[Your Name]
[Street Address]
[City, State ZIP Code]
[phone number – optional]
[email address – optional]
May 19, 2009
[Name of Recipient]
[Title]
[Company Name]
[Street Address]
[City, State ZIP Code]
Re: [Claim No. ]
Dear [Name of Recipient]:
Thank you for letting us know about the product that you sent to us on [Date Sent].
Since it still has not arrived at our Receiving Department, we have put a tracer on it and have assigned it a Claim No., (above). Please use this number in any future correspondence regarding this package.
If nothing is found through the tracer, we will file a claim with the package carrier, [Name of Carrier], Resolution of such a claim can take up to 30 days.
In the meantime, if you would like us to send you the replacement item you had requested immediately — without waiting for the claim to be processed — we will ship it to you now and charge you for it. Then, when the claim process is completed, your account will be credited for the lost order.
We regret the inconvenience caused by this shipping error, and thank you for your patience and understanding.
Cordially,
[Your Name]