Claim Letter for Damaged Goods

Ordering goods can be a gamble. You always expect to receive quality products, which represent value for your money. However, this is not always the case. A supplier or shipper could deliver damaged or insufficient goods. When this happens, you can inform them of their error through a claim letter.

A claim letter for damaged goods is a formal document sent to a supplier, shipper, or insurance company. It informs them that you are not pleased with the delivered products. Additionally, it requests the reader to either replace the goods or reimburse you.

Have you received a defective shipment? Here is how to forward your complaint through a letter.

What to Include in a Claim Letter

As mentioned, a claim letter can be written to a supplier or insurance company. From the former, you can ask for a replacement or refund. You can also write to your insurer to request reimbursement. Regardless of the recipient, your letter should contain the following details:

  • Product Details – This includes the product name, value, shipment date, and shipment number. If relevant to your case, you can also include the date you received the shipment.
  • Writer Details – Help the reader find your file faster by including your name, address, account number, order number, and order date.
  • Recipient Details – What is the supplier’s name? Do you know their address?
  • Subject – The subject is the main reason you are writing. It makes up most of your letter’s body. After introducing the case, explain the defect with your product. Why are you sending it back? Then inform the reader of what you would like them to do. This is where you request a refund or replacement.
  • Supporting Documents – Attach and mention in your letter any documents that prove your claim. This should prevent any back and forth.

Writing Tips for a Claim Letter

Delivery is just as important as content. Now that you know the features your claim letter should have, here are some tips to help you get your message across.

  • Always stick to the facts. Avoid describing your emotions at the expense of providing necessary information.
  • Attach any documents relevant to your claim
  • When making descriptions be as precise as possible.
  • Be polite and professional.
  • Use a business letter format.
  • Make clear the type of action you would like the reader to take
  • Keep your letter short and to the point.
  • Avoid using rude or dismissive language.

Claim Letter for Damaged Goods (Format)


{Supplier’s Name}

{Company Address}

{Supplier’s Address}

{City, State, Zip Code}

Re: {Order Number}

Dear {Mr./Mrs./Ms. Last Name},

I purchased {item name} from {company name} on {date}, order number {order number}. The {item name}, which was delivered on {delivery date}, is damaged. It {briefly describe the defect}.

According to the Consumer Rights Act, I am entitled to products of satisfactory quality. Since the delivered goods are not, you are in breach of contract. I am writing to request a {refund/replacement}.

Kindly process my request by {deadline}. If you wish to discuss this matter further, you can contact me on {contact information}.

I look forward to hearing from you.


{Your Name}

{Your Signature}

Sample Claim Letter for Damaged Goods

19 November 2030

Timothy Gregory

JKL Suppliers

123 Highway St.

Wilmington, NC 45689

Re: Order 3456/JKL

Dear Mr. Gregory,

I ordered 480 antique cups from JKL suppliers on 26 October 2030. The cups, which were to be delivered on 18 November 2030, arrived on time. However, 213 of them were either partially chipped or completely broken. I have attached some pictures of the damage.

I am writing to request a prompt replacement of the cups. Kindly ensure they are shipped to the provided address in perfect condition. If this is not possible, I would like to be reimbursed in full, including shipping costs.

Kindly contact me at to arrange the return of this shipment and the delivery of the next. Thank you for your time.


Pauline Rachel

Claim Letter for Damaged Goods (Word Template )

File Format
  • MS Word

Bottom Line

When drafting a claim letter for damaged goods, it is crucial that you maintain a polite and professional tone. Communicate your situation without being rude or dismissive of the reader. Remember, the damage might have been a genuine mistake.

Make sure to include all the details of the shipment and provide exact dates and batch numbers. If you would like to be reimbursed for your order, note down your account details.

Finally, always include your full name, signature, and address.

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