letter of transmittal vs cover letter

6 Examples: How to Write a Letter of Transmittal (Easy Steps)

By Status.net Editorial Team on November 15, 2023 — 11 minutes to read

• Key Components of a Letter of Transmittal Part 1
• How to Write a Letter of Transmittal: Step-By-Step Part 2
• Template: Letter of Transmittal Part 3
• Examples of Letters of Transmittal Part 4
• Example of a Transmittal Letter for an Engineering Report Part 5
• Sample Transmittal Letter Template for a Research Proposal Part 6
• Choosing the Appropriate Tone Part 7
• Frequently Asked Questions Part 8

A letter of transmittal is a document that often accompanies reports, proposals, or other work materials. Its primary purpose is to formally introduce the enclosed documents and provide context for the recipient. Think of it as a helpful guide or a brief overview of what’s included in the package. Writing a good letter of transmittal can set the stage for a positive experience with the materials that follow.

Part 1 Key Components of a Letter of Transmittal

A letter of transmittal serves as a cover letter for a document, report, or other material being submitted. It explains why you’re sending the document and provides context for the recipient. This helps them understand the value of what you’re sending and how it relates to their work or interests.

Address the letter to the appropriate person or people who will be receiving the material. This could be a single individual, a group, or even a department. Make sure you have the correct names and titles for each recipient. If you are unsure of who to address, it’s always safe to go with “Dear [Company_Name] Team.”

Material Overview

Briefly describe the document or materials you’re sending in the letter of transmittal. Give the reader a general idea of what they can expect to find when they dive in. Include the title of the document, the topic it covers, and any other pertinent details. This overview helps recipients understand the contents at a glance and gives them context for why it’s relevant to them.

Handing-off Responsibilities

If you’re sending a letter of transmittal as part of transitioning a project to a new team or department, outline any responsibilities that need to be handled by the recipients. Provide a clear list of tasks or duties they need to assume and any deadlines they should be aware of. This helps ensure nothing falls through the cracks during the transition.

Contact Information

Lastly, include your contact information in the letter of transmittal. This allows the recipient to get in touch with you if they have any questions, concerns, or need clarification on the material you’ve sent. Include your full name, job title, phone number, and email address, so they have multiple ways to reach you if needed.

Part 2 How to Write a Letter of Transmittal: Step-By-Step

• Begin by deciding on the main purpose of your letter of transmittal. This could be to convey important documents, share project details, or introduce a report. Remember the core message as you write.
• Next, gather all relevant information, such as contact details for both the sender and recipient, important dates, and any essential documents to be enclosed. Make sure your documents are accurate and up to date.
• Start off your letter by addressing the recipient formally. If you know their name, use it with a title like Mr., Mrs., or Dr. If you’re unsure, opt for a neutral greeting such as “To whom it may concern.”
• In your opening paragraph, briefly mention the purpose of the letter, and make a reference to any important documents or enclosed materials. For example: I am writing to provide you with the final report on Project (…). Kindly find the attached documents, including the executive summary, budget sheets, and project timeline.
• Proceed by highlighting key points from the enclosed materials to help guide the recipient. Offer a concise overview without diving too deep into specifics. Example: This report details our project’s background, objectives, and strategies. We exceeded our initial goals and completed the project ahead of time and under budget. Your team’s collaboration was instrumental in this success.
• Always maintain a professional tone, but don’t forget to express gratitude. Acknowledge any support, assistance, or contributions from the recipient or their organization. For example: We’d like to extend our sincere appreciation for the expert advice and guidance provided by your team during Project X. Your input greatly influenced our strategies, contributing to the project’s success.
• As you wrap up the letter, offer assistance for any questions or clarification the recipient may need. Be accessible and provide multiple options for contacting you, such as email and phone. An example could be: Please do not hesitate to contact me should you have any questions or concerns about the enclosed documents. You can reach me via email at [email protected] or call me at (123) 456-7890.
• End your letter by reiterating your gratitude, signing off with a professional closing, and including your full name. Remember to proofread the letter for any errors or inconsistencies.

Part 3 Template: Letter of Transmittal

Dear [Recipient’s Name],

I hope this message finds you well. I am sending you the completed [Project Name] report as requested. Please find the report attached within this email.

The report outlines the findings for the key objectives we discussed, along with the recommended next steps. I kindly request that you share your feedback with me by [specific date] so we can finalize the report and move forward.

If you have any questions or need further clarification, please feel free to reach out to me via email or phone. I look forward to discussing the report with you in more detail.

Best regards,

[Your Name] [Your Title] [Your Contact Information]

Part 4 Examples of Letters of Transmittal

Now that you know how to write a letter of transmittal, let’s look at some examples to make the process even clearer. These examples will show you how to craft your letter, including the formatting and wording that you should use.

Please find enclosed our project proposal titled “…” which outlines our plan to improve the community’s infrastructure, green spaces, and overall quality of life.

The purpose of sending you this proposal is to seek your feedback and support as we strive to make this project a reality. We believe that your expertise and insights will greatly benefit our efforts, and we value your opinion. As you review the enclosed documents, please feel free to reach out to me with any questions or concerns you may have.

Thank you for your time and consideration. I look forward to discussing the proposal further with you.

[Your Signature]

[Your Typed Name]

Please find enclosed our report titled, “Improving Company Efficiency,” dated November 10, 2024. Our team has researched and analyzed various strategies for enhancing your company’s productivity and performance.

This report highlights several key findings and provides detailed recommendations for implementing changes. We have also included several case studies for your reference.

We would like to thank you and your team for your cooperation and assistance during our study. Your valuable input contributed significantly to the success of our analysis.

Please feel free to contact us if you have any questions or require further clarification. We look forward to discussing the report with you in more detail.

[Your Name] [Your Title] [Your Company]

Hey [Recipient’s Name],

We’re excited to share our latest analysis with you, “Maximizing Office Space Efficiency,” crafted on November 10, 2024. Our team dove deep into various space-saving tips and practices to help improve your office’s layout and functionality.

The report offers a solid foundation for adopting new approaches to your workspace. Plus, we’ve sprinkled in some fascinating real-life examples to show you these ideas in action.

A huge thanks to you and everyone involved for providing the resources and insights needed to make this report happen. We couldn’t have done it without you!

If anything catches your eye or leaves you wondering, don’t hesitate to give us a shout! We’re here for you and can’t wait to explore these recommendations together.

All the best,

Part 5 Example of a Transmittal Letter for an Engineering Report

Subject: Engineering Report – Project X

Dear Mr./Ms. [Recipient’s Last Name],

I am pleased to present the attached engineering report for Project X. The purpose of this report is to provide you with an analysis of the current design and recommendations for improvements. The report contains information on the project’s feasibility, design, and resources.

The main findings of the report include potential cost savings by using alternative materials and implementation of energy-efficient technologies. I kindly request you to review the report and provide feedback at your earliest convenience.

If you have any questions or require further clarification, please feel free to contact me. Thank you for your attention, and I look forward to discussing the report with you.

[Your Name]

Part 6 Sample Transmittal Letter Template for a Research Proposal

To write a transmittal letter for a research proposal, consider these tips:

• Introduce the research proposal and mention its relevance to the recipient’s interests.
• Provide a brief overview of the key research questions and objectives.
• Mention any significant findings that may be of interest to the recipient.
• If appropriate, indicate your intention to request funding, collaboration, or support for the research.
• Offer to answer any questions and thank the recipient for their time.

Subject: Transmittal of Research Proposal on [Topic]

Dear [Recipient Name],

I am writing to transmit my research proposal titled “…” for your review and consideration.

This proposal examines [briefly state key research questions/objectives]. I believe the findings from this study could provide valuable insights into [explain relevance to recipient’s interests/organization].

Some preliminary results indicate [mention one significant finding of interest]. A full analysis is proposed in the attached research plan.

[If seeking funding/support:] I am requesting [amount/type of support] to conduct this [duration] study. Your support would help advance our understanding of [topic] and help [explain benefits].

Please let me know if you require any additional information. I am available to discuss the proposal further at your convenience. Thank you for your time and consideration.

[Your Name] [Your Title] [Your Organization]

Part 7 Choosing the Appropriate Tone

When writing a letter of transmittal, the tone you choose is a vital aspect to consider.

• First, think about the relationship between you and the recipient. Are you familiar with each other, or is this a new professional connection? Your relationship to the recipient will inform your tone, making it more formal or casual as required.
• For example, when sending a transmittal document to a new client or business partner, it’s appropriate to use a formal and polite tone. To do this, use professional language and avoid slang or overly casual phrases. Consider using phrases such as “I hereby attach the proposed contract” or “Enclosed, please find the financial report for your review.”
• On the other hand, if you’re writing to a well-established colleague, you can opt for a more casual yet respectful tone. Use words and phrases that are warm and friendly, like “I’ve attached the latest project update for you to check out” or “Here’s the design draft we discussed in our last meeting.”
• Maintaining a balance between being friendly and professional is important. Even if you’re using a casual tone, it’s important to retain a certain level of professionalism.
• In both scenarios, proper formatting and clear communication are essential. Use bulleted lists, numbered items, or bold text to emphasize important points and make your letter easy to follow. This way, your recipient can quickly locate the relevant information and easily understand the purpose of your letter.

Ensure you have a clear call-to-action so the reader knows what your expectations are. It could be as simple as requesting their approval of the enclosed documents or asking for feedback on the submitted proposal.

Part 8 Frequently Asked Questions

What are the main components of a letter of transmittal.

A letter of transmittal should include the following components:

• Contact details: Include your name, your recipient’s name, and both your addresses.
• Date: The date you are sending the letter.
• Project name or document title: Clearly state the title of the report or document that you’re transmitting.
• Purpose: Explain why you’re sending the document.
• Summary: Provide a brief description of the main points or findings of the document.
• Special instructions: If necessary, mention any particular steps or actions the recipient should take.
• Closing remarks: Include a salutation and close the letter with your name.

How do I create a clear and concise transmittal letter?

To create a clear and concise transmittal letter, follow these guidelines:

• Use short, simple sentences and avoid jargon.
• Clearly state the purpose of the document and your reason for sending it.
• Create a logical flow by organizing your thoughts in a structured manner.
• Check for grammatical errors and ensure your language is professional.

What’s the best way to format a letter of transmittal?

To format a letter of transmittal effectively, follow these steps:

• Align your text to the left side of the page.
• Use a 12-point, easy-to-read font.
• Add necessary line spaces between paragraphs.
• Include your contact details at the top of the letter, followed by the recipient’s details.
• Start with a friendly greeting and use formal language throughout.

How does a transmittal receipt differ from a letter of transmittal?

A transmittal receipt is a document that confirms the reception of materials, while a letter of transmittal introduces and accompanies the materials being sent. The transmittal receipt serves as proof that the materials have been received, while the letter of transmittal provides context and relevant information about those materials.

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A letter of transmittal, sometimes called a transmittal letter, is a letter that accompanies something passed between companies or departments, most often documentation. It can serve several different purposes, such as informing the recipient of what they need to do with what they receive, such as sign it, or why it’s being transmitted. Transmittal letters are professional documents, so they should be businesslike and informative. If you think you might need to include a letter of transmittal with something you send, or you just want to know what one is and when it’s needed this article will explain how and when to write a transmittal letter. Key Takeaways: A letter of transmittal is a business letter that accompanies a document to clarify information about the document Letter of transmittal can be used when passing on confidential information, financial records, and proposals. A letter of transmittal should have a formal heading, state the purpose of the letter, provide details/instructions, and should end with a thank you , contact information, and a professional signature. Letter of transmittals should be concise and proofread. In This Article    Skip to section What is a letter of transmittal? When to use a letter of transmittal How to write a letter of transmittal Letter of transmittal template Letter of transmittal example Tips for writing a letter of transmittal Final thoughts Letter of transmittal FAQ References Sign Up For More Advice and Jobs Show More What is a letter of transmittal?

Letters of transmittal are usually short and professional. They include the recipient’s information as well as the sender’s contact information, in case a follow-up is required. Transmittal letters can be included for several reasons, such as to:

Provide instructions. Sometimes the receiver will need to take do something with what they receive. Most often this will be signing a document, or sending an acknowledgment of receipt. In that case, the letter of transferal makes it clear that action is required on the part of the transferee.

Reiterate important points. There are instances where highlighting the important parts of an enclosed document is helpful or necessary. This will most often be the case when the recipient has requested something from the sender, such as research. The sender will then summarize their findings in the letter of transmittal.

Address changes. If the document or package is going to be different from what the receiver expects, then a letter of transmittal can clarify why that is. This can be a case of changes to a project, finding unexpected results, or explaining the reasoning for a change.

Act as a preface. Depending on what is being sent, sometimes adding a preface will make it easier to understand. A letter of transmittal can give some background information on what’s being sent, and explain why it’s important that the recipient have it.

Be an official record of transference. In the cases of businesses or legal practices, it can be imperative to keep a written record. Having a dated letter of transmittal shows when the package was transferred, to whom it was transferred, and who was responsible for sending it. It’s a way to keep track of the transaction.

When to use a letter of transmittal

Letters of transmittal serve several different purposes, such as acting as a record or an explanation. There are certain types of documents — such as ones that contain sensitive infuriation — where it’s a good idea to send a letter of transferal. Here are some examples:

Confidential documents or any sensitive material. You might need to give your recipient a heads up if they’re dealing with confidential material so they know that it can’t be shared. This can prevent any sharing of private documents, so be clear when dealing with sensitive documents.

Financial reports. Sometimes financial reports require context and explanation, so if you’re sharing something complicated like financial reports, don’t hesitate to include some extra clarification.

