Sample No Known Loss Letter: A Comprehensive Guide
Losing a package or shipment is frustrating, but sometimes, despite diligent tracking, a package simply can't be located. When this happens, and the carrier can't provide a definitive location, you might need to write a "No Known Loss" letter. This letter formally documents the situation, protecting both the sender and recipient in case of future discrepancies or claims. This guide provides multiple sample letters and explains what to include.
What is a No Known Loss Letter?
A No Known Loss letter is a formal communication stating that a shipment has not been located despite reasonable efforts to track it. It's used when a package is missing, and the shipping carrier cannot confirm its location or status. It serves as evidence that a loss occurred, even without definitive proof of where or how it happened. This documentation can be crucial if you need to make an insurance claim or resolve a dispute with the recipient or the carrier.
When to Use a No Known Loss Letter?
You should consider writing a No Known Loss letter when:
- The tracking information stops updating unexpectedly. The last update might show the package as "in transit," but it never reaches its destination.
- The carrier claims no knowledge of the package's whereabouts. They can't find it in their system, and their investigation yields no results.
- The recipient hasn't received the package, and a reasonable timeframe has passed. You've allowed ample time for delivery, considering the shipping method and distance.
- You need documentation for insurance claims. This letter serves as crucial proof that a loss occurred.
Sample No Known Loss Letters: Different Scenarios
Here are a few examples of No Known Loss letters, catering to different situations:
Sample 1: To the Shipping Carrier
[Your Name/Company Name] [Your Address] [Your Phone Number] [Your Email Address]
[Date]
[Shipping Carrier Name] [Shipping Carrier Address]
Subject: No Known Loss - Tracking Number [Tracking Number]
Dear [Shipping Carrier Contact Person or Department],
This letter is to formally report the no known loss of a package shipped via your service. The package, with tracking number [Tracking Number], was shipped on [Date] from [Origin Address] to [Destination Address]. The last recorded update on the tracking system was on [Date of Last Update], indicating [Last Update Status]. Since then, there has been no further update, and the recipient has not received the package.
We have contacted the recipient, [Recipient Name], who confirms they have not received the shipment. We request your assistance in investigating the whereabouts of this package. Please advise on the next steps to be taken, including any procedures for filing a claim for the lost package.
Sincerely, [Your Name/Company Name]
Sample 2: To the Recipient (with copy to the carrier)
[Your Name/Company Name] [Your Address] [Your Phone Number] [Your Email Address]
[Date]
[Recipient Name] [Recipient Address]
Subject: No Known Loss - Order Number [Order Number]/Tracking Number [Tracking Number]
Dear [Recipient Name],
This letter confirms that we are investigating the no known loss of your order (Order Number [Order Number]), which was shipped via [Shipping Carrier Name] with tracking number [Tracking Number]. Despite diligent tracking, the package's location remains unknown. We have contacted [Shipping Carrier Name] to report the issue and begin an investigation.
A copy of this letter has been sent to [Shipping Carrier Name] to support our inquiry. We will keep you updated on the progress of our investigation and will let you know as soon as we have more information. If the package isn't located, we will discuss replacement or refund options with you.
Sincerely, [Your Name/Company Name]
Sample 3: Brief Version for Insurance Claim
[Your Name/Company Name] [Your Address] [Your Phone Number] [Your Email Address]
[Date]
[Insurance Company Name] [Insurance Company Address]
Subject: No Known Loss Claim - Policy Number [Policy Number] - Tracking Number [Tracking Number]
This letter is to formally report the no known loss of a package insured under policy number [Policy Number], with tracking number [Tracking Number]. The package has not been located despite efforts by the shipping carrier, [Shipping Carrier Name]. Further details are available upon request.
What to Include in Your No Known Loss Letter
Regardless of the specific scenario, your letter should include:
- Your contact information: Name, address, phone number, and email address.
- Date: The date the letter is written.
- Recipient's information: The shipping carrier's contact information (Sample 1), the recipient's information (Sample 2), or the insurance company's information (Sample 3).
- Tracking number: The unique tracking number associated with the shipment.
- Shipping date and origin/destination addresses: Details regarding when and where the package was shipped.
- Last known tracking update: The date and status of the last update on the tracking system.
- Statement of non-receipt: Confirmation that the recipient hasn't received the package.
- Request for assistance/investigation: A clear request for the recipient or carrier to investigate the matter.
- Mention of insurance claim (if applicable): If you intend to file an insurance claim.
By following these guidelines and using the sample letters as a template, you can effectively document the loss and increase your chances of a successful resolution. Remember to keep copies of all correspondence for your records.
