Office Phone Damaged

From my office one of the staff have damaged mobile phone (Screen Break and Getting lines in phone screen) . He submit the phone and I came to know that phone is damaged now I want to write a letter to higher authority to inform about the damaged phone. Please suggest me how to write a letter regarding same.

Dear Pratik,
While taking over the phone, did you obtain the letter from the recipient of the phone that it was handed over in damaged condition? If you have obtained this letter then, all that you need to do is to send this letter to the authorities concerned with your covering letter.
By the way, I recommend you writing letter on your own and uploading here. Some senior like me will correct it. This is what I have told to other members also. Check the following link to know how I have corrected the draft:
https://www.citehr.com/471683-letter...ness-case.html
Thanks,
Dinesh V Divekar

We did not obtained letter from recipient.. .I want the draft of covering letter which shows the damage of the phone

Dear Sir,
We did not obtained any letter from recipient.. .I want the draft of covering letter which shows the damage of the phone.