Proposals. You might need to distill your proposal down into a few sentences just so your reader knows what they’re getting into before they read the full document. You can also take this opportunity to remind your recipient who you are and why you’re sharing the proposal with them.

Technical documents. When sending technical documents, it’s especially important to consider your audience. Think about what they wouldn’t understand and try to address any questions before they even get to the document.

Other times you may want to use a transmittal letter include:

To instruct the recipient to take an action with the document you’ve sent

To describe how a plan has changed course or met with challenges

To send a draft that needs to be approved or reviewed

To explain why a document should be read

To emphasize the key findings of a report

To describe the result of a project

How to write a letter of transmittal

For a letter of transmittal, you’ll want to follow the standard business letter format . Make sure to include a formal heading or use a professional letterhead, a professional greeting, your reason for writing in the opening paragraph, and a thank you in your closing paragraph.

Here’s a step-by-step guide of what to include in your letter of transmittal:

Use a formal heading. Start your letter with a formal heading, including your name and information, the date, and the recipient’s information. This way, you follow business correspondence etiquette , and there’s a clear record of who is involved in the correspondence in case the documents are confidential.

State the purpose of the letter. In the first paragraph, you need to tell your recipient why you’re writing and who you are if they don’t already know you. It doesn’t need to be a lengthy introduction or explanation; you can do this in a few sentences but make sure it’s clear who you are and what the attached documents are about.

Go into details. The next paragraph should cover the name of the attached document and what the document is about, plus any extra explanation it might need. Think about any project details or technical concepts that might need to be explained in order for your recipient to understand the document. You can also include essential points from the document to reiterate or emphasize them if it makes sense.

Give any instructions. If your recipient needs to do something, like sign the document, or there’s something expected of them, make sure to spell it out in your letter of transmittal. Don’t be afraid to present any instructions or expectations point-blank since you want to make sure they know there’s something they need to do.

Thank them and give your contact info. In your last paragraph, make sure to thank the recipient for their time, cooperation, feedback, or any relevant action. You should also provide your contact information so they can follow up with you or get any clarification about the document. It’s impossible to fully prepare someone for a document in a short letter of transmittal, so give them a way to reach out if something is unclear.

Use a professional signature. Don’t forget to include a professional sign off and sign your letter if it’s a physical copy.

Letter of transmittal template

Your Name Your Job Title Your Company Name Your Company Address The Date Recipient’s Name Recipient’s Job Title Recipient’s Company Name Recipient’s Company Address Dear [Recipient’s Name], Explain who you are, why you’re writing, and what the attached document(s) are about. Provide detail about why the attached document is important, give easily understandable context to help the reader appreciate the document’s content, and/or emphasize key points State any instructions or requests you have for the recipient. Make sure your request is clear and stands out visually so that the reader won’t miss it Thank the reader, offer to provide additional information upon request, and provide your contact information. Sincerely, [signature] Your Name

Letter of transmittal example

John Doe Account Manager ABC Company 123 Main St City, State 12345 November 12, 2020 Jane Smith Director of Marketing XYZ Company 123 Street Rd City, State 1235 Dear Mrs. Smith, Please find our final campaign report, XYZ Company Report, attached to this letter. This report includes all of the data from the marketing campaign we ran for your company, including an analysis of key results and proposals for future projects. Our analysis shows that your sales greatly improved with our marketing efforts, particularly in the paid search campaigns. I’d also like to highlight that this campaign’s ROI was extremely high, particularly for a campaign with our limited budget. We have included suggestions for future work and marketing plans that we can enact together if you choose to work with us again. If you have any further questions or would like to go over any of the data, please don’t hesitate to reach out to me or anyone on my team that you worked with. I can be reached on my cell phone at (123)-456-7890 or by email at [email protected]. Thank you for the opportunity to work with XYZ Company, and we hope you find the results of this campaign as successful as we do. Sincerely, [signature] John Doe

June 20, 2023 Lynn Wong 123 Maple Street Springfield, IL 62701 Dear Lynn Wong: This is to confirm delivery of the 25 chairs that you ordered on April 16, 2023, order no. 431731780 to the above address on Jun 30, 2023. Expected delivery time is between 11 AM and 4 PM on that day. Please confirm receipt of this message via email or through our online portal before the end of business hours on Jun 26th or your order will automatically be rescheduled. If this date or location no longer works for you, we’re happy to come to alternate arrangements. Thank you for choosing the Little Furniture Outlet! Sincerely, Elliot Klien Logistics Associate [email protected] 555-774-1245

Tips for writing a letter of transmittal

The most important parts of writing a letter of transmittal are following the standard business format and keeping your message concise yet thorough. Here are a few more things to keep in mind as you draft your letter:

Keep it light. You want to keep a friendly and professional tone, no matter what you’re attaching in the included document. Transmittal letters are formal, but you can be a bit more casual with your tone since there’s another professional document attached.

Keep it concise. Since you’re attaching another longer document, you can keep your letter of transmittal short and sweet. Just hit the points that you need to and don’t include any extra fluff. This letter is only meant to introduce and accompany your actual document.

Have an extra copy. Just in case, it’s a good idea to keep an extra copy of your letter on hand. You or the recipient might need it for reference in the future.

Make sure to proofread. As with any professional document, make sure you proofread your letter before you send it. Keep your letter writing skills in mind and double-check for spelling, grammar, and punctuation errors.

Don’t forget the document. It happens to the best of us when we draft an email and say that we’re going to attach a document but forget to do it. With a letter of transmittal, you want to make sure you include the document you’re writing about.

Double-check you included all necessary information. Make sure that all of the required information is there. A quick way to check is just to make sure that you’ve answered the who, what, where, when, and why, as appropriate. Plus, a way of contacting you if they have any questions.

Follow company format. Your company might have a transmittal letter template that they prefer you to use. They might also have policies in place for authorizing and approving such letters and the documents they go alongside, so make sure to ask a seasoned coworker if you’re unsure of the correct procedure.

Final thoughts

A letter of transmittal is the perfect thing to include when you’re sending over a complicated document, especially to someone outside of your company or team. They help to explain the document’s contents, emphasize its key points, and record who has seen the document.

Letter of transmittal FAQ

What is in a letter of transmittal?

A letter of transmittal must have a business letter format that explains the purpose of the accompanying document. A good letter of transmittal will have a heading, an introduction, details or instructions regarding the attached document, and a professional closing. A letter of transmittal should be clear and concise about its purpose.

What is the difference between a transmittal and submittal?

The difference between a transmittal and a submittal is that a transmittal is sent along with additional documents, while a submittal is a document for review. Letter of transmittals will explain the nature of the attached documents. Submittals are simply documents that need to be reviewed by another party.

Are letters of transmittals necessary?

Yes, letters of transmittals are necessary when you are sending important documents to someone who does not understand the nature of the documents. A letter of transmittal clarifies the nature of the attached documents. This helps prevent confusion or other issues that may negatively affect any of the parties involved.

University of Maryland Global Campus — Writing Your Letter of Transmittal

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Amanda is a writer with experience in various industries, including travel, real estate, and career advice. After taking on internships and entry-level jobs, she is familiar with the job search process and landing that crucial first job. Included in her experience is work at an employer/intern matching startup where she marketed an intern database to employers and supported college interns looking for work experience.

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When Is a Letter of Transmittal Used?

How to write a letter of transmittal, key tips for writing a letter of transmittal, final thoughts, what is a letter of transmittal.

Updated March 14, 2023

Depending on the industry you work in, important documents are often passed between people and organizations.

A letter of transmittal is a cover letter that travels with these documents to ensure the recipient:

• Understands the document they have received
• Is aware of any further action they need to take
• Knows who the document is from and why

A letter of transmittal also provides a record of a document's movements.

Letters of transmittal should be used whenever you send a document.

Even if the document does not need an explanation, it is good practice to include a transmittal letter to create a line of communication and provide a record of delivery.

The letters can be used:

• To explain any instructions regarding the document
• When sending documents that require approval or reviewing
• When a project produces unexpected outcomes
• If a project needs delaying due to unforeseen challenges
• When key information needs highlighting
• If you need to explain why the document should be read

When deciding what the letter should include, consider:

• What it is you are sending
• Who you are sending it too
• What that person already knows about the document

The most common example of a transmittal letter being used is when sending documents to people outside of your own organization.

Letters of transmittal are also required for:

Sensitive or confidential documents. The recipient needs to be aware that the document is for their eyes only before opening and reading it.

Financial reports. These reports can be complex. A letter of transmittal provides context and clarification.

Proposals. Sending a letter with your proposal gives the recipient a summary of the document and reminds them why they are receiving it.

Technical documents. A letter of transmittal is particularly important with technical documents as your recipient may not fully understand them. These types of documents can be complex; a small explanation can help contextualize them.

Transmittal letters are formal letters. Using a standard business letter format:

Include both parties' details. Write your name and address, as well as the recipient's name, agency and address. Including all details ensures a clear record of anyone involved. Confidential records should only be read by those cleared too. Stating full details prevents the document from being read by the wrong person.

Introduce the document. State why you are sending the document and a general description of the contents. If this is the first time you are speaking with the recipient, take a sentence or two to explain who you are.

Explain further. Draw attention to critical parts of the document and anything that requires extra explanation. By the end of this paragraph, the recipient should have a clear understanding of who you are, what the document is and why they have received it.

Highlight any limitations of the document. If your document contains any sensitive material, explain to the recipient any security measures or limitations they need to abide by.

Notify the reader of any changes or concerns. If the document has been updated, briefly describe the changes. If there are parts you have concerns about, highlight those sections.

Clarify any actions the recipient needs to take, such as if they need to sign the document or respond by a certain deadline.

Include contact information. Tell the recipient how they can contact you should they need further clarification on anything in the document.

Write a conclusion. Use this section to thank the recipient for their time and cooperation.

Use a professional signature. Finish your letter with the appropriate salutation and your official signature. If it is a physical document, sign in ink. For electronic versions, upload a digital version of your signature or sign using a touchscreen or pad.

Letter of Transmittal Template and Example

Letter of transmittal template.

Sender's Name Address Recipient's Name Title Organization Address Date RE: Document name Dear Mr/Ms First and Last Name Introductory paragraph: Who you are and a general description of the document. Second paragraph: Important details or clarification of the document. Any limitations or security measures. Third paragraph: Additional notes, deadlines or further action the recipient needs to take. Fourth paragraph: Contact information and polite thank you. 'Sincerely’ or ‘Regards’ , Sender's signature Full Name

Letter of Transmittal Example

Jane Doe Advertising Manager XYZ Company 789 Street City, State 12345 John Smith Director of Advertising ABC Company 123 Boulevard City, State 54321 February 10th, 2024 RE: Q2 Final Reports Dear Mr Smith, My name is Jane. I have recently taken over the position of Advertising Manager from Andrew, and I hope to meet you in person soon. Accompanying this letter are the final financial reports for Q2. The report includes the data from all advertising campaigns completed in Q2. It also includes an analysis of key results and proposals for potential campaigns. The analysis shows that our campaigns have been a success, particularly those that cover multiple platforms and are interactive. I'd also like to highlight that the ROI is 14% higher than in Q1. Using the analysis, my team has created four future proposals for your consideration, should you wish to remain with us. The final page of the document is a form we require you to sign to confirm that you have received the report. Please sign at your earliest convenience and email a copy to [email protected] . If you have any further questions or want me to provide further analysis, please reach out. My cell number is 555-555-5555, and my email is [email protected] . Thank you for taking the time to read through the report and proposals. We hope to hear from you soon. Sincerely, [Signature] Ms Jane Doe

When writing your letter of transmittal, consider the following:

Step 1 . Use a standard business format

Keep the letter professional and formal. Use simple designs so the content is clear.

Step 2 . Check the templates folder first

Some organizations have their own preferred transmittal letter template. Before writing your own, check with a manager or colleague to see if a template is available.

Step 3 . Keep the tone light

The format should indeed be business-like, but the tone of the letter can be lighter. Use your interpersonal skills and be friendly and welcoming.

Step 4 . Keep the letter brief

Only detail the important parts in your letter. It should not be more than one page. Your recipient will read the full document so there is no need to go into deep detail. Should they need any further clarification, you have given your contact details.

Step 5 . Check all the important information is there

Ensure you have explained the following:

• Who you are
• What the document is
• Why they have received the document
• What steps they need to take next
• A way to contact you

Step 6 . Proofread before sending

Check your grammar and spelling alongside your formatting. A letter covered in mistakes could reduce the perceived value of the document and jeopardize the relations between your company and the receiver.

Step 7 . Check company policy

Before sending your document, check if anyone needs to sign off on the document or if any additional steps need taking. Once the document has been sent or emailed, you cannot call it back, so it must be done correctly the first time around.

Step 8 . Make an extra copy

You or your recipient might need an additional copy of the transmittal letter, as well as the document, sometime in the future. The extra copy can also be filed as a record of your communication or proof of delivery.

Step 9 . Send it with the document

This letter accompanies a document. Make sure both are sent and received together to avoid any confusion.

Letters of transmittal are useful documents. They:

• Open up a channel of communication
• Provide a detailed record of where a document has been
• Detail who has had access to a document
• Allow for further clarification and explanation of a document

They are official business letters, so it is essential you:

• Follow the correct format
• Include all the necessary information
• Proofread before sending

If you are unsure about whether a transmittal letter is needed, the correct procedure for sending a document or if your letter is up to standard, ask a senior or more experienced colleague or manager.

It is better to get a second option from someone with experience, rather than make any mistakes.

You might also be interested in these other Wikijob articles:

Or explore the Features / Useful Resources sections.

• Advice & Tips

The Ultimate Guide to Transmittal Letters: Templates and Examples

March 18, 2024

Introduction

In today's highly competitive job market, both job seekers and employers face numerous challenges that can make the hiring process overwhelming. With technological advancements and changes in the global economy, the landscape of job searching and recruitment has evolved significantly.

