #[Order Number] on [Date], but unfortunately, the items were damaged during shipping. The [Product Name] arrived [Description of Damage]. I have attached photos as proof. I would like to request a replacement for the damaged items as soon as possible.
Letter #12: Incomplete Order
I received my order #[Order Number] on [Date], but it appears to be incomplete. The following items are missing from my order: [List of Missing Items]. Please investigate this matter and ship the missing items as soon as possible. I have attached a copy of my order confirmation for your reference.
Letter #13: Incorrect Item(s) Received
I am writing to inform you that I received the wrong item(s) in my order #[Order Number] placed on [Date]. I ordered [Correct Product Name(s)], but instead received [Incorrect Product Name(s)]. I would like to request a replacement of the incorrect items with the correct ones. I have attached a copy of my order confirmation for your reference.
Expert Tips
- Clearly state the issue (incomplete, incorrect, or damaged order).
- Provide order details (order number, date, items).
- Specify the desired resolution (replacement, refund, credit).
- Include supporting evidence (photos, invoices).
- Maintain a polite and professional tone.
Write Unique and Personalized Letters: A Step-by-Step Guide
Follow these simple steps to write your own order letter effectively:
Sample Sentences
- Thanks for filling my order so promptly.
- I appreciated the rapid delivery of my order. It arrived this morning.
- My order has arrived at last, but not in satisfactory condition.
- I have just received the shipment that I ordered on July 15.
- I found your package sitting on my desk this morning--less than 24 hours after I placed my order.
- When I checked my order today, shortly after it arrived, I found nearly everything as I expected it.
- Thanks for filling my order so promptly and, for the most part, accurately.
- I have finally received the goods I ordered on March 10, but am afraid that the consignment is incomplete.
Key Phrases
- appreciate your
- appreciated the early delivery
- arrived at last
- arrived so quickly
- arrived, as always, very promptly
- has finally arrived
- have finally received
- have just received the
- in unsatisfactory condition
- my order number
- order arrived on
- order is incomplete
- received my order
- shipping my order so promptly
- thank you for
- the order I placed on
- the goods I ordered
- the punctual arrival of
- very prompt delivery
- was pleasantly surprised by
- was initially very pleased to
- well before my deadline
- your quick turnaround
- your prompt delivery impressed
Sample Sentences
- However, as we discussed on the phone, I am returning several items that don't belong to me. I think they were put into my package by accident. My MRA number is P-8765.
- Unfortunately, the boots are not the size I requested. I can't get my size 10 foot into a size 6 boot!
- The pewter pieces arrived intact, but two of the glass pieces were broken.
- While the package arrived on time, the order was not filled as accurately as I expected.
- I am disappointed, however, that the outer case of the printer is damaged. A piece has been broken off the left side.
- Several items were checked off on my order form, but they were not in the box. I don't know what happened, but they did not arrive.
- Several of the items were quite different from what I ordered.
- The doll house arrived in good condition, but two of the furniture sets I ordered were missing.
- The shipping carton was quite badly damaged too, so the problem may have occurred during shipping.
Key Phrases
- am returning several items
- appears to have been an error
- are the wrong size
- arrived in poor condition
- different from what I had specified
- don't seem to belong to
- errors in the order
- included in error
- is unfortunately not the first time
- items were missing
- most of the order is fine, but
- must have been
- order was incomplete
- order must have been confused with
- problem with packing
- several items were damaged
- several items were missing
- the shipping container does not appear to be damaged
- the shipping container is also quite severely damaged
- was not accurately filled
- was not what I ordered
- was disappointed to discover
- were quite different from
Sample Sentences
- I will return the incorrect items as soon as I receive the prepaid shipping carton you agreed to send, but please send the models I ordered immediately.
- Please exchange the enclosed items for model numbers 243 and 667, as specified in my original order. I am sending them by mail, as we agreed, and will expect you to credit my account with the shipping charges.
- I am returning the merchandise that was in excess of what I ordered. Please credit my account for the return, as we agreed on the phone. My MRA Number is DP-123.
- Following your instructions, I am returning the broken pieces for replacement.
- Please send the missing items.
- I know it's a minor thing, but I will appreciate your repairing or replacing the damaged side piece.
- Please exchange the enclosed part (#4321) for the correct one (model #1234) and send the switch which I ordered and paid for but did not receive (model #5678).
Key Phrases
- am returning the
- as we discussed on the phone
- as we agreed
- as we arranged by phone
- as soon as possible
- at your expense
- await your instructions about
- cancel the order
- credit my account with
- either repair or replace the
- following your instructions
- have enclosed a copy of your packing list
- in the original shipping carton
- kindly ship the replacements
- MRA (merchandise return authorization) number is
- please replace the
- prepaid shipping carton
- replace the damaged items
- return my money
- send the missing items
- send me shipping instructions for
- send the correct items
- the merchandise which I did not order
- using the shipping label you supplied
- will arrive too late for
Sample Sentences
- I would appreciate your looking into this matter.
- I have enjoyed doing business with you in the past, and hope that you will be able to rectify this situation.
- I have always appreciated your fast and efficient service, and know that this error is a departure from your usual standards.
- I trust that there was no ambiguity in my order. If there was, I can only apologize.
- Thank you for addressing this problem.
- I trust your corrective action will clear up the problem for both of us.
- I trust that the problem will not recur.
- This is the first time there has been a problem with one of my orders. Thanks for your usual efficiency.
Key Phrases
- a return to your usual
- acting as expeditiously as possible
- addressing the problem
- ambiguity in my order
- departure from your usual standards
- get this sorted out
- have enjoyed doing business with you
- hope that you will be able to
- hope to receive
- hope that there was no
- look forward to
- looking into this matter
- problem will not recur
- receiving the correct merchandise
- receiving the products I ordered
- rectify the situation
- the balance of my order soon
- trust that this will
- with some urgency
- would appreciate your
- your usual efficiency
- your usual impeccable service
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