Wrong Item Shipped Response Templates
Wrong item shipped response templates to apologize, reship the correct product, send return labels, and fix size or variant errors fast. Use the variants as they are, fill in the placeholders, or download the editable Word file.
Made by Anatolii Ulitovskyi 
Fact-checked by RH Fardin Updated 1. Apology plus reship
When to useUse this when the customer got the wrong item and you are sending the right one immediately.
Subject
Sorry -- the right item for order order number is on its way
Hi customer name,
I am sorry -- we sent you the wrong item on order order number. That is our mistake, and I want to get the right one to you as fast as possible.
Good news: your correct item is already being shipped and should reach you within timeframe. You do not have to wait for anything on your end for that to happen.
I will follow up separately about the item you received by error so returning it is painless. For now, the priority is getting you what you actually ordered. Sorry again for the mix-up.
Best,
your name, company name
2. Wrong item, keep it (no return needed)
When to useUse this when returning the wrong item costs more than it is worth and you would rather they keep it.
Subject
The right item is coming -- and keep the other one
Hi customer name,
I am sorry we shipped the wrong item on order order number. Let me make this simple for you.
Your correct correct item is on its way and should arrive within timeframe. As for the item we sent by mistake, please keep it -- no return needed. Use it, gift it, or donate it, whatever is easiest for you.
You should not have to spend your afternoon at a drop-off counter for our error. If the replacement does not arrive as expected, just reply and I will sort it out right away.
Best,
your name, company name
3. Return label plus replacement
When to useUse this when the mis-shipped item must be returned and you are providing a free return label.
Subject
Fixing order order number -- replacement plus a free return label
Hi customer name,
I am sorry we sent the wrong item on order order number. Here is exactly how we will fix it, at no cost or hassle to you.
Your correct correct item is shipping now and should arrive within timeframe. For the wrong item you received by mistake, I have attached a prepaid return label -- just tape it to the box and drop it anywhere convenient.
You do not need to send the wrong one back before the replacement ships; they are handled separately. If anything about the label does not work, reply and I will send a new one.
Best,
your name, company name
4. Part of order wrong
When to useUse this when a customer got most of their order right but one or more items were incorrect.
Subject
One item on order order number was wrong -- here is the fix
Hi customer name,
Thanks for flagging this, and I am sorry for the slip. Most of order order number was correct, but we sent wrong item when you should have received correct item.
The rest of your order is fine to keep and use as normal. For the item we got wrong, your correct correct item is shipping now and should arrive within timeframe.
I will send a separate note about returning the incorrect piece so it is easy. Sorry for the extra step on what should have been a clean delivery -- reply anytime if I have missed anything.
Best,
your name, company name
5. Wrong size or variant
When to useUse this when the correct product arrived but in the wrong size, color, or variant.
Subject
Sending the right one for order order number
Hi customer name,
I am sorry -- we sent the right product on order order number but in the wrong variant. Let me get the correct one to you and make sure it is spot on this time.
To confirm in writing, I am now shipping correct variant. Please double-check that matches what you wanted, and it should arrive within timeframe.
You can keep the one that arrived until your replacement gets there; I will send return details separately so you are never without it. Reply if correct variant is not quite right and I will fix it before it ships.
Best,
your name, company name
6. Repeat error escalation
When to useUse this when the same customer got the wrong item twice and patience is rightly gone.
Subject
This is on me -- fixing order order number for good
Hi customer name,
Getting the wrong item once is bad. Twice is unacceptable, and I am not going to dress that up. I am sorry, and I am personally taking over your order order number so this ends here.
I have verified by hand that your correct item is correct and it is shipping today, arriving within timeframe. I have also added gesture for the trouble we have put you through. Keep anything already sent in error -- do not spend another minute on returns.
Reply straight to me if anything is off. You should not have to chase this again, and with me on it, you will not.
Best,
your name, company name
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How to use
How to use this template
- 1
Pick the closest variant. Choose by the situation, not only by the channel.
- 2
Replace every placeholder in brackets. If you cannot fill one, ask the customer one short question first.
- 3
Save the final wording where your team works: your CRM, your help desk, or saved replies and the knowledge base in CRMsoftware.pro.
- 4
Review the results every week. Drop the variants that confuse people and improve the ones that work.
FAQ
Frequently asked questions
Can I use these templates commercially?
Yes. Copy, edit, and use them in your business, client work, CRM, help desk, or CRMsoftware.pro workspace.
What should I say when we shipped the wrong item?
Apologize plainly, confirm the correct item is already on its way with a timeframe, and make returning the wrong one effortless with a prepaid label or a keep-it offer. Lead with the fix, not with questions or proof requests, so the customer sees you solving it rather than investigating them.
Should I make the customer return the wrong item?
Only if it is worth the shipping and handling cost. For low-value items, letting the customer keep, gift, or donate the wrong product is faster and builds goodwill. When you do need it back, always include a prepaid label so the customer never pays to correct your mistake.
How do I handle a wrong size or color that was shipped?
Confirm the exact variant you are now sending in writing so the swap is not repeated, give an arrival timeframe, and let the customer keep the incorrect one until the replacement lands. Restating the size or color explicitly is the single best guard against making the same variant error twice.
What if we send the wrong item to the same customer twice?
Escalate it. Drop the templated tone, take personal ownership, and verify the replacement by hand before it ships. Offer a genuine make-good for the repeated trouble, waive any return, and give the customer a direct line so they never have to chase the same problem a third time.
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