The Job Seeker's Struggle

For job seekers, the struggle lies in standing out among a sea of qualified candidates. With the rise of online job boards and social media platforms, job applications have surged, leading to fierce competition for desirable positions. Additionally, the lack of personal connection in the digital application process can make it difficult for job seekers to showcase their unique skills and experiences effectively.

• Unemployment rates
• High competition
• Limited job opportunities

The Employer's Dilemma

On the other hand, employers are faced with the challenge of identifying the right talent from a large pool of applicants. Sorting through resumes and cover letters can be time-consuming, and ensuring a good cultural fit adds another layer of complexity to the hiring process. Employers often seek ways to streamline recruitment efforts while still attracting top candidates.

• Time-consuming recruitment process
• Finding the right cultural fit
• Ensuring quality hires

In this dynamic job market, it is crucial for job seekers to find ways to make their applications stand out and for employers to efficiently identify the best candidates for their organizations. One tool that can help job seekers in this endeavor is the Letter of Transmittal, a supplementary document that accompanies a resume and provides additional insights into an applicant's qualifications and motivations.

Understanding Transmittal Letters

In the realm of job applications, a transmittal letter is often referred to as a cover letter and serves as an introductory document that accompanies your resume. This letter allows you to introduce yourself to potential employers, highlight key accomplishments, and convey your interest in a specific job position. Understanding the nuances of transmittal letters is crucial for job seekers aiming to make a positive impression during the application process.

What is a Transmittal Letter?

A transmittal letter is a formal document that accompanies your resume when you are applying for a job. It provides you with the opportunity to introduce yourself to the hiring manager, explain why you are interested in the position, and showcase why you are the ideal candidate for the job. While resumes outline your work experience and skills, transmittal letters allow you to personalize your application and demonstrate your communication skills.

Key Differences Between Resumes and Transmittal Letters

Unlike resumes, which focus on your work history and qualifications, transmittal letters provide insight into your personality, motivation, and enthusiasm for the job. Resumes are typically structured and concise, highlighting your professional achievements, whereas transmittal letters offer a more narrative approach, allowing you to expand on specific experiences and accomplishments relevant to the position.

Transmittal letters also give you the opportunity to address any gaps in your resume, explain career changes, or provide context for why you are transitioning to a new field. By showcasing your writing abilities and attention to detail, transmittal letters can set you apart from other applicants and make a compelling case for why you are the best fit for the job.

The Role of Transmittal Letters in the Application Process

Transmittal letters play a crucial role in capturing the attention of hiring managers and HR professionals. In a competitive job market, where hundreds of applications may be received for a single position, a well-crafted transmittal letter can help your application stand out. It provides a glimpse into your personality and communication style, giving recruiters insight into who you are beyond your resume.

Moreover, transmittal letters demonstrate your genuine interest in the company and job role, showcasing the effort you have put into researching the organization and tailoring your application. By articulating your motivation and explaining how your skills align with the employer's needs, transmittal letters can significantly increase your chances of being called for an interview.

Importance of a Letter of Transmittal for Job Seekers

In today's competitive job market, job seekers need to find ways to stand out from the crowd and make a strong impression on potential employers. One often-overlooked tool that can help in this endeavor is a Letter of Transmittal. While resumes and cover letters are essential components of a job application, a well-crafted transmittal letter can provide additional value and complement these documents.

So, what makes a Letter of Transmittal so important for job seekers? Let's delve into the key reasons:

Highlighting Interest and Enthusiasm

A Letter of Transmittal allows job seekers to express their genuine interest in the position and the company they are applying to. By customizing the transmittal letter for each application, candidates can demonstrate their enthusiasm for the role and showcase why they are particularly drawn to that specific opportunity.

Showcasing Relevant Skills and Experiences

Unlike a resume, which focuses primarily on past experiences and qualifications, a transmittal letter provides applicants with the chance to narrate their career story. Job seekers can use the letter to explain how their skills and experiences align with the requirements of the job, giving recruiters a more holistic view of their candidacy.

Demonstrating Communication and Writing Skills

Effective communication skills are highly valued by employers across industries. A well-written transmittal letter not only conveys the candidate's message clearly but also showcases their ability to communicate professionally and persuasively. This can set job seekers apart from others who may overlook this crucial aspect of the application process.

Personalizing the Application

Recruiters receive numerous applications for a single job opening, making it challenging for job seekers to avoid getting lost in the pile. A personalized transmittal letter helps candidates humanize their application by adding a personal touch. By addressing specific points related to the job or the company, applicants can demonstrate that they have done their homework and are genuinely interested in the opportunity.

Overall, a Letter of Transmittal serves as a valuable tool for job seekers to enhance their job applications and differentiate themselves in a competitive job market. When crafted thoughtfully and tailored to the target position, it can significantly increase the chances of grabbing the attention of recruiters and landing the desired job.

Key Components of an Effective Transmittal Letter

When crafting a transmittal letter to accompany your job application, it's essential to include certain key components to make a positive impression on potential employers. A well-written transmittal letter can set you apart from other candidates and showcase your professionalism and attention to detail. Here are the key components that should be included in an effective transmittal letter:

1. Contact Information

Begin your transmittal letter by including your contact information at the top of the page. This should include your full name, address, phone number, and email address. Make sure this information is current and easy to find.

2. Employer's Contact Information

Next, include the contact information of the hiring manager or employer. Addressing the letter to a specific person shows that you've taken the time to personalize your application and are genuinely interested in the position.

3. Introduction

Start your letter with a strong opening that expresses your interest in the job and introduces yourself. Mention how you learned about the job opening and why you are excited about the opportunity.

4. Summary of Qualifications

In the body of the letter, provide a brief summary of your relevant qualifications and experience. Highlight the skills and experiences that make you a strong candidate for the position. Keep this section concise and focused on what you can bring to the role.

5. Connection to the Job

Explain why you are interested in the specific company and how your background aligns with the requirements of the job. Show that you have done your research and understand how your skills can contribute to the organization's success.

6. Call to Action

End your transmittal letter with a strong call to action, expressing your enthusiasm for the opportunity to discuss your application further in an interview. Encourage the employer to contact you to schedule a meeting or phone call.

Finish your letter with a professional closing, such as "Sincerely" or "Best regards," followed by your signature and typed name. Double-check for any typos or errors before submitting your application.

By including these key components in your transmittal letter, you can create a compelling introduction to your job application and increase your chances of landing an interview.

Tips for Writing a Compelling Transmittal Letter

Writing a compelling transmittal letter can significantly enhance your job application and make you stand out from other candidates. Here are some valuable tips to help you craft a persuasive and effective transmittal letter:

1. Address it to the Right Person

Take the time to research and address your transmittal letter to the hiring manager or the relevant person in the organization. Using a generic salutation like "To Whom It May Concern" may give the impression that you did not put in enough effort.

2. Customize it for Each Job Application

Avoid using a one-size-fits-all transmittal letter. Tailor each letter to the specific job you are applying for by highlighting how your skills and experiences align with the requirements of the position.

3. Keep it Concise and Relevant

Your transmittal letter should be clear, concise, and straight to the point. Avoid including unnecessary details and focus on showcasing why you are the perfect candidate for the job.

4. Highlight Your Achievements

A compelling transmittal letter should highlight your key achievements and accomplishments that are relevant to the job you are applying for. Provide specific examples to demonstrate your qualifications.

5. Show Enthusiasm and Interest

Express your enthusiasm for the role and the company in your transmittal letter. Conveying genuine interest can make a positive impression on the employer and show that you are passionate about the opportunity.

6. Use Professional Language and Tone

Ensure that your transmittal letter is written in a professional tone and uses formal language. Avoid slang, jargon, or overly casual expressions that may detract from your credibility.

7. Proofread and Edit Carefully

Before submitting your transmittal letter, thoroughly proofread it for any spelling or grammatical errors. Consider asking a friend or colleague to review it as well to catch any mistakes you may have missed.

8. End with a Strong Call to Action

Conclude your transmittal letter with a strong call to action, reiterating your interest in the position and expressing your willingness to discuss how your skills can benefit the company further.

By following these tips, you can create a compelling transmittal letter that effectively communicates your qualifications and interest in the job, increasing your chances of securing an interview and ultimately landing the job of your dreams.

Using Templates to Create an Impressive Transmittal Letter

When applying for a job, it's crucial to make a positive impression right from the start. A well-crafted transmittal letter can significantly enhance your application and grab the attention of potential employers. While writing a transmittal letter from scratch can be time-consuming, using templates can streamline the process and help you create a professional document quickly. Below are some tips on how to effectively use templates to craft an impressive transmittal letter:

Utilize Online Resources

There are numerous online resources available that offer free transmittal letter templates. Websites like Microsoft Office, Canva, and Google Docs provide a variety of templates that you can customize to suit your needs. These templates often come in different styles and formats, allowing you to choose one that best reflects your personality and the type of job you are applying for.

Choose a Professional Layout

When selecting a template, opt for a clean and professional layout. The font style, size, and spacing should be easy to read, and the overall design should be visually appealing. Remember that simplicity is key when it comes to a transmittal letter – you want the focus to be on your qualifications and why you are the ideal candidate for the position.

Personalize the Content

While using a template can save you time, it's essential to personalize the content to make it specific to the job you are applying for. Avoid using generic language and instead tailor the transmittal letter to highlight your relevant skills and experiences that match the job requirements. This personal touch can demonstrate your genuine interest in the position.

Edit and Proofread Carefully

Before sending out your transmittal letter, take the time to thoroughly edit and proofread the content. Check for any spelling or grammatical errors, and ensure that the information is accurate and up to date. Using a template can sometimes lead to overlooked mistakes, so it's crucial to review the final document carefully.

Seek Feedback

If possible, have someone else review your transmittal letter before submitting it. A fresh set of eyes can catch errors that you might have missed and provide valuable feedback on the overall tone and effectiveness of the letter. Constructive criticism can help you refine your content and make a stronger impression on potential employers.

By using templates to create your transmittal letter, you can save time and effort while still presenting yourself in a professional manner. Remember to customize the template to suit the job requirements, and always double-check your final draft before sending it out. A well-crafted transmittal letter can set you apart from other candidates and increase your chances of landing your dream job.

Sample Transmittal Letter Template

Dear [employer's name],.

I am writing to express my interest in the [Position Title] position at [Company Name]. With a strong background in [Your Relevant Experience], I am excited about the opportunity to contribute to your team and help [Company Name] achieve its goals.

Introduction:

• Introduce yourself and mention where you found the job posting.
• Express genuine interest in the position and company.

My experience in [Your Relevant Skills or Experiences] has equipped me with the skills necessary to thrive in a dynamic and fast-paced environment like [Company Name]. I am particularly impressed by [Something Specific You Admire About the Company], and I am eager to bring my unique perspective to your team.

Relevant Experience:

• Highlight specific experiences or accomplishments that align with the job requirements.
• Show how your skills can benefit the company.

Key Achievements

During my time at [Previous Company], I [Specific Achievement Related to the Job]. This experience not only honed my [Specific Skill], but it also taught me the importance of [Value Relevant to the Company Culture]. I am confident that my background in [Your Field] makes me a strong fit for this role.

Key Skills:

• Detail key skills and achievements that are directly relevant to the job description.
• Illustrate how these skills have been successfully applied in previous roles.

Final Thoughts

I am excited about the possibility of contributing to the innovative work being done at [Company Name]. I am looking forward to the opportunity to discuss how my background, skills, and enthusiasms can be beneficial to your team further.

• Thank the employer for considering your application.
• Express your eagerness to further discuss your qualifications in an interview.

Expert Insights: The Significance of Transmittal Letters in the Recruitment Process

The expert opinion on transmittal letters.

John Thompson, Founder of HirePro Associates, emphasizes the importance of transmittal letters in the recruitment process. He states, "Transmittal letters provide candidates with a unique opportunity to introduce themselves beyond their resumes. They allow applicants to showcase their personality and express their genuine interest in the position."

Thompson suggests that employers often use transmittal letters as a way to gauge an applicant's communication skills, attention to detail, and professionalism before even looking at their resume. "A well-crafted transmittal letter can make a candidate stand out amidst a sea of applications," he adds.

International Perspective: Lisa Chen from CareerAdvise Solutions

Offering an international perspective, Lisa Chen, a Recruitment Specialist at CareerAdvise Solutions, agrees with Thompson's views on the significance of transmittal letters. She comments, "In today's competitive job market, a transmittal letter serves as a personal touchpoint that helps candidates establish a connection with potential employers."

Chen points out that transmittal letters allow job seekers to tailor their applications to specific companies, demonstrating their understanding of the organization and the role they are applying for. "Employers appreciate candidates who take the time to write a customized letter, showing genuine interest in the job," she explains.

Advice from Sarah Walker, HR Manager at TalentQuest Inc.

Sarah Walker, HR Manager at TalentQuest Inc., provides practical advice for job seekers regarding transmittal letters. According to Walker, "Transmittal letters should not reiterate what is already stated in the resume. Instead, they should complement the resume by highlighting key experiences and skills relevant to the job."

Walker stresses the importance of addressing the recipient by name and showcasing enthusiasm for the position. "Avoid generic templates and strive to make each transmittal letter specific to the company and job role," she advises.

"Transmittal letters provide candidates with a unique opportunity to introduce themselves beyond their resumes." - John Thompson

"In today's competitive job market, a transmittal letter serves as a personal touchpoint that helps candidates establish a connection with potential employers." - Lisa Chen

"Avoid generic templates and strive to make each transmittal letter specific to the company and job role." - Sarah Walker

Statistics on the Impact of Transmittal Letters on Job Applications

Statistics play a crucial role in understanding the impact of various elements on job applications. When it comes to transmittal letters, research shows compelling data that highlights their significance in the recruitment process.

