How to Write Emails for Missing Items Samples Included

email for missing items

In our fast-paced world, it’s not uncommon to write an email for missing items when stuff go missing for whatever reason. Whether it’s a misplaced package or an essential document that didn’t arrive, knowing how to compose a concise and assertive email can significantly improve your chances of resolution. In this article, we’ll delve into the art of writing effective emails for missing items, equipping you with the skills to communicate confidently and efficiently.

I once lost a particular vital item at work. It was a very expensive digital audio recorder, treasured by many colleagues and valued by the boss. Where I left it, I could not recall. I spent a whole month regretting and blaming myself for being so negligent. Then another month passed while I planned to tell the boss, hoping he would not find out before I informed him of the missing item.

The Dilemma

Reporting a missing item is crucial. What usually is uncertain to most people is when to report it. One would rather avoid reporting too early less it turns out that the item was not missing after all, but misplaced. At the risk of being accused of raising false alarm regarding a missing vital item that might end up found under your desk, there is the tendency to keep mute about your search ordeal till it is too late to voice it out.

Early Reporting

Whatever the situation surrounding a missing vital item in the workplace is, it is important to report it promptly. One way to inform your boss of the situation is via email. This way, it is well documented that the missing item has been duly reported to the management.

Important Tips

Here are some tips to follow when reporting a missing or misplaced item;

  • Introduce yourself appropriately so that from the onset, your boss would know who is on the other end of the line. Whatever previous standing you had with the boss, will reflect in the mindset with which your email would be read.
  • The item is missing, be clear about this and avoid unnecessary ambiguity.
  • Avoid lengthy details about how the item got missing. Though your boss will want to know how the item got missing or misplaced, be succinct about it. Give only relevant information which includes when, where and a brief detail of how you misplaced the item.
  • While you may be optimistic regarding finding the missing item, it is advisable not to raise your boss’ hope in case this does not turn out as expected.
  • Take responsibility for misplacing the item or for negligence if indeed you were.
  • State how you feel about the item you have misplaced or lost. First be clear about how you feel before stating what was missing.
  • Do not forget to tender an apology for an item in your care that later got missing.
  • It is important to note that your ‘boss’ here would be your direct supervisor or the head of the department. Except the company does not give room for this. For example, a small sales store where employees report directly to the owner.
  • There are instances a missing item at the workplace is simply not out of negligence or oversight. In cases whereby a personal item is obviously stolen, it is important to get your boss aware especially if you have chosen to involve the security operatives in the matter.

Criminally Implicated Scenario

Sometimes, a missing item might not necessarily be placed in anyone’s care, but the fact that it is missing should be reported as soon as possible. If this object is treasured and the circumstances surrounding the way it is missing is suspected to be a case of theft, reporting to the boss promptly is paramount.

Here are some tips to follow when reporting such items to your boss.

  • Let the letter carry not just your name but your designation/post in the organization.
  • Go straight to the point by stating the missing item
  • Do not implicate any co-worker either directly or subtly in your e-mail. State only the facts which are verifiable.
  • Do not accuse, paint in a bad light or pass blame to any co-worker regarding the missing item.
  • Avoid irrelevant details
  • Inform your boss about how you are handling the situation
  • Suggest a way out to avoid this in the future

Email Sample to Report Missing Items

Good Morning Sir, 

My name is Smith Jones; I am one of the photographers of the company, currently stationed at Studio B. 

I will like to bring to your attention an unpalatable situation which I found myself for about a week now. This has left me troubled as I made every effort to solve the issue. 

I left the office late on the night of Friday, 12 January 2017, after the photo shoot. In my haste to get home early, I left the Canon EOS 1D camera on the desk instead of placing it with the other equipment in the studio cabinet.

On resuming work by Monday morning, I could not find the camera on the desk. Every search effort proved futile as it was evident that it was missing. Some of my colleagues joined in the search. We have also inquired from the cleaners if they had seen the camera, but they all reported that they had not.

I take responsibility for this act of negligence and I apologize for it. 

Thank you. 

Yours Sincerely, 

Smith Jones

Email Sample Report a Missing Vital Item in Your Care

Dear Sir, 

I hope this email meets you well? 

My name is Mark O’Brian; I am a full-time employee of the company. I work in the IT Department. 

Sir, something happened this afternoon after the lunch break that I will like to make you aware of. My HP laptop got missing at the office during this period. The computer was left in my bag and placed in a place I consider to be safe, while I left for lunch. On return, I found it is missing. I have searched through the premises with no results. Other items belonging to me were removed from the bag and placed on the desk while the bag with the laptop is nowhere to be found. 

I will like to report this matter to the police but thought to bring it to your notice before proceeding.

Thanks for your understanding. 


Mark O’Brian

How to Write Email for Missing Items on delivery: Sample

Subject: Request for Assistance: Missing Items

Dear [Recipient's Name],

I hope this email finds you well. I am writing to inform you that I have recently noticed a discrepancy in my order [order number] placed on [order date]. Regrettably, some items were missing upon delivery. Could you kindly investigate the matter and provide me with a prompt resolution? I appreciate your immediate attention to this issue.

Thank you for your assistance.

Best regards,
[Your Name]

Sample Letter of Reporting Missing Items in Office

Subject: Report of Missing Items in the Office

Dear [Recipient's Name],

I hope this email finds you well. I wanted to bring to your attention that we have discovered some missing items in the office. The items include [provide a brief description of the missing items]. 

We have conducted a thorough search and investigation but have been unable to locate them. I kindly request your assistance in resolving this matter.

Thank you for your prompt attention to this issue.

Best regards,
[Your Name]

Lost and Found Email Sample

Subject: Lost and Found Notice

Dear Team,

We have recently found some items in the office that seem to have been misplaced or lost. The items include [provide a brief description of the found items]. If you believe any of these items belong to you, please come to [location] to claim them within [specific timeframe]. 

We aim to reunite the items with their rightful owners. If unclaimed, they will be disposed of accordingly.

Thank you for your cooperation.

Best regards,
[Your Name]

Missing Items Report Email Sample

Subject: Missing Items Report

Dear [Recipient's Name],

I regret to inform you that we have discovered the following items missing from the office: [provide a brief description of the missing items]. We have thoroughly searched the premises but have been unable to locate them. Kindly assist in resolving this matter as soon as possible.

Thank you for your attention to this urgent issue.

Best regards,
[Your Name]


In conclusion, you should remember the importance of crafting a concise and clear email when reporting missing items. Ensure to include essential details such as the item description, location, and incident timeline. By providing this information, you increase the chances of locating the missing item.

Check More Out Email Templates and Samples for Reporting A Missing Vital Item

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