Late Delivery Complaint: How to Write One That Will Trigger Response

When you sell anything to a customer who expects you to deliver items to their doorstep through a courier service, you expect your shipment to reach in good time and shape.

But sometimes hassle-free delivery is not possible due to the risks linked to transporting packages from point A to B.

Due to this given possibility of the unexpected; you may experience some delays with your delivery, suffer damages, or even lose the whole package.

As such, some scenarios will require you to follow up on the progress or status of the freight. Well, your first step would be to contact your courier service through their website, and have a live chat or find phone call with a customer representative.

But sometimes these contact points are not as effective in helping you register a late delivery complaint that will bear fruits.

So a better option would be to draft a late delivery complaint email and send it to your carrier service.

As with any email tied to your business, your complaint email must officially address your courier service detailing the niceties of the transaction plus the issue linked to the delivery.

You have the right to Complain about Late Packages

Retailers must understand that they have the right to complain about any mishandled, lost, or damaged items. Your agreement with your courier service gives you the power to follow up on such matters.

No one is saying you should fire all cylinders at your carrier for such mistakes because no service is perfect. But you have the right as a customer entitled to quality services.

So don't hesitate to consult with your delivery service on matters related to a package. Remember, failing to do so will lead to poor customer experience and even worse, abandonment.

You don't want to end up suffering the consequences of your carrier's mistakes.

Writing a Late Delivery Complaint Email That Will Trigger Quick Response

That said, whatever you send as a complaint email to your courier service must adhere to the following guidelines.

·        Be Polite. Most errors in business are unintended and keep in mind that most firms and courier services are willing to address complaints as quickly as possible.

·        Be brief. Ensure your letter does not exceed two paragraphs and carries only the details of the delayed shipment. Use short paragraphs.

·        Be sincere and to the point. Add enough detail to back your claim and prove that you've thoroughly considered all options before drafting your letter.

·        Write in a firm, but polite tone, and do not use aggressive or judgmental language.

·        Attach only photocopies of any document or receipts you wish to use to support your claims. Keep all the originals.

·        Add all shipping details: Include info like: your' ship from' location; 'ship to' destination; the last time you followed up on the shipment; as well as any other details that will help you prove your point.

·        If your service provider won't respond to your requests or complains, and you wish to pursue legal action, express your feelings in an intelligent and firm tone. Do not threaten to sue the firm if you are not ready to go ahead with it.

·        If your complaint letter is addressed to an individual, do not include sweeping statements about the shipping service.

·        Because you may need to follow up on the late delivery complaint until your issue is solved, it is helpful to remain official and avoid destroying the relationship. Use firm but respectful language to address your matters.

·        Add contact information – like your name, phone number, address, and email address so that the company can reach you in many different ways. Some detailers are better explained through phone conversations than chats.

·        If your carrier takes too long to respond – say 24 hours or more, send another formal email on the same thread to follow up on the status of your order. Again, use a firm tone but remain polite.

Finally

You also want to give the customer feedback on the progress of the order or send another shipment if the cargo is too long. It will give you enough time to follow up on the lost, delayed, or damaged delivery.