The Importance of Including a Transmittal Letter:

According to a survey conducted by HR Insights, 76% of hiring managers consider transmittal letters important when evaluating job applications. This statistic underscores the necessity for job seekers to include a well-crafted letter along with their resumes.

Increased Interview Opportunities:

Data from the National Employment Association reveals that candidates who submit transmittal letters are 40% more likely to secure an interview compared to those who don't include one. This demonstrates how a carefully written letter can significantly impact the chances of moving to the next stage of the hiring process.

Enhanced Perceived Professionalism:

Research by Career Development Institute suggests that job applicants who provide a transmittal letter are viewed as 30% more professional by potential employers. This statistic indicates that including a letter can enhance the overall impression a candidate makes during the initial screening.

Improved Application Success Rate:

A study by Employment Trends Quarterly reported that job seekers who send transmittal letters with their resumes experience a 20% increase in their application success rate. This data showcases how this additional document can positively influence the outcome of job applications.

Impact on Candidate Shortlisting:

Insights from the Society for Human Resource Management indicate that 88% of recruiters are more likely to shortlist candidates who provide transmittal letters. This statistic emphasizes the role these letters play in capturing the attention of hiring professionals and increasing the likelihood of being considered for a position.

Overall Application Effectiveness:

Analysis by Job Market Analytics found that job applications accompanied by transmittal letters are 50% more effective in securing employment compared to those without. This comprehensive data reinforces the value of including a personalized letter to complement a resume.

These statistics highlight the tangible impact that transmittal letters can have on job applications. By incorporating this supplementary document, job seekers can improve their chances of standing out to recruiters and advancing in the hiring process.

Transmittal letters play a crucial role in expressing your interest and suitability for a job opportunity. By understanding the significance of these letters and learning how to craft them effectively, job seekers can significantly enhance their chances of standing out in the competitive job market. Employers are increasingly looking for candidates who go the extra mile to showcase their qualifications and motivation, making transmittal letters a valuable tool in the job application process.

Key Takeaways

• Transmittal letters provide a personalized touch to your job application, highlighting your enthusiasm and qualifications.
• They serve as a complement to your resume, allowing you to address specific points and connect your experience directly to the job requirements.
• Employers appreciate the effort put into crafting a well-written transmittal letter, showing that you are serious about the position.

As you continue to refine your job search strategy, incorporating transmittal letters into your applications can set you apart from other candidates vying for the same position. Remember to tailor each letter to the job description, showcasing your unique skills and experiences that make you the ideal candidate for the role.

Maximizing Your Job Opportunities

By utilizing the tips and insights shared in this article, along with leveraging the sample template provided, you can create compelling transmittal letters that resonate with potential employers.

"In today's competitive job market, it's essential for job seekers to find ways to differentiate themselves. A well-crafted transmittal letter can be the key to capturing the attention of hiring managers and securing an interview." - Rachel Adams, HR Director at CareerBoost Solutions

Don't underestimate the power of a strong transmittal letter in amplifying your job application. Whether you're a recent graduate entering the workforce or a seasoned professional looking to make a career move, investing time and effort into perfecting your transmittal letters can yield impressive results in your job search journey.

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• Career Advice
• What is a letter of...

What is a letter of transmittal? (plus template and example)

9 min read · Updated on November 06, 2023

Impart vital information within a concise and well-written letter

Trawling through pages and pages of an important document can take time and a lot of effort. Wouldn't it be much easier to have a summary? A shortened version of what that document contains? At least then, you'd have a rough idea of whether you need to read it through immediately, or whether it can wait until you've got the time to sit down in a quiet room with a cup of tea and really give it your full concentration.

In this article, we'll explore what a letter of transmittal actually is, share tips on how to compile a professional letter, and even give you an example and a template which you can adapt to suit your own circumstances.

What is a letter of transmittal?

A letter of transmittal is a business letter that accompanies any kind of document, like a financial report or the analysis of a company's market research. Its main aim is to inform the recipient of the specific context in which to place the document, while giving the sender a permanent and formal record of having sent the material.

Top tips on writing a professional letter of transmittal

Just like any covering letter you want to make a good first impression, as this letter of transmittal will be the first thing the recipient reads before diving into the document it refers to. With that in mind, make sure you follow the tips below to craft a letter that's informative, succinct, and clear.

First off, ensure you're actually  sending it to the right person . It might sound obvious, but it's worth double checking you've got the right name and contact details, otherwise the important missive and letter could end up in the wrong hands. That would be a real faux pas, especially if the document contains sensitive or confidential information.

You don't want to dash off a quick letter of transmittal without a thought. While the transmittal letter isn't the main player in this instance - the attached document is - you still want it to be as professional as possible.

With that in mind, you can use a conversational tone within the letter, so it's not too stiff or formal.

Be totally clear as to why you're sending this document or report to the recipient. It means the person receiving the letter of transmittal will then have an idea of what they have, how to handle it in the appropriate manner, and if any actions need to be taken.

Summarise the main purpose and aspects of the document. See the letter of transmittal template below for how to set this out and what to include.

Keep it short and sweet. It's the document that's the main subject here, so don't go into too much detail within the letter of transmittal. You want the recipient to read your letter swiftly and easily, grasping the details, and then move onto the main event with a clear idea of what they need to do going forward.

Finish with a positive tone. You want the receiver of the letter and document to be motivated to enact whatever actions are required next, whether that's just reading the document or taking some sort of action. Keeping the tone light should achieve this. 

What is a perfect example of a letter of transmittal?

The key thing to remember, when drafting a letter of transmittal, is that you immediately want to get across the context of the document it's attached to in a few short, pithy paragraphs. It's basically explaining the contents of the document in a concise way.

No more than a page in length, the letter should contain all the usual elements of any other business letter, heading it with your name and contact details, the date, the recipient's name and address, and the reason you're writing.

Introduce yourself 

Start the transmittal letter with who you are and why you're writing to them.

Inform them why you're reaching out 

This is the part where you explain your reasons for enclosing the attached report, bringing their attention to any pertinent information that requires any action on their part.

Thank or acknowledge those who have contributed towards the document

It's courteous to identify and thank those who have had a part in helping to put the document or report together.

Finish off with any requests or required follow-ups

Make sure it's clear within the letter what the recipient needs to do next - if anything.

For a more detailed insight into how to compile a letter of transmittal, take a look at the template below.

A letter of transmittal template

Below is a letter of transmittal template that you and colleagues can use time and time again, as a standard outline, when sending a letter of transmittal.

[Date] 

Dear [Mr, Mrs, or Ms Surname],

[The opening paragraph should contain the title of the document attached and the purpose of the letter. It should also detail when the document was written and by whom.]

[The body of the letter of transmittal can include information about the methods used to craft the report, as well as an overview of the accompanying report, project proposal, or confidential document. Here, you can give an oversight of results, highlight the main areas that the recipient should focus on, or draw particular attention to any surprising findings.]

[The concluding paragraph will detail out what needs to be done by the recipient and any additional notes with regards to the attached document. You can also offer your assistance in interpreting any of the findings or ask for a call to action.]

If you have any questions regarding the attached report, please contact [name of principal contact] on [phone number]. 

Yours sincerely,

[Signature and printed name]

A letter of transmittal example

Now that you have the know-how to draft a top quality transmittal letter, let's put it all into practice with a letter of transmittal example that can be customised each time to suit different situations.

Delia Johnson

Accountants R Us,

125 Acacia Avenue,

Birmingham B14 3XX

Chloe Brown,

ABC Services,

Old Rose Lane,

Sutton Coldfield SC15 3ZZ

3 rd  January 2024

Dear Mrs Brown,

I have completed your accounts and tax return for 2022 / 2023 and I enclose our office copy of your business accounts for the year ended Mar 2023. I would be grateful if you could review these carefully and, if you are in agreement, please sign and date the declaration at the bottom of page two before returning the accounts to me.

I further enclose your tax return for the year ended Apr 2023, incorporating your accounts details. Please go through this carefully to make sure I have answered all questions on your behalf correctly and that no further details need to be added. If you are in agreement, please sign and date the declaration on the front sheet, where indicated, before tearing off the sheet and returning it to me only.

Finally, I would like to take this opportunity to enclose an invoice of my fees for the work carried out on your behalf, which I hope you will find in order.

If you have any additional questions, please don't hesitate to contact me at [email protected] or on my work phone which is 0121 123 4567.

[Signature]

The best times to include a letter of transmittal

A letter of transmittal serves different purposes, such as acting as an explanation or a record. Certain  documents, such as ones containing sensitive information, need a letter of transmittal to explain to the reader what they are receiving and why.  

Below are some of the situations when you might need to include a letter of transmittal.

Confidential documents

It's a good idea to warn the recipient that the documents contain sensitive or confidential detail, so they know that it's for their eyes only. Including a letter of transmittal here will prevent any misunderstanding or sharing of any private information, as it will be set out clearly before they open the documentation.

Financial reports

Financial reports often need further explanation and more context than what's actually contained in the report, so if you're distributing something complex like a financial report, don't hold back in including extra clarification.

Technical documents

When forwarding technical documents to relevant parties, it's worth taking a moment to consider who your audience is. Not everyone is au fait with  technical  jargon. Try to imagine which part of the document might be too complicated and pre-empt any questions by addressing this within the letter of transmittal that's attached.

Summarising your proposal in a succinct manner, by distilling it into a few pithy sentences, can give the reader a bit of an idea of what you're on about before they delve into the text-heavy document. Within your letter of transmittal, you can take the opportunity to remind the recipient of who you are and why you're offering the proposal to them.

There are a few other times when you might want to take advantage of including a transmittal letter, including:

Sending a draft that needs to be reviewed or be approved

Emphasising the key findings of a report

Instructing a recipient that they need to take some sort of action with the document

Offering an explanation of why the document should be ingested

Describing how a plan has changed course or overcome challenges

Delivering the results of a project

Is a letter of transmittal the same as a cover letter?

A  cover letter  is a brief, formal letter that's attached to another document - usually a CV.

In that way, a letter of transmittal could be said to be a type of cover letter. However, transmittal letters have a specific function, as they're designed to accompany a larger document or report, with added details that highlight key information within that document and any action that the receiver must take to move things forward.

A letter of transmittal forms part of a professional group of documents designed to inform colleagues and senior management about important, need-to-know information. What you need to know now is how to improve your CV, if you're keen to facilitate a move up the career ladder. Give yourself a head start by checking out TopCV's  free CV review . It only takes a few moments to upload your CV in order to receive valuable advice on this very important document.

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WTO / Letters and Emails / Cover Letters / Transmittal Letter: Format (38 Examples & Samples)

Transmittal Letter: Format (38 Examples & Samples)

A transmittal letter is an official letter that is written to accompany a document and clarify what the document being sent is about, establish the person who has sent it, and explain the actions required from the receiver of the document.

It is a type of cover letter which is written briefly and within context to avoid any confusion. For example, you can write a transmittal letter to inform the receiver that they need to sign the document. Transmittal letters can be used to accompany individual or company documents.

Transmittal letters are primarily written to accompany important business or company setup documents. The documents might contain sensitive details, important elements, technical information, or even urgent reports. In such cases, a transmittal letter must be written by the document’s sender to provide directives and explanations in relation to the document.

Letters of transmittal help the recipient of your document to know exactly what and why they have received it. This way, the recipient will understand the importance and even the urgency of your document. It is not always that your document needs a particular action. At the time, you should write and attach a transmittal letter to accompany a confusing document.

In other cases, when you write a transmittal letter, it will act as evidence of that document being sent from you to the intended recipient. Some of the specific purposes of a transmittal letter include:

• Providing instructions in regards to the sent document
• Helping the recipient of the document to understand it
• Restating all the important points in the document
• Informing the recipient of the sender of the document
• Highlighting any changes that were made in the document
• Instructing for follow up or required feedback from the recipient
• Establishing the purpose of the document

For example, you can attach a transmittal letter when sending a document to someone outside your organization, company, or team.

Transmittal Letter Templates

Transmittal letters are essential, especially when you send professional documents to people outside your team or organization. That means you always have to prepare a transmittal letter to provide your recipient with clarification. The fastest and easiest way to prepare a transmittal letter is by using transmittal letter templates.

Transmittal letter templates are already prepared letter structures with the complete format you may require for preparing a transmittal letter. With a template, you will be aware of what is needed in the letter and how best to communicate with your recipient . That means that a transmittal letter template makes the letter-writing process effective.

You can download our free, and easy-to-understand transmittal letter templates from below and easily customize them to suit your requirements.

[Your full name] (Sender)

[Your full address]

Recipient’s name]

Recipient’s title]

Recipient’s organization]

Recipient’s address]

Dear (Mr. /Mrs. /Ms.) Recipient’s first and last name],

I am (introduce yourself in case the recipient does not know you). (Proceed with the introduction paragraph by explaining the purpose of the letter). The document contains (explain the contents of the document or report in brief).

The document is meant (explain the limitations of the document, if any and highlight the most important details that the recipient needs to know and understand). Also, the document (provide relevant information that will help the recipient understand why they are receiving the document). You will need to (mention any action required by them or follow-up expected from them like deadlines).

Thank you for (thank them for their time, feedback, cooperation or any other relevant action). (Include your contact information for communication purposes).

(Signature)

(Your full name)

When Should You Use It?  

There are scenarios that will require you to attach a transmittal letter when sending a document. This letter is important and must accompany all professional documents so as to provide clear communication from you, the sender, to the recipient of the document. You must always consider what you are sending, the recipient of the document, and what they know or not about the document when preparing a transmittal letter.

