Incident Report Letter for Lost Item

An incident report letter is a formal letter in which you write a report about an incident at the workplace that resulted in the loss of an item. The purpose of this letter is to let the higher authorities know that one or more items are missing from the office. These items can be in the employee’s possession or belonging to the company. In either case, the lost item should be reported.

Why is it important to write a report letter when an item goes missing?

It is very important to report the incident of losing an item because the higher authorities can take necessary action only when they know the details of the incident. Therefore, they often ask the employee to write a report.

Sometimes, the company loses expensive items such as laptops or other machines. The report can help them connect the dots and reach the culprit.

Below are some common tips to follow:

Explain the incident:

Explain to the reader how you found out the item from the workplace had been lost. Mention the date the item was lost and where you last saw it.

Don’t blame anyone:

This report aims to make it easy for higher authorities to look into the matter and take necessary actions. Don’t blame anyone.

Request to take action:

Ask your boss to take the necessary actions to retrieve the lost item.

#1

I am writing to inform you that I lost my office access card. I last used the card at the office entrance today at around 8:30 a.m. I realized later that it was missing when I attempted to access the secured meeting room for the 11 o’clock meeting.

I have already checked everywhere that card could have been, including my desk and office bag. I have not left the office premises since morning, so the possibility of misplacing the card outside the office can be ruled out. I have also checked with the office reception and security desk to see if anyone had turned it in. However, it has not been found so far.

As a precaution, I request that the lost access card be deactivated immediately to prevent unauthorized use. At the same time, I will shortly submit an application form to issue a new office access card. I apologize for any inconvenience and assure you that I will be more cautious.

Thank you for your understanding and assistance.

#2

I am writing to report the loss of my company-issued laptop formally. I last had it in my possession on January 20th, 20XX, in the conference room of XYZ Hotel during the business workshop held from 9:00 a.m. to 2:00 p.m.

However, I could not find the laptop when I returned to my seat after a short coffee break. I immediately checked the conference room and surrounding areas but could not locate it. I also reported the incident to the hotel staff, who assisted in searching for the laptop but were unsuccessful.

The laptop contains sensitive company data, including project reports and financial records. I have already informed the IT department to deactivate access to the device and remotely wipe the data to avoid any potential security risks. Please let me know if any further action or documentation is required from my end.

I regret any inconvenience caused by this incident and would appreciate your understanding and support.

#3

I am writing to register a report regarding my laptop, which was lost at the workplace yesterday. I bring my computer to the workplace as I perform many office tasks from my laptop.

Yesterday, my laptop went missing when I left for a meeting. When I came back, it was not there on my desk. I searched for it and asked co-workers to help me find it. However, all efforts went up in smoke.

I have been worried ever since I lost my laptop. It was costly, as I imported it from the USA. Personal data in it, including my family pictures, is making me concerned. I never thought of losing my laptop. I want to ask you to please conduct a probe and see what the underlying reasons for this incident are. If you take strict action this time, you will successfully avoid such things from happening again.

I hope to get my laptop back, so I look forward to your response. Thank you so much for your anticipation.

MS Word (.docx) File

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#4

This is an incident report that I am compelled to write because I found that a few files from my office are missing. These files were very important, as all the company’s inventory records were recorded in them. Like other office belongings, I put my files on my office shelf.

However, when I tried to check one of those files today, I was surprised to learn that a few were missing. I asked a few people who frequently visit the office about the files, but they didn’t know anything. The last time I saw those files was 15 June 2030.

I am worried about losing those files, as it is difficult to create all the records again. I don’t blame anyone, but I was hoping you could investigate and check the CCTV footage to see whether they have gone missing or someone has stolen them. I believe these files are not helpful for anyone in the company except me. I hope that you will take the necessary action.