No matter how hard we try, sometimes it happens that despite all our efforts, errors surface. If any of your customer has faced short shipment then then you must write an apology letter for shipment of goods in order to express your apology for the short shipment. It is a great idea to always follow an apology letter format in order to create such a letter with perfection.
In this post, we have come up with an apology letter to customer for short shipment / Supply sample. You can use this apology letter example to draft a professional letter on behalf of your company.
Sample Format for Apology Letter to Customer for Short Shipment
From:
Jacob Brown
Manager
New Age Hardware Company
New York
Date: October 25, 2021
To,
Mr. Andrew Reynolds
Manager
Zenith Technologies
New York
Dear Mr. Andrew,
We are extremely thankful for your letter dated October 10th, 2021 for bringing it to our notice the issue related with short supply. Please accept our sincere apologies for the inconvenience caused to you.
After going through your letter, we immediately investigated the issue and found out that it was a human error because of which the lesser supply was shipped to you. Nevertheless, we apologize for the same and we would like to inform you that we have already dispatched the remaining order by express delivery. Please find attached the details of the shipment and the invoice with the letter.
We will work harder to make sure that such kinds of issues do not surface again and we continue to have a smooth and stronger association.
This is in the reference to the order placed by your company few days back with us. Due to the huge response we received from our summer catalog, we are experiencing a delay in filling some of the orders. Item (number) should be sent to you within (time) from this date.
Please accept our apologies for this delay. We regret this delay. We hope you would understand our situation on the same. Thanking you for keeping patience.
After complete investigation, I am certain of that we have found the source of the problem that created a misunderstanding on (date)
When we received your purchase order for (quantity, product), we were unable to fill the purchase order for instant delivery due to (explanation for delay in delivery). Our letter informing you of this same deferral and requesting your instructions was mailed to you on (date). After that we did not receive a response and proceeded to send a follow-up letter to you on (date).
We have been able to make delivery to you since the (date) but felt that since you had emphasized “for immediate delivery” on your purchase order, we should wait for your approval before shipping the complete order.
I can easily understand why you were so upset with us (day) if no one made you aware of our correspondence. But as you also would agree that it was just miscommunication and nothing else. We have always appreciated having you as a customer and hope that
we can continue to provide you with our products in the future.
The shipment of the above referenced merchandise was delivered to my receiving division on While the original delivery date was set for I approved this later delivery in view of the problems that you were experiencing at that time.
Our check for the full amount of the invoice, less our 2% cash discount, was mailed to you on (date).
I am also enclosing a copy of the statement I received today, which includes a charge back for that discount, taken in compliance with your terms. I believe that the source of this error lies in the fact that the date on the invoice was not changed to reflect the delay in delivery.
I would appreciate receiving a corrected statement of my account. Thank you for your cooperation in this matter. Please feel free to contact us for any doubts or clarifications.
Our new shipment from Australia has been unloaded, delivered, dusted, and is now all ready for your awaited review.
We really found some spectacular and unique pieces and when I tell you that our container was jammed full, believe me, it was not just full it was over loaded.
We welcome you to come, have a look, buy some pieces and if you like and join us in a cup of espresso anytime. We assure you that won’t be sorry and would be glad to get such a great opportunity! Hope to see you soon.
Please drop in anytime, we are open all days from 10 am to 7 pm. Thanks.
I have just received the invoice [invoice no.] dated [date], sent by you.
I want to tell you that I have not received the [product name]. Apart from other goods, I also ordered for a [product name], but it is not in the shipment
Please send this item as soon as possible as I need it urgently, and the order is incomplete without this single item. I will make the payment when this order is complete.
We have received the shipment for our order of [product name], dated [date].
Please note that this consignment is of no use to us now as we needed it before [date]. When I placed this order, I was told that the delivery will be made around [date]. But, we received the shipment [no. of days] days late.
So, we are not accepting this shipment and cancelling the order. We are shipping back the products to you. Please refund us the payment we made for this order, when you receive this shipment.Sorry for the cancellation, but we had to do this.I hope that you will be able to deliver our next order in time.
Rejection of Shipment Due To Bad Quality: Please Re-Ship –
[Name, Company Name & Address here]
[Date]
Dear [name],
We received the order no. [no. here] this morning. We received [product name and quantity], ordered on date [date]. I have enclosed a copy of the order bill].
I would like to say that your company is known for best quality, but I was shocked to find that –
[State here the reason of your disappointment, the bad quality of items, defects etc.]
However, I believe that keeping our old business relationship in mind; you will re-ship our order with new items.
We are returning back the shipment and it should reach you by [date].
Please inform us when you ship our order again. You can call me on [no. here] for any kind of information.
Rejection of Shipment Due To Bad Quality: Cancel Order –
[Name, Company Name & Address here]
[Date]
Dear [name],
I have received the shipment of our order for [product name].
I want to tell you that I was shocked to find out that the goods you sent us are not exactly what we ordered with you. These goods are of different measurements. Also, they are not of good quality.
I have been dealing with you for such a long time; this is something that we never expected from you.I have decided to return the shipment to you and, we want the order to be cancelled. Please refund us the payment for this order when you receive the shipment.
I cannot allow you to re-send us the consignment as it will delay our project. I will buy these products from somewhere else where stock is ready.
Regrettably, I have to say that this time we are not able to complete an order with you.
Look forward to continued business with you in the future.