Here are some of the situations when you should use a transmittal letter:

Dealing with confidential information

A transmittal letter will help inform the recipient of the document that it is meant for only them before they open it up and read it. This way, you will help to protect confidential information from leaking out to unauthorized or unwanted parties. The recipient will also be more careful when handling these documents since they know that it contains private information.

Sharing financial reports

Based on the complexity of these reports, it is best that you include a transmittal letter when sending them. This way, you can provide the recipient with clear context and information about the financial reports they are about to review. Also, a transmittal letter attached to financial reports will offer clarification to the recipient.

Sending a proposal

In the case of proposals, you can write and send a transmittal letter to provide the recipient with a summary of the information in the proposal , to remind them why they are receiving the proposal, and to inform them of the need to send a draft of the proposal for evaluation or approval. Also, apart from describing the whole proposal in a few sentences, you can also use the letter to inform the recipient who you are and why you are sending them the proposal.

Sending technical documents

For technical documents, a transmittal letter is meant to explain the recipient of the document. At times technical documents are too complex to understand, and that is why it is important to attach a transmittal letter to help them understand. Always consider the recipient of your technical documents and try to explain any complex information to them before they even ask questions.

How to Format a Transmittal Letter

When writing a transmittal letter, you must keep in mind that it is a professional letter that must be written in a formal yet friendly way. Here are the guidelines that you should follow when formatting a transmittal letter. The header, greetings, body, and conclusion are essential sections that must be included in the transmittal letter.

The first part of a transmittal letter is the letterhead or the header. The header should contain the sender’s (your) details, the date, and the recipient’s details. Start with your official name, company address, and your contact information before including the date. After one line, include the recipient’s information, including their name, title, company’s address, and any other contact information.

The contact details of either party may include their phone number and email address. This is the proper business etiquette for starting an official letter. It also provides a record of the parties involved in the transaction of a particular document. In the case of confidential documents, only the parties mentioned in the letter are allowed to read the document.

The next step is to include a greeting before writing the content intended to be in your letter. The recipient of the document should be well addressed and saluted. For example, Dear (Mr. /Mrs. /Ms.) First and Last Name

The body part of the transmittal letter is usually divided into three or four sections. The body paragraphs mainly contain the following information that helps the recipient understand what is in the document, what is expected from them, and who is sending them the document.

Purpose of the letter

You need to start by stating the purpose of the letter. You can do this by identifying the accompanying document and explaining the reason for sending it to the recipient. This way, the recipient will handle the sent document appropriately. You should also mention who you are in case the recipient does not know you. The purpose should be brief but clear.

Highlights of the attached document

The next piece of information is to give more details about the document. You should include an overview of all the important details or highlights found in the document that the recipient should be aware of. This section should also include the name of the document you have sent. For instance, this may include technical details or project information that needs to be explained to the document recipient. With this information, the recipient will be aware of what the document is all about and why they received it.

Limitations of the document

If the document is confidential or contains any private and sensitive information, the letter should include such information. You should explain to the recipient what they need to do when handling the document to protect the information.

Notify of any changes or concerns

The letter should also notify the recipient of any changes that have been made or any concerns regarding the document. You should highlight these changes and concerns clearly in the document.

In case there is a need for follow-up from the recipient, the letter should have all the information regarding the required follow-up. For example, you might require the recipient to contact you for more information or send the document to another person. This follow-up information must be included in the letter.

Clarify actions required from the recipient

In case there are any actions required from the recipient, the letter should mention them. This may include signing the documents or even replying to any request by a certain deadline. You need to be clear and exact about the instruction you write in your letter for the recipient.

Thank the recipient

The last paragraph should be about thanking the recipient for their time, cooperation, feedback, or other actions. This will make you sound polite and respectful.

Contact information

You also need to provide the recipient with your contact information. This way, they can reach out to you in case of any required follow-up, question, or clarification about the document. You can provide your phone number and/or your email address.

You should include a short closing paragraph at the end of the letter . This will entail final remarks regarding the document and thanking the recipient for their time, required action or cooperation. The last part is to sign off. For example, you can use “Sincerely” or “Regards” and your official name to mark the end of the letter.

Do’s and Don’ts    

Apart from making the letter formal and concise, here are some other tips that you need to consider when writing a transmittal letter. These are the do’s and don’ts of writing a transmittal letter. With these tips, you can prepare an effective, formal, and complete transmittal letter to accompany your important documents.

These tips are essential and should be followed when writing a transmittal letter:

• Be clear: Ensure you use simple language to write a transmittal letter. That way, your recipient will easily understand the content that is in the document even before opening it. To ensure clarity of the letter, ensure you have a logical flow of ideas in the letter.
• Use a professional signature: If the letter is a physical copy, ensure you include your professional signature in ink to sign off the letter . For electronic versions, you should upload a digital version of your signature. It is an appropriate salutation required at the end of a formal letter, which means that a transmittal letter requires an official signature.
• Keep it light: Although a transmittal letter is formal, your tone should be more light and casual than other professional letters. Use a professional yet friendly tone regardless of the content in the document being accompanied by the letter.
• Use a standard business format: Ensure you use the standard business format of writing a professional letter. Your transmittal letter should be formal and official with clear content, regardless of what is contained in the document.
• Do check company policy: When writing a transmittal letter, you need to check the company policy of your recipient. For example, you need to know if someone needs to sign the document you are sending. You can also find out if there are any necessary steps that you need to follow when sending the document and letter to avoid any mistakes.
• Forgetting to check the company folder first: Always check the company folder first before writing the transmittal letter. This way, you are aware of the company’s policies and expected format for official letters. You will also be aware of the proper channels to use when sending the document. Some companies tend to produce a template that you should use when writing a transmittal letter.
• Don’t write a long letter: The document you are sending may already be long. Therefore, there is no need to write a long letter to explain what is in the document. Instead, your letter should be short and concise. The letter should contain only the critical information as it is meant to introduce the actual document.
• Don’t leave grammatical and spelling mistakes: Ensure you proofread your letter and edit out and grammatical and spelling mistakes. A transmittal letter is an official document. Sending the letter with grammatical and spelling mistakes will make you sound unprofessional. Instead, ensure that the information in the letter is clear and complete. Mistakes in the letter might also compromise your relationship with the individual or company.
• Not keeping an extra copy: Always remember to have an extra copy of the transmittal letter. It will act as a reference for future purposes in case there is an issue with the recipient or the document itself. For instance, the document can act as evidence that you sent that particular document to the recipient.
• Forgetting the document: Do not forget to send the transmittal letter together with the document. They should both be received together to avoid confusing the recipient of the letter.

Transmittal Letter Examples

Transmittal letter sample.

[Your full name]

I am Estelle Johnson with the ABC Company Legal Services sending you the required legal document titled City Case X. The attached document is meant to provide more information regarding the case you are working on for the ABC Company regarding the assaulted employee. It contains details about when, where, and why the reported incident happened.

Based on its nature and the law, the document is confidential and should be read by only you and shared with the other three lawyers representing ABC Company in court. The document will provide you with information about all the witnesses, where you can find them and the reports they gave concerning the employee and the incident. Together with my team, I will be expecting a list of your own witnesses and incident report by the latest Friday next week.

Please review the document with all the urgency and confidentiality it deserves. Thank you for your time and cooperation this far throughout the case. You can reach me on (phone number) or (email address) between 9 am to 4 pm every day for any question or further information.

Final Thoughts

When sending important professional documents, it is necessary to accompany them with a transmittal letter. A transmittal letter acts like a cover letter that offers the recipient of the documents clarification of what is in the documents, who is sending the document, and why they are receiving the documents. It is mostly attached to financial reports , technical documents, and confidential documents. Ensure that the letter is clear, within context, and precise. Use our transmittal letter templates and samples as a guide to prepare your own transmittal letter.

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transmittal letter - Meaning in Law and Legal Documents, Examples and FAQs

A transmittal letter, commonly known as a cover letter, is a brief document accompanying and introducing other important documents or materials being sent to someone.

In normal language you would also say " cover letter " instead of " transmittal letter "

Need help understanding your legal documents?

What does "transmittal letter" mean in legal documents?

Imagine you're sending an important document to someone, like a contract or a legal filing. You wouldn't just send the document on its own, would you? That's where a transmittal letter comes in. A transmittal letter is a cover letter that accompanies the document you're sending. It's like a little note that explains what the document is, why you're sending it, and any other important information the recipient might need to know.

In the legal world, transmittal letters are commonly used when sending documents like pleadings, agreements, or other legal paperwork. The letter serves as a record that the document was delivered, and it helps the recipient understand the purpose and context of the document they're receiving.

For example, let's say you're a lawyer and you need to file a motion with the court. You would write a transmittal letter to the court clerk, explaining what the motion is, when it needs to be filed, and any other relevant details. The letter would then be attached to the motion before it's submitted. This way, the court clerk knows exactly what they're receiving and can process the document accordingly.

Transmittal letters can also be used when sending documents to other parties, like opposing counsel or a client. The letter helps ensure that everyone is on the same page and that the document is being delivered for the right reasons.

Overall, a transmittal letter is a simple but important tool in the legal world. It helps keep things organized, transparent, and efficient when it comes to the exchange of important documents.

What are some examples of "transmittal letter" in legal contracts?

Here are some examples of how a transmittal letter might be used in different legal contracts:

Employment Agreement: "The transmittal letter accompanying the employment agreement outlines the key terms, such as the start date, salary, and benefits package."

Lease Agreement: "The landlord's transmittal letter to the tenant includes a copy of the signed lease agreement and instructions for completing the security deposit."

Purchase and Sale Agreement: "The real estate agent's transmittal letter to the buyer includes the fully executed purchase and sale agreement, as well as a checklist of next steps in the closing process."

Merger Agreement: "The CEO's transmittal letter to shareholders explains the details of the proposed merger and encourages them to review the enclosed merger agreement."

Confidentiality Agreement: "The transmittal letter from the legal department outlines the purpose of the confidentiality agreement and requests that the recipient sign and return the document."

Loan Agreement: "The bank's transmittal letter to the borrower includes the final loan agreement, a breakdown of the loan terms, and instructions for signing the documents."

Settlement Agreement: "The transmittal letter from the plaintiff's attorney to the defendant's attorney accompanies the signed settlement agreement and releases."

FAQs about "Transmittal Letter"

What is a transmittal letter.

A transmittal letter is a document that accompanies and explains the purpose of a package or set of documents being sent to someone. It provides information about the contents of the package and why it is being sent.

What information is typically included in a transmittal letter?

A transmittal letter usually includes the following information:

• The recipient's name and address
• A list of the documents or materials being sent
• The reason for sending the package
• Any instructions or actions required by the recipient
• The sender's name and contact information

Who sends a transmittal letter?

Transmittal letters are typically sent by individuals or organizations when they are providing documents, materials, or information to another party. This could include lawyers sending legal documents, businesses sending contracts or proposals, or government agencies sending official forms or reports.

How is a transmittal letter different from a cover letter?

A transmittal letter is similar to a cover letter, but it has a more specific purpose. A cover letter is used to introduce and explain the contents of a job application or other package, while a transmittal letter is used to explain the purpose and contents of a specific set of documents or materials being sent.

When is a transmittal letter used?

Transmittal letters are commonly used in a variety of legal, business, and government contexts, such as:

• Sending legal documents like contracts, agreements, or court filings
• Submitting proposals, bids, or applications to a client or organization
• Providing financial statements, tax documents, or other records to a third party
• Delivering official reports, forms, or other materials to a government agency

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trap and trace device

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Treason, commonly known as betrayal, refers to the act of intentionally betraying one's allegiance to their country or government, often by aiding enemies or engaging in activities that undermine national security.

treasure trove

A treasure trove, or hidden valuables, refers to valuable objects or money that have been concealed, often for a long time, and whose owner is unknown or has abandoned the property.

Cover Letter vs. Transmittal Letter vs. Cover Document: What’s the Difference?

Cover letter vs. transmittal letter vs. cover document: what’s the difference  .

(by David Maloney) There has long been a misunderstanding related to definitions associated with and use of the terms cover letter , transmittal letter and cover document . Do they differ? Are they one-in-the-same? Must one or the other be used? 

The term “cover document” was first used in association with appraisals in 1994 when a standardized core course in personal property appraisal theory and principles was written by this author for a major appraisal society. Suffice it to say that the term “cover document” is synonymous with the term “transmittal letter” which has been and currently is in even wider use within other appraisal disciplines. Indeed, even USPAP makes mention of the term “transmittal letter” in its Ethics Rule and in the below quoted Q&A. USPAP does not make any mention of the term “cover document.” For the purposes of this discussion, we will equate “cover document” with “transmittal letter” and will henceforth make use of the latter term while discontinuing use of the former. 

Of the two remaining letters, there is no consensus on the use or nomenclature of the cover letter and transmittal letter among the various appraisal disciplines, but the following discussion will assist you to properly make use of them regardless of what they are called. Note, too, that there is no USPAP requirement for either a cover letter or a transmittal letter, USPAP’s Q&A and Ethics Rule mentions of the transmittal letter notwithstanding. Though not required, both often have their place in the preparation of a professionally designed and coherent report. 

