How to respond when the client recieves Wrong Shipment

 How to respond when the client receives the Wrong Shipment

It is quite common for us to make mistakes as humans. It is something that can happen to anyone. Smarter are those who tend to learn from mistakes and does not repeat the same stuff in the future. Today we are going to go through a similar situation that is being faced by every other firm these days. When a client is delivered with a wrong package, it is obvious for them to get furious in that regard. it immensely depends on us as to how we manage it and assure them that the error has been diagnosed as well as a procedure to eradicate is under process. It could be anything ranging from a simple hardware product to something complicated as servers or software installations.

Below is an example when a client receives a wrong shipment and askes the firm in this regard. Here in the below template, we see as to how one could convey and make their client believe that the issue would get resolved as early as possible.

Hi Sir,

Subject: Wrong Shipment

Firstly, I would like to apologize for the grave error that occurred from our end (Apologizing for the mistake is quite important. It makes the client learn that you have accepted your mistake as well as a trust is formed). We have started the formal inquiry in regards to the ordered product and are working process to find where exactly everything went wrong.

In the meantime, we can initiate the refund process for the client and see to it that he/she gets the amount within the next six days. (Provide alternative ways of a solution as well in the meantime until the solution gets resolved completely.)

My sincere apologies to you and your client for the inconveniences that had been caused from our end.

Thanking you

ABC (Your Name)

XYZ Company (Your Firm)