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Letter to Apologize for Damaged Shipment

Write this type of letter to apologize to a customer for a shipment that they purchased from you and that was damaged. Include any pertinent details in your letter, such as the date of purchase and what was damaged. Also mention how your company plans to resolve the matter to the customer's satisfaction.

[Your letterhead, if desired; if not, your return address]

[Date of letter—month, day, and year]

[Recipient's first and last names]
[Company name]
[Street or P.O. box address]
[City, State ZIP code]

Dear [recipient's name]:

I understand that you placed an order with our company, Vitamins Unlimited, on June 15, 2011, which was shipped on June 16. I also understand that this shipment was damaged when it arrived to you, and I sincerely apologize for that. Per your conversation with our customer service department, we understand that two glass containers were broken. Thus, we will be sending replacements to you for these two items. You may discard the damaged items. We will be shipping the replacement items to you within the next two business days.

As I said, we wish to convey our apologies to you, and we thank you for your business and patience. Please let me know if there is anything else I can do to resolve this issue.

Sincerely,

 

[Signature]

[Sender's first and last names]

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