Transmittal Letter  

USPAP requires that certain information be contained in what is referred to as the “ report “. As mentioned earlier, the content and detail of that information depends on whether the report is Self-contained, Summary, or Restricted use, but in all cases the information must be contained in what USPAP refers to as the report . Many appraisers make use of what is referred to as the “transmittal letter” to contain much (if not all) of the USPAP-required elements of information. Appendix L (sample noncash charitable contribution appraisal), Appendices M and M.1 (sample insurance appraisals), and Appendix N (sample estate appraisal) are examples of transmittal letters. The transmittal letter (particularly in the case of a letter-style, narrative report) often contains the appraisal-specific information listed in the preceding section and, therefore, is often very much an integral part of the report. In March, 2008 the Appraisal Standards Board (ASB) gave guidance regarding the use of transmittal letters in its Q&A entitled “Is a Letter of Transmittal Part of an Appraisal Report?”: 

Question : I recently completed an appraisal report that included a letter of transmittal as part of my report. Some of the items required to comply with the reporting requirements of USPAP appear only in the letter of transmittal. My client states that a letter of transmittal is not part of the appraisal report, and these items must appear within the body of the report to comply with USPAP. Is my client correct?   Response : No, the client is not correct. Although a letter of transmittal is not required by USPAP, there is nothing in USPAP that prohibits making a letter of transmittal part of the appraisal report. It should be noted that USPAP does require an appraiser signing any part of an appraisal report, including a letter of transmittal, to also sign the certification. (USPAP Q&A)  

Any required elements of information not included in the transmittal letter must be included in enclosures to the transmittal letter such as the “valuation section” of the report or in addenda attached to the report. 

Cover Letter  

The cover letter is a brief, formal letter used to simply accompany another document being sent to the recipient. A cover letter often introduces the accompanied document, summarizes its content or imparts additional information. Not all appraisers make use of a cover letter, but on occasion you may feel it appropriate to do so, particularly if you have administrative issues to address at the time of the report’s delivery. 

The cover letter says something to the effect: 

Here is the report you requested that I prepare for you. Please do not hesitate to call if I can be of further assistance. Sincerely, Joe Appraiser  

While the above might be a bit abbreviated, the cover letter need not contain much more. Indeed it should be no more than one page in length. If needed, however, the appraiser may wish to also include within the cover letter: 

• An “executive summary” of the appraiser’s findings, or
• A comment on the fact that the appraiser sent a copy of the report to XYZ as the client requested, or
• That the appraiser’s invoice or IRS Form 8283 is enclosed, or
• Other administrative matters which do not fall into the three previously mentioned categories of appraisal-related information (i.e., the matters are neither appraisal-specific information, item-specific information, nor are they supporting documentation.) They are simply administrative in nature. 

If used, a cover letter should not be attached to the report as it is not part of the report. It merely accompanies the report. The cover letter can be discarded by the recipient (and often is) and doing so should have no impact on the completeness or credibility of the remaining report. Therefore, the cover letter must not contain appraisal- or item-specific information that is not also included somewhere in the report itself. Note, that if you include a “summary” of your value conclusion within the cover letter, to avoid confusion or a possible misuse of the cover letter (cover letters have been known to be inappropriately used as a substitute for the appraisal report), you should also include in the cover letter a statement such as: 

This cover letter is not the appraisal report. It is merely a means to transmit the enclosed appraisal report to you. 

© 2008 David J. Maloney, Jr., AOA CM

Encyclopedia

Writing with artificial intelligence, cover letter, letter of transmittal.

A cover letter is the front page of your employment packet. Your cover letter is a miniature argument in which you explain how your specific skills meet the employer’s requirements for the position.

What are the conventions of a cover letter?

The cover letter has a particular, expected format. It will always begin with the following elements:

The formatting of your information should match the heading that is on your resume, and you should always search carefully for the specific contact information related to the job posting. Most job ads will include this information clearly, but sometimes you may need to look to the contact email address for this title, and do some crafty Googling to find the name of the specific person(s) in charge of hiring.

After you’ve got this information down, you need to begin with a salutation. Try to avoid “to whom it may concern,” unless you cannot find the contact’s information. Particularly when the inside contact’s information is readily available, using generic addresses can make your cover letter seem unresearched or, worse, not specific to the job to which you’re applying.

The next step is to compose the cover letter. In general, a cover letter will consist of three sections:

• An introduction, explaining which position you’re applying for and  information about where you learned about the position
• An explanation of your skills and how they specifically qualify you as the best person for the position
• A closing with your contact information and an expression of gratitude for the review of your application materials.

Throughout the cover letter, you should avoid using subjective statements, such as “I have great communication skills” or “I am an excellent team player” and instead focus on demonstrating your facility in these skills by using specific examples, such as “I have been in charge of distributing workplace communications for two years” or “I participated in six group projects during my time working in the campus bookstore.”

What is an inside address?

An inside address is the name and information that you place in your cover or business letter. The bolded portion below is the inside address.

Why should I use an inside address?

The proliferation of “To whom it may concerns” on the internet may have you supposing that  inside addresses are no big deal. However, an inside address is more important than most people might think. By providing an inside address, you show that you cared enough about the job to read the job posting thoroughly, conduct research on the company if necessary, and tailor your application materials accordingly. In this way, you craft your ethos as a communicator.

How can I find an inside address?

Oftentimes, an inside address will be readily available in the job posting or other materials. In other cases, this information might be more difficult.

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Transmittal Letter: 20 Free Samples and Templates

Transmittal letters are used in business situations when a document or report is being sent from one person to another. They are used within organizations to send documents across the organization or even between divisions of the same organization. They are also used to send documents between companies. They may contain competitive information or technical details that should not be allowed to get into the wrong hands.

Often a brief explanation of what is in the attached document is included. There may also be instructions about how to handle the document, who it can be reviewed by, or when responses are expected.

Many busy executives will read the transmittal letter, perhaps the summary, and then route the letter and document to one of their staff for a thorough review and response. If you need a response by a specific date, this should be clearly stated within the transmittal letter.

This post will provide more detail about transmittal letters, what a transmittal letter is, when to use them, what you should include in the letter, and how to write one. A sample letter is included, along with tips and frequently asked questions about transmittal letters.

What Is a Transmittal Letter?

A letter of transmittal is usually a short one-page cover letter accompanying a document. It communicates the importance of the document and why someone should read the document. A recipient, when they read the letter, will understand what they received and why it was sent to them. It may also include:

• A summary of important conclusions
• Provide instructions if appropriate
• Mention requirements, such as a response by a specified date

When to use a Transmittal letter

Letters of transmittal can be used within an organization, between departments or divisions of the same company, and to recipients in other companies who are not familiar with your project. Some of the common uses of a letter of transmittal include:

• Reports – scientific, technical, financial, and general information
• Proposals – responses to RFI (Request for Information), RFQ (Response for Quotation)
• Specialized documents – confidential, sensitive, private
• Requesting Approval – drafts, contracts
• Reflecting Decisions – contained in a document and approved
• Changes in Schedule – communicating deviations from plans
• Outcomes – highlighting the completion of a project that met, exceeded, or provided unexpected outcomes

Essential Elements of a Transmittal Letter

As with all letters, a transmittal letter has specific elements that should be included in every letter. These include:

• Heading – your company’s name and full address, your name
• Date – the date the letter is being sent
• Recipient – Full name, address, official title, organization, company name
• Greeting – use the standard for your company, keep it professional
• Describe the document
• Why it was sent
• Summarize the important details of the document
• Next Steps, instructions, or follow up actions
• Include contact information
• Closing paragraph
• Closing salutation

Although it appears to be a lot of information and details, writers should keep the letter of transmittal to one page. It allows the reader to form a quick summary of the document and the next steps they should take in processing and responding to the document if appropriate.

How to Write

While there is no standard way to write a letter of transmittal, writers should always use the company’s standard letterhead and follow the format of letters commonly used in the company. Determine who the letter will be sent to and if you are writing the letter on behalf of your boss, ensure that you have his or her approval for the document to be sent.

If the company’s letterhead already has the name of the company, address, etc., there is no need to repeat this information. The heading should include the name of the person sending the letter, their official title and organization, and address.

Include the recipient’s full name, title, and address, along with the company name. Note that once the document has been sent, it is now the property of the receiving company.

Dates are important. The date chosen should be as close as possible to the date that the document will be sent to the other party.

Add a professional greeting that is typically used in your organization.

The body of the letter should begin by stating the purpose of the document and why it is being sent. Summarize the details, significant findings, major conclusions, and important details that the reader should be aware of immediately before perusing the document.

If there is a need for action to be taken, list the follow-up expectations, provide any instructions and let the recipient know they can contact the sender to discuss any concerns or questions they may have.

Include your contact information, final comments, and thank the reader for taking the time to review the document. Complete the letter with a professional salutation such as “Regards” or “Sincerely” and leave space for your signature or your boss’s signature as appropriate.

Letter of Transmittal Template

[Senders Name]

[Title & Company Name]

[Full address and]

[Phone number]

[Recipient]

[Company or Institution]

[Full address, and]

Dear [Name]

Body – Paragraph 1 – Introduction, the purpose of the document, why it is being sent. Summarize the details, significant findings, major conclusions

Body – Paragraph 2 – Include your contact information, final comments and thank the reader for taking the time to review the document.

Body – Paragraph 3 – Next Steps and/or Call to Action

[Closing – Sincerely, Regards,]

[Signature]

[Printed Name]

Sample Letter of Transmittal

The attached report, [Name of report] , provides information on [Add details about the report] and our recommendations for action and the next steps based on the results summarized in this report.

Our research and analysis, summarized in this report, conclude that the recommendations are well supported and should be acted on by your company. We have provided an outline of what actions we feel your company should consider and outlined a timeline for your team, including expected results.

Thank you for providing us with the opportunity to complete this project on your behalf. We appreciate your confidence and investment in our company and the work we do. We look forward to completing additional projects with your team. Please review the official report. We are available to discuss the report and address any questions you may have.

Please feel free to contact us at [email address] or call at [phone number] . I look forward to discussing our recommendations with you further.

Transmittal Letter Templates & Examples

Tips for writing a transmittal letter

The following tips may assist when composing a transmittal letter:

• Follow a standard business format that is professional and formal
• Check your company’s policies and standards for preparing transmittal letters
• While the format should be business-like, keep it friendly and welcoming
• Include who you are, document name, why you are sending the document, next steps, and how to contact the sender
• Always proofread before sending
• Confirm company policy – format of the letter, who signs off, and any reviews that are needed before sending
• Keep a copy of the report and the letter for future reference
• The letter and document must be sent together
• The letter should have a clear, concise, and friendly tone
• Avoid adding too much detail extending the letter beyond one page
• If you must use technical or industry jargon, always use the long-form instead of short forms and abbreviations

Several FAQs or frequently asked questions are often asked by readers. The answers to these follow:

How long should a transmittal letter be?

Business letters should be short, get to the point quickly, and typically no longer than one page. Busy executives receiving these documents and transmittal letters often delegate the review of the report to specialists. The transmittal letter should get the primary message across to executives on one page. They may not read the second page, and you have lost an opportunity to convey your report’s primary findings.

What is the most appropriate opening for a letter of transmittal?

Look at your letter from the reader’s perspective. What is the primary message you want them to take away from the first paragraph? And also from the transmittal letter in general. Every paragraph should add value to the reader; however, the first paragraph should grab their attention and motivate them to read the rest of the letter and the summary or conclusions section of your report. Don’t forget to include a call to action in the closing paragraph of your letter. You want to prompt them to take action based on the recommendations in the report.

Business letters, particularly transmittal letters, should be formal and well written. They need to convey a summary of the key findings of the document, the next steps, and a clear call to action. They should entice the reader to follow through with the recommendations contained in the report. Transmittal letters should be no more than one page, professional and free of grammar and spelling errors. Have a colleague review the letter for mistakes? Check that the recipient’s name and company are spelled correctly. Follow your company’s process for approval and signature of the report and sign-off of the letter. Always keep copies of the transmittal letter and report. It is surprising how often letters are sent without copies of signed transmittal letters retained for future reference.

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What Is a Letter of Transmittal?

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Letters of transmittal function like the cover letter you attach to a resume. Suppose you're submitting a grant proposal, a formal complaint or a report as to why sales dropped during the fourth quarter. Rather than send the document cold, you attach a letter of transmittal. The letter puts the document in context.

">When You Need a Letter of Transmittal

If your boss told you to write a report, then deliver it back to him, you don't need a letter of transmittal. Your boss is already in the loop. A letter of transmittal is mostly used when you're communicating with people outside of your organization, even if they're aware that you're working on the report. It's particularly useful when the accompanying document contains surprises:

• The project departed from the original proposal or assignment.
• The report reflects decisions that you or your team made after submitting the proposal.
• You had to make a minor change of research design.
• Unanticipated difficulties occurred, regarding finishing the project.
• There was an unexpected outcome or conclusion.

Even if there are no surprises, you should provide enough background that the recipient knows why they're getting the document.

Dear Mr. Smith:

As we agreed last year, here's a report on the potential for opening a new corporate branch in Florida. The analyst's conclusion is that South Florida is a promising new market.

Dear Ms. Jefferson:

I'm submitting a grant proposal in support of a research program on the Advantages to Using Seawater as a Power Source. I request funding in the amount of $177,600.

">How to Write the Letter of Transmittal

Use standard business format for the letter. In most instances, the letter of transmittal is only a brief introduction to the document, and is much less important. It should be short, and only one page, or perhaps, two pages. It's not a part of the report, so you don't need to avoid writing "I," which most formal reports frown upon. If anyone deserves a share of the credit, mention that person by name. You should also thank the person who is receiving the report. The letter should include your contact information, as would any business letter. A lot of writers tell the recipient to contact them if they have any questions.

Market Research Pro's team members, Jane Smith and John Jackson, contributed to this report. For any questions about the conclusions, contact me, Richard Roe. If you have questions about the data gathering methods, contact Jim Doe at Market Research Pro: 555-612-9444.

I hope you find that the report answers your questions. I appreciate your interest in funding the expansion.

• MIT: Transmittal Letters
• NTU: Sample Letter of Transmittal
• WSU: Letter of Transmittal
• Purdue University: Memo of Transmittal
• Colorado State University: Transmittal Letter

Fraser Sherman has written about every aspect of working life: the importance of professional ethics, the challenges of business communication, workers' rights and how to cope with bullying bosses. He lives in Durham NC with his awesome wife and two wonderful dogs. You can find him online at frasersherman.com

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Letter Templates , Cover letters

25 Editable Transmittal Letter Sample Templates

In any business, there will be times when important, and sometimes sensitive information, will be sent from one individual to another, which requires clarification or an introduction.

Brief explanations can be given by using a Transmittal letter that brings the individual’s attention to what the document contains.

A transmittal letter is a brief business or cover letter that is sent with a document. It explains what the importance or purpose of the document is, clarifying any correspondence so that there is less confusion.

It lets the recipient know what they are receiving and why. For documents that are larger, a transmittal letter may also include important elements that you wish to bring to the attention of the recipient. They may also point out instructions and requirements for the documentation being sent.

When a Transmittal Letter Would be Used

Here are a number of situations in which a transmittal letter would be used:

• To explain instructions or requirements of the attached documentation
• Sending drafts or contracts that need approval or review.
• To explain why documentation needs to be read or considered.
• To emphasize a document’s important points.
• For projects that have diverged from their initial planning.
• For reports that show what decisions have been made after proposal submission.
• For times when an unforeseen challenge has occurred, that forces a project to be pushed back.
• For projects that have had some unexpected outcomes.

A transmittal letter also tends to be used when you are sending written information to people who are not fully involved in a project or who are outside of your organization. The most common documents that require the use of a transmittal letter are:

• Financial information or reports
• Reports that are technical or scientific
• Documents that are sensitive or confidential
• Proposals for a project or details that are specific

How to Create a Transmittal Letter

The majority of transmittal letters are brief; however, they can be longer when more information is required. They are written in a business format and on company letterhead. Here is the general format that you should follow when writing a transmittal letter.

Heading and greeting

The heading of the transmittal letter should have the full name of the sender and the address of the company in the top left corner. The date should be included in one line beneath this. One line beneath the date is where you will have the full name, official title, name of the organization, and full address of the recipient. Your transmittal letter should start with a short greeting.

Body of the letter

There are 5 sections that should be included in your transmittal letter:

• Purpose – this is where you will explain what the documentation is that you are sending and why you have sent it.
• Details – for this part, you will give an overview of any important details, highlights the recipient needs to be aware of, and the name of the documentation being sent.
• Follow-up/Further Instructions – in this section, you would outline any further instructions required, such as signing the documentation, as well as detailing any follow-up requests, such as having the recipient contact you.
• Contact Details – In this section, you will give your contact details should the recipient need to ask further questions.
• Conclusion – Lastly, you would include a brief closing with final remarks regarding the documentation. This is followed by thanking the recipient for their time and consideration, and a closing salutation.
• Other things , like sensitive information in the document, should be highlighted by the sender in the transmittal letter. For scientific documentation or proposals, the transmittal letter should use formal wording in a passive voice and should refrain from using technical information.

Example of Transmittal Letter

Name of Sender

Street Address of Sender

Sender’s City, State, Zip Code

Name of Receiver

Official Title of Receiver

Street Address of Receiver

Receiver’s City, State, Zip Code

Greeting (i.e., Dear Mr. Jones)

Purpose – Please find enclosed my 250-page manuscript entitled Best Sort Horror Stories, which I hope you will read and consider for publication.

Details – The attached manuscript os a compilation of 30 short horror stories based on urban legends from around the world. I have written these stories for an audience of 20 to 50 years of age who are horror fans but have found readers from most ages enjoying these stories.

Follow-up – I believe readers of the horror genre with find these short stories entertaining, and I respectfully request that you consider them for publication. If you have any questions, you can reach me at 212-123-4567 or at [email protected] .

Closing – Thank you for your time and consideration. I look forward to hearing from you.

Sender’s Signature

Sender’s Printed Name

Enclosure: Manuscript

Free Downloads

You can download one of our free templates or samples to get a better idea of what a Transmittal Letter should look like.

What Should be in a Transmittal Letter

Transmittal letters are used for a wide array of documents, so they will differ based on the information being sent. However, there are key elements to a transmittal letter that should have:

• It should present information in a format that is easy to read and clear.
• It should clearly explain what the content of the documentation is for.
• It should establish goodwill between the sender and recipient.
• It should be no more than one page long.
• It should include any important dates or deadlines.
• It should answer any questions that arise.
• It should clearly state the instructions or desires of the person sending it.
• It should use a promotional tone for the document, contract, product, or manuscript being sent.

Key Takeaways

• Make sure you are clear. Your letter should be easy to read and understand so that the recipient knows exactly what it is you are sending. Try not to use technical language, if at all possible.
• Make sure you are concise. The point of a transmittal letter is to give a brief outline of important details. It should be less than one page.
• Use a friendly tone. While a transmittal letter is considered to be a formal letter, it is still acceptable to use a conversational tone. You want to establish a sense of goodwill.
• While a transmittal letter is treated as a separate document, it should always accompany the documentation that you are introducing.
• Always keep a copy of the transmittal letter and documentation for your own records.
• Be sure to proofread your letter, or have someone else proofread it to check for errors.

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• Letter of Transmittal

Letter of Transmittal – 40+ Great Examples & Templates

Do you know what a letter of transmittal is? It is a document which usually comes with another larger or more significant document, usually attached to explain what it’s for. It is typically made to give the recipient the particular context in which the more significant document is to be placed or used. Aside from that, it would also serve as a documentation for the sender that something was sent and received.

Table of Contents

• 1 Letter of Transmittal Examples
• 2.1 The Heading
• 2.2 The Date
• 2.3 The Recipient’s Address
• 2.4 Salutations
• 2.5 The Body of the Letter
• 2.6 The Conclusion
• 2.7 Notations
• 3 Letter of Transmittal Templates
• 4 Purpose of a Letter of Transmittal 
• 5 Letter of Transmittal Samples
• 6 Important Things About a Letter of Transmittal
• 7 Tips for Writing a Letter of Transmittal Format
• 8 Writing Your Own Letter of Transmittal Template 
• 9 Letter of Transmittal Format

A good letter of transmittal example is usually very short. The first paragraph would be a description of what has been sent along with the purpose of sending it. For longer letters, you may run through all the most important elements of the larger document, using a few sentences. You can also write down other useful information for the recipient. These kinds of letters are frequently wrapped up with a short paragraph which would establish goodwill. This is done by giving a compliment or a statement of gratitude to the recipient.

Generally, a letter of transmittal is for:

• Explaining or clarifying your requirements or instructions regarding the document or item it is attached to.
• Accompanying contracts or drafts of documents which are being sent over, either for review or for approval. They can also accompany contracts which have already been signed.
• Accompanying more important documents and would provide an explanation for what the document is, why it should be read and considered and what the recipient should do with the document it is attached to.
• Giving the opportunity to remind the reader of the title of the document as well as to emphasize the most important points of interest. It can also include some confidential or sensitive information which may be related to, but is not really part of the larger document.

Normally this kind of letter is made to communicate information in writing, whether it’s information about an important document, equipment or other such items which are sent from one point to another. This article is all about these kinds for letters, from the components, the purpose and other important information that would guide you as you are making your own document.

Letter of Transmittal Examples

Components of a Letter of Transmittal Template

You would have a better idea of what is a letter of transmittal if you know what the important components are. There is no specific letter of transmittal format but as long as you know the basic elements, you’d be able to make one for yourself. Here are the important components of this letter:

The Heading

This is usually your address. Make sure to place your whole address as the header of your letter.  

Write the date you had written your letter before you start writing it. This is important so that the recipient will know when you had prepared the letter and the document or item which you have sent.  

The Recipient’s Address

The next thing you’d have to include is the address of the recipient.  

Salutations

This is usually a short greeting or introduction which is addressed to the recipient of the letter and the item it is attached to.  

The Body of the Letter

There are usually 4 subparts for the body of the letter:

• the reason or purpose for writing the letter
• a statement of all the facts about the item or document which has been sent
• a request for follow-up or an update when the item or document has been received
• your contact information in case the recipient would like to get in touch with you  

The Conclusion

The conclusion would contain your final words about the document or item or statements of goodwill.  

This would contain any other important notes which you would like to convey to the recipient.  

Simple components, but they would have a great impact on the recipient and would make your letter a lot more effective. Now that you know all these components, we can discuss the purpose of making or writing such a letter.

Letter of Transmittal Templates

Purpose of a Letter of Transmittal  

If you’ve already seen a letter of transmittal example, you may have noticed that although it is brief, it was well thought out. The main purpose of making such a letter is to communicate with the recipient of the letter and of the document or item, it is attached to. When made well, the letter should:

• Introduce the document and give the context which will help the reader understand what it is for.
• It will contain the subject of the document.
• It will contain the name of the individual or the agency which is requesting for the report.
• It will contain the scope as well as the limitations of the document.
• It will contain the instructions regarding what the recipient is to do with the information on the document.
• It can also contain a suggestion for the recipient to contact the sender for more information if he/she has any questions or if anything is unclear.
• Provide a record of how the document was produced and how the document was transmitted.
• Alert the recipient of the following information:
• Any discrepancies or concerns regarding the document or the item which has been sent.
• Any decisions which are to be made in regards to the document or the item.
• Any changes in the format or direction regarding the document or the item.

It’s a simple and brief document but it is important for both the sender and the recipient. To be able to make a letter of transmittal template for yourself, it would also be a lot helpful for you to know some important things about it, which will be discussed in the next section.

Letter of Transmittal Samples

Important Things About a Letter of Transmittal

The letter of transmittal is a document which would give the initial information about a larger or more significant document which it is attached to. The sender would use the letter to transmit the document it is attached to, to a recipient, hence the name. This type of letter is more commonly used in the workplace as important documents and items are sent from one point to another. To be able to make a good letter, let’s discuss some important things about it, which should be taken into consideration.

The Functions

This letter would serve as an introduction to another document, which is usually more important. Such documents include, but are not limited to:

• scientific or technical reports
• financial information
• project details or project proposals
• confidential or sensitive information which could be related to policies or legislation of a company or organization

The recipient would read through the letter to establish the context in which to view or use the document which it is attached to. The document could have been sent as an answer to a request, as a requirement or as a professional courtesy.

The sender could also use the letter to go over important policies and assurances which are related to the document which has been sent. Either that or the letter can be used to share sensitive or confidential information which isn’t included in the document but is related to it. Finally, it would serve as documentation for the sender, proving that he/she had transmitted something and it has been received.

This kind of letter is usually printed out on a letterhead of the company or the organization. The sender would have to use a standard letter format, which would have the proper page size and margins. It should also include all the important components (which were discussed in the previous section) for it to be effective. It should also end with the signature of the sender, the job title and any notations which would signify any other enclosed documents.

These kinds of letters are short documents, usually just one page in length which would contain only three or four paragraphs. These paragraphs should flow logically, starting from the introduction, to the explanation and finally to the closing. If there are more important things to be highlighted or discussed, the letter may be longer or more heavily formatted than the usual.

The Tone and Content

A letter of transmittal may be simple and brief, but it is actually a formal business document. The very first paragraph would contain the following:

• the name of the document
• a short description of the content of the document
• the reason for sending the document
• the name of the sender

Aside from that, the sender may add in any instructions for the recipient, which would either be to forward the document to another person, to notify the sender when the document has been received or any other specific instructions.

The next paragraphs which would follow should provide explanations and instructions in more detail. Then the last paragraph would conclude the letter with a statement of thanks or goodwill as well as contact information of the sender. The sender can also include an offer of assistance in case anything is unclear or the recipient has any questions.  

The Correct Use

Different organizations and companies have their own policies and procedures for creating and using these kinds of letters. The sender should make sure that the right person would sign the letter (usually someone in authority). This is especially important if the letter would be attached to a document which contains sensitive information or if the content of the document would require a specific level of authority for release or approval.

This kind of letter would be written and copies would have to be made of it. The original letter should be placed right on top of the accompanying document. It should not be attached as a part of the document or included in its table of contents . Then the copies or duplicates of the letter should be kept by the sender as documentation.  

The Significance

Since there are cases when the letter would contain confidential or sensitive information, it could be a very powerful and important tool for communication. Such sensitive information could be a password, a protected file which contains an electronic document or other relevant items, so the sender has to make sure that the appropriate recipient receives it.

It can also be used to call the attention of the recipient to the fact that the some of the information in the document may have been overlooked.  

The Features

Even though it’s short, the letter can be used to introduce the document it is attached to in a variety of ways. The sender may show the recipient that the document which it is attached to actually meets the goals and expectations which have been previously outlined.

The letter can be used to discuss how the information in the document was collected and who was involved in creating the document. therefore giving credit to the people who were not actually mentioned in the document itself. The letter can also be used to instruct the recipient to perform an action, through a suggestion or a request, all with regards to the document which it is attached to.  

The Considerations

This short document should not contain any technical or detailed information. It should be short, simple and friendly. Towards the end of the letter, try to consider making a statement which would convey to the recipient that you or the agency you represent are available to be contacted in the future, to clarify anything or answer any questions. That is why it is important to include your contact information.

On the other hand, if you are asking the recipient to act in response to the document which the letter is attached to, you should provide a date or deadline for the recipient to act.  

The Time Frame

The letter should be sent at the same time you’d be sending the document which it introduces. Never send it ahead of time or after sending the document. Not only that, you would have to treat the letter as a document different from the larger one and not as part of it.

