Lost Parcel Complaint Letter Template for Hong Kong

The Lost Parcel Complaint Letter is a crucial document used when postal items go missing in transit within or from Hong Kong. It serves as the primary formal communication channel between the affected party and the postal service provider, incorporating essential elements required under Hong Kong's consumer protection and postal service regulations. This document is typically employed after initial tracking and informal inquiries have failed to locate the parcel. It should include comprehensive details about the lost item, tracking information, dispatch date, value, and previous communication attempts. The letter needs to align with Hong Kong's legal requirements, particularly the Post Office Ordinance (Cap. 98), to ensure its effectiveness in pursuing compensation or resolution. It forms the foundation for any subsequent legal action if the complaint remains unresolved.

1. Sender's Details: Full name, address, contact information, and any customer reference numbers

2. Recipient's Details: Name and address of the postal service provider's complaint department

3. Date: Current date of writing the complaint letter

4. Subject Line: Clear identifier: 'Complaint Regarding Lost Parcel - [Tracking Number]'

5. Parcel Details: Comprehensive information about the lost item including tracking number, dispatch date, contents, and value

6. Incident Description: Chronological account of what happened and when the parcel was discovered missing

7. Previous Communications: Summary of all previous attempts to resolve the issue, including dates and reference numbers

8. Request for Resolution: Clear statement of what resolution or compensation is being sought

9. Closing Statement: Professional closing with timeline for expected response and any consequences of non-action