Knowing these important things and considerations would definitely guide you as you are creating a letter of transmittal format. To help you further, let’s look at some helpful tips you can apply before we go to the final section, which are steps in actually writing the letter.

Tips for Writing a Letter of Transmittal Format

To be able to write a good letter of transmittal example, you may need to learn all you can especially if you are writing one for the first time. But actually, even if you have been writing such letters for some time now, these tips can still help you out and make you better at writing such letters.

• Make sure to tell the recipient what you are sending and why you are sending the document. This is important so that the recipient has an immediate idea of what has been received and can handle the document appropriately. It would also give the recipient an idea of how important the document is and what urgent actions need to be taken with it.
• Make a summary of all the key aspects and the purpose of the document. Either this or make a description of the content of the document in the letter, making sure that it is brief.
• Add in any and all special information which would aid in the understanding of the recipient. Such information would include emphasizing or highlighting parts of the document which is most important.
• Inform the recipient of what is to happen next and if needed, provide a deadline for the actions which need to be taken. Be as specific as possible so that the recipient doesn’t end up confused.
• End on a positive note to keep the enthusiasm of the recipient to carry out the needed actions and to ensure that any future transactions will be accepted readily.
• It doesn’t have to be very formal. Though it is an official document, you can use a more conversational tone when writing it to make it easier to read.
• Address any and all issues regarding the document or the item which you are sending. Also, make sure to acknowledge the assistance of people who have aided in the completion of the document.
• In making your final paragraph or the conclusion of your letter, you should add in one or more of the following:
• Thank the person who is requesting for the document, especially if the document had led to an opportunity to investigate an important issue.
• A suggestion to the recipient to contact the sender for any questions or clarifications.
• You contact information as a sender for the recipient to be able to follow-up, clarify or ask questions.

As you can see, these tips are really helpful and would serve as good guides for you as you are writing your letter. Now let’s go to the final section, which is actually creating your own letter or template.

Writing Your Own Letter of Transmittal Template  

Writing a letter of transmittal is quite easy since it is a short document. It is important as it serves an important purpose, especially in the transmittal process from within or outside companies and organizations. Take a note of these steps:

• Make sure to establish goodwill from the very beginning. Write your salutations and first paragraph with a tone which would encourage the recipient or the reader to read the whole letter until the end.
• Your letter should be neat, clear and short. If possible, it would be ideal to type the letter on a computer and print it out rather than writing the letter by hand.
• The letter should not exceed one page as it should only contain the most important information about the document it is accompanying and not anything else.
• Add in all the important dates and deadlines which the recipient should be made aware of.
• In the case of sending packages, make sure to identify all the contents.
• The letter should address the recipient directly and should explain the title of the document which it is accompanying.
• Answer all the questions which are not covered in the document especially if they are relevant and related to it.

Letter of Transmittal Format

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Free Letter of Transmittal Templates (27+ Examples & Samples)

Home / Business Templates / Free Letter of Transmittal Templates (27+ Examples & Samples)

A letter of transmittal is a type of letter that generally comes with another larger or more important document. This letter is usually attached to explain what it’s for. It acts as a documentation for the sender that something was sent and received.

Moreover, a good letter of transmittal is very precise. In the first paragraph, provide a description of what has been sent and the purpose of sending it. For longer letters, using a few sentences, you have to include all the most important elements. You can also add other useful information for the recipient.

Commonly, this letter is for;

• Describing and clarifying your requirements or guidelines about the document or item it is attached to.
• Along with contracts or drafts of documents that are being sent over whether for review or approval. They can also attach contracts that have already been signed.
• Attach more essential documents and would give the description for what the document is, why it should be read and considered. Moreover, give explanation what the recipient should do with the document it is attached to.
• Providing the opportunity to remember the reader of the title of the document and to explain the most essential points of interest. It may also involve some confidential or sensitive information that may be relevant.

Table of Contents

• 1.1 The Heading
• 1.2 The Date
• 1.3 The Recipient’s address
• 1.4 Salutations
• 1.5 The Body of the letter
• 1.6 The conclusion
• 1.7 Notations
• 2.1 The functions
• 2.2 The format
• 2.3 The tone and content
• 2.4 The correct use
• 2.5 The significance
• 2.6 The features
• 2.7 The considerations
• 2.8 The time frame
• 3 How to write your own letter of transmittal template?
• 4 Some tips for writing an effective letter of transmittal:
• 5 The uses of letter of transmittal:
• 6 Conclusion:
• 7 Faqs (Frequently Asked Questions)

Elements of a letter of transmittal template:

Here are the essential elements of this letter;

The Heading

The heading is usually your address. You should ensure to place your complete address as the header of your letter .

Mention the date that when you had written your letter before you start writing it. This is very essential to inform the recipient when you had drafted the letter and the document or item which you have sent.

The Recipient’s address

Here, you have to include the address of the recipient.

Salutations

Salutation is a precise greeting or introduction that is addressed to the recipient of the letter.

The Body of the letter

The body of the letter consists of the following 4 subparts;

• The purpose for writing the letter
• A statement of all facts regarding the item or document that has been sent
• When the item or document has been received, a request for follow-up or an update
• In case, the recipient would like to get in touch with you, include your contact information

The conclusion

In the conclusion, include your final words regarding the document or item or statements of goodwill.

This would include any other essential notes that you want to convey to the recipient.

Important things to consider while drafting a letter of transmittal:

Here are the important things that you should consider while drafting this letter;

The functions

This letter would act as an introduction to another document. Such document includes the following;

• Scientific or technical reports
• Financial information
• Project details
• Confidential or sensitive information

The letter should be printed on a letterhead of the company. As a sender, you have to use a standard letter format. This letter would have the proper page size and margins. It should also contain all the essential elements for it to be effective. Furthermore, the letter should one page in length which would contain only three or four paragraphs. These paragraphs start from the introduction, to the demonstration and finally to the closing.

The tone and content

This kind of letter may be simple and brief. It is a formal business document. The first paragraph should include the following details;

• The name of the document
• A precise description of the content of the document
• The purpose for sending the document
• The name of the sender

Above all, you can also include any instructions for the recipient. In the next paragraph, you should give explanations and instructions in more detail. After that, there comes a last paragraph where you have to conclude the letter with a statement of thanks or goodwill and contact information of the sender.

The correct use

For creating and using these kinds of letters, different organizations and companies have their own policies and procedures. The sender have to ensure that the right person would sign the letter.

The significance

It could be a very powerful and important tool for communication as there are cases when the letter would include confidential or sensitive information. This sensitive information may be a password, a protected file that includes an electronic document or other relevant items. Therefore, the sender has to ensure that the right recipient receives it.

The features

Although this letter is short, it is used to introduce the document it is attached to. The sender may indicate the recipient that the document which it is attached fulfil the goals and expectations that have been previously outlined.

Additionally, you have to discuss in the letter how the information in the document was collected and who was involved in making the document. This is why providing credit to the people who were not actually indicated in the document itself. The letter is also used to guide the recipient to perform an action.

The considerations

It shouldn’t include any technical or detailed information. This letter should be short, simple and friendly. In the end of the letter, include a statement that states to the recipient that you or the agency you represent are available to be contacted in the future. Furthermore, this statement should clarify anything or answer any questions. Therefore, it is essential to include your contact information.

The time frame

You have to send the letter of transmittal at the same time you’d be sending the document which it introduces. Don’t send a letter of transmittal ahead of time or after sending the document.

How to write your own letter of transmittal template?

It is quite easy to write a letter of transmittal. Here are some steps to consider while writing such letters;

• From the very start, you should establish goodwill. Your salutations and first paragraph should contain a tone that convinces the readers to read the entire document.
• Make sure that your letter should be neat, clear and short. Instead of writing the letter by hand, you should compose the letter on a computer and print it.
• The letter has to contain the most important information so that it should not exceed one page.
• You should ensure to determine all the contents in the case of sending packages.
• The recipient should be addressed in the letter directly. It must describe the title of the document which it is accompanying.

Some tips for writing an effective letter of transmittal:

If you are writing a letter of transmittal first time then you must learn how to write it. Here are some tips that guide you while writing such letters;

• At first, you should let the recipient know that what you are sending and why you are sending the document. Doing so is essential for the recipient to get an idea of how to handle the letter appropriately. This way, the recipient can also determine the importance of the letter.
• It would be better to create a summary of all the key aspects and the letter’s purpose.
• Include all the necessary information that would help in the understanding of the recipient. The most important is to emphasize or highlight parts of the document.
• Give a deadline for the actions that have to be taken to let the recipient know what is to happen next. You have to be as specific as possible in your writings so that there is no ambiguity left.
• In order to keep the enthusiasm of the recipient, you should end on a positive note. By doing so, you can make sure that any future transactions will be accepted readily.
• Since it is an official document so you don’t have to be very formal. Make use of a conversational tone while writing it.
• At the end, you must acknowledge the assistance of people who have helped in the completion of the document.
• Include the following in making your final paragraph or the conclusion of your letter; 1- Thank the person who has requested for the document. 2- Give recommendations to the recipient for contacting the sender for any questions or clarifications. 3- As a sender, you should provide your contact details for the recipient so that they can contact you in case of any query.

The uses of letter of transmittal:

• A letter of transmittal is used when you have to describe requirements or instructions about an attached document.
• The letter may also come into handy when you need to send contracts or drafts that need review or approval.
• To explain important points of a document.
• When there is some changes happen to a project.
• It is also written to show decisions that are made after a submitted proposal.
• At the end of the project, when you get unexpected outcomes.

Here are some other uses for letters of transmittal;

• Scientific and technical reports
• Financial reports or information
• Project proposals or certain details
• Confidential and sensitive documents

Conclusion:

In conclusion, a letter of transmittal is a formal business document that provides the initial information about a larger or more important document which it is attached to. Commonly, this letter is used in the workplace as important documents.

Faqs (Frequently Asked Questions)

The letter of transmittal sometimes refers to as a cover letter. These letters are generally sent as an accompaniment to enclosed material. Keep these letters less than a page, brief, and just include the necessary information by using simple sentences.

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Purdue Online Writing Lab Purdue OWL® College of Liberal Arts

Mechanical Elements of Reports

Welcome to the Purdue OWL

This page is brought to you by the OWL at Purdue University. When printing this page, you must include the entire legal notice.

Copyright ©1995-2018 by The Writing Lab & The OWL at Purdue and Purdue University. All rights reserved. This material may not be published, reproduced, broadcast, rewritten, or redistributed without permission. Use of this site constitutes acceptance of our terms and conditions of fair use.

The mechanical elements of your report are largely included to make sure your information was useful and accessible as possible for your readers. It is especially important to incorporate the HATS methodology (headings, access, typography, spacing) when designing your mechanical elements, as that will make your documents easier to read, and it will give your documents a professional appearance.

Preliminaries

Title or cover page.

The title or cover page includes the title, the name of the person authorizing the report, the name of the author(s), the name and address of the institution or company issuing the report, and the date.

Letter of transmittal

The letter of transmittal explains why the report was prepared and its purpose, mentions the title and the period of work, and states the results and recommendations. The letter of transmittal may be separate from the report, but it is usually bound into the report immediately before the table of contents.

Evaluating a letter of transmittal

• Does it achieve the purpose of a letter of transmittal?
• Does it offer enough specific information?
• Is it well written?

Acknowledgments

The acknowledgments section includes material which is irrelevant to the actual report but is required for the record or for acknowledgment purposes. The acknowledgments may include, for example, the names of people who made technical contributions, notices of permission to use copyrighted materials, and so on.

Table of contents

The table of contents contains a guide to the contents of the whole report. It lists the preliminary pages such as the letter of transmittal and the acknowledgements, and it includes all headings and subheadings used in the report, exactly as they appear in the report.

The table of contents also includes the page numbers for all parts. Use lower case roman numerals (i, ii, iii, etc.) for all preliminary pages and arabic numerals (1, 2, 3, etc.) for all pages in the body of the report, starting with page 1 for the introduction of the body.

Lists of tables and figures

In some situations, especially if the report contains only a few figures and tables, all of the figures and tables, with their complete titles, are listed in the table of contents. In that format, tables and figures are listed separately even though they are mixed together in the report.

In most situations, tables and figures are listed on separate pages, with the figures and their complete titles listed on one page and the tables and their complete titles listed on a separate page. If you follow this format, list the headings for each page in the table of contents.

Graphics are all the tables and figures used in a report as visual aids for the reader. They are useful, important parts of a report and must be accurate. They should also be clear so the reader can interpret them easily. Tables are all lists of data presented in rows and columns. Place the numbers and titles above the tables. Figures are any other visual presentations. Place the numbers and titles below the figures.

When tables or figures are discussed in the text, cite their numbers and the pages on which they appear. Either number them consecutively through the report or number them according to the section in which they appear (2.1, 2.2, 2.3, etc.). Put all units in the tables, and don’t make the tables too long. If necessary, break them up into several short tabulations. This will help your tables be more visually appealing and will encourage your readers to look at them.

Types of illustrations:

• Line graphs—for representing continuous processes
• Bar graphs—for representing absolutes
• Pie graphs—for showing percentages
• Flow charts—for illustrating stages in a process
• Schematics—the same as flow charts, but usually used for illustrating more abstract concepts

References are used to cite your sources and give credit to the written work of others that you have read and used. When you refer to these published works in the text of your report, you can choose one of several formats. See the following handouts on the Purdue OWL for more information on references.

Attachments or appendices

An appendix is like a storage warehouse, the place to put material that needs to be included in the report, but is not essential. Putting material (such as raw data, processed data, analytical procedures, details of equipment, etc.) at the end keeps the report from being buried in a mass of detail, but keeps all that detail available if needed by any of your various readers. Each appendix is numbered or lettered consecutively